Get travel insurance#

All students, staff and other adults on the trip should have appropriate insurance, including travel insurance.

When choosing an insurance provider, you should make informed choices and clearly explain these to families.

See our overseas travel guidance below for more information about insurance.

Choose a bonded travel company#

We recommend that you chose a bonded travel agent to protect against financial losses if refunds are needed.

Bonded travel agents that provide financial protection if the travel agent collapses and cannot provide refunds are bonded through either the:

• Travel Agents Association New Zealand (TAANZ)
• or the International Air Transport Association (IATA).

Bonded for your protection – TAANZ

International Air Transport Association

Communicate what the cost of the trip will include#

You must clearly communicate with students and family which activities or amenities are included in the cost of the trip, and what costs are extra. For example, ski trip prices often only cover the cost of 2-hour morning lessons and afternoon lessons cost extra.

If food, transport, or accommodation are not included in the cost of the trip, you must make sure all students, staff, and other adults on the trip are able to cover the costs of these things themselves.

Consider a payment schedule#

Families may find it difficult to cover the full costs of a trip in one payment. You can set up a payment schedule to provide options for families to pay in instalments. Any payment schedule should be outlined with the school and the family as part of the agreement to attend the trip or exchange.

If staff, students, or other adults on the trip will be given money to spend while away, make sure they keep receipts or a record of their expenses.

Make sure the trip is suitable for all students#

When you are planning the trip, you must consider whether all students will be able to fully participate in activities.

This includes taking account of:

• age
• gender
• accessibility
• diverse needs
• the cultural or religious backgrounds of the people on the trip
• any past experiences that may be significant, to make sure all activities are appropriately respectful.

Overseas school trips guidance#

Our guidance has more detailed information about:

• what to communicate to families
• insurance
• accommodation
• required ratios of supervisors and students
• risk management and emergencies.

Download the overseas school trips guidance document.

Funds for overseas travel guidance#

The 'Financial information for schools' handbook has information about using funds for overseas travel.