Safety & Policies

Who Hosts Your Program

Our programs are hosted by Xi’an International University (XAIU), founded in Xi’an in 1992. Classes, lectures and cultural workshops take place on the XAIU campus, where participants also stay. Classes are taught by XAIU teachers.

Airport transfers, accommodation, classes, cultural activities and local transport are all arranged by the host university.

Supervision and Campus Security

A Chinese teacher accompanies your group throughout the trip. Designated staff handle daily logistics, and participants stay on a secure university campus accessible only to university members.

Accommodation is at Horyan Hotel, located in the center of the Xi’an International University campus. Students share twin rooms, and accompanying teachers have single rooms.

University staff are on duty 24 hours a day, and the university gives each group the contact details. The campus has a security office, and the hotel has night staff and controlled entry.

There is no fixed requirement for how many teachers travel with a group. Tell us what your school’s policy requires, and we will plan around it.

Medical Care and Incidents

If a student is unwell, a Chinese teacher goes with them to the university clinic first, and on to a nearby hospital if needed. Medical costs are paid at the time and then claimed from the insurance, within the limits of the cover set out in your quotation.

If a student goes missing, the university’s duty staff and campus security office handle it.

Groups with Under-18s

We host secondary school groups, as well as university and adult groups, and there is no set age range. For children under 12, we recommend that a parent or a teacher from their school travels with them.

Insurance

The host university arranges travel accident and emergency medical insurance in China for every participant; the cover is set out in your quotation. We need a copy of each participant’s passport information page to arrange it.

Your school may still want its own travel insurance for international flights and anything the policy does not cover.

Booking, Payment and Cancellation

Prices and quotations

Price on request. We don’t publish prices, because the cost depends on the itinerary you choose and the size of your group. Your quotation lists what is included and what is not. Not included: international flights, visa fees and personal expenses.

Group size and accompanying teachers

Groups usually start from around 10 participants; for smaller groups the price is adjusted. One accompanying teacher travels free for every 15 paying participants, on every itinerary.

Payment

Payment arrangements are set out in your quotation; contact us for details.

Cancellation

There are no fixed cancellation terms; refunds are agreed with you. Money not yet spent can be refunded, and costs already incurred, such as bus charter or booked tickets, may be deducted.

Before You Book

Before you confirm a booking, ask us to set out the following in writing:

• Your quotation: what is included and what is not, and the insurance cover.
• Payment arrangements.
• Cancellation: the refund arrangements agreed between us.
• Supervision: tell us how many accompanying teachers your school’s policy requires. The supervision and accommodation arrangements for your group are set out in writing when you confirm your booking.
• Visa invitation letter: if your group needs one, ask us at least a week before you apply.

Related Pages

• Visas and entry: see Visas and Entry in our FAQ.
• The information you send us: see our Privacy Policy.
• How we plan trips for school groups: see School Trips to China.