How do you organise rooming?

On receipt of your gender breakdown, we will submit this to the accommodation and wait for rooming allocations to be sent back.

Does everyone have to have the same meal at dinner?

This is subject to the location of your tour and restaurant selected - but where possible, we will offer a choice menu. Otherwise, it will be a set menu with dietary requirements catered for separately.

What’s the best way to pay for things on our South Africa trip?

South Africa generally does not accept card payments, so we recommend carrying cash with you for your trip.

Where can I find your Health and Safety procedures?

A Health and Safety leaflet will be sent to you upon confirmation, or can be found on the Travelbound App. Learn more about what we do for Safety on our school trips.

What is your cancellation policy?

Please refer to your booking Terms and Conditions that can be found on the Travelbound App, or speak to your Account Manager or Tour Co-ordinator to request a copy.

Refused ESTA Withdrawal Guarantee

Having an ESTA refused can be stressful for both Group Leaders and families. Our Refused ESTA Withdrawal Guarantee is designed to give you peace of mind if this happens, helping you continue planning your trip with confidence.

Reassurance for the journey ahead

For bookings from 1 February 2026

We understand that having an ESTA denied can be stressful for both Group Leaders and families. Our Refused ESTA Withdrawal Guarantee is designed to give you peace of mind if this happens, helping you continue planning your trip with confidence.

What the guarantee covers

If a passenger is refused an ESTA (Electronic System for Travel Authorisation) for travel to or via the USA, they may be withdrawn from the booking without cancellation charges, provided the following conditions are met.

This guarantee helps protect your group from unexpected setbacks and ensures your itinerary can continue safely and smoothly.

What you need to provide

To use the Withdrawal Guarantee, you must provide proof that the ESTA refusal was genuine. This can include:

An official refusal notice from U.S. Customs and Border Protection
A screenshot or PDF of the ESTA denial page
Evidence of a re‑application, if the passenger has applied again

Should the official ESTA portal indicate multiple applications, please provide screenshots of the following:

The previously refused ESTA
A newer, fresh application submitted afterwards
Or the email confirmation received, showing different time stamps

Need to know

Key deadlines

To qualify for the Withdrawal Guarantee:

The Group Leader must inform us of the withdrawal at least 12 months before departure.
Requests submitted after this deadline will fall under our standard cancellation terms.
Bookings made within 12 months of departure are not eligible for the Withdrawal Guarantee.

These timelines allow us to protect your group’s plans while keeping arrangements stable for all travellers.

Passenger allowance

The Withdrawal Guarantee can be used for up to 20% of the paying passengers on your booking.

If ESTA-related withdrawals exceed this allowance, we may need to recost the tour to keep the experience viable and affordable for the wider group.

If an ESTA is refused late

If an ESTA refusal is received after the 12‑month deadline, our normal cancellation terms will apply.

Full details can be found in our Booking Conditions.

Important note

The Company reserves the right to withdraw or amend this guarantee at any time.

Have a question?

You can contact our educational travel specialists on 01273 244 572, or submit a form below.

Contact us

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When do I need to apply for our ESTAs?

ESTAs should be applied for in advance of travel. Please note that not all nationalities are eligible for an ESTA and may require a visa to enter or transit through the USA.

Has the ESTA fee for travel to the USA changed?

Yes. The ESTA fee has increased to $40. All travellers must complete the online ESTA application before travel.

What if travellers hold non-British passports?

Entry requirements vary depending on nationality. Travellers should check the rules for their destination and also confirm re‑entry requirements for the UK on the UK Government website.

What questions may border officials ask students?

Officials may ask about purpose of travel, length of stay, accommodation, insurance, group travel and financial means.

What is the EU Entry/Exit System (EES) and how does it affect travel?

From 12 October 2025, EES introduced biometric checks (facial image and fingerprints) at EU borders, replacing passport stamping for non-EU travellers.