A delegation is a governance problem before it is a travel problem
Someone has to sign off a budget, account for money sent abroad, satisfy parents that their children are supervised, and stand behind the whole thing if something goes wrong. This page is about that side of it.
What stays with the school
We are the operator, not the educator. The decisions that belong to your staff stay with your staff.
Your MUN adviser picks the delegates. Your head of school approves the budget. Your safeguarding policy governs the trip. We work inside those, and we write the scope down so there is no argument later about who was responsible for what.
- School
- Delegate selectionWho travels, and in what capacity, is your call entirely.
- School
- Budget approvalNothing is booked or paid until a signed budget is in place.
- School
- Safeguarding policyYour policy applies to the trip; our staff are briefed on it before departure.
- Us
- Registration and feesApplications, deadlines, and payment to the host organisation.
- Us
- Visas and travelDocumentation, appointments, flights, rooms, transfers and insurance.
- Us
- On-ground operationsChaperoning, the emergency contact line, and the daily update home.
Three ways schools work with us
Pick the one that matches how much your team already has in place.
Single delegation
One event, one season. The usual starting point for a school that has not sent a delegation abroad before.
- One conference, fully handled
- Costed per delegate before you commit
- No commitment beyond that season
Season programme
A planned calendar of two to four events across the academic year, built around your students’ progression.
- Regional event first, international later
- One budget for the whole year
- Registration windows tracked for you
Payments only
Your adviser runs the academic side and the registration. We do the parts that need a bank account abroad.
- Fee payment to the host
- University and exam fees for your students
- Priced as a defined scope, not a package
How the money works
Every school finance office asks the same four questions. Here are the answers before you have to ask.
What are we actually paying for?
A line-item budget, issued before anything is booked: the host’s registration fee per delegate, accommodation, airfare, transfers, insurance, visa costs, and our service fee as its own line. No bundled per-head figure that hides what sits inside it.
When do we pay, and how much at a time?
Staged against the host’s own deadlines. Typically a deposit to secure places, a second instalment when travel is booked, and a balance before departure. The schedule is written into the proposal.
How do we account for money that goes abroad?
You pay us in rupees against a single invoice. We provide the host’s own receipt for the overseas payment, so your records show what was paid, to whom, and on what date.
What happens if a delegate drops out?
It depends on when, and on the host’s and airline’s terms. We set out the cancellation position for that specific event in the proposal, so you know the exposure at each stage rather than discovering it afterwards.
What parents want to know
The delegation only happens if parents sign the consent form. These are the questions that decide whether they do.
Who is with my child?
A named chaperone, introduced before departure, who travels with the group and stays with it. Ratios agreed with the school in advance and stated in the proposal.
Where are they staying?
The hotel is named in the proposal, not decided later. Room allocations are shared with parents before departure.
How do I reach them?
One live number for the duration and a daily update. Parents are not left refreshing a group chat across a nine-hour time difference.
What if something goes wrong?
Medical and travel insurance for every delegate, a documented escalation route, and the school informed first, before anyone else.
Bring us a season, not just a trip
We map the year’s events against your students and put a budget in front of your head of school.