Travel Safety Protocol
Get set for travel with our comprehensive safety measures and flexible policies
For over 24 years, we’ve remained dedicated to ensuring our programs uphold the highest level of safety and security for students and faculty members. We know it’s the defining factor when planning travel and peace of mind is key for a successful program.
We do the legwork for you, so you can make the most of your trip. Our comprehensive safety measures mean the only thing you need to do when traveling is focusing on your students’ learning goals.
Case Studies and more…
React and care:
A participant tests positive
Organize and adapt:
Students test positive
(CFAR) Travel Insurance Coverage
We’re delighted to be able to arrange and offer travel health insurances plans including ‘Cancel For Any Reason’ (CFAR) coverage. For more information, feel free to get in touch with us at info@studyprograms.com and we’d be happy to help you choose the right plan.
BEFORE YOU TRAVEL
Prior to your trip, we’ll discuss the most suitable and feasible destination for your group. You can track and monitor the situation in global destinations via our Travel Destination page here. We’ll also set up a virtual pre-travel safety meeting to outline everything that’ll ensure a successful and safe program.
We’ll assist you in finding the most suitable venues for COVID testing and/or vaccinations. We’ll also be happy to arrange a suitable travel health insurance plan, with cancel for any reason (CFAR) insurance from our partners.
All our traveling and on-the-ground staff are trained in-depth when it comes to safety procedures and protocol. With comprehensive knowledge of local regulations, they’ll assist with any emergency that may occur when abroad. Our staff will be vaccinated or carry proof of a recent negative COVID test, before joining the group in the chosen destination.
WHEN YOU’RE ON THE GROUND
Safely equipped
ISP will provide you with disposable masks to meet the requirements of the chosen destination and venues as well as providing hand sanitizer. Traveling, on-the-ground, and local staff (incl. bus drivers & guides) will always wear masks and use sanitizer regularly.
Up to date and safe locally
We’ll closely monitor local measures and the opening hours of chosen venues and will adjust the trip schedule to coincide with any rules for capacity allowance, social distancing needs and mask requirements, and so forth. Our program managers will brief the group on all safety protocols prior to travel and upon arrival at the destination. We’ll make sure the measures are followed without affecting the quality of your trip.
Transport and travel with peace of mind
We only cooperate with bus companies that keep up to date with measures, strictly follow safety protocols, and disinfect vehicles regularly. We’ll also make sure there’s enough space provided on vehicles to meet the destination’s social distancing rules.
Sleep soundly at the hotel
All hotels used by ISP are obliged to deep clean their premises regularly. The hotels will be required to disinfect all areas including individual rooms, check-in spaces, elevators, and so forth as well as regularly providing hand sanitizer.
*We’d be happy to arrange for single room upgrades (for a fee) for those travellers who are uncomfortable sharing a room.
Dine out without worries
All restaurants for group meals will be selected based on our extensive local knowledge and we’ll only book venues strictly following local regulations and hygiene measures. Capacity will be adjusted to meet local social distancing rules.
*We’d be happy to provide boxed lunches and other services in case indoor dining is not permitted and/or desired.
FAQS
EMERGENCY PROTOCOL, SAFETY MEASURES, AND PROCEDURES
When traveling, what is the procedure if someone gets COVID or is exposed?
Should a participant start to show symptoms of COVID or be exposed to someone who is positive, ISP staff will ask them to remain in their hotel room. We’ll inform the local health authority and follow the necessary instructions and next steps.
Will the entire group need to quarantine as well?
We cooperate with local health authorities and follow their guidance. There is a multitude of possible scenarios with many variables – the nature of our activity when the exposure occurred, the current epidemiological situation in the destination, local regulations, etc. We would heed this expert ruling and follow their suggestions. Our aim is to minimize the risk for our clients and those around us, we always strive to travel responsibly.
What if a student gets sick and has to miss their flight home or a flight to the next destination?
In this case the participant needs to stay in the destination, ISP staff will provide full assistance and a transfer to the hospital when needed. We’ll aid with translations and do the legwork required to ensure the situation is handled with the utmost care. We strongly suggest our clients to purchase insurance covering COVID-related expenses.
Will hotels allow guests to quarantine or isolate in their facility?
Most of the destinations require the infected individuals to quarantine at designated facilities. ISP staff will aid with transportation and cooperate with local health authorities to make sure that the person has all their needs covered. If the symptoms are not confirmed by a test, it should not be a problem to self-isolate in the room.
What if the infected person has a roommate?
We would cooperate with local health authorities and follow their guidance. There is a high likelihood that the roommate will need to undergo some form of quarantine as well.
Will there be a different set of rules and procedures for those who are vaccinated or have recently recovered from COVID?
We’ll keep the same rules and follow the same procedures with everyone. In case of exposure, we would encourage the participants to share this information with local health authorities, since it may affect the measures the participants will be required to follow. Some destinations might require a proof of vaccination for entry.
How will the academic events be organized?
Everyone will be asked to wear masks and social distancing will be implemented. We respect the wishes of the hosting company when arranging events at their premises. We use our event design expertise to come up with creative solutions that would not be limiting the learning experience.
Cancellation and rebooking policies
What is your refund policy for trips cancelled due to COVID reasons? How does your refund policy protect against the uncertainty of the pandemic?
We understand that there is a lot of uncertainty regarding return to travel right now. We approach each program individually and work with clients and suppliers to offer cancellation conditions acceptable for all involved. Cancellation conditions are set up in accordance with our local partner’s cancellation policy and we try to negotiate the longest possible free cancellation period.
What contingency plans do you offer on programs and what are your refund policies?
We set out to secure your learning experience regardless of what’s going on in the world. We’ve developed a variety of back ups and guarantees as well as being able to supply CFAR (cancel for any reason) insurance that’ll protect your funds. You can learn more about these scenarios and contingencies here.
If you have any questions, queries, or require further information about safety when traveling with us, feel free to reach out to us at info@studyprograms.com
Get in touch
We’re ready to assist with any enquiries or questions you might have.
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