How do I run a trip for my society or club?

Checked against a hundred trips a year on 7 October 2026

Pick the dates, then the city. Get a quote, put the booking link out with a deposit deadline two weeks away, and don't handle the money yourself. We do flights, hostels, payments, paperwork and a trip leader.

Do this

  1. Dates first. Reading week, after exams, last week of term. Three nights, out Thursday or Friday, sells best.
  2. Then the city. Cheap flights from your airport, a hostel that takes 30 in one block. Prague, Budapest, Krakow, Lisbon, Amsterdam, Berlin.
  3. SU on side early. They want the operator's ATOL, a risk assessment, named leaders and money going through the operator. We supply the first three and are built for the fourth.
  4. Launch with a link and a deadline. Most bookings come in the first 72 hours and the last 48 before the deadline. Remind on the final day.
Get a quote
8 to 12 weeksBefore departure is comfortable. Inside four, flight prices are the problem.
Group sizeThe per-person price assumes a number. Decide your minimum before you launch.
Free placesDepend on trip and group size, confirmed once the final balance is paid.

More detail

Why not collect the money yourself

If members pay you, you’re personally liable for refunds, there’s no ATOL protection, and you spend the term chasing people. If they book with us, each person has their own booking, deadline and documents, and can transfer their place without you. Your portal shows who has booked and who still owes.

The month before

Chase passport details and balances from the portal. Send the info letter and make people read the bag section. Agree who the leaders are. Remind international students about visas.

Can friends from another university come?

Your society’s call and your SU may have a rule. From our side anyone with a booking is a traveller.

Sources: How it works. Rules belong to the governments and airlines that set them and they change; their page is the final word.

Still not sure? Email contact@unilifeuk.com with your trip name.All questions