Frequently Asked Questions

Below you’ll find the answers to some of our most frequently asked questions.

If you can’t find the answer you’re looking for, then don’t hesitate to get in touch with us on 01332 342 050 or email tours@ventureabroad.co.uk and we’ll quickly get you talking to the right people.

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• What safety support do you have in place for clients choosing to tour with you?
  At Venture Abroad we are proud of our continual commitment to safety. Clients who tour with us can be assured that we have the following support services and systems in place: Safety Management System, Generic Risk Management, Crisis Management System, ATOL Licensed, ABTA Bonded, insurance, 24-hour emergency contact system, accommodation audits, coach audits and activity audits.

• What do I need to ensure safe travel for my group?
  We are happy to assist you in ensuring that you have all of the necessary information to successfully assess risks and ensure a safe trip for you and your group. You can contact your International Advisor for additional guidance and support.

• Do you provide risk assessments for accommodation centres?
  Venture Abroad have individual audits which are completed on every accommodation centre which we use. We are more than happy for you to see this should you wish. Our audits cover fire safety, means of escape and general safety, which may help you to complete your own risk assessments.

• What should be included in my risk assessment?
  Start by identifying the potential hazards before deciding on the appropriate precautions to minimize the potential risk for your group. Once identified, record your findings and implement the precautions.

• Do you provide risk assessments for the visits you offer?
  You can download our Generic Risk Management Handbook which will help you complete your risk assessment. The aim of the handbook is to provide all group leaders with supportive suggestions to help raise awareness to risk, suggest control measures to help mitigate the risk and manage risk pro-actively but they shouldn’t be used in place of your own risk assessment. For further assistance, please speak to a member of our team who will be happy to help.

• When will I receive my final trip documents?
  Usually around 2-3 weeks prior to departure. This may depend on any outstanding information we are yet to receive from suppliers or the group but we will keep you informed.

• When will you need our passport information and what information do you need?
  The time frames will vary depending on the transport provider who requires this information. You will be set a deadline by your Tour Coordinator. The information required will be set out on the passenger manifest we send to you and will include passport number, DOB, validity dates, nationality and issuing country.

• What happens if members in my group want to cancel?
  We will work with you to find the best solution if a member of your group wants to cancel their place on the trip. Please refer to our booking conditions and speak to a member of our team for further information.

• Can I add extra passengers to my booking?
  We will aim to accommodate added passenger requests where possible, dependent on accommodation and transport availability. Please speak to a member of our team for more information.

• Our group is fundraising and wants to add an excursion/activity/meal at a later date – is this OK?
  Yes, you can add these elements to your tour in the lead up to your departure date.

• Are excursions costs included in my price?
  Some tours do include excursion costs. For more information about the specific inclusions of each tour, please see the Tour Inclusions section on the destination you are interested in.

• What does our insurance cover us for?
  Our insurance providers offer comprehensive cover to our groups for the duration of their tour. As with any insurance cover, it is vital that you read through the terms and conditions and that you declare any relevant information as requested. For groups opting to take their own insurance, we highly recommend that you read all inclusions and exclusions prior to departure.

• Is travel insurance included in my trip price?
  Yes, insurance will be included in your trip quotation as standard unless it is requested not to be. Make sure you check the list of inclusions in your quotation and/or confirmation.

• What happens if we have to cancel because of terrorism?
  If there has been no official advice against travel, yet your group has opted to cancel, then your cancellation is totally subject to our booking conditions (for booking conditions, please see ‘What happens if flights are operating but we decide we do not want to travel?’). However, we will always work with you to try and minimise the financial effect and find the best solution for you.

• What happens if, due to indefinite flight cancellations, we have to cancel our trip?
  We would discuss the options with the party leader and school/group. We are happy to assist you in the rearrangement of your tour at a later date. If this is not acceptable, then between us and your insurance company you would receive a refund.

• What would happen if our flights are delayed or cancelled?
  In the event that your flights are cancelled or delayed by the airline, then the airline will offer us an alternative flight for your group and payment under the delayed departure section of your insurance would be applicable. EU airlines and carriers are subject to the EU Directive regulation 216/2004. Insurance policies do cover delayed flights and in the first instance party leaders would need to call the insurance company for further details.

  For groups travelling with our insurance (provided by Endsleigh Insurance Services Ltd) we would be able to call on your behalf. Delayed cover through Endsleigh Insurance Services Ltd entitles each person to claim up to £100, dependent on the length of delay, which can then be used to offset any additional expenses that may have been incurred.

  We will offer your group continued support via our 24-hour emergency phone; we will liaise with our contacts at the relevant airline and accommodation centres, if necessary, and continue to communicate with you throughout until your flight departs.

• What happens if flights are operating but we decide not to travel?
  If there has been no official advice against travel, yet your group has opted to cancel, then your cancellation is totally subject to our booking conditions. However, we will always work with you to try and minimise the financial effect and find the best solution for you.

  Period before departure within which written notification is received by Venture Abroad:

  70 – 29 days before departure: 75% amount of cancellation charge (expressed as a percentage of the total holiday cost)

  28 – 15 days before departure: 90% amount of cancellation charge (expressed as a percentage of the total holiday cost)

  14 – 1 day(s) before departure 100% amount of cancellation charge (expressed as a percentage of the total holiday cost)

• Do you DBS (formerly CRB) check your drivers?
  As part of our coach audits, we request that all UK coach drivers are DBS checked by their employer prior to driving on one of our tours. We can request confirmation of your specific driver’s compliance if deemed necessary.

• Are all of your coaches audited?
  UK coaches: Yes, all of our UK coach companies are audited by our in-house team. Copies of which can be made available to you.

  Foreign coaches: It is important to remember that each country is governed by their own standards and laws and these may differ from UK law. We request that an audit is completed by the foreign coach company which includes confirmation of the following: they will comply with all national, local and other laws, rules and codes of practice, and that all services contracted shall be performed with all due skill, care and diligence.

• Are seatbelts provided on foreign coaches?
  This depends on the country where you are visiting and their local laws. However, we will always endeavour to use coach companies who use coaches fitted with seatbelts.