You will normally receive your tickets and final itinerary at least 7-10 days before departure.
All flights are scheduled. It is the school or club’s responsibility to arrange transfers to and from the UK airport. Please ensure that you allow plenty of time for the transfer between your school or club and the airport. Please note that the check in time is at least two hours before departure.
Due to the limitation of baggage space on the plane, groups must indicate on their Final Group Details Form any possible excess baggage. A charge may be levied by the airline for the carriage of heavy items. Once you know your flight details, we will be happy to advise you of the exact cost.
As many airlines now charge a fee per bag, inspiresport covers the cost of one bag per person for every member of our travelling groups. Checked-in baggage must weigh no more than 15kgs and airlines do not allow groups to pool their baggage allowance. Passengers are allowed no more than 10kgs of hand luggage on board. Hand luggage should be one piece per person (again, airlines do not allow groups to pool their hand luggage allowance). Carry-on bags must not exceed the maximum dimensions of 55cm x 40cms x 20cms or the maximum weight of 10kgs. In our experience, baggage allowances are ample for most of our travelling groups
Please be aware that passengers must not take any sharp objects in their hand luggage, such as nail clippers, scissors, Swiss army knives etc, as they will be confiscated.
Current security regulations regarding liquids are very restricted - please consult us for specifics if necessary but, to avoid delays at Security, we recommend that every member of your group put any liquids (such as toiletries) in his/her check-in luggage and does not carry ANY liquids exceeding 150ml through Security.
Diabetics taking insulin should carry a letter from their doctor stating this fact and hand the letter in to the check-in staff. Any other medical conditions requiring medication should be notified to us in case medical clearance is required by the airline.
Travel Insurance Travel Insurance can be provided by inspiresport. We work with Endsleigh, who offer comprehensive cover including medical expenses, loss of personal belongings and cancellations. Please consult the inspiresport team for a quote and policy details.
Medical Insurance We advise all our clients to ensure that, at the very minimum, every member of their travelling group has a European Health Card. Obtainable online or at any post office, the card entitles you to either access free, basic medical care in most European Countries or be reimbursed (if the card is shown abroad) on your return to the UK.
Coach Transfers Transportation is by coach, equipped for long distance travel. All have seat belts as standard, reclining seats, television, video and stereo systems. In the case of domestic programmes, schools or clubs may wish to provide their own transportation. For smaller groups and short distance travel, minibuses are sometimes used.
Customs In some countries, customs is cleared at the first point of entry. Any subsequent domestic flights do not require customs clearance.
Passports and Visas It is the Sports Travel Coordinator’s responsibility to ensure that all the members of the travelling party hold valid passports and where required, visas. The passport must be valid for at least 90 days beyond the date of departure. Please ensure that you have a photocopy of each individual passport in case the original is lost or stolen during the holiday.
When necessary, Visa Waiver forms will be distributed to each passenger on the outgoing flight. It may be an idea to carry a supply of pens and issue hotel details in advance, as all passengers are required to provide this information on long haul flights.
Please also be aware that during certain times of the year passport applications can often take longer to be processed.
Accommodation Rooming for players is based on minimum twin occupancy. This normally comprises an en-suite room with twin beds. Please be aware that supplements may apply for other rooming requests. Rooming for adults is based on twin occupancy and any single rooms will incur a single room supplement. This also applies to free places. Room supplements will be added to your invoice once we have received your Final Group Details Form, which indicates your rooming request.
Meals All our team sports packages include breakfast, packed lunch and evening meals. Groups using hotel accommodation will generally take their meals in the hotel restaurants, whilst groups staying in English public schools or universities will eat in their dining facilities. All meals are pre-ordered and specific dietary requirements can be catered for if we are informed. This information should be included on your Final Group Details Form.
Nut Allergy If anyone in your group has a severe nut allergy, the airline should be advised of their name and medical requirements.
Parental Authority Sports Travel co-ordinators are fully responsible for all party members under the age of 18 for the duration of the trip and are therefore required to obtain parental authority from the parent or guardian of every travelling minor before departure. This will ensure immediate treatment in the case of an emergency whilst you are away. We recommend that you bring two copies with you, one for the medical centre and one for your own personal records. Please also leave one copy at the emergency contact number in the UK. Party members over the age of 18 should have a letter of consent from their parent or guardian if they are to be granted free time out of the immediate supervision of the Sports Travel co-ordinators.
Fire Drill On arrival at your accommodation, your group will be legally required to carry out a fire drill organised by your representative. If you do not wish to carry out the fire drill on your first evening then you will be asked to sign a form stating that you do not wish to participate and that you will carry out the drill the following day. Please ensure that your group is aware of the fire exits and designated meeting areas.
Damage to Property in Resort Any damage caused to property must be paid directly to the supplier at the destination and depending on the circumstances, may be re-claimed on your return.
Climate As temperatures can vary considerably at each destination, appropriate clothing and sun protection etc. is essential. Information on clothing requirements will be provided dependent upon the destination and season.
Footwear Depending on your destination, training and matches could be held on either natural grass or modern synthetic surfaces. It is recommended that each participant has a pair of trainers as well as soccer boots.
Excursions To help you plan your evening activities in resort, we have put together an Entertainment Programme. This form lists the various activities that are available at your destination. We will also give you a Entertainment Request Form to complete and return, which we will try to pre-arrange if possible.
Additional Passengers If you wish to increase your group size at any time prior to departure, we will be happy to check availability for you. Please request any additional places in writing, by letter, fax or e-mail. Once we have checked availability we will inform you whether the additional places are available and depending on your payment schedule, you will be required to pay the relevant deposits to bring the additional passengers in line with the rest of your party.
Cancellations Please be aware that individual cancellations only become effective when received in writing (by recorded delivery, fax or e-mail). All deposits are non-refundable. If you find a replacement for the cancelled person however, we may be able to transfer the deposits, provided the place is still available. Please see the Name Change section below.
Cancellations made later than 10 weeks prior to departure incur a cancellation charge. Please see the Booking Conditions in our brochure for details.
Name Changes Should you find a replacement for a cancellation in your party, you are required to inform us in writing (by letter, fax or e-mail). We will then check availability before contacting you to confirm that we can transfer the cancelled person’s.
Frequently asked questions
Do teachers have to pay to accompany their group? No. If your group consists of at least 12 pupils, the group leader is offered a free place including travel, meals and accomodation. We give further complimentary places for every 10 more pupils in your group. This enables your school to ensure that there are enough teachers responsible for managing its group.
I'd like my partner to accompany me. Is that possible? We offer special discounted rates for extra adults when the adult: pupil ratio is higher than 1:12 and 1:10 thereafter. Please ask us about our special rates for your chosen destination.
Who is responsible for the children during our stay? Groups leaders are fully responsible for all party members under the age of 18 for the duration of the trip. You are therefore required to obtain parental authority from the parent/guardian of every travelling minor before departure. We recommend that you bring two copies of the parental authority forms with you, in case you need to receive medical assistance for any of the children in your charge. Party members over the age of 18 should have a letter of consent from their parent/guardian if they are to be granted free time out of the immediate supervision of the Sports Travel co-ordinators. An inspiresport representative will support you at all times during your stay.
How can I be sure that the facilities meet our Local Authority's Health and Safety Requirements? All our destination clubs and support facilities have been risk assessed. Please ask for a copy of the risk assessment, which will help you complete your administration at school. We are also happy to organise inspection visits - these sort of trips can help you carry out any specific checks. Some teachers also find them useful for familiarising themselves with the club and hotel in advance of their stay.
Is insurance included? Unless you have specifically asked for personal insurance, we do not include insurance in our prices. We can however arrange for personal cover. Our insurance company is Endsleigh. Please ask about current prices - we have a competitive negotiated rate. Inspiresport has public liability insurance, which covers our company for claims of up to £5million.
What if one of our pupils gts injured or sick? The UK has a recipricol healthcare agreement with EEA (European Economic Area) countries (including Spain, Portugal, Italy, Netherlands and France). Each member of your group (provided they are British Nationals) should obtain a European Health Insurance Card (EHIC) either at a post office or online www.ehic.org.uk The EHIC has replaced the E111, which is now invalid. The EHIC gives access to state-provided medical treatment only, and you'll be treated on the same basis as an 'insured' person living in the country you're visiting. Remember, this might not cover all the things you'd expect to get free of charge from the NHS in th UK. You may have to make a contribution to the cost of your care if you do not have private medical cover.
What kit should our players take? We have compiled an 'Essentials Check List' to guide your group on what to take-you'll find it in your Welcome Pack. We recommend the folowing: - Two changes of kit: shorts, shirt and socks (you will also recieve inspiresport branded kit - shorts, shirt and socks. - Studded boots - Astroturf boots/trainers - Shin Guards - Empty water bottle - Towel
How many bags are we allowed to take? Many airlines now charge a fee per bag, inspiresport covers the cost of one bag per person for every member of our travelling groups. Checked-in baggage must weigh no more than 20kgs on most airlines (15kgs on others). Airlines no longer allow groups to pool their baggage allowance. Passengers are allowed no more than typically 10kgs of hand luggage on board. Hand luggage should not exceed the maximum dimensions of 55x40x20cm. In our experience, baggage allowances are ample for most of our travelling groups.
During our trip, how will I know where to go and when? In most instances and unless otherwise advised an inspiresport representative will remain with you for the duration of your stay. He or she is responsible for managing and co-ordinating your entire schedule.
My pupils are very enthusiastic about the sport they are travelling to participate in but they are not high-standard players. I am concerned that the coaching might be too advanced for them? All our programmes are tailored to meet your group's standard. We are experienced in dealing with groups of all ages and abilities. Let us know the ability level of your group and we will ensure that the club is aware of the standard prior to your departure. On arrival, coaches will make an early assessment of your players and your overall objectives and will tailor their coaching style and techniques to suit.
We don't speak the local language! What if our coaches don't speak English? Generally, most of our clubs' coaches speak at least enough English to be understood on the pitch. They are usually young, dynamic and accustomed to coaching our groups. If there are any misunderstandings, our representatives are on-hand to translate. Dont' worry!
What will I do whilst my players receive coaching? Many of our client teachers have said that the coaching sessions are a good opportunity to observe our club coaches in action. Some take away new techniques that they integrate into their own training schedules at home, others say that it is a rare opportunity to assess their players individually, without having to concentrate on the coaching side themselves. Some teachers choose to work alongside our coaches and receive an individual evaluation at the end of their programme.
Will my team get to see famous players at the club? Whilst many of our groups do get to meet players and have their photos taken etc, we clearly cannot guarantee it will happen. Generally our clubs are very welcoming to our groups and, if the first team schedules mean they are present during your stay, inspiresport groups find the players friendly and accessible. Whether the first tem are present or not, our young groups usually leave our clubs, feeling like they have belonged there - an experience which, we hope, is unrivalled.
Will we get to see our chosen club play a match? Yes, if match schedules permit, we can purchase tickets on your groups behalf. If your club is playing away, we may be able to arrange tickets to watch another local team play. Please let us know when you confirm your booking so that we have enough time to purchase them.
Some of our children are fussy eaters. What if they do not like foreign food? First and foremost, we try to ensure that the meals provided are adapted to meet children's physical needs after playing sport for several hours a day. Our hotels understand that children's tasted might be less adventurous and so usually, meal options are relatively safe! Our hotels generally offer either a buffet style meal including hot and cold options or meal options which can be pre-selected. Inevitably, there will be cultural differences but part of the overseas programmes is that it is exotic and usually we find that even the food is part of the overall experience enjoyed by the children! If there are any specific dietary requirements relating to members of your group, please let us know.
