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Frequently asked questions

Do we still have to follow COVID-19 rules?

Yes!

The OU Trips Club has a duty of care to members to ensure that, whilst we will take all reasonably practical measures to mitigate the risk of transmission of Covid-19 on our trips, we can in no way prevent it, and we recommend all members take additional appropriate measures to ensure their own safety.

Furthermore, we can only control a limited scope of each trip and have no influence over the levels of safety measures imposed by third parties (e.g. airlines, coach providers, venues etc).

As government rules, regulations and guidance may change, we ask all members to respect and follow Covid-19 rules as set by the club as passed on from the Open University, even if they may differ to current government advice.

There is no longer a legal requirement to wear a face covering. However, the Open University and OU Trips may require that you continue to wear a face covering in crowded and enclosed spaces where you may come in to contact with other people you do not normally meet, unless exempt as required by the venue or location of our visit. 

How is the OU Trips Club funded?

The Open University has kindly set aside a budget to support funding for staff social activities through the main OU Club.  We bid for funding once a year to that club to support some of these extra costs we incur while running events.  We are non-profit and have no reserves. 

How do you work out costings per trip? 

In most cases we are able to ask for a “Group” rate at venues and with agents; this is a discounted cost due to a larger number of people attending, compared to single person cost. This is automatically passed on to staff. We then add in any travel extras such as transport or additional excursions to the final amount. 

What if I can get the same weekend / overseas trip cheaper elsewhere? 

You may be able to! There are so many last-minute companies that we are sure you will find a trip cheaper – but please ask yourself these questions:

  • Does the cost of the other trip include secure car parking? 
  • Can you get direct travel to and from venue or airport? 
  • Are the luggage costs included ?
  • Can you get the same exclusive tailor-made excursions?

IF you can get all of that cheaper than we are advertising then please send us details!

How are places allocated? 

We do our best to accommodate as many people as possible, but places are allocated on a first come-first served basis. 

What is the ticket allocation criteria? 

We will have set pricing available in the following categories depending on venue: 

  • Adult – this includes retired OU Staff, OU homeworkers, ALs, Research Students, friends and family.
  • Child – we will state age ranges as given to us by venues if applicable.
  • Other – occasionally there are additional discounts for seniors or membership schemes at venues such as National Trust.

You will be asked to state which categories you would like, when you book.

How many places per trip can I request?

  • There are a certain number of places available on each trip, set by the venue, agent or by the discounts offered.
  • Depending on the event you can request up to 4 guest tickets per staff member (so 2 staff members can bring 8 guests, etc.) We sometimes get limited capacity events and therefore only a set number of tickets will be allocated set by the OUTrips Club.
  • Depending on the event child tickets may be unrestricted in number.
  • For each group of tickets there must be at least one OU member of staff (current, retired, research students etc)  

When do I know if I have been allocated places? 

  • You will receive an email confirming that you have been allocated places and confirming the booking closing deadline (the deadline by which you can cancel without consequence)
  • A second email requesting payment and the final payment (or deposit) deadline. (If you cancel after this deadline you will be liable to pay for the full amount and/or lose your deposit).

What do these deadlines mean? 

When a trip is advertised on the website there are 3 important deadlines: 

  • Booking now open deadline - is the date and time at which the booking for the trip will be open.

  • Booking closing deadline - is the date when you need to have requested your places by (normally around 2 weeks after the trip goes on sale).

  • Payment deadline - we require your payment by BACS by this date, you will get 1 payment reminder

What happens if the event is oversubscribed? 

If you have not been allocated tickets this time, you will receive an email, after the booking deadline has closed, informing you that you are on a waiting list. If someone drops out, we will ask you if you want to take their place(s) or if you are happy for us to pass on your contact details.

How do I cancel or change my request? 

If you need to cancel your request, please email OU Trips as soon as possible - this must be before 12 noon on the booking deadline (see the date on the website or your confirmation email). 

After the payment request email has been sent you will not be able to cancel your places as the price is calculated on the total number of places sold.  You will have to pay for the tickets or try and resell them.

How and when do I pay for an event? 

You will be sent an email with full details. Payments can only be made by BACS transfer (Online banking). 

You can make your payment by BACS, telephone banking or go into your branch and give them the details. However, you must use the booking reference sent in your email or we cannot allocate your payment to your booking. 

There is normally a 2 to 3 week period before the payment deadline (which is shown on the website) - which is the last date we can accept payment. 

You will get 1 reminder email, and we'll need your payment by the payment deadline

I'm going on holiday close to the deadline date 

Payment will be requested on or just after booking deadline, if you are going to be away, pleaseemail OU Trips, before you go, with your trip in the subject line and let us know, so we can arrange payment. 

If you are away and we have to pay before your return (and we weren’t informed) you may lose your places.

What happens if I refuse to pay or don’t respond to payment email requests? 

OU Trips does not have any reserves to cover unpaid places. It will be down to you to try and resell them. If there is a waiting list, we can pass on this information. 

Please be aware: After the booking deadline we confirm and, in some cases, have to pay immediately for the places with our suppliers and therefore we ask you to honour that commitment as we cannot accept non-payment of booked places. We do not have funds to cover your unwanted places! 

You are responsible for the full outstanding payment or find someone to take your place. 

With this in mind, non-payment will result in the following action being taken. 

1. There will be an exclusion from all OU Trips events for 1 year. 

2. Should non-payment be repeated for a 2nd time, a permanent exclusion will be issued. This can only be reversed at the OU Trips Committee’s discretion. 

We are aware that there are, on occasions, exceptional circumstances. Should this be the case during any of the above stages, please email OU Trips with details. This will be presented to OU Trips Committee for their consideration.

Do I need travel insurance for UK trips? 

This is your personal choice however please note - UK-based holiday doesn’t mean automatic protection from simple things such as loss, theft or cancellations because you’re staying in your home country.  

But I have home contents insurance? 

Unless you have personal possessions included in your contents insurance you are not covered for holiday travel or items taken on holiday. 

Contents insurance does not cover you if you need to cancel the holiday for any reason, cut it short or if you need emergency travel expenses. 

OU Trips do not provide any insurance cover on our trips

Do I need travel insurance for overseas trips? 

Yes! 

By accepting a place on an overseas trip, you are confirming that you have appropriate travel insurance in place should delays or cancellations take place from the date of booking. You will need to provide OU Trips with details of this policy when you are paying for the deposit of your trip.  

If, due to medical condition or accident, you are unable to go on the trip, you will still need to make the full payment or find someone to take your place. If you are covered, you will be able to claim on your insurance. 

What if the OU Trips team have to cancel an event?

If the OU Trips has to cancel an event, we will give you as much notice as possible, and offer an alternative date or a refund, as appropriate.

What if the venue cancels an event?

The OU Trips will try to rebook and offer attendees another date.

What happens if the coach breaks down?

The coach company will aim to provide a new coach as soon as possible. 

What happens in the case of inclement weather 

Some events will still run, if the trip is running, then we are unable to offer refunds. 

If weather prevents the coach from collecting us at the OU, then we will look to reschedule or offer refunds, as appropriate. 

One of my group has a medical condition, and needs additional assistance

Please make us aware in your booking email as soon as possible; we will do our best to accommodate you.

Unfortunately, our local coach companies do not offer coaches with special access. 

We have a number of people who attend our trips with collapsible wheelchairs, please be aware that the person must be able to transfer onto the coach (usually 3 or 4 steps) with assistance from their family or friends on the trip as, due to Health & Safety requirements, we are not allowed to help. 

Please note that the wearing of seatbelts is also compulsory by law. 

What if I have a complaint?

In the first instance, please speak to your trip leader and they will do their best to resolve your issue where possible. 

If you have a complaint after an event, please contact OU Trips for further investigation. 

Does the OU Trips club have Equal Opportunities and Accessibility guidance? 

The OU Trips strives to promote Equal Opportunities and Accessibility for all on our trips where possible.  

Unfortunately, our coach company currently does not offer coaches with special access. 

We can organise special dietary and accessibility requirements at events, when they have been requested in advance.  Please advise us as soon as you can if you require any additional requirements when booking our trips.  

Please note: Some venues are set up to be more accessible than others.

What is the Bullying and Harassment policy? 

The following is an excerpt from the OU Code of Conduct for staff. 

All Open University staff have the right to work in an environment which is free from bullying and harassment. The University is committed to providing a workplace in which all employees are given the dignity and respect to which they are entitled. The University has a legal responsibility to ensure the health and safety of staff and a working environment which is free from unlawful discrimination. Everyone has a responsibility to respect the feelings and sensibilities of others in the workplace, and to behave in a way which does not cause offence. In some instances, individuals may be genuinely unaware that their behaviour is causing offence, but it is the duty of each individual to be sensitive to the impact their conduct may have on colleagues.

OU Trips will not tolerate abuse or rude behaviour to our organisers or guests on our trips. 

We reserve the right to cancel trip places or remove people from trips who behave in this way. 

Are you the OU Club? 

No!

The OU Club office will Not be able to help!

Getting in touch

The OU Trips committee volunteer their time to find and organise the trips and arrange your bookings; we always welcome suggestions and ideas for events.  

If you need to contact someone regarding an event, please email OU Trips, putting the title of the trip in the subject line and the person in charge of the trip will respond.  

Please don’t expect immediate responses, the volunteer will be in touch when they are able to do so.  

We cannot accept contact direct with the volunteers (by personal email, phone calls or visits to our desks), as this interrupts our OU work and other members of staff in our offices.