Useful Information

Free Place Ratio

Our standard free place ratio is 1 free leader with every 8 paying passengers and 1 free with 10 for ski tours. However, you can choose to bring more or less leaders on the tour and the price will increase/decrease accordingly. Supplements for extra leaders may apply depending on the destinations.

Change in Numbers

Please advise us as soon as possible if you have extra passengers, before confirming with them, so we can check availability with the airline and hotel, if necessary. If any passengers cancel from the tour then please be aware that this may affect your tour price and free place ratio due to the shared costs involved.

Cancellation Charges

Deposits are non-refundable but can be transferred to a replacement passenger on the same tour. However, the applicable name change fee will be charged if airline seats have been purchased.

Our cancellation charges are as follows:

29 – 56 days prior to departure – 80% of the tour price.
28 days or less prior to departure – 100% of the tour price.

Further information on cancellations is included in our booking conditions on Page 18.


Our insurance is included for each passenger up to the age of 69, unless otherwise advised by you. Premiums will apply for those aged over 70 and for some pre-existing medical conditions so please check with our insurance company. A full copy of the policy terms and conditions will be sent to you on confirmation of your tour. If you wish to see the policy in advance then we would be happy to forward it to you.

Passenger Lists/Name Changes

In all cases we will require a passenger list of passport names for all passengers travelling. Please ensure names are correct as once they are submitted to the airline, name change fees will apply. In the event that you must change one passenger name to another then the airline will charge a substantial name change fee for this, regardless of how small the change and they show no

leniency at all. Name changes vary for each airline so we will advise the cost at time of change. We must receive all name changes in writing.

API (Advanced Passenger Information)

It is a compulsory requirement for any passengers intending to travel to Spain and the USA to provide some Advanced Passenger Information which includes date of birth, gender, passport number, expiry date, issue place and nationality. This information is generally required either at the time of ticketing or at the time of online check-in.

ESTA (Electronic System for Travel Authorisation)

Since January 2009 it has been compulsory for all Irish citizens to obtain approval through the Visa

Waiver Programme (VWP) enforced by the U.S Department of Homeland Security. All eligible passengers should apply for authorisation and pay the applicable fee by visiting (at a cost of no more than $21). This programme enables citizens from 36 countries to travel to the United States for 90 days or less without obtaining a visa. For a list of the 36 countries please visit Please note that all passengers must have biometric (machine readable) passports to gain entry into the USA.

Passports & Visas

Most European destinations just require passports to be valid for the duration of your stay; however some do require 3 or 6 month validity from the return date. Please ensure that you check well in advance of travel. All Visa requirements are the responsibility of the passenger and they should make contact with the Embassy of the country they are travelling to in plenty of time before travel.

We will send the passenger documentation supporting the visa application, if required. It is up to the individual to ensure that they comply with all requirements that are needed for them to enter the country and return to the Republic of Ireland or the UK.

Online Check-in & Assigned Seating

Compulsory online check-in applies for all Ryanair and Easyjet flights in advance of travel. Please note that for administration purposes we will require the following details from each passenger one month before travel: d.o.b, nationality, passport number, expiry date and place of issue. It is extremely important that all passport information is correct as once tickets are issued then high change fees apply, or in some cases you may have to purchase a new airline seat. There is a charge for checking in at the airport if the passport information is not given in advance. Boarding cards for Ryanair flights can only be printed 48 hours in advance of travel. It is possible to pay additional fees for assigned seating in order to have boarding cards issued sooner. Please check with us for current advanced checking/assigned seating fees as Ryanair operate a tiered pricing structure so they vary greatly depending on availability and destination.

Prepaid Tickets

Once we have prepaid for theatre, football tickets etc. they are non-refundable and will be charged in addition to lost deposits in the case of cancellations.

Personal Property

We will not take responsibility for any property belonging to any group member that is lost or misplaced while on tour, due to negligence.

Contingency Fund

We would suggest that the group leader carries an adequate contingency fund while on tour in case of any unforeseen events.


It is the responsibility of the group leaders to ensure that their students behave in the correct manner at all times. Students should be respectful to guides, coach drivers and hotel staff. If damage is caused to any property, such as hotel rooms or the coach, at any time then they will be held responsible for their actions. Any damage caused by any member of the group will be charged accordingly to the group. No students under 18 may consume alcohol and smoking on coaches and in hotel rooms is strictly prohibited. Some hotels will ask for a deposit on arrival which will be returned on departure if all is in order.


In case of any emergency while on tour you will be provided with an emergency telephone number in your travel pack in order to contact our staff.

EHIC (European Health Insurance Card)

The EHIC allows passengers to access health care while in EU countries, if necessary. All information can be found on

Travel Documents

We will prepare your travel documents between 5-14 days prior to departure. This pack will contain

tickets, reservation numbers, vouchers, finalised itinerary, baggage labels and any relevant emergency telephone numbers. We would ask you to check your travel documents carefully as soon as you receive them and advise us if you have any queries.


Unfortunately from time to time, strikes, weather or force majeure that is beyond our control can affect travel arrangements. We will advise group leaders as soon as we are aware of any reasons that could affect travel plans and try our best not to inconvenience you too much. For outbound travel if you are delayed in any way that we may not be aware of then please let us know so we can contact the coach company and hotel to advise them of your delay.

Risk Assessment

Please contact us for more information on how we can assist you with your Risk Assessment. We deal with each trip on an individual basis.