In our Party Leader section you can find all the information you need for organising a successful school trip.
Take your time to have a look through all the information provided. If you still have unanswered queries please give us a call.
- Getting Started
- Party Leader Resources
- Health & Safety
- Insurance & Policies
- Travel Information
How to Book
Booking your school trip is simple and straight-forward with Equity. It’s easy to get started, however we’ve outlined some steps to begin your booking below, get started today!
1. Get a Quote:To find out how competitive our prices are, simply contact one of our helpful sales specialists who will prepare your quotation or click on 'Get a Quote' and we will send you a tailor-made quotation, advising you on the best value for money options within 48 hours.
2. Make a Provisional Booking: If you like what you see, we will provisionally book wherever possible flights, Eurostar, rail, coaches and accommodation for up to 4 weeks. At this stage you are not financially committed.
3. Flexible Payment Option: We understand how difficult it can be for students to fund their trips therefore we only ask for an initial deposit to confirm your booking.
4. Confirm Your Booking: Deposits are required. £40 per paying passenger for UK Tours. £50 per paying passenger for European Coach Tours. £80 per paying passenger for European Rail tours. £120 per paying passenger for European Air tours. £150 per person on all Worldwide Tours (including Americas). On receipt of the deposits and booking form we will confirm your travel arrangements and start work on planning your tour and booking any excursions to support your subject discipline.
5. Final Payment: The balance is then due 12 weeks prior to departure.
We have set out below what's included in a typical Equity trip – however we can tailor make a tour to suit your exact requirements. Please speak to a member of staff who will be happy to discuss your specific needs and provide you with a unique package:
- Return Flights / Eurostar / Coach / Ferry (if applicable) / Rail Taxes (applicable to flights only)
- Accommodation based on bed & breakfast (room only in the U.S)
- Students accommodated in multi bedded rooms or dorms in some hostels (no bed share)
- Adults accommodated in single rooms (unless otherwise stated or requested)
- All rooms en suite (excluding some hostels)
- 24 hour duty office
We understand that in the early stages of booking a trip with a tour provider, it’s key to drum up interest for your trip within your establishment; first to be given the go ahead and then to get the numbers necessary to make it viable. Here you have direct access to Letter templates, Savings Cards and Forms, as well as links to promotional materials to help advertise your tour to pupils.
Download a Promotional Poster
Download a poster to advertise your trip. We have left areas for you to add in information about where you are going and when!
Download a Promotional Presentation
Click to download the PowerPoint suited to your trip from the below options. We have left areas for you to add in information and have added all popular subjects so you can delete the slides that are not applicable to your tour.
Health & Safety
A great concern to us is the health and safety of our groups. We use our safety management system to promote safety awareness to our suppliers and staff.
Download our Health and Safety Booklet
Safety Management System (SMS)
Our SMS lays out our commitment to safety when organising our operations. This is achieved in part through our supplier audits, which are regularly completed to School Travel Forum guidelines, to make sure that our transport, hotel and excursion suppliers are in line with national safety standards and are appropriately documented.
Read our Health & Safety Policy
We're aware of the challenges party leaders face when running educational tours, so to ensure your trip is as safe as possible, we are happy to support you with Health & Safety information to deal with other safety planning issues.
School Travel Forum
Council for Learning Outside the Classroom (LOtC)
Equity Ltd. is accredited by the LoTC and has been awarded the Quality Badge. This recognises that we have demonstrated a commitment to supplying tours and trips of educational value.
View our certificate
Please click here for further information about our STF and LOtC accreditation.
We are members of ABTA (The Association of British Travel Agents), membership number V5376. More information about ABTA, its code of conduct and the arbitration scheme available if you have a complaint can be found at www.abta.com
ABTA Checklist for Disabled and Less Mobile Passengers.
The air tours in our programme are protected through our ATOL (Air Travel Organiser’s Licence), number 2680, which is given to us by the CAA.
Our coach operators are well established and reliable, whether chosen by us or supplied by trusted agents. All undergo an audit to make sure they provide a high standard of vehicles and drivers, which are both trustworthy and safe. Seat belts are available on all UK coaches, but this is not always the case on overseas coaches. We do however try to employ coaches with seatbelts whenever we can. Audits are carried out in accordance with standards set by the School Travel Forum.
We do our very best to choose properties which are suited to school group accommodation and audits are carried out on all the properties featured on this website. These cover all essential safety concerns, such as food hygiene, fire and pool safety, and security. The audits are carried out in accordance with standards set by the School Travel Forum.
Tour Operator Public Liability Insurance
Our Tour Operator Public Liability insurance cover (which is four times the minimum standard) is set at £20 million, extending our duty of care to you.
We believe the travel insurance policy we offer is one of the best available. In the unfortunate event of a claim, our suppliers in resort are familiar with our policy and procedures, which makes for a smoother operation at a stressful time.
You must however check that our policy provides sufficient cover for your particular needs.
If you accepted our nominated insurance policy at the time of booking, please find details of the cover below. It is important that all members of your group and parents of students travelling have access to the full policy at the time of booking your trip; this is when your cover commences.
Please take the time to read the policy documents in full.
If you confirmed your trip before 1st September 2014, please find your documents below:
If you confirmed your trip before 1st September 2015, please find your documents below:
If you confirmed your trip after 1st September 2015, please find your documents below:
Booking Terms and Conditions
We ask that you thoroughly read the booking terms and conditions when planning your school trip.
Full details can be found here http://www.equityschooltravel.co.uk/booking-terms-conditions
We believe that when the experience of travel is delivered in the right way it offers an optimal learning environment of immense educational value, giving rise to a memorable life experience and helping with the personal and holistic development of a young adult. However, we acknowledge tourism’s impacts on the worldwide and local environment and communities, which can be both positive and negative. In response, we endeavour to take every reasonable step towards becoming the leading sustainable provider in school travel, considering environmental, economic and social issues across the breadth of our operation; from our UK office, to our UK and overseas suppliers, and our managed overseas ClubHotel and Chateau programmes. This document sets out our current working practices and our improvement objectives to achieve sustainable operations and working practices, as defined by the World Commission on Environment & Development Brundtland Report as:
‘Development that meets the needs of the present without compromising the ability of future generations to meet their needs’
Read our environmental policy >>
We take your privacy and the information you provide to us very seriously.
We can only advise the requirements for British passport holders. For non-British passport holders, requirements should be checked with the relevant embassies. Where visas are necessary it is the clients responsibility to obtain these. If you have any overseas students in your group you may need to apply to the relevant Embassy many months in advance of travel.
Get up to date overseas travel advice for your destination from the Foreign & Commonwealth Office
Click to view our ‘Before you go’ booklet which is full of helpful information and travel tips for your tour. It’s full of all the travel information you need when preparing for a trip. Download our 'Before You Go' Booklet >>
Equity is a preferred partner of British Airways and we are therefore able to offer you some of the lowest group fares available with a scheduled carrier. With British Airways you are able to enjoy the convenience of frequent schedules and centrally located airports.
British Airways fly from many cities throughout the UK to London on their domestic routes, allowing the possibility of onward connections to European and Worldwide destinations at economical fares.
Low Cost Airlines
The low cost airlines have revolutionised travel to many destinations. They operate from airports all over the UK, so in many cases there is no need to travel to London. However, to take advantage of really low fares you do need to book early.
We obtain the best scheduled airline rates available. For your tours we use British Airways, Virgin Atlantic, Continental Airlines, Air France, Lufthansa, KLM, Finnair and Emirates to name a few.
Out of range air tours
If you confirm your booking with us at a time when your flights are not on sale yet, we will provide you with a quotation which is a best estimate. On release of your flights we will confirm your final tour price. A flight supplement might incur. Please note that we will always try and avoid surcharges by looking at alternative travel dates or routes.
Passenger Names and Name Changes
All names must be submitted as per the passport in the form provided. Please note that incorrect names will incur a change of name fee. Minor spelling adjustments will incur a minimum admin fee of £30 (depending on airline); name changes will be charged a minimum of £130 but could be considerably more. Some airlines do not permit name changes at all and a new ticket must be purchased. In this case the full cost plus admin fee will be charged. We ask you to be vigilant whilst filling in our provided passenger forms and double check all details are correctly entered.
We do as much as we can to ensure your trip goes to plan, but should you need any assistance, you can contact a duty manager 24 hours a day/7 days a week on an emergency number. They will have full details of your tour and be able to deal quickly and effectively with any problems you might have.
My payment due date falls in the school holidays, can we extend the deadline?
In order to ensure the smooth operation of your tour it is essential that all payments are received by the stated deadlines. If any due date falls within school holidays it is important to inform parents that payments will be collected before you break up.
What are your cancellation fees?
Please see the table below:
Period before departure within which written notice of cancellation is received by us as your Travel Agent
Amount of cancellation charge shown as % of holiday price
More than 84 days
Full 1st and 2nd deposits as per schedule
35 - 84
15 - 34
8 - 14
7 - Departure day or afterwards
What happens if my group numbers decrease?
Depending on the date of the cancellation, you will be charged the relevant cancellation fee as per the table above. If numbers fall below the quoted minimum group size, a small party supplement will apply.
What happens if my group numbers increase?
We will always endeavour to accommodate increases in group size. Please be aware that adding extra passengers may have overall cost implications, e.g. if additional flight seats are more expensive, or if a larger coach is required.
Can I bring extra adults, in excess of my free place ratio?
You are welcome to bring extra adults if you want to. Either these adults can pay for their place separately as paying passengers, or the cost can be divided across the students, increasing their overall tour price. Extra adult supplements may also apply, in addition to the basic tour price.
What is the difference between a Standard and Executive coach?
An executive coach will have a DVD player and W/C on board for emergency use; standard coaches do not normally have these facilities. Air conditioning will always come at a supplement regardless of coach specification, unless specifically included in your quote.
Can we use our coach whenever we like?
Yes, as long as the required coaching is in accordance with the driver’s regulated hours (which must be followed by law) and is as per your itinerary. Although most drivers are flexible to some degree, unplanned trips or stops are not always feasible, so please discuss your itinerary requirements thoroughly with your Sales Specialist / Tour Coordinator prior to departure.
I’ve found some cheap flights on the internet, can you buy those?
Group air fares differ from individual air fares. It is always much cheaper to buy one ticket individually than multiple tickets at once, and the cost of the tickets increases as more space on an aircraft is filled. This is why ticket prices which can be found online for individual travellers do not match what we are quoted for group travel. Any additional costs, such as booking fees, are also factored in to the overall tour price.
We’re departing in the next few weeks, is my rooming confirmed?
We always endeavour to inform groups of their rooming arrangements as soon as they are made available to us. Most accommodations are not able to finalise rooming arrangements until relatively close to departure, and in some instances stipulate that rooming will be allocated on arrival. In these cases we can usually provide a provisional rooming list, which may be subject to change.
There is a sample itinerary in my quote letter. Are all these excursions included in my quoted tour price?
A sample itinerary is our template, provided at the quote stage, which shows the potential structure of your tour. Excursions from sample itineraries are not included in the tour price, unless otherwise stated under the ‘inclusions’ section of your quote letter. If you do want specific excursions to be included in your tour price, please speak to your Sales Specialist.
What is meant by the term ‘bed share’?
In certain destinations, particularly America, the standard rooming arrangement is 4 people per room, sharing 2 double beds. Therefore, the default allocation is for people of the same gender to share a double bed. Although opting for bed share does minimise expense, we understand that it is not a suitable option for some schools and are happy to organise alternative rooming arrangements at a supplement.
Our breakdown of staff includes one male and one female. Will we be charged extra for single rooms?
Supplements always apply for single rooms. However, if you do know in advance that you will have a gender mix requiring single rooms then the cost can be incorporated into your tour price at the provisional booking stage. Please discuss this with your Sales Specialist.
My Local Authority has given me an External Provider form to complete. Who should I send it to?
Equity Tours are accredited members of the School Travel Forum (STF) and holders of the Learning Outside the Classroom (LOtC) Quality Badge. This means that we are not required to complete individual County Council / Local Authority External Provider forms. To find out if your Local Authority accepts the LOtC badge, please visit the following website: http://www.oeap.info/find-an-adviser. Only in the event that your Local Authority does not accept the LOtC Badge will we complete individual forms. For more information, please contact your Tour Coordinator.
What free place ratio do you offer?
We offer standard free place ratios of 1:10 on air tours and day trips, and 1:8 on coach tours. These can be adjusted to suit your requirements.
Who is eligible for concessions, and what do you offer?
Eligibility for concessions varies depending on a number of factors; including group size and destination - please ask your Sales Specialist / Tour Coordinator for specific information about your particular entitlements.
What happens if another company offers me a cheaper price?
We offer ‘price matching’ and ‘price beating’ on like-for-like quotations, so if you send us the full quote we will match or beat any competitor’s price.
I am planning my tour more than a year in advance, will my price change?
We quote responsibly and always endeavour to ensure that the price you confirm on is the price you will pay. However, the price for any air tour that is quoted in advance will be subject to change until flight prices are released, approximately 11 months before your departure date. Where applicable, this is always stated clearly on our quote letters. For further information please refer to section 4 of our Terms and Conditions.
Not what you were after? If you have a question that hasn’t been answered here please speak to your Sales Specialist or Tour Coordinator who will be happy to help.