Here is a guide for all leaders of trips to Africa -Uganda ,for school trips, youth groups, church groups, mission groups, volunteer trips, or wild life safaris to Uganda please use these guidelines as checks.
- If taking a school, Church or youth group, you need written authorisations from parents, senior management teams or school governors
- On the day of travel, allow plenty of time for getting to the airport and checking in. Schools: Consider all group members handing passports into the leader in the run up to the trip, so no one accidentally leaves it behind on the day of departure.
Families: If travelling as a family with young children, consider using a “meet and greet” service at the airport to make parking easier.
- All those travelling should visit their GP, Doctor or local travel clinic at least 6 weeks before your travel date and discuss relevant inoculations and malaria prophylaxis, if applicable. Some countries will not let you gain entry if you do not have the necessary evidence of vaccinations. Leaders and Msafiri Tours should be made aware of any pre-existing medical conditions and any special requirements by any group members.
- Establish a home contact (e.g. head teacher, deputy head, church leader, club leader) for the group who will be on call while the group is in Africa.
- Make sure everyone has read and understood the suggested kit lists and pre-departure information provided by Msafiri Tours and that belongings are packed properly.
- It is best practice for everyone to travel on the same insurance policy if you are going as a group. Check you are covered for your destination and any activities you plan to undertake. If not taking your travel provider’s insurance, your policy must satisfy the minimum standards laid down by Msafiri Tours. Take copies of your insurance details with you when you travel.
- Check that all passports remain valid for the entire trip, including any validity that may be required by the destination authorities after your return home. Visas for Uganda can be pre-arranged or got at Entebbe airport on arrival If you are unsure about the visa requirements for your trip, contact Msafiri Tours immediately.
Re-check all passport expiry dates and visa entries. If arranging a visa on arrival, make sure all members of your group have the number of required photos and all necessary documentation.
Organising your paper work:
Making sure your documentation organised is important for efficient management of a trip to Uganda or Kenya with Msafiri tours.
It is good for all adults on the trip to carry copies of vital documents, emergency procedures, contact numbers and personal information. For schools, a copy of all this information should be held by the UK, USA or what ever your country of origin is home contact and may also be carried on a USB stick and/or emailed as an attachment to a global access email account or to Msafiri tours.
We suggested the following documents / information to be carried
- Passports & Visas (and photocopy of photo ID page of passports & visas)
- Flight tickets*
- Travel Insurance policy
- Medical Vaccination certificates (e.g. Yellow Fever)
- Msafiri Tours contacts
- 24 hour emergency contact number for Msafiri
- 24 hour contact number of group representative back home
- Travel insurance emergency contact number and policy information
- Personal information including: • Names • Ages • Dates of birth • Passport details • Medical issues / allergies
- Recent photo of all participants
- Your itinerary and flight details
- Contact number of the local embassy or consulate in Uganda or Kenya respectively
- Risk Assessment (for school and youth groups)
- Paper / pen to record incidents or events
Emergency:
- Ensure sound procedures are in place well before you travel
- Identify “What if” scenarios and plan accordingly
- Ensure all members of staff on a school or youth group trip understand their roles
- Schools should put together a contingency plan and policies for dealing with / informing parents, local and national media, and other students in case of an incident.
- Establish an emergency fund.
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