Trips overseas: know your responsibilities

If a school chooses to organise an overseas trip and make its own travel and accommodation arrangements – it may have to comply with package travel regulations. For schools, understanding these responsibilities – and knowing how to meet them – is vital, writes the School Travel Forum

Organising a school trip abroad can be one of the most rewarding parts of school life, for both pupils and teachers. From immersing students in new cultures and languages to developing resilience, independence, and curiosity, overseas visits have the power to transform classroom-based learning into real world experiences. 
   
However, alongside the excitement and educational value comes responsibility. If a school chooses to organise an overseas trip – to make its own  arrangements regarding travel and accommodation – it isn’t just a travel experience, it can be a legally defined package. And with that comes a set of obligations under the Package Travel and Linked Travel Arrangements Regulations 2018 (PTRs).

For schools, understanding these responsibilities, and knowing how to meet them, is vital. The good news is that by choosing a school travel provider that’s recognised by ABTA or ATOL, schools can not only benefit from exceptional learning experiences but also ensure full legal compliance, financial protection, and peace of mind for everyone 
involved in the trip.

What the Package Travel Regulations mean for schools

The Package Travel Regulations (PTRs) were introduced to protect consumers booking package holidays, but they could also apply to some school trips and educational visits that include more than one travel element, for example, flights, accommodation and excursions, sold or arranged together for one total price.

If your school organises and sells such a trip directly to pupils or parents, the school could 
be regarded as acting as the ‘organiser’ under PTR. This means the school carries the same responsibilities as a commercial tour operator.

These responsibilities include providing comprehensive pre-departure information about the trip, including itinerary details, health and safety, and cancellation terms, and ensuring full financial protection in the event that travel arrangements cannot be fulfilled, for example, if a supplier (transport, accommodation or excursion venue) goes out of business.

The school will also take responsibility for being liable for the performance of all travel services in the package, even those delivered by third parties such as airlines, hotels or activity centres, as well as handling complaints and compensation claims, even if the issue arose from a supplier outside your control.

For a school, these obligations can present serious challenges. Most schools aren’t equipped to offer financial protection schemes, manage cross-border contracts, or absorb potential liability for issues such as flight cancellations or accommodation failures.

That’s where accredited school travel providers come in.

The role of accredited school travel providers

An accredited provider, one that is a member of School Travel Forum and/or holds ABTA or ATOL membership, specialises in designing and managing educational trips that are fully compliant with the Package Travel Regulations. They take on the legal status of ‘organiser’, meaning the provider. not the school, carries the regulatory responsibilities and associated liabilities.

Working with an accredited provider means the school can focus on students’ needs and the educational purpose and enrichment value of the visit, while the provider handles the complex legal, financial, and logistical aspects.

Accredited providers offer financial protection through ATOL, ABTA or equivalent bonding, ensuring all payments are protected, as well as 24-hour emergency support, so teachers have a trusted contact if anything goes wrong abroad.
They also offer comprehensive safety management systems, including vetted accommodation and activity suppliers, risk assessments, and health and safety guidance, helping schools meet their duty of care.

An accredited provider will also offer educational expertise, ensuring the trip supports curriculum outcomes and personal development goals.

Choosing a reputable provider gives schools the confidence that their trip is safe, compliant and professionally managed, without adding undue administrative burden to staff.

What happens if a school organises a trip independently?

In recent years, some schools have chosen to organise overseas trips directly - booking flights, accommodation, and excursions separately in an attempt to save costs. However, many don’t realise that by doing so, they may be inadvertently creating a ‘package’ under PTR and therefore taking on legal responsibility as the organiser.

In practical terms, this means the school must offer the same level of financial protection as a bonded tour operator and the school is liable for the entire trip, including the actions of suppliers abroad. If a trip is cancelled, or if a supplier fails to deliver, parents may have a legal right to claim compensation from the school, and ff an incident occurs overseas, the school may be drawn into complex legal or insurance issues.

This is not to say schools shouldn’t arrange trips independently, some do so successfully, but it’s important that leadership teams fully understand the legal implications and take appropriate measures.     

The Department for Education’s guidance on Health and Safety on Educational Visits makes clear that schools should ensure any travel organiser used complies with the PTRs and that trips are fully financially protected.

In short, using a recognised school tour provider significantly reduces risk, workload, and uncertainty.

Accreditation and assurance: what to look for

Several schemes exist to help schools identify reputable, compliant providers. One of the most widely recognised in the UK is the School Travel Forum (STF), whose members must meet rigorous standards for safety management, financial protection, and educational value.

STF members are also awarded the Learning Outside the Classroom (LOtC) Quality Badge, which is endorsed by the Department for Education. The badge provides assurance that the provider has been independently inspected and meets high standards in both safety and learning quality.

When selecting a provider, school leaders should look for STF or LOtC accreditation, ABTA or ATOL protection (for air travel), and evidence of robust risk management and crisis procedures. They should also look for transparent pricing and contracts and positive testimonials from other schools.

These credentials provide objective reassurance that the provider operates to industry best practice and that the school’s responsibilities are fully covered.

Supporting school staff and saving time

One of the greatest pressures on teachers is time. Organising an overseas trip independently often means months of additional work - from collecting payments to managing bookings, risk assessments, and medical information.
An accredited provider removes much of this burden. They handle every aspect from booking and administration to liaison with suppliers. They inspect local accommodation providers to ensure facilities are appropriate for your group’s needs. They ensure all documentation is correct and compliant and that your monies are protected. They also provide support should an emergency arise.

This releases teachers to focus on what matters most: the educational outcomes and pastoral care of their pupils. It also gives parents confidence that the trip is professionally managed and financially secure.

Building confidence after Covid

The impact of the pandemic significantly disrupted overseas school travel, but in recent years demand has returned stronger than ever. Schools are once again seeing the immense value of learning outside the classroom, not just in subject knowledge, but in social and emotional development.

However, the pandemic highlighted how unpredictable the travel landscape can be. Working with recognised providers ensures that schools have robust refund policies, flexible booking options, and insurance protection in place.
Parents, too, are increasingly aware of the importance of financial protection. When a school can confidently state that its trip is fully bonded and compliant with the PTRs, it sends a powerful message of professionalism and care.

Turning compliance into confidence

School trips abroad create memories that last a lifetime. They challenge pupils, broaden horizons, and bring learning to life in unforgettable ways. But delivering those experiences safely, legally, and sustainably requires more than enthusiasm, it requires partnership with professionals who understand the complexities of travel and regulation.

While the Package Travel Regulations may sound complex, their underlying purpose is simple: to protect travellers and ensure fair, transparent arrangements. For schools, compliance shouldn’t be seen as a hurdle but as a framework for safety, quality, and trust.

By partnering with an accredited school travel provider, leadership teams can deliver safe, enriching overseas experiences while ensuring their school is protected from legal and financial exposure and provide reassurance to parents and governors. It also demonstrates best practice in governance and duty of care. 

In essence, using a recognised school travel provider enables the best possible experiences for pupils, supported by professional expertise and complete peace of mind.