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Group trips

There are a number of things for departments to consider when organising group trips, including what the law requires us to do under the Package Tour Regulations. 

For group trips, all those travelling must complete a Travel Notification Form, but only one risk assessment needs to be submitted for the whole group.

Those planning group trips must be aware that sanctions apply to some countries which can restrict insurance cover.  

Please contact the Health and Safety Team if you have any questions.

The Package Tour Regulations - What trip organisers need to do

The Package Travel and Linked Travel Arrangements Regulations were introduced in 2018. 

Most if not all of our group travel will fall under the Regulations as we organise regular trips for our staff and students. We book flights, accommodation and transport and in some cases ask students to contribute financially.   

Even if we use a tour operator such as World Strides, the School still has a responsibility in law to our travellers.  

If travel is organised ‘in house’ you need to be aware that the School will have to accept responsibility for services provided by others, such as accommodation and transport. It also creates a liability for events outside the School's control. This could be illness, injury or even death caused by one of the suppliers or their employees.  This could lead to civil proceedings for compensation. You will also need to make sure that any money paid by travellers is protected, failure to do so is a criminal offence.  

If you are using a Tour Operator as a minimum you will need to check the following: 

  • The tour operator is an ABTA member, this will ensure that payments are protected in case the tour operator goes bust. 
  • If the tour Operator is accepting liability as an ‘organiser’ or what parts of the trip they will accept liability for. 
  • If there is air travel you should receive an ATOL Certificate clearly stating which elements of the trip are protected. 
  • You will also need to let the Health and Safety team know about the trip. 

If you are booking accommodation, flights or other transport separately you will need to: 

  • Contact the health and safety team as early as possible to discuss the trip and what arrangements you need to have in place. 
  • Consider booking flights and accommodation via the School’s contracted Travel Management Company, Diversity who are ATOL protected. 
  • Check that the School’s Public Liability insurance will cover the trip,  contact secdiv.insurance@lse.ac.uk for help with this. 

Notification of travel

All LSE participants should complete the Travel Notification Form. Participants should be instructed to state the trip or programme name in the ‘Please outline your planned activities with dates’ section of the form. This will make it easier for the Health and Safety team to identify staff and students who are travelling with a group.

Travel risk assessment

Risk assessments are essential for all group travel overseas or in the UK.  One risk assessment for the group will normally be acceptable.  Further guidance on planning and risk assessing can be found in the USHA Guidance. 

 

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