Before You Go

Passports & Visas

At the directive of the tour party leader, passengers may travel on a group collective passport or may be required to travel with their own individual passports. Please ensure you are clear about the school’s requirements. 

Please do get in touch should you have any questions and our team will be able to assist.

Important Things to Know

Individual Passports

Where schools require that students travel with individual passports, all passengers must possess their own valid, standard 10-year passport. We advise passengers to check well in advance of the tour that all travel documents are valid. To assist with preparation, please consider the following:

  • The Passport Office recommends that the passport expiry date is at least 6 months after the return date to the United Kingdom.
  • Passengers who are not British nationals should consult their embassy for advice regarding any visa requirements for travel to, from, and within their destination country.
  • For assistance with visa requirements for your destination, refer to the website of the Foreign Commonwealth Office at www.fco.gov.uk.
  • Non-EU nationals are required by officials to be identified at entry and exit ports.
  • Please allow at least 4 to 6 weeks if applying for a new individual passport.
  • Premium 1-day services are not available for new passport applications, and the fast-track service requires a week to deliver the passport after the date of submission and can be costly.

Contact www.ukpa.gov.uk or www.ips.gov.uk for further information on passport renewals.

The Importance of Travel Insurance

Ultima Tours/Ski Astons Travel Insurance

Travel insurance is included as standard on all Ultima Tours/Ski Astons tours. Our insurance has been specifically designed to match the activities provided by Ultima Tours/Ski Astons, offering additional cover and protection for schools and groups.

Arranging Your Own Travel Insurance

Whilst Ultima Tours/Ski Astons travel insurance is included in the cost of the trip, it is not compulsory, and you are welcome to make your own arrangements. If you choose to arrange your own insurance, the cost of the trip will remain unchanged. We ask that you carefully check your cover to ensure it meets your needs.

Whatever you decide, please inform us and provide a copy of your policy. You should also take a copy of the policy with you on the expedition and ensure you know who to contact in case of a medical emergency. It is advisable to save the emergency telephone numbers listed in the policy to your mobile phone.

Insurance Policy Documents

As with any insurance, it is important to read the policy document to ensure it is suitable for all members of your group. We recommend including links to the insurance documents in any letters to parents or pre-booking presentations. This allows parents, other teachers, and Party Leaders to verify that the cover is appropriate for both them and their children.

Medical Screenings

If you have an existing medical condition, it is important to obtain the right cover for your condition at a reasonable price.

You must call our insurers on 0203 829 6556 (9am – 6pm, Monday to Friday) to declare any existing medical conditions.

Our insurers cover hundreds of medical conditions as standard. However, if the condition is serious, they may require you to pay an additional premium or apply an additional medical excess to your policy. If an additional premium is required, you should pay this directly to the insurers.

If you feel the quoted price is too high or our insurers are unable to provide cover, you can access a number of specialist providers through a directory provided by the Money and Pensions Service (MaPS).

The Ski Astons Insurance Policy

Ski Astons has partnered with Endsleigh Insurance to create a bespoke school group travel insurance policy that covers a variety of unforeseen risks. You can read about our policy by clicking on the following link: Ski Astons Insurance Policy.

What is the Money and Pensions Service (MaPS)? 

MaPS is a free and impartial money advice service set up by the Government to provide information and guides to help improve your finances. The MaPS travel insurance directory has been created for people who have potentially been refused cover, had cover excluded, or received a high additional premium in connection to their medical conditions, allowing them to shop around for alternative providers.

To find out more information and contacts for the MaPS Directory:

Call: 0800 138 7777 (Monday – Friday, 9am to 6pm)

Online: For a full list of participating travel insurance brands, please refer to the online travel insurance MaPS directory: MaPS Directory

Email: traveldirectory@maps.org.uk