Frequently Asked Questions


Do we need travel insurance?

Yes. We provide travel insurance in partnership with Endsleigh Insurance which offers a policy specifically designed for your tour itinerary.

When will I receive my final tour pack?

Final tour packs will be sent electronically around 2 weeks before departure. Please note, this is still subject to change.

I am part of a group booking but can I deviate my flight?

Unfortunately, we are unable to change your flight as part of a group booking. However, we can offer ‘one way’ or ‘ground package’ only quotes.

Can you help me organise a parents’ evening?

Yes, this is something we can help with. We can help put together a presentation and attend the parents’ evening virtually to provide support and answer any questions. Please speak to our team.

What support will I have from Edwin Doran whilst on tour?

A member of our team will be contactable 24/7 via an emergency number which can be found in your final tour pack. See our full list of accreditations to see how we’re committed to providing sports tours that adhere to the highest health and safety standards.

What if I have a passenger with specific needs?

Should you have any players in your team(s) who have specific needs or conditions, please ensure that the medical and dietary forms are filled in. At Edwin Doran Sports Tours, we are keen no player should miss out on a course with us and most activities can be adapted to suit the needs of the individual. We are more than happy to discuss this further if you wish. However, if we are not advised of a condition, we may not be able to provide suitable accommodation or adapt activities.


When will I receive my tour’s fixture list?

We aim to confirm all fixtures 4 weeks prior to travel. However, this is dependent on the destination. Fixtures may only be finalised closer to departure as we rely on the goodwill of teachers and coaches around the world.

How do you aim to get the right standard of fixtures?

Upon booking, we will send a group information form which will ask for further information regarding your fixture requirements, including team strengths. We will also arrange a virtual meeting or phone call to discuss your teams in more detail.

Do I need to get permission to go on a sports tour?

This depends very much on obtaining the players’ permission to tour. We will provide you with all the details you need to make the ‘form filling’ as simple as possible. Make sure you allow plenty of time for the process.

Passport and Visas

When is passport information required?

At least 10 weeks before travel. Full passport names and passenger DOB’s may be required at time of booking.

How long should I have left on my passport?

This can vary depending on your destination. However, we would recommend at least 6 months.

Do you help with visas?

Your specific passport and visa requirements, as well as other immigration requirements are your responsibility and you should confirm these with the relevant Embassies and/or Consulates. We do not accept any responsibility if you cannot travel because you have not complied with passport, visa or immigration requirements.

Health and Safety

Do you provide risk assessments?

We can provide information to help you complete your specific risk assessment. Please speak to your Tour Operator regarding any risk assessment queries you might have. As a fully assured member of the School Travel Forum (STF) our health and safety assessments meet the requirements of the STF. We also hold the LOtC Quality Badge.

What vaccinations will we need for travel?

We can advise on mandatory health requirements; however, we are not medical experts. It is your responsibility to ensure that you obtain proper and detailed medical advice at least 2 months prior to travel for the latest health requirements, recommendations for your destination and any costs.

What should we do if we need to visit a hospital whilst on tour?

We hope you won’t need to, but should you be required to visit a hospital whilst on tour, make sure you take your insurance details, your passport and a credit card. If the visit is serious, we recommend you speak to your insurance company for further advice and support.


What is the deposit structure?

When you make your booking, you must submit a signed booking form and pay an initial deposit as notified to you at the point of booking. This will, unless otherwise informed, amount to;

  • UK Coach Tours: £75
  • European Coach Tours: £150
  • Short Haul Air Tours: £250
  • Long Haul Tours: £350

A second interim deposit will be required on all tours. The due date for the second interim deposit will be made known to you at the time of booking and is generally 2 to 4 months after the first deposit has been received depending upon how close to departure you pay your first deposit. This will, unless otherwise informed, amount to;

  • European Coach Tours: £150
  • Short Haul Air Tours: £150
  • Long Haul Tours: £350

When is the final balance due?

A final invoice will be sent approximately 16 weeks before departure, which must be paid at least 14 weeks before your departure date.

Will my tour price change if the passenger numbers change?

When the price per person is dependent on the number of people and the number of people changes, the price will be recalculated based on the new party size. Any increase in price payable is not a cancellation charge. A separate cancellation charge will be levied in respect of bookings cancelled.

What happens if I cancel a passenger(s)?

You, or any member of your party, may cancel your travel arrangements at any time. Written notification from the person who made the booking must be given and the cancellation will be effective from the date it is received. Since we incur costs in cancelling your travel arrangements, you will have to pay the applicable cancellation charges shown below:

Period before departure in which you notify us Cancellation charge
More than 84 days Deposits only
83-56 days 50% of the tour costs
More than 55-29 days 70% of the tour costs
Less than 28-0 days 100% of the tour costs