Advanced Passenger Information System (APIS)
Most countries, including the USA, UK, and many European nations, require full passenger passport details to be provided in advance under APIS regulations.
Submitting Passport Information
A) To secure your booking, we require: 1) A complete passenger list including staff (Names as they appear on passport) with DOBs. 2) Your deposit payment. Your booking is not confirmed until we receive your nominal role and deposit payment.
B) All passport details must be submitted electronically via a Google Form provided by Max Ski.
Accuracy is Crucial:
It is the Party Leader's responsibility to check all details, including correct spelling and full names (no nicknames or abbreviations). Incorrect information can result in a name change fee, which may be as high as £115 per flight. Name change fees are listed on your SLIC page.
Additional Information:
Notify Max Ski about severe allergies (e.g., nut allergies) or mobility issues via the same Google Form.
Ensure this information is submitted well in advance to avoid delays or complications.
Passenger Changes / Name Change Fees
Where to Find Information?
Your SLIC page contains details about name change fees specific to your trip. This ensures that you have access to accurate and up-to-date information tailored to your booking.
When Do Name Change Fees Apply?
Name change fees are applicable when modifications to passenger details are required after booking. These fees are determined by the airline or service provider and vary depending on:
The time of the change (closer to the travel date may incur higher costs).
The terms and conditions of the provider.
How to Request a Name Change
If you need to make a name change, contact your Tour Coordinator as soon as possible. They will assist you in completing the process and provide guidance on any associated fees.
Boarding Pass Checks and Responsibilities
Party Leader’s Role:
Verify all issued boarding passes for errors before travel.
Inform Max Ski immediately if amendments are needed.
Seating Arrangements
Standard Seat Fare:
Your trip pricing includes standard seat fares, which do not guarantee specific seating arrangements.
Your group may not be seated together, as seat assignments are made during check-in.
Allocated Seating (Optional):
If you prefer specific seats for your group, notify Max Ski in advance.
Additional charges will apply.
Online Check-In and Boarding Passes
Standard Check-In:
Boarding passes for standard seats are typically available 24 hours before the flight.
Special Cases:
Some flights may not issue boarding passes in advance, depending on the booking arrangement.
Airport Check-In
Security Procedures
Airport security measures are thorough and may take longer for large groups to navigate. To ensure a smooth experience, Max Ski allocates 2-3 hours for the check-in and security process prior to departure.
Avoid Delays at Security
To ensure a smooth process:
Encourage all party members to prepare their luggage in advance.
Proper preparation helps avoid delays caused by confiscations or additional screening at security checkpoints.
Arranging Your own UK-side Transport
If you have organized your own transport to the airport:
It is your responsibility to arrive on time for the check-in process.
Max Ski cannot accept responsibility for missed flights due to late arrivals, whether planned or unforeseen.
Baggage Allowance and Weight Restrictions
Checked Baggage
Varies by Airline: Baggage allowances differ between flight providers and are typically strictly enforced. Max Ski will inform you of the specific restrictions in advance of your trip.
Standard Allowance: The smallest allowance is usually applied as the standard.
Group Weight Allowance: Many airlines allow for individual discrepancies in bag weight if the total group weight does not exceed the group’s overall allocation.
Excess Baggage Fees: Airlines may charge for each additional kilo of excess baggage, and costs can be significant. Max Ski does not accept liability for any excess baggage charges. Please ensure all party members check their luggage weight before departure.
Hand Luggage Restrictions
Size, Weight, and Dimensions
Restrictions on hand luggage vary by airline and can change at short notice. Max Ski will provide details specific to your flight provider.
Prohibited Items
Sharp Objects and Liquids: Items such as sharp objects or liquids over 100 ml will be confiscated, including prescription medicines if not properly packed in hold baggage.
Clear Plastic Bags: As a precaution:
Pack all necessary liquids in a clear, sealable plastic bag (maximum 10 items per bag).
Each passenger is allowed only one plastic bag, and any excess items may be confiscated.
Ski/Snowboard Carriage
Bringing Your Own Equipment
You are welcome to bring your own skis and boots instead of hiring them at your destination.
Be aware that airlines charge for ski carriage, and fees vary significantly. Some airlines may not allow pre-booking for ski carriage.
Key Considerations
Contact Us Early: If you wish to bring your own equipment, notify us as soon as possible. We will provide details about conditions and prices before your trip.
No Refunds: Unused equipment hire at the resort is non-refundable as group rates are applied in advance.
Boots in Standard Baggage: Ski or snowboard boots are generally not included in 'ski carriage' and should fit within your standard baggage allowance. Please confirm this with your airline.
Lost or Damaged Baggage – What You Need to Know
We've created this document to provide clear, practical guidance if your luggage is delayed, damaged, or lost during your journey. It also outlines Ottimi / Max Ski's role and responsibilities in these situations.
Who Is Responsible?
The airline and its contracted baggage handlers are responsible for locating, returning, or compensating for lost or damaged luggage. They also determine the timelines for resolution. Ottimi / Max Ski does not influence these outcomes.
The airline usually returns lost baggage within 24 to 72 hours of your flight's arrival. They handle the coordination and delivery of the bags.
Ottimi / Max Ski can not drive to the airport to collect bags. While we will try to help if circumstances allow, we cannot make special trips due to limited time, personnel, and resources.
If you need to buy essential or replacement items, please check your insurance policy and the airline's website for their rules and allowances. Ottimi / Max Ski cannot cover the cost of these items.
Please manage any lost baggage issues within your group. Additional calls from parents can significantly affect our ability to deliver the broader ski programme effectively.
We appreciate your cooperation and understanding.
How to Prepare in Advance
Here are some precautionary steps you can take before flying and actions to consider if a bag is missing:
Label all luggage with your name, accommodation address, and contact number (in line with your school's Safeguarding Policy).
Make sure all group members keep their barcoded baggage receipts in a safe place.
Consider allocating some of your school's contingency fund to cover emergency purchases. Keep all receipts in case you need to make a claim.
Consider bringing spare ski kit items (e.g., salopettes, goggles, fleeces). Speak to your Tour Coordinator about bringing an extra group bag.
Consider placing an Airtag (or similar tracker) inside each suitcase.
Consider packing travel-sized detergent for emergency hand-washing if bags don't arrive in time. Many hotels also offer laundry services.
Review your insurance policy's baggage coverage (check your school's SLIC page if you purchased insurance through us).
Before buying replacements, ask around your group to see if anyone has spare clothing to lend.
What to Do if Your Bag Goes Missing or Is Damaged
EasyJet
If your bag is missing when you arrive:
Speak to the Baggage Services Team in the Arrivals Hall.
If no one is available or you need to leave the airport, register the missing bag within 24 hours using EasyJet's Baggage Portal.
What happens next:
Within 5 days: Over 90% of delayed bags are located within this period. EasyJet will contact you and arrange delivery.
Between 6–45 days: Their Specialist Baggage Tracing team continues to search and will contact you if the bag is found. You can track progress via the portal or Live Chat.
Essential items reimbursement:
If your bag is still missing after 24 hours and you're away from home, EasyJet will reimburse up to £25 per day for 3 days (max £75).
Keep all receipts and submit your claim within 21 days.
Ryanair
If your bag is missing or damaged on arrival:
Report it immediately to the Lost Property Desk at the airport.
You'll receive a Property Irregularity Report (PIR) with a 10-character file reference (e.g., STNFR12345). Track your bag here.
To submit a claim:
Use this form and include your PIR reference.
Reporting the issue at the airport does not count as making a claim – you must complete the separate claim process.
Claim deadlines:
Damaged baggage: Submit within 7 days.
Lost or delayed baggage: Submit within 21 days.
Processing time:
Ryanair aims to resolve damaged or delayed baggage claims within 15 working days.
Lost baggage claims are processed within 28 working days or after tracing is complete.
Luggage Labelling
General Guidelines
Hold Baggage: Should be labelled with the passenger's name and destination hotel, clearly visible.
Group Identification: For easy identification, consider labelling your group's luggage distinctively (e.g., using brightly coloured ribbons).
Important Note
Max Ski does not provide luggage labels. Labelling is at your discretion and should align with safeguarding and security considerations.
In-Flight Catering
Short-Haul Flights
Complimentary in-flight catering is not provided. Drinks, snacks, and duty-free items can be purchased onboard.
Long-Haul Flights
Flights to the USA and other long-haul destinations include meal service as standard.
Upon your Arrival Airport
Coach Transfers (UK & International)
In some cases, transfer coaches may not be able to park directly outside the terminal.
Your Max Ski representative will contact the driver upon arrival, and there may be a short wait for the coach to reach the terminal.
During the Wait Use this time to check your baggage and use airport facilities before beginning your onward journey.
Unaccompanied Groups
If a Max Ski representative is not present, we will provide the coach driver’s contact details so you can communicate directly with them.