The Trust has agreed a maximum unit cost per participant for this element of the programme, which should allow us to make and pay for the following arrangements for all participants:

• Travel from a UK Departure Airport to the Destination
  Please note that direct flights to a destination are not always possible, and more often than not it will be necessary to catch a connecting flight.

• Travel Insurance for the duration of the visit
  Please note that participants may need to take out additional insurance for expensive equipment such as digital cameras and laptops – we are not able to reimburse these costs.

• Accommodation for the duration of the Study Visit.
  Accommodation will be booked for 6-8 nights (dependant on destination) on the basis of local recommendations and in most cases on a single occupancy basis. Where the group members have a preferred hotel we will make the necessary arrangements, as long as it falls within our budgeted costs.

• A daily subsistence allowance for breakfast and dinner.
  Breakfast will usually be included at the hotel or guesthouse, within the price of your accommodation. For evening meals participants will be given a flat rate contribution to these costs, dependent on the cost of living in the destination. This will be paid into the school’s bank account before departure, upon receipt of the relevant banking details. No other subsistence costs will be covered.

• Provision of necessary transport at visit destinations.
  Airport transfer costs will be fully covered by the Trust. However, it is envisaged that the host school will make arrangements for the daily transportation of participants to and from the school. Where this is not possible, a limited budget will be available for other means of transport where necessary.

NB: Where our unit cost does not cover the proposed expenditure for the above arrangements, the school involved will be offered the maximum amount available, providing they are able to identify funding to meet the balance. The Specialist Schools and Academies Trust would still make all arrangements, and an invoice for the outstanding costs would be sent prior to the visit. This will be done in consultation with the headteacher, who will be required to sign an agreement letter.

The Specialist Schools and Academies Trust is not able to fund the following:

• Individual travel costs to the UK departure airport.
  Please note that us is not always possible to book flights from the nearest airport to the participant’s home town, and participants should be made aware of this before they apply. In some exceptional case the outward flight may require a very early departure, and in some case overnight airport accommodation may be required. The Trust is not able to fund these costs.

• Full subsistence during the visit.
  As detailed above the Specialist Schools and Academies Trust will pay for breakfast and evening meals only. Lunch is at each participant’s own expense.

• Gifts for host institutions / schools.
  Most participants like to take some small gifts to host schools. We are not able to reimburse these costs.

• Costs for changing names on flight tickets.
  All flight tickets are booked in the name of the passenger as indicated on their application form, which should match that which appears on their passport. The Specialist Schools and Academies Trust is not able to pay for name changes on flight tickets where the fault can be seen to lie with the participant.

• Cancellation charges for reasons not covered by insurance.
  Where a participant pulls out of the proposed study visit, for reasons not covered by insurance, costs incurred by the Trust will need to be reimbursed in full by either the LEA or individual participant.

• Passport Renewals / Visas
  Please note that in most destinations participants will be required to have at least six months remaining validity on their passports, from their departure date. Visas should be arranged independently of the Trust.

• Vaccinations / Pre-Travel Medical Costs
  All participants are responsible for ensuring they are in good health to undertake the visit. They will also be required to ensure they have the necessary vaccinations, costs for which will not be reimbursed.