Paperwork in one place
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:
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.
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.