Taking students overseas is a big responsibility, so we’re here to give you the support you need to ensure your trip goes as safely and smoothly as possible.
We follow the rules set by BS8848 ‘Specifications for visits, fieldwork, expeditions and adventurous activities outside the UK’. And we use the Young Explorer’s Trust (YET) as an expert, independent assessor to ensure we’re meeting these strict safety standards.
We’ll create a tailor-made itinerary for your trip, including an outline of the proposed locations, activities and types of accommodation — so you can understand what’s involved and whether it’s suitable for your target student group, before you commit to booking.
Your Gapforce advisor will guide you through your preparation and be on-hand to answer any questions you (your students or their parents) may have. They can even attend your launch evening — also providing fundraising packs and support if needed.
Before travelling, all participants must complete a medical form specifying any pre-existing conditions. If there are any concerns, we’ll request further details and liaise with our medical consultant. We’ll also ensure your Expedition Leader is aware of any relevant conditions.
We’ll provide you with a detailed kit list which has been carefully curated by our expert team, specific to your trip — so you know you’ve got everything covered and won’t have to worry about forgetting any essentials.
Your Expedition Leader will put a detailed logistics plan in place for your itinerary. A final confirmed copy will be given to you prior to departure, so everyone is in the loop.
Carried out for each destination, activity, and any other associated risks – with measures detailed to mitigate any identified risks. Each assessment is compiled by our trained Operations Managers, in consultation with the relevant in-country partner, combining expert knowledge with on-site experience.
For each location on your itinerary, your Expedition Leader will put a detailed CASEVAC plan in place with details of the nearest medical facilities, emergency contact information and transport plan.
Before the expedition, the school or college will receive routine and emergency contact details for reaching the in-country team, if needed. We recommend that only the school or college use this information, with any communication from parents or carers directed through them.
All trips will be accompanied by at least one experienced Expedition Leader trained in areas including off-site safety management, water safety, wilderness first aid, rescue training, and incident management.
Our known and trusted support staff — including co-ordinators, drivers, guides and project partners — provide invaluable local knowledge. They all undergo a strict screening process, and we’ve worked with many of them for years
We’ll give you a safety briefing within 24 hours of arrival. Your Expedition Leader will continue to advise on specific health and safety issues, relevant to your activities and locations, throughout your trip.
Where necessary, your Expedition Leader will undertake dynamic risk assessments to ensure planned activities meet the required safety standards on the day.
Every Expedition Leader follows an incident response plan. Incidents are recorded as either medical or non-medical and fed back to head office at the end of the program for review.
Pharos Response provides our emergency and critical incident support. Our leaders have a 24/7 emergency number which links them directly with the expert Pharos Response team to provide support and assistance if needed.
Protected trust services
Young Explorers Trust (YET)
WYSE TRAVEL FEDERATION
PHAROS RESPONSE
TRAVEL AWARE