UK ETA for School Trips & Educational Visits 2026: Complete Planning Guide

Organising a school trip to the United Kingdom involves careful planning, and since 2026, the UK Electronic Travel Authorisation (ETA) has added a new requirement that schools and educational institutions must consider. Whether you are a teacher planning a student exchange, a school administrator arranging an educational visit, or a parent whose child is travelling with their school, this guide explains everything you need to know about UK ETA requirements for school trips and educational visits.

Do Students Need a UK ETA for School Trips?

Yes. Every individual entering the United Kingdom needs their own travel authorisation, and this includes students of all ages on school trips. Each student must have a valid UK ETA linked to their own passport. There are no group exemptions, school trip waivers, or reduced requirements for educational visits. The standard UK ETA fee of £16 applies per person, including children.

Key fact: The UK ETA costs £16 per application, is valid for 2 years or until your passport expires, and allows unlimited visits of up to 6 months each. Citizens from 48 eligible countries must obtain an ETA before travelling (Source: GOV.UK).

Teachers, chaperones, and any other accompanying adults also need their own individual ETAs. The only exception is for British and Irish passport holders, who do not need an ETA to enter the UK.

Planning Timeline for School Trip ETAs

Successfully managing UK ETA applications for an entire school group requires starting early and staying organised. Here is a recommended timeline:

6 Months Before the Trip

• Confirm the trip dates and destination details
• Send initial communications to parents about the ETA requirement
• Create a spreadsheet to track each student’s ETA application status
• Verify that all students have valid passports (the passport must be valid for the duration of the UK stay)
• Identify students who may need a visa instead of an ETA (those from visa-required countries)

3 Months Before the Trip

• Send detailed ETA application instructions to all parents and guardians
• Set a deadline for ETA applications (at least 6 weeks before the trip)
• Begin collecting confirmation of approved ETAs from families
• Identify any students with potential complications (dual nationality, previous visa refusals, name discrepancies)

6 Weeks Before the Trip

• All ETA applications should be submitted by this date
• Follow up with any families who have not yet applied
• Address any ETA refusals or complications with individual students
• Ensure all accompanying adults have approved ETAs

2 Weeks Before the Trip

• Confirm all students and staff have approved ETAs
• Create a master list of all travellers with their passport numbers and ETA confirmation details
• Brief students on UK border control procedures
• Prepare contingency plans for any last-minute issues

Who Is Responsible for Applying?

For students under 18, parents or legal guardians are responsible for submitting the ETA application on behalf of their children. The school cannot submit applications on behalf of students, as the application requires personal information, passport details, and a payment method. However, the school can (and should) provide clear instructions and support to help parents through the process.

Parents can apply for their child’s ETA through the UK ETA app or the online portal at gov.uk/eta. The process takes approximately 10 minutes per application. For detailed instructions, see our guide on how to apply for UK ETA online.

Applying for a Child’s UK ETA

Required Information

When applying for a child’s ETA, parents will need:

• Child’s passport: Must be valid and have an electronic chip. The child must have their own passport (they cannot travel on a parent’s passport).
• Passport photo: A recent photo of the child meeting UK ETA photo requirements. Photos of young children can be challenging — ensure good lighting, a plain background, and a neutral expression.
• Parent’s contact details: Email address and phone number for the parent or guardian submitting the application.
• UK address: The school should provide the address of the hotel or accommodation being used for the trip.
• Payment method: Debit or credit card for the £16 fee per child.

Tips for Children’s Photo Submissions

Taking ETA-compliant photos of young children can be challenging. For babies and toddlers, lay them on a white sheet and photograph from above. For older children, have them sit against a plain white wall. Ensure the child’s eyes are open and looking at the camera, with no toys, pacifiers, or other objects visible. If the photo is rejected, the most common reasons for children are movement blur, incorrect expression, and background issues.

School Trip ETA Costs

The UK ETA costs £16 per person, with no discounts for children or groups. For a school trip of 30 students plus 5 teachers, the total ETA cost would be £700 (35 x £16). Schools should communicate this cost clearly to parents early in the planning process and decide whether the ETA fee will be:

• Included in the overall trip cost
• Billed as a separate expense for parents
• Paid directly by each family during their individual application

The most common approach is for parents to pay the £16 fee directly when they submit their child’s application, as this avoids the school handling individual payment card details.

At UK Border Control with a School Group

Arriving at a UK airport with a large school group requires additional planning. Here is what to expect:

Pre-Departure Checks

Airlines conduct pre-departure ETA checks before boarding. Ensure each student has their passport readily accessible. Group leaders should carry a master list of all students with their passport numbers to assist airline staff with the checking process.

Arriving at UK Immigration

At UK border control, the group will typically be processed as a unit. Border Force officers are experienced with school groups and may direct you to a dedicated lane. Group leaders should:

• Keep the group together and orderly
• Have a letter from the school on official letterhead confirming the educational visit, listing all students and staff members
• Carry emergency contact details for all students
• Have the accommodation booking confirmation available
• Be prepared to explain the purpose of the educational visit

Students aged 12 and over may be able to use e-gates at some UK airports, while younger students must go through staffed border control. See our UK airports border check guide for detailed information about the arrival process.

Popular Educational Destinations in the UK

London

London offers an unparalleled range of educational opportunities. The Natural History Museum, Science Museum, British Museum, and Imperial War Museum all offer free entry and educational programmes designed specifically for school groups. The Houses of Parliament, Tower of London, and Globe Theatre provide rich historical and cultural learning experiences.

Stratford-upon-Avon

For English literature studies, Stratford-upon-Avon offers Shakespeare’s Birthplace, Anne Hathaway’s Cottage, and performances at the Royal Shakespeare Company. Many schools combine this with visits to Warwick Castle for history studies.

Edinburgh

Edinburgh Castle, the National Museum of Scotland, Dynamic Earth, and Our Dynamic Earth offer excellent educational programmes. The city’s rich history spanning from medieval times to the Scottish Enlightenment provides material for history, science, and literature studies. See our Edinburgh guide.

Oxford and Cambridge

Both university cities offer inspiring educational visits, particularly for older students. Many colleges offer group tours, and the cities’ museums and libraries provide world-class educational resources.

Safeguarding and Legal Considerations

Schools organising international trips to the UK should ensure compliance with their country’s safeguarding regulations for overseas school trips. This typically includes:

• Written parental consent for each student
• Adequate adult-to-student supervision ratios
• Background checks for all accompanying adults
• Comprehensive travel insurance covering all participants
• Emergency procedures and contact protocols
• Medical information and medication details for all students
• Risk assessments for all planned activities

While these requirements vary by country, having thorough documentation demonstrates the legitimacy of your educational visit and can help smooth the border control process.

Student Exchange Programmes

Student exchange programmes between international schools and UK partner schools are popular educational opportunities. Exchange students coming to the UK for short-term visits (typically 1 to 4 weeks) can use a UK ETA as they are considered visitors. The host school in the UK should provide an invitation letter confirming the exchange arrangement, the student’s host family details, and the planned dates of the visit.

For longer exchange programmes lasting several months, students may need a different type of visa. The Short-term Study Visa allows stays of up to 6 months for study purposes, while the Student Visa is required for programmes lasting longer than 6 months. Schools should verify the correct visa category with the UK Home Office well in advance of the exchange dates.

Travel Insurance for School Groups

Comprehensive travel insurance is essential for school trips to the UK. The policy should cover all students and accompanying staff for medical expenses, trip cancellation, lost or stolen belongings, personal liability, and emergency repatriation. Many specialist school trip insurance providers offer group policies that are more cost-effective than individual policies.

Ensure the insurance policy explicitly covers the UK and that it includes provisions for minors travelling with supervising adults who are not their parents. Medical coverage is particularly important, as the NHS may charge non-residents for hospital treatment, and emergency medical evacuation can be extremely expensive without insurance. Keep copies of the insurance policy documents accessible to all trip leaders, and ensure parents have emergency contact numbers for the insurance provider.

What If a Student’s ETA Is Refused?

ETA refusals for students are rare but can happen. If a student’s application is refused, parents should review the refusal reason carefully. Common issues include incorrect passport information, photo problems, or unresolved security questions. In most cases, the issue can be resolved by correcting the application and resubmitting.

If a refusal cannot be resolved in time for the trip, the school should have a contingency plan. This might include arranging for the student to remain at school with normal classes, or exploring whether a standard UK visa application could be fast-tracked. For guidance on refusals, see our article on what to do if your UK ETA is refused.

Official Sources & References

1. UK Government — Apply for an Electronic Travel Authorisation
2. UK Government — Border Entry for Groups and Minors
3. UK Home Office — ETA Factsheet
4. Visit Britain — School Trip Planning Guide

Frequently Asked Questions

Can the school apply for ETAs on behalf of students?

No. The UK ETA application must be submitted by the student’s parent or legal guardian. The application requires personal passport details and an individual payment, so it cannot be submitted by the school. However, schools should provide clear instructions and set deadlines to ensure all applications are completed on time.

Is there a group discount for school trips?

No. The UK ETA fee is £16 per person regardless of whether you are travelling individually or as part of a group. There are no discounts for children, students, or educational groups.

What documents should teachers carry for the school group?

Teachers should carry a school letter on official letterhead listing all students and staff, a master list with passport numbers, emergency contact details, accommodation confirmations, the trip itinerary, and consent forms for each student. These documents demonstrate the legitimate educational purpose of the visit.

Can students from different nationalities travel together on a school trip?

Yes. Students from different countries can travel together, but each student needs the appropriate travel authorisation for their nationality. Some students may need an ETA, while others may need a standard UK visa. Schools with diverse student populations should check individual requirements early in the planning process.

How long is the UK ETA valid for students?

The UK ETA is valid for 2 years from the date of issue or until the passport expires, whichever comes first. If your child’s passport expires within 2 years, they will need a new ETA when they get a new passport. Each individual visit can last up to 6 months.

Planning a school trip to the UK? Start the ETA process early by directing parents to our guide on how to apply for UK ETA online. For transport planning, see our UK public transport guide, and check VisitBritain for educational tourism resources.