Passports and Visas

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Passports and Visas


Please remember that, as stated in our Booking Conditions, “It is your responsibility to check and comply with any travel, passport, visa, entry, health, vaccination, testing and immigration requirements applicable to your booking. ”
We cannot guarantee that the information on this page is up to date, and cannot accept liability for any costs incurred due to incorrect passports and visas.
Passports (and for some countries, visas) are essential to consider when you’re planning an overseas school trip – DON’T LEAVE IT TOO LATE.
Requirements vary from country to country, so it can be difficult to know what exactly you and/or your students need to do.
We’ve collated some details below to help you find out what you need to know and where to find further information.
Two key sources of UK Government information are: Passports and Travel Advice

THE EU’s EES (Entry/Exit System)

The new Entry/Exit System (EES) came into operation on 12 October 2025, with full implementation on 10 April 2026. (See below.)
You can find out more information by visiting the EU’s EES homepage at travel-europe.europa.eu/en/ees
The UK Government has a guidance note on its website (updated 10th April 2026): www.gov.uk/guidance/eu-entryexit-system
The system removes the need for ‘wet stamping’ of passports, which is 3 times slower than the EES. It is being used in 29 countries across the EU, except for Ireland and Cyprus, who are still wet stamping passports.

How does it work?

You will be required to provide travel documentation & journey details. You will also be required to submit a face scan and a copy of your fingerprints.
After completing this, your data will be stored for three years, and the process becomes much easier. From the second time you travel, your photo and fingerprint will be stored, meaning that you can use the Self-Service systems (similar to the current e-gates).

How does it work for School Groups?

School groups are not exempt from the EES, and will have to complete the same process as a standard traveller.

Dover-specific information

Dover has built a new coach hall at the Western Docks, which will be used to scan coaches separately from the rest of ferry passengers.
Coaches carrying school groups should display the MOANA sign. See Irish Ferries for more information
There are up to 24 kiosks for coach passengers, and P&O Ferries has provided the following summary of the process:
  1. Head to Western Docks – CT17 9EQ
  2. All passengers (EU and non-EU) to disembark at the Coach Building for processing – EU passengers processed by French border authorities. Non-EU passengers to use biometric kiosks for EES registration before being processed by French border authorities
  3. Coach will be ‘sealed’ with a door sticker to prevent unauthorised boarding. Coach doors are not to be opened until advised to by PAF, unless in an emergency
  4. Coach leaves Western Docks for the Ferry Terminal at Eastern Docks
  5. Once at the Ferry Terminal at Eastern Docks, PAF check the coach in lane ‘M’
  6. UK Border Control customs checks
  7. Security screening
  8. Check in as usual
  9. Head to your boarding lane and that’s it – it’s time to board the ferry.
Any trip thereafter will simply require a quick fingerprint/photo ID check at Western Docks.
Children under 12 will not be required to submit a fingerprint.
The Port of Dover also has a description of the process: www.portofdover.com/ferry/ees-coach-passengers-procedure

Passports

First things first is ensuring that each member of your group has a valid passport for travel and making sure you allow enough time for any new passport applications to be processed.

Some countries require that your passport be valid for up to 6 months beyond your return date so don’t forget to check expiry dates and get any renewals done in plenty of time before the trip.

This link gives you up-to-date details on entry requirements and passport validity information for each country along with travel advice.

You should find answers to any questions about getting or renewing a UK Passport here.

Collective (Group) Passports

If your group are all British nationals and under 18 years old on the return date, it may be possible to apply for a collective passport for the whole group! They cost £39 and you should allow 6 weeks for the process. Read more here.

You can travel to the following countries on a group passport: Austria, Denmark, France, Italy, Malta, Norway, Spain, and Switzerland.

Visas

Before travel, you should find out if the country you’re visiting will require a visa for entry. You can use this link to check for each country.

EU

Currently, UK citizens are covered by a Schengen visa waiver, and visas are not required for short-term visits, but this will change when the EU brings in the European Travel Information and Authorisation System (ETIAS) for non-EU citizens, planned for 2025.  The fee is expected to be €7.  To find more go to: europa.eu/etias.
Be aware that there are many fake sites claiming to offer ETIAS, but the above URL is the ONLY official site. Prior to the introduction of the ETIAS, the EU will be bringing in a new Entry/Exit System (EES). This will involve scanning your passport and collecting facial image and fingerprints.  To find out more go to: europe.eu/ees
Passport requirements have changed a little, particularly with respect to the expiry date of the passport. Check out the details on the gov.uk website here.

EU countries for students with non-EU passports

For those of you travelling in the EU with students who have non-EU passports, requirements can vary from country to country. The British Council has a page entitled “Travel to other parts of Europe – Guidance for schools” which you can find here.

Remember:
Visas and passports are the responsibility of, and will need to be organised by, the individual (or, as appropriate, their parent/guardian).
You can contact our team for general help and advice with planning your school trip, but they will not be able to provide any additional information on passports or visas.