Going abroad

Overseas visits need the most careful preparation. They contain all the challenges and opportunities of outdoor learning combined with the particular features of foreign travel. If things go wrong, unfamiliar languages and different cultures can exacerbate difficulties.

This health and safety guidance explains the importance of the following issues to outdoor learning abroad:

General

Local authorities will have detailed guidance - this should be followed.

Before leading an overseas visit for the first time it is desirable to have had experience as an assistant leader on similar excursions or to have sought the advice of more experienced colleagues.

Organising your own visit

If an establishment undertakes to organise a package abroad without the help of a specialist provider, care needs to be taken to comply with the Package Travel Regulations. Seek specialist advice.

Organising your own transport

Licensing, driving hours and insurance overseas are all subject to special regulations. Seek specialist advice.

Using a tour operator

It is necessary to check that the operator is reputable and, where applicable, that they hold an Air Travel Organiser’s Licence (ATOL) and that the holding of client monies is secured through bonding.

Planning and preparation

It is good practice for an exploratory visit to the location to be made, wherever possible. If this cannot be done, the group leader should gather as much information as possible on the area to be visited from sources such as:

• the provider
• the Foreign and Commonwealth Office’s Travel Advice Unit
• other establishments which have used the facilities or been to the area
• the local authority/establishments in the area to be visited
• national travel offices in the UK
• embassies/consulates
• travel agents/tour operators.

Staffing the visit

Careful thought should be given to determining an appropriate ratio of leaders to learners. Staff should be selected with a suitable range of expertise and experience according to the activity, the participants' age and gender, the location, and the efficient use of resources.

A minimum ratio of 1 adult to 10 pupils is a general rule of thumb but at least two of the adults should be teachers in the case of groups of school pupils.

There should be a minimum of two adults on every excursion.

There should be enough adults in the group to cover an emergency.

Mixed gender groups should have at least one male leader and one female leader.

Preparing participants for visits abroad

In addition to the general issues covered elsewhere on this site, special factors to consider for visits abroad include:

• language - particularly common phrases
• culture, eg body language, rules of behaviour, dress codes, local customs and attitudes to gender
• drugs, alcohol usage
• food and drink including safe water and general hygiene
• money - how to carry money and valuables or traveller's cheques
• how to use phones abroad
• what to do in an emergency.

Briefing meeting for parents

Parents need the opportunity to meet the staff leading the trip.

Vaccinations

Take specialist advice.

Insurance

Take specialist advice. Further information is available in the Insurance section.

Language abilities

The leadership team will be greatly strengthened if someone has a working knowledge of the host country's language.

Visas, passports, nationality

Find out well in advance what visas are needed and confirm that all those going have valid passports.

Seek specialist advice for any holders of non-UK passports.

Care orders and wards of court

Special consent may be necessary from social services departments or the Court.

Emergency medical facilities

With a European Health Insurance Card reciprocal treatment is available in EU countries. It may be necessary to pay for other treatment in advance.

Paperwork checklist

Where applicable, the group leader should obtain and take with them:

• Travel tickets, passports and visas (carry a separate list of the numbers of any travel documents/passports, and photocopies of all the group's documents)
• A copy of the contract with the centre or hotel that is to host the group
• Medical papers, eg vaccination certificates and significant medical histories
• Parental consent forms and permission for group leader to authorise emergency treatment
• Contact details of the establishment, of the head of establishment and of the base contact (carried by the leader at all times)
• Contact details of parents (home and workplace)
• Copies of a list of group members
• Details of insurance arrangements and the company’s telephone number
• The name, address and telephone number of the group’s accommodation
• Location of local hospital and medical services
• Passport-size photographs of group members.

Information retained at the establishment

The establishment should hold:

• The itinerary and contact telephone number/address of the group
• A list of group members and their details
• Contact names, addresses, telephone numbers of the parents and next of kin
• Copies of parental consent forms
• Copies of travel documents, insurance documents, medical papers
• A copy of the contract with the centre/hotel etc, if appropriate
• Local authority emergency contact numbers.

During the visit

Consideration should be given to the problems of learners becoming lost and measures need to be taken such as:

• carrying a message in the local language
• carrying local currency for phone calls.

Emergencies

Prevention is better than cure!

Avoid:

• dehydration
• lack of food and sleep
• sunburn and heatstroke
• infection
• threatening situations.

Leaders should have a clear understanding of emergency arrangements including local contact with the authorities.

Exchange visits

Exchange visits are an excellent way of exposing learners to a different culture. Good relationships with partner establishments are essential.

Careful planning is necessary and should follow local authority guidance. This will normally include advice on vetting host families.

Further guidance

This guidance is aimed primarily at teachers and other leaders providing outdoor learning experiences to children and young people. The advice is not comprehensive but aims to cover 90% of the most common outdoor learning situations

More extensive guidance can be found:

• by utilising specialist advice from your local authority
• in 'Health and Safety on Educational Excursions'.

Further information

See chapter 9 - Visits abroad:

• General (para 192)
• Organising your own visit (193)
• Organising your own transport (194-195)
• Using a tour operator (196-198)
• Operators based abroad (199)
• Sources of further advice (200- 201)
• Planning and preparation (202)
• Staffing the visit (203)
• Preparing participants for visits abroad (204)
• Briefing meeting for parents (205)
• Vaccinations (206)
• Insurance (207)
• Foreign legislation (208)
• Language abilities (209)
• Visas/passports (210- 211)
• Nationality (212-214)
• Care orders and wards of court (215)
• Emergency medical facilities (216-217)
• Paperwork (218-219)
• Information retained at the establishment (220-221)
• During the visit (222-224)
• Emergencies (225-228)
• Contacts at home (229)
• Travel by air (230)
• Exchange visits (231-233)
• Vetting host families (234-235)