1. Responsibility for Travel Documentation
It is the Party Leader's responsibility to ensure that all group members have the correct travel documentation, including valid passports, visas, and, where applicable, ETIAS travel authorisation (post-Brexit).
Starting in 2024 (exact date TBC), ETIAS documentation will be required for visa-exempt nationals travelling to most European countries. The cost is approximately €7 per person, and the authorisation will be valid for three years. Processing times may range from a few minutes to 30 days, depending on individual circumstances.
2. Passport Requirements
All group members must hold a valid passport. Certain countries require passports to remain valid for 3-6 months after the date of entry.
For travel to European countries:
Passports must have at least 3 months’ validity on the date of departure.
Passports must have been issued within the last 10 years before the arrival date.
For travel to the USA or Canada:
Passports generally require at least 6 months’ validity from the date of entry.
Since passport applications and renewals can take up to 10 weeks, Party Leaders are advised to ensure that all passports are up-to-date well in advance of travel.
3. Travelling with EU National Identity Cards
If any group member plans to use an EU National Identity Card instead of a passport, Party Leaders must:
Verify UK government regulations on entry requirements with an ID card.
Be aware of additional risks when travelling with students (without their parents) using ID cards.
Ensure that all necessary precautions are taken to minimise the risk of being stopped at the border.
It is the Party Leader's responsibility to ensure all group members have the correct identity documents for return travel to the UK.
4. Non-British Citizens and Visa Requirements
If any group members are not British Citizens or hold non-British passports, you must:
Check visa and passport requirements with the relevant Embassy or Consulate.
Be prepared for a lengthy process, which may include letter writing, evidence gathering, and in-person interviews.
Even with thorough preparation, visa issuance is not guaranteed. Please note:
Max Ski is not responsible for visas or visa applications.
All costs related to visa applications, including travel, remain the responsibility of the individual traveller.
5. Preparing for Travel
To ensure smooth travel arrangements:
Take photocopies of all passports for use during the trip and leave a copy with a UK-based contact.
Provide Max Ski with full and accurate passport information (Nominal Role) to secure your booking with us.
Complete the ‘Ski Fit Form’, with all required data, at least 12 weeks prior to travel.
Submit all information electronically via Google Forms (paper copies will not be accepted).
6. Post-Brexit Passport Validity Rules
For travel to EU and Schengen countries (except Ireland):
Passports must be issued less than 10 years before the entry date.
Passports must have at least 3 months’ validity after the planned departure date.
For overseas students, check the specific requirements of their respective Consulates, as validity requirements may vary (typically 3-6 months).
Checking Passport Validity
Before traveling, you must verify the passport validity of all group members. It is your responsibility to alert passengers if their passports are out of date or close to expiry at the time of travel.
British Citizens: Passports must have at least 3 months’ validity remaining on the date of departure.
Overseas Students: Check the specific requirements of their respective Consulates or official websites, as validity requirements are typically 3 to 6 months.
Children’s Passports: These are valid for only 5 years (not 10). For passports issued before 1 October 2018, additional months may have been added to the expiry date, which may not count towards travel validity.
7. Special Notes on Children’s Passports
If any group member holds a child’s passport (valid for only 5 years):
Pay extra attention to its issue and expiry dates.
Note that passports issued before 1 October 2018 may have additional months added to the expiry date, which may not be valid for travel.
8. Helpful Resources
For the latest information on passport requirements, visit the official government website and review specific country requirements (e.g., Italy Entry Requirements).
9. Collective Passports
Schools can apply for a Collective Passport for travel to most European countries. This option costs £39 and must be completed at least 12 weeks before departure. Further details, including eligible countries, can be found here:
Conditions of Use
When using a Collective Passport:
Ensure all group members are listed and traveling together.
Be cautious if any member of your group needs to travel separately.
If the named Party Leader cannot travel, a replacement leader must be officially appointed and named on the passport.
10. Visa Requirements
It is common for school or college trip groups to include students who are non-British or non-EU nationals. If you are unsure whether a student requires a visa, refer to the following links to determine the requirements:
Schengen Visa Information: Schengen Visa Requirements
Key Notes on Visa Applications
Allow sufficient time for visa processing, as embassy appointments can be in high demand.
Visa applications, processing, and expediting are the responsibility of the individual traveler, parent/guardian, or school.
Max Ski is not responsible for visa-related processes but can assist by providing documentation such as a Tour Operator Proof of Booking (letters only; tickets or receipts cannot be issued due to internal processes).
11. Specific Embassy Guidance
Italian Embassy (as of November 2022)
Exemption for Students:
"According to Article 6 of Regulation 2018/1806, pupils who are citizens of a Third Country, holding a valid Biometric Residence Permit (BRP), and traveling on a school trip accompanied by a school teacher are visa-exempt."
Embassy Links – Europe
Embassy Links – North America
Biometric Residence Permits (BRP)
For students holding a valid BRP, confirm visa exemptions through the relevant embassy or documentation.
Still Unsure?
If you are uncertain about a student's visa requirements, use the following quick-check tool:
VisaHQ Quick Check
However, it is strongly advised to contact the relevant embassy for definitive answers, as Max Ski cannot provide guaranteed information on visa eligibility.
12. Visa Waiver Program (USA Only)
Electronic System for Travel Authorisation (ESTA)
If you are a British Citizen (GBR) traveling to the USA under the Visa Waiver Program (VWP), you must apply for an ESTA before departure. Entry to the USA will not be permitted without one.
Application Details:
A fee of $14 applies.
Applications must be submitted at least 72 hours before departure.
Apply here: ESTA Application
You can find a list of eligible countries for the Visa Waiver Program on the above website. It is crucial to check visa requirements for all passengers traveling on your Max Ski trip to ensure compliance.
Useful Resources for Passport and Visa Information
For Passport Information:
Call: 0300 222 0000
For Non-EU Nationals:
Important Notes
Max Ski does not accept responsibility for any costs or fines resulting from non-compliance with visa or documentation requirements.
Max Ski is not liable if any member of your group is refused entry into a country due to missing or incorrect documentation.
Please ensure that all required travel documentation is completed accurately and in a timely manner to avoid issues during your trip.