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Frequently asked questions

Frequently asked questions

We have collated a collection of popular questions and their answers below, to help answer any queries you may have in relation to school trips with Equity.
Click on a question below to see the answer, or contact us if you would like additional information.

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, 2nd and 3rd deposits as per schedule

29 - 84


28 days – 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.

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 Travel Advisor / Destination Specialist 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 Travel Advisor.

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 Travel Advisor.

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.outdooreducationadvisers.co.uk/about-us/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 designated Product Delivery Specialist.

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 Travel Advisor / Product Delivery Specialist 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 Travel Advisor or Product Delivery Specialist who will be happy to help.

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We hope the information above answers all your questions, but if there is anything else we can help you with contact us online to ask a question or call 01273 648 248 and we will be happy to help!