Our most frequently asked questions are answered below.
If you still haven’t found the information you’re looking for, please don’t hesitate to contact our team today!
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How far in advance should we start planning a tour?
Most school group tours benefit from early planning, particularly for international travel. Starting 12–24 months in advance allows more choice around flights, accommodation, experiences, and payment schedules, and helps manage pricing and availability. Shorter lead times can still work, depending on destination and flexibility.
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What happens if a student needs to return home early?
If a student needs to return home early due to illness, injury, or other circumstances, arrangements are made in consultation with the school and parents. Costs associated with early return are typically the responsibility of the family and may be covered by travel insurance, depending on policy terms.
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What are the expectations while on tour?
Students are expected to follow the group’s code of conduct, respect local laws and customs, attend scheduled activities, and behave responsibly at all times. These expectations are normally outlined clearly before departure so everyone understands their responsibilities.
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Do students need passports or visas, and who organises them?
Students are responsible for holding valid passports and required visas. Schools are typically advised of documentation requirements early, with guidance provided so families can complete applications in time.
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What happens if student numbers change after booking?
Changes to student numbers can affect pricing and availability. Terms and deadlines are outlined during booking so schools understand when changes can be made and what costs may apply.
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Why do we need group travel insurance cover?
Group travel insurance ensures that all travellers are covered equally under one policy if unforeseen circumstances arise, such as flight delays or disruptions. This avoids situations where some travellers are covered while others are not.
Tour Time can offer a comprehensive group travel insurance option and provide guidance on suitable coverage.
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How do you manage the safety of students and travellers on tour?
Safety is always Tour Time’s priority. We carry out regular risk assessments and audits of accommodation and service providers and provide Risk Analysis and Management forms where required. We maintain a comprehensive safety management plan and monitor official travel advice issued by the New Zealand Government.
All Tour Managers hold a current First Aid certificate. Personal safety expectations are clearly outlined to teachers, students, and parents during information evenings and reinforced throughout the tour.
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What does TAANZ financial bonding mean?TAANZ financial bonding means all money paid for your tour is held in a dedicated, audited trust account and can only be used for your tour. This ensures school and parent funds are fully protected. Asking whether a tour provider is bonded should be one of the first questions you ask when choosing a group tour company.
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Why are group airfares more expensive than online fares?Group airfares operate very differently from online fares. With group bookings, only a deposit is required initially, and full payment is not due until approximately 35 to 40 days before departure. Passenger names and passport details are also not required until that time. Online fares usually require full payment and passenger details upfront, with far less flexibility for changes.
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What is the booking deposit?Non-refundable tour deposits vary depending on destination and overall tour cost, and will be advised at the time of booking. Full payment of travel insurance is also required at the time of booking.
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What is the baggage allowance?Baggage allowances depend on flights included in your itinerary. In most cases, this will be one checked bag up to 23kg and one carry on bag up to 7kg. Students must be able to manage their own luggage, and in some destinations, such as parts of Europe or South America, hotels may not have elevators.
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How much spending money do we need to budget for?
Spending money requirements vary by destination and individual preferences. As a general guide, NZD $20 to $25 per day is usually sufficient for bottled water, snacks, and small souvenirs. Any meals not included in the itinerary are an additional cost and will vary by destination. Guidance on expected meal costs can be provided during the booking process.
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Who is responsible for managing student medical and dietary needs during a tour?The school and accompanying teachers remain responsible for student medical and dietary needs at all times. Tour Time supports planning and logistics for known requirements, such as diabetes or coeliac needs, by liaising with suppliers and providing guidance. However, accommodation of all needs cannot be guaranteed due to local conditions and third party limitations. Students must travel with necessary medication, equipment, and contingency food, and teachers must actively supervise and support them throughout the tour.
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Do you have a Code of Conduct for school tours?A tour Code of Conduct helps ensure everyone understands expectations before departure. We can assist your school to develop a Code of Conduct that aligns with your existing school policies if required.
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Why do you need a tour manager?A tour manager is not compulsory, but they add significant value to a tour. If plans need to change due to unforeseen circumstances, your tour manager will handle all arrangements to keep the tour running smoothly. This allows teachers to focus on students while someone else manages the logistics.
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What educational content will be in the tour?All itineraries are custom-designed for the group and include as many teachable moments as possible. Using our experience and global connections, we can incorporate unique learning opportunities, and behind the scenes experiences that are not typically accessible to groups.
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Why should we choose Tour Time?
We make school group travel simple. We know teachers are pushed for time, so we provide clear, relevant information without lengthy forms or unnecessary complexity. We organise everything for you, from core travel components to the small details that make a tour run smoothly.
Tour Time has been in business for over 30 years. We are TAANZ financially bonded and IATA accredited, providing schools and families with full financial protection. As travel in New Zealand and Australia is largely unregulated, we voluntarily chose to self regulate over a decade ago to ensure the highest standards of protection for our clients.
Our group travel insurance is purpose‑built for school and group travel in New Zealand, offering a level of coverage specifically designed to meet the complex needs of groups. Find out more here.
