With so many years’ experience helping leaders create memorable travel experiences for their group members, there aren’t many questions that we haven’t already been asked.
Below you’ll find the answers to some of our most frequently asked questions.
Safety and support
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, ABTOT Bonding, ATOL Licensing, ABTA membership, insurance, 24-hour emergency contact system, accommodation audits, coach audits and activity audits.
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.
Audits and Risk Assessments
Yes, Venture Abroad have individual audits which are completed on every accommodation centre which we use. Our audits cover fire safety, means of escape and general safety, which may help you to complete your own risk assessments. We are more than happy for you to see this should you wish.
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.
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. You can find risk assessment guides which will help you complete your own risk assessments on the safety area of our website
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.
Changes and cancellation
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.
Absolutely, you can add these elements to your tour in the lead up to your departure date, subject to availability. The sooner we are made aware of any additions you are considering, will help us to secure any availability.
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.
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.
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.
A GHIC or EHIC is not an alternative to travel insurance and is not valid for use in all countries. It will not cover any private medical healthcare or costs, cancellation, travel delay, mountain rescue in ski resorts, being repatriated back to the UK, or lost or stolen property. Having both a GHIC and travel insurance will ensure your group is appropriately covered.
Yes, one policy number will cover everyone in your group.
Pre-departure (cancellation) cover starts from the date that you book your trip and pay your first deposit if insurance is included in your package. If you choose to add in insurance at a later date, your pre-departure cover will be activated upon receipt of payment of the premium. At these points, you will receive your full policy documentation. The rest of your cover starts on your scheduled departure day.
No, Aviva does not need to be informed of any pre-existing medical conditions. As long as you are not travelling against the advice of a Medical Practitioner, you are covered under the policy.
Aviva does not require you to advise about changes to health during your period of insurance as detailed on your schedule. As long as you are not travelling against the advice of a Medical Practitioner, you are covered under the policy.
You have the right to opt out if you wish, but you should ensure that you have alternative travel insurance in place for all group members as this is a condition of booking.
The policy is a group policy so can only cover the entire group. If some group members opt out, the entire group cannot be covered.
Yes, Aviva covers the total number of people in the group. In order to make a claim, the group member just needs confirmation that they were part of the group, which can be provided by Venture Abroad.
Covid specific Insurance FAQs
The Aviva policy has full cancellation cover where a group member has been diagnosed with COVID within 14 days of departure. If a group member has been hospitalised at any point prior to departure which results in them being unable to travel, this is also covered.
As well as cover for the Group Leader as an individual, there is additional cover to help recruit or pay for a replacement in the event that this is necessary.
No, disinclination to travel is not covered under any travel insurance.
Not having vaccinations will not invalidate the insurance policy if you travel, however where destination countries have specific entry requirements, it is the group member’s responsibility to ensure that these are met. Unfortunately, there is no insurance cover for denied boarding/entry where group members do not meet the entry requirements of the destination country.
If a group member falls ill whilst you are away, you should contact the CEGA emergency medical claim number. They can help to support and advise you on next steps and ensure the group member is well looked after. Of course, if it is a medical emergency, call an ambulance straight away and notify CEGA at the earliest opportunity so that they can provide support and financial assistance with the claim. The insurance will provide cover for any additional accommodation, travel or medical costs, without limitation. Venture Abroad can also provide support via the 24-hour emergency line.
If a group member has symptoms, the individual should start isolating immediately. The Group Leader should call the CEGA Emergency Assistance number provided for advice about the exact procedure in the destination country. The insurance will provide cover for any additional accommodation, travel or medical costs, without limitation. Venture Abroad can also provide support via the 24-hour emergency line.
The Group Leader should call the CEGA Emergency Assistance number and follow the procedure required for the destination country. Your insurance will cover the costs of any additional accommodation required.
The Group Leader should liaise with the CEGA Emergency Assistance team and follow the procedures required. Your insurance will cover the process of repatriation.
The Group Leader should liaise with the CEGA Emergency Assistance team and follow the procedures outlined. If you are unwell, your insurance will cover the costs of emergency travel expenses including transport and accommodation of one relative or friend who has to remain in destination or to have one relative or friend travel to the destination.
The Group Leader should liaise with the CEGA Emergency Assistance team and follow the procedures outlined. Your insurance will cover the costs of emergency travel expenses including transport and accommodation of replacement adult(s) to ensure adult to child ratio is not compromised. Venture Abroad will provide support via the 24 hour emergency line.
The curtailment section of the Aviva insurance also covers reimbursement of any unused, non-refundable accommodation or travel costs. Once your claim has been raised, the exact amount will be determined depending on the individual circumstances in your case. Individual breakdowns of any costs reimbursed under this section of the policy are not possible due to supplier contract confidentiality clauses.
Yes, Aviva will cover the cost of repatriation if appropriate and/or possible. The policy would continue to provide full cover until you returned home, even if you are unable to return immediately. Venture Abroad would be on hand to support and assist with arrangements via the 24-hour emergency line.
Transport and Travel
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.
This depends on the country where you are visiting and their local laws. However, we will always endeavor to use coach companies who use coaches fitted with seatbelts.
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, we would be able to call on your behalf.
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.
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.
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)
Planning my trip
Your Tour Coordinator will notify you of the payment schedule, however the final balance is due at least 10 weeks prior to departure.
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.
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. We will also ask for information such as any special dietary requirements or allergies we need to make our suppliers aware of.
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.
For full entry requirements to your chosen destination, we recommend consulting the FCDO website https://www.gov.uk/foreign-travel-advice
Yes, they are! Any member of the Venture Abroad team that travels with your group will have been DBS checked.
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