FAQ on Short Term Programme
Getting a quote
I want to set up a short-term programme. How do I go about it?
We have a link to our short-term programme form on our website. Please follow the link and fill out the form. Upon completion, this will be sent directly to our London Office, who will acknowledge your quote and get in contact with you regarding any questions we may have.
What kind of information do I need to provide for you to send me a quote?
All the required information is on our proposal form. If you have any attachments that you want to send directly to us, or it is easier for you to send us a document containing relevant information, please click here to email us directly.
How long does it take for you to send me a quotation?
We aim to turn all quotes around within 10 working days. If for any reason we are unable to do this, we will contact you straight away. If your quote is urgent then we will endeavour to get it to you by your deadline. Please ensure that you fill in the “due date” field on the form in order that we may know when the submission date is.
I want to organize a programme outside of London. Can you arrange this?
Yes, we are able to arrange programmes throughout the UK. You do not need to be based in London. We are also able to arrange UK tours.
Do you work with any countries other than the UK?
Yes, we are able to arrange programmes in various European countries, including France, Italy, Spain, Ireland, Germany and the Czech Republic. For more information on our European programmes please contact us
Can you arrange airfare?
Anglo American is not ABTA bonded, which means we are not able to arrange airfare. However, we are able to give you details of an agent with whom a number of our groups work. We do not receive any form of commission from this, and have no links with the agent, other than through previous groups who have worked with them. Any flights you might purchase from them would be arranged directly through them, and not via Anglo American.
Can you provide references?
We are happy to provide references from colleges and universities in your area. Please contact us for further information.
I am coming to London, and want to meet with a representative to discuss my programme. Is this possible?
If you are coming to London, we would be delighted to meet with you to discuss your upcoming programmes. We can also arrange for accommodation in one of our partner hotels, at a reduced rate. Please contact us for further information.
Can you arrange items such as cell phones and insurance?
Yes, we cover a full range of student support services. In many countries we are able to provide a cell phone. For insurance we find that the majority of universities have their own preferred supplier, but if this is something that you need assistance with please let us know and we are happy to make a referral.
I can’t come to London, but I want to speak to someone about my programme. How can I do this?
Anglo American has Directors based in the US. If you wish to contact them and discuss your programme, they would be happy to assist you. Please contact us to find out who is the AAES Representative in your region. If you would prefer to speak to someone in London then please let us know, and we will arrange for someone to call you to discuss your programme.
I only want to arrange hotel accommodation, and no support services. Can you do this?
We are happy to assist groups who are looking solely for hotel accommodation. Our support services are all optional, although we offer an orientation session for all of our groups, regardless of the services that they are using.
I am coming in the summer. Would it be possible to use apartments as a cheaper option to hotels?
In the summer, depending on availability, we are able to offer apartments in London. This is normally only an option if you are staying 3 weeks or more. Please contact us for further information
The Actual Quote
What will be included on the quote?
Our quotes are very detailed and personalized, depending on each individual programme. There may be a number of items in the quote that you have not requested, which we have included based on previous arranged programmes. None of these items are compulsory; you can add and remove them as you like, depending on your budget parameters.
Is the quote based on a minimum number of people?
Our quotes are normally based on a minimum of 15 people. However, if your numbers drop we will endeavour to keep all prices as originally quoted.
Do I need to include everything that is in the quote?
No, not at all. Please feel free to add and remove components where necessary.
Are your quotes itemised?
Yes, all of our quotes are itemised. Our policy is to show the client exactly what they are paying for, and this also allows a degree of flexibility if the exchange rate changes, or if numbers differ. However, if you wish us to provide a package rate we would be happy to do this.
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, we are happy to do this for you
Once the Program Has Been Confirmed
How do I go ahead and confirm my programme?
In order to confirm your program, you need to contact us and let us know that the program is going ahead, along with details of what accommodation you would like to block off. You will be required to complete our confirmation form in order to confirm your programme
Do I need to pay a deposit towards my program?
Yes, we do require a deposit payment. For London Programs this would normally be required between 3 and 4 months before the arrival of the program. With some of the hotels in Europe they are a little stricter with deposits, but we will advise you on this upon confirmation. If you wish to adjust the date of the deposit payment then we are happy to work with you in order to facilitate this.
How do I pay make a payment to Anglo American?
We accept a number of different methods of payment. We are a UK based company, and therefore payments need to be made in UK pounds. Your bank should be able to do this easily. We can accept all major credit cards, including Amex. Most of our clients pay via bank transfer, but we are also able to accept UK Sterling cheques.
Do I have a specific contact at Anglo American?
Yes, initially you will most likely be dealing with our Programs Manager. You will then be assigned a staff member from our Programs team, who will be your contact during the run up to the program.
Are all prices set once the programme has been confirmed?
Once your program has been confirmed all the prices are set. In very rare instances where attractions have put up their prices without warning, we have had to factor in a small price change. Nevertheless, you will be advised well in advance if this does occur, and we will give you the option of removing the item from the programme.
What happens if my numbers change?
Number changes are not an issue, and we are able to refund for any drop in numbers up until a certain point. We will advise you of the refund policy. We are also happy to refund for any support services that have not already been purchased.
Leading Up To the Programme
When do I have to provide my final numbers?
Ideally we would like regular updates on numbers throughout the run-up to the program. Final numbers are required 8 weeks before arrival, although any additions or cancellations are subject to availability.
When do I need to make final payments?
We require final payment for hotel accommodation 8 weeks before arrival. Student support services are payable between 6 and 4 weeks before arrival.
When will I find out information such as the name of the hotel?
Once you have confirmed you will be working with Anglo American on your programme we will provide you with hotel options for you to consider. It is our policy not to change hotels once the hotel details have been provided. This will only be possible in the event of an upgrade or substantial number change.
Do I need to provide rooming lists for the hotels?
Yes, it is essential that we receive a rooming list 4 weeks before arrival. We do not assign rooms to the students; this will be the responsibility of the group leader.
How is information regarding my program communicated to me?
Once your program 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 the program. If you have support services these are normally finalised around 4-6 weeks before the arrival of the group, apart from theatre tickets and anything else that might require a particularly long lead-time. We will provide regular email updates to all group leaders. If there are any items that you wish to finalise earlier we will work with you to do this.
When will I receive a final itinerary?
A final itinerary is provided as soon as it is available. Sometimes we will not be advised about exact times of events until 10 days before the actual event. We will endeavour to get a final detailed itinerary with exact times and information to you at least 2 weeks before you arrive. You will also receive regular itinerary updates before the final itinerary is confirmed.
How late can I add things to my program?
We strive to be as flexible as possible with program additions. 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 after the group’s arrival.
When You Arrive and During The Program
What happens when you arrive?
What happens when you arrive is very different depending on what country you are arriving in. In London you will have an orientation session arranged for you, if you have requested one. Otherwise, all your materials will be left at your hotel reception. You will be advised of the details of where materials will be left well in advance.
I have booked a coach. How do I know where to meet it at the airport?
In some countries you may have a meet and greet service depending on how easy the coach area is to find. In the majority of cities the coach meeting point is clearly marked, making a meet-and-greet service unnecessary. You will be provided with the details of the coach company, including their name and the cell phone number to contact in an emergency in advance. You can also contact the Anglo American office at any point if there is a problem.
What materials does Anglo American provide?
Anglo American provides a variety of different materials for you, both in advance and upon arrival. Outside of London you will receive an information pack with details of all your events, contacts, any tickets you might require and any other relevant details. This will either be provided by one of our European partners, or will be left at the hotel for you. In London you would normally have an orientation session where materials will be provided for you. If you have not arranged an orientation session then your materials will be left at the hotel.
Do I have an orientation session when I arrive, and what does it consist of?
It is up to you if you arrange an orientation session, although highly recommended. It will normally be held at our centre. If your program includes student support services then the orientation session is held free of charge. If you are only using AAES for hotel accommodation then you may be asked to pay a nominal room hire cost. The orientation is normally done on the day of arrival and consists of the following;
- Talk by Metropolitan Police on safety and security in London (subject to availability of an officer)
- Distribution of maps, itineraries, locations of site visits, and any other pertinent infomation
- Information session with member of AAES staff on “Living and staying in London”
How do I know where I have to go for all my events?
Full details will be given of where you need to go for each event. In London you will be provided with a map-pack, which gives you information on the nearest tube station and where exactly the site you are visiting is located.
What happens if there is an emergency during my program?
We have an information sheet that is sent to all faculty and study abroad offices when a program is confirmed. This gives all the AAES emergency contact information. We have a 24-hour number in case of any problems. If you are based outside of the UK you will also receive an international contact number for that country. Our Programmes Team also has a cell phone number, which will be provided to you.