Health and safety
How we keep your group safe
Written for committees and union staff signing off a trip. If you need something that isn't here, email support@unilifeuk.com and we'll send it.
We're the organiser
UniLife is the package organiser for every trip we sell, not the society and not the union.
Your money is protected
ATOL 12149 for trips with flights, and ABTA membership Y6763.
Someone's always on call
Our team runs an on-call rota for the whole time a group is away.
A leader goes with you
A UniLife Trip Leader travels with every university group.
Responsibilities
Who's responsible for what
The short answer to the question every union asks. The trip is ours to run; the committee organises the group, not the package.
| Area | UniLife | Committee | Each traveller |
|---|---|---|---|
| Contract and legal responsibility | Package organiser under the Package Travel Regulations 2018 | Not a party to the package | Has their own contract with UniLife |
| Money | Takes every payment directly; ATOL and ABTA protection | Handles none | Pays deposit and balance to UniLife |
| Suppliers | Contracts direct with accommodation, coaches and venues | None | None |
| Risk assessment | Writes it and shares it with your union | Passes on anything the union asks for | Tells us about medical or access needs |
| On the trip | Trip Leader with the group, on-call team at home | Enjoys the trip | Follows the Trip Leader's instructions and local law |
| Documents | Passports and emergency contacts collected, boarding passes issued | Reminds members to complete details | Valid passport and any visas; travel insurance strongly recommended |
Before you travel
We contract directly with the hotels, hostels, coach companies and venues we use, with no agents in between, so we know who is responsible for every part of the trip.
We ask every accommodation provider to sign our supplier letter, which covers fire safety, hygiene and insurance, and we reissue it every year. Rooms are allocated to your group only.
We book coaches direct with the operator and get the driver's details before the group travels.
Every trip has a written risk assessment. Your union can have a copy, and we'll adapt it if their template asks for something specific.
We collect passport details and an emergency contact for every traveller before departure, and each traveller gets a pre-trip info letter with the itinerary, what to bring and how to reach us.
While you're away
A UniLife Trip Leader travels with the group. They know the itinerary and the venues, and they're the first person a student goes to with a problem.
Behind them, our office team runs an on-call rota for the whole of every trip, day and night. Everyone who works for us signs our health and safety rules before they lead a trip.
If something happens, from a lost passport to a hospital visit, it goes through our incident reporting system so it's logged, followed up and reviewed after the trip.
If something goes wrong with the booking
Trips with flights are protected under our ATOL, 12149. If we were ever unable to deliver a trip you've paid for, ATOL makes sure you get your money back or, if you're already away, get home. You'll get an ATOL certificate when you book. As ABTA members (Y6763) we also follow ABTA's Code of Conduct.
If a flight is delayed or cancelled, we deal with the airline and the rest of the itinerary so the group doesn't have to.
Safeguarding
A designated safeguarding lead and deputy
Concerns about a traveller's welfare go to them, from anyone, at any point: support@unilifeuk.com.
Documents we can send your union
- The risk assessment for your trip
- Proof of our ATOL and ABTA membership
- The itinerary and the Trip Leader's contact details
From people who travelled
What travellers say about being looked after
★★★★★“Just got back from a UniLife trip to Krakow supervised by Ben Hines. He was super helpful - making sure everyone was safe and happy by consistently checking up with everyone.”
Callum, Krakow · Feb 2024
★★★★★“Been on two trips with this company and had an amazing time both times, they organise it in a very safe way!”
Niamh, Krakow · Feb 2026
★★★★★“When our flight was delayed by several hours, Unilife was able to get us some compensation from the airline and handled the matter with impressive tact and empathy.”
Eban · Mar 2024
A question about a specific trip?
Email support@unilifeuk.com or call 0115 850 0441 in office hours.