 |  |
 |  |
The long-awaited day of departure draws near. The necessary funds have been raised, and a programme of activities decided upon. The last reservations have just been confirmed. The hard part is behind you, but beware not to fall into any traps where minor details are concerned.
AUTHORISATION AND FORMALITIES
We leave it to you to settle details regarding official formalities together with the Head of your school. Such procedures have, in any case, been simplified in recent years. Simply be sure to respect the existing hierarchy so as not to offend anybody.
Although we are now in the age of Europe and the Schengen agreements, authorisation is still required when travelling abroad with minors. Remember to check that each pupil has a valid identity card, or passeport if required. This should be done well in advance so that documents which have expired or been lost may be replaced.
MONEY
The best way to avoid running short of money is to have a credit card in the name of the organisation managing your trip. This will allow you to pay without having to carry large sums of money with you and will give you the opportunity to withdraw money from a cash dispenser when required. Traveller’s cheques are another possibility.
THE WEATHER AND SUITABLE CLOTHING
Make sure you pack clothing suitable for all types of weather, hot or cold, wet or dry. Young children are sensitive to the cold and it is difficult to maintain their attention if they are shivering !
PARENTS INFORMATION PACK
Prepare detailed information for parents, listing all the planned activities, the addresses of the accommodation and places you are to visit, along with information about how to contact the children, dates and times, and any other information you think useful.
Such information will contribute to reassuring parents and gaining their trust.
A similar document should be handed to all accompanying adults. In addition, you should include a list of the participants, and a list of parents’ telephone numbers and addresses, both private and professional, with the times when they can be contacted. Remind them of the aims of the trip and give clear and precise details of the role each person is expected to play.
HEALTH AND SAFETY
Ask parents to provide a doctor’s certificate attesting that the child is fit to participate in the trip and in the planned activities.
Equip yourself with a first-aid kit. These can be bought ready-assembled from any chemist.
INSURANCE
Check that pupils are covered for travelling overseas. When you pay your deposit, take out a "cancellation" policy with the travel agent which will ensure that your money will be returned to you should there be any last-minute problems.
ASSISTANCE
Assistance organisations offer highly advantageous prices for groups. Contrary to popular belief, their services are not limited to repatriation on medical grounds, but extend to breakdown services, domestic incidents, and legal advice.
Most insurance companies include assistance-style cover in their auto-mobile contracts. By obtaining this as well, you will have covered every eventuality. Long experience of group travel all over the world has taught us that it is unwise to try and economise on insurance and that it is indispensable to deal with a company which has a 24-hour helpline.
Preferential group premiums are inexpensive. Do not hesitate to spend money in this area. You will feel all the more able to relax.