Resources And Forms

We want to make your life as easy as possible. So we’ve created a space for all the important forms and resources you’ll need.

You can also contact us if you have any questions about these documents or how to use them.

Your guide to what form is for and which group type:

Booking form

All groups. We’ll ask you to fill in this form for us to make sure we have all the information we need prior to your departure. This includes your emergency contact details.

Itinerary request form

University and college trips. You can use this form to let us know what excursions you’d like to go on.

Letter to parents

Schools and music trips. You can personalise this letter and use it to promote your trip to parents. After reading about the trip, parents can then tear off the reply slip and send it back to you to reserve a place on the tour for their child.

Advance passenger information (API) form

All groups. For a quicker process through the airport, download and fill in this form with legally required data from your passengers’ passports. You’ll need to take a copy with you and present it at the check-in desk.

You can use this form to advise us of the special dietary requirements or any medical issues of those in your party. It must be completed and returned to us at least 14 weeks before departure.

Final form

School trips. We’ll ask you to fill in this form for us to make sure we have all the information we need prior to your departure. This includes your emergency contact details.

Mandatory travel form

University and college trips. If you’re travelling by coach, please complete this form so that the coach company can easily find your pick-up point.

Student tours rooming list

University and college trips. This form helps you allocate students to specific rooms prior to departure. It gives you an easy to scan record of where each student is staying.

Programme information request form

Music trips. We’ll ask you to fill in this form for us, so we can start arranging your performances. The details on the form will help us know how many people are in your ensemble, how many instruments you’ll be taking and the kind of music you’ll be performing.

Party leader notes

Music trips. These notes will help you prepare for your trip, and contains useful information on accommodation, health and safety, insurance, performance procedures, and the practicalities of transporting musical instruments.

Tour assistance whilst in resort form

Music trips. This form has been prepared to help you decide what level of assistance you want or need to have on your tour. It can help you decide whether or not to ask for a concert assistant, or a tour manager, or rely on your own foreign-language skills and experience.

Passenger manifest and dietary requirements form

Music trips. You can use this form to advise us of the special dietary requirements or any medical issues of those in your party. It must be completed and returned to us at least 14 weeks before departure.


School trip forms and documents

Booking form

download schools booking form

Letter to parents template

download letter to parents template

Final form

download school tours final form


University and college trip forms and documents

Itinerary request form

download student tours itinerary request form

Advanced passenger information (API) form

download student tours advanced passenger information

Rooming list

download student tours rooming list

Mandatory travel form

download student tours mandatory field

Booking form

download student tours booking form


Music trip forms and documents

Group Leader notes

download music tours Group Leader notes

Programme request

download music tours programme request

Booking form

download music tours booking form

Advance passenger information (API) form

download music tours advanced passenger information

Passenger manifest and dietary requirements

download music tours passenger manifest and dietary requirements form

Music trip assistance

download music tours assistance whilst in resort


download free guide to planning your first school trip abroad