Our Services

AES assists institutions, professional organisations, alumni, and sports programmes in a variety of locations throughout the UK and Europe.  Our team of travel experts, based in London, work with partners to create a fully customised itinerary to suit the academic aims and objectives of the programme, at the same time incorporating cultural and leisure activities.

AES works with over 150 US based institutions and organisations, assisting with their programmes.  Our team of dedicated professionals will collaborate with you to put together a detailed proposal incorporating a wide range of options including accommodation, entrances, guided tours, transportation, and any other necessary support services. At the same time we will provide options and suggestions for specialist guest lectures from local practitioners, site visits to businesses focused on the group’s interests, and other activities designed to enhance your itinerary and ensure that participants will have the opportunity to develop a greater understanding of the locations they are visiting.

Why choose AES?

AES has been operating since 1973, and offers support in all areas.  Our dedicated, multi-lingual team work directly with sites to ensure that your programme remains both cost effective and academically robust.  Throughout the process you will have a dedicated point person who will assist you with your needs, but also have the back up from our academic team.  AES is recognised by the QAA (Quality Assurance Agency), the independent body that checks on standards and quality in UK higher education and, as part of this recognition, conducts an annual review.  We are also a founder member of the British Educational Travel Association and a member of several other organisations, including UKInbound, ETOA (European Tour Operators Association) and The Forum on Education Abroad.

AES has robust Health and Safety procedures in place, as well as public and employee liability insurance, of which we are happy to provide copies.  All groups have 24-hour contact numbers when in-country to assist with any emergency.

Where can our Educational Tours take you?

We offer faculty-led programmes and educational tours throughout the UK and Europe, with a particular focus on London and Manchester. Other popular UK locations include Edinburgh, Oxford, Bath and Stratford-Upon-Avon. Outside the UK, AES can help organise educational tours and student trips to the majority of European countries, including France, Ireland, Italy, Spain, the Netherlands, Germany, Belgium, Greece, Poland and the Czech Republic, just to name a few.



Frequently Asked Questions

How do I go about setting up a Faculty led programme?

Please click here to contact us.  A member of our team will then be in contact with you to discuss your proposal in more detail.  Please make sure you check your junk mail, as you may find our response has gone there.

What makes AES different to other providers?

AES has been assisting institutions since 1973, and currently works with over 200 groups annually.  We manage and operate our own housing in central London, and work directly with hotels and suppliers to put together a customised programme to suit the academic aims and objectives of the group.  We don’t offer fixed packages; everything is adapted to your needs.

What kind of information do I need to provide for you to send me a proposal?

All the required information is on our proposal form, which we will email to you,  If it is easier for you to send us a document containing relevant information we are happy to work from that. 

How do I confirm my programme?

In order to confirm your programme you need to contact us, and let us know that the programme is going to be going ahead, along with details of what accommodation you would like to block off.  Once we have confirmed the hotel accommodation we will let you know details, including the address, and the website. 

Do I need to pay a deposit towards my programme?

For most groups a deposit would normally be required between 3 and 4 months before the commencement of the programme.  In some cases, if you wish us to purchase specific tickets, or if the hotel requests it, we may ask for a deposit sooner. If deposit dates are an issue then we aim to be as flexible as possible with the payment dates.

How is information regarding my programme communicated to me?

Once your programme has been confirmed, and you have been assigned a contact we will be in regular contact with you to advise you on all the details of your programme.  Your assigned contact will arrange to speak to you on the phone to update you, as well as communicate via email and video chat. 

How long does it take for you to get me a proposal?

We aim to turn all proposals around within 2 working weeks.  All programmes are customised, which is why it takes a little longer to put them together.  If your request is urgent then we will endeavour to get it to you by your deadline. 

What services can you offer my group?

AES offers a flexible approach to our programmes and offer a myriad of services.  These include not only your standard activities such as accommodation, transportation, entrances, and the like, but also academic related guest lectures and site visits. AES encourages our groups to incorporate visits to relevant companies and organisations into their itinerary to enhance the programme and enable the group to gain a greater understanding of the location they are visiting.

I need to include academic content in my programme. Can you assist with this?

Absolutely!  With a database of more than 200 guest lecturers, 500 site visit options, and connections with universities throughout Europe, AES specialise in arranging content tailored to the needs of your group.  For longer programmes, AES can arrange for an in-country adjunct to teach a course if this is required.

How long does my programme have to be?

AES can assist with programmes of any duration, from just a few days, right up to a semester.  If you are looking to run a semester programme in London, our Academic Programmes team can assist with sourcing adjunct faculty, as well as educational support services.

I want to arrange a programme outside of London. Can you arrange this?

Absolutely- AES arranges programmes throughout the UK and Europe.  Our team of multi-lingual staff work directly with hotels, attractions, coach companies, and academic sites in the majority of European countries.

When do I have to provide my final numbers?

Our team will be in regular communication with you throughout the planning process and will let you know of any deadlines.  Final numbers are required 8 weeks before arrival, although any additions or cancellations are subject to availability. 

I am not a university, can you assist me with my programme?

Absolutely!  As well as working with institutions, AES has previously worked with schools, businesses and NGOs.  We offer options for professional and alumni groups, as well as sports teams. 

How late can I add things to my programme?

This is something that we are as flexible as possible with.  Normally we would ask for at least 2 weeks to add a group activity to the programme, but in many cases we have added things to the itinerary when a group has arrived. 

Can you arrange airfare?

AES do not arrange airfare directly, but in the past have worked with a US based company specialising in Educational Travel.  Please click here to contact them.

Do I have a specific contact at AES?

Yes, initially you will most likely be working closely with our Partnership Development Manager.  You will then be assigned a contact from our Academic Programmes Team, who will be your contact during the run up to the programme.

Can you provide references?

AES work with over 150 US based organisations and institutions and would be happy to provide references.

When will I find out information such as the name of the hotel?

Where possible we will provide you with the details of your hotel on your proposal. This is not always possible if you are planning further in advance. As soon as we have confirmed the accommodation we are able to provide you with the name of your hotel.

Do you include gratuities and VAT?

All our prices are fully inclusive of VAT.  However, we do not include gratuities as standard, other than for group meals.  If this is something that you would wish to include then we are happy to do this for you.

What insurance do you have?

AES hold both Employers and Public Liability insurance, copies of which are displayed at our Study Centres, as well as being available via email.  AES recommends that all programme participants take out their own personal travel insurance.

Is the proposal based on a minimum number of people?

Our proposals are normally based on a minimum of 12 people.  However, AES appreciate that this may not always be possible, and if your numbers drop we will endeavour to keep all prices as originally quoted.

Are your proposals itemised?

We can either itemise or package your proposal.  Typically, we offer itemised proposals as we like to show our partners exactly what they are paying for, and this also allows a degree of flexibility if the exchange rate changes, or if numbers differ. 

What will be included on my proposal?

Our proposals are detailed and personalised depending on each individual programme.  We will often include a section highlighting options available to enhance your faculty led programme, such as specific guest lectures and site visits, which you may like to include depending on your budget parameters. 

I am coming to London and want to meet with a representative to discuss my programme. Is this possible?

We love having the opportunity to meet with our partners, and those who are looking to work with AES.  Please contact us and we would be happy to arrange a suitable time. 

I can’t come to London, but I want to speak to someone about my programme. How can I do this?

The AES management team make regular visits to the US and would be happy to meet with you if we are in the area.  Alternatively, we can use technology such as Zoom to have a video conference call.

Do I need to provide rooming lists for the hotels?

Yes, it is essential that we receive a rooming list.  We do not assign rooms to the students, this is the responsibility of the group leader.

I only want to arrange accommodation, and no support services. Can you do this?

Absolutely We are able to assist groups who are looking solely for hotel or even apartment accommodation.  Our support services are all optional.

I need a classroom to teach in. Can you assist with this?

In London, AES has a modern Study Centre, based in the heart of the city.  Classrooms, offices, seminar and lecture rooms, are available to rent for half, full day, and evening sessions, as well as during the weekend.  Outside of London AES has relationships with universities, and other organisations offering classroom facilities.

I am coming in the summer. Would it be possible to use apartments as an alternative option to hotels?

In the summer, over the winter break, and even sometimes during the academic year, AES may able to offer apartments in London.  This is normally only an option if you are staying 2 weeks or more.

How do I know where I have to go for all my pre-booked activities?

Full details will be given of where you need to go for each event, and in advance of arrival you will have a conference call.

What happens if I need to contact AES during my programme?

We provide an itinerary to all of our groups.  This gives all the AES emergency contact information.  We have a 24-hour number in case of any questions.

How do I give feedback about my programme?

Wherever possible, AES will meet with you whilst you are in-country.  Once your programme has finished we will send you a link to our online survey, and arrange a debrief via Zoom, telephone or Skype. 

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