Holiday Planning with Foster Children: UK and Abroad

Holidays can be a brilliant way to build memories, practise independence skills, and strengthen relationships. With fostered children, though, there are a few extra steps to get right—mainly around consent, documents, health cover, risk planning, and money. Here’s a practical, up-to-date guide you can use as a checklist whether you’re going to Cornwall or Catalonia.

1) Permissions and delegated authority

Before you book anything, check your Placement Plan/Delegated Authority. That document should spell out which decisions you can make yourself and which need social worker or parental sign-off. Taking a child abroad, applying for a passport, and agreeing to medical treatment are typically not day-to-day decisions and usually need higher-level consent.

If you’re leaving the UK, carry a child travel consent letter from everyone with parental responsibility (PR). UK border officers or airline staff may ask to see it; some countries’ officials will as well. The letter should include PR holder contact details, travel dates/route, destination address, and confirmation they consent to the trip. Bring copies of court orders where relevant.

Tip: If PR is shared with parents under care or supervision orders, the local authority will guide consent and provide the necessary paperwork. Always ask the child’s social worker to confirm the consent route for your situation.

2) Passports, identity and name differences

If a child needs a new or renewed passport, your fostering service will involve the council’s Designated Manager (Passports). Expect written approval and clear recording of who holds the passport between trips. If your surname differs from the child’s, bring proof of your relationship to the child (for example, a placement letter) and any relevant certificates or court orders.

Even for UK holidays, carry a copy of the placement plan and a simple letter from the supervising social worker that lists your mobile number and the duty/out-of-hours number—handy for hotels, activities, or if medical care is needed.

3) Health cover abroad: GHIC/EHIC, reciprocal agreements and insurance

For travel in the EU (and certain non-EU countries with agreements), apply for a UK Global Health Insurance Card (GHIC) for the child. It’s free, valid for up to five years, and gives access to medically necessary state healthcare on the same basis as residents. If the card hasn’t arrived before travel, a Provisional Replacement Certificate (PRC) can be issued for emergencies. Remember: GHIC is not a substitute for travel insurance.

Outside Europe, check whether the UK has a reciprocal healthcare agreement with your destination, then purchase comprehensive travel insurance that covers pre-existing conditions, cancellations, and medical repatriation.

Medication & medical info: Carry a medication summary and signed consent for treatment. Keep regular medicines in original packaging with the dispensing label; bring a doctor’s letter for controlled drugs or devices (e.g., EpiPens, insulin, nebulisers).

4) Safety planning and practicalities

• Risk assessment: Note flight times, transfers, water safety, balcony risks, sun protection, and supervision at busy venues. Share it with your supervising social worker and agree how you’ll handle “missing episodes,” curfews, and money management while away.
• Contact arrangements: If the child has scheduled family time, agree in advance whether contact is paused, moved, or held virtually—and record it in the plan.
• Education: If travelling in term time, seek school/Virtual School approval early and record any learning activities planned.
• Emergency plan: Save the local authority’s out-of-hours number and the UK consulate details for your destination.

Some groups need special care: for unaccompanied asylum-seeking children (UASC), travel outside the UK is generally not appropriate without careful legal checks, and may be prohibited—speak to the social worker early.

5) Money: allowances, extras and what you can claim

The weekly child allowance is designed to cover usual costs (food, clothing, activities). On top, many fostering services allow extra payments for holidays (and for birthdays/festivals/school trips). Ask your supervising social worker how to request holiday support, whether mileage or airport parking can be claimed, and what receipts to keep.

If you’re with a local authority, your package may list separate allowance and carer fee; IFAs often present a combined figure. For holiday budgeting, focus on what’s specifically reimbursable (e.g., mileage to the airport, passports, luggage, equipment) and what sits within the standard allowance. Public guidance pages from fostering services outline the principle that allowance covers the child and extras may be available case-by-case.

6) Packing and paperwork shortlist

• Consent & ID: Consent letter(s) from all with PR; placement plan page on delegated authority; copies of court orders if applicable.
• Travel docs: Child passport; visas if required; proof of return travel and accommodation.
• Health: GHIC/EHIC card or PRC; travel insurance certificate; vaccination records if needed; medication list and doctor letters.
• Emergency: LA and agency contact numbers; scanned copies of documents stored securely; printed itinerary and addresses.
• Everyday: Familiar comfort items, sensory aids, and a simple visual timetable for routines.

7) Managing expectations with the child

Holidays reshape routines. A quick pre-trip plan helps reduce anxiety and improve behaviour:

• Preview the trip with photos and maps; for younger children, use social stories.
• Set simple rules (pool, lifts, balconies, phones, spending money) and write them down.
• Agree contact: When calls/texts to family or friends will happen.
• Build in regulation time: Quiet breaks, movement, and signal for when they need space.

For teens, involve them in budgeting and planning day trips; it’s a great chance to practise independence skills—navigating transport, ordering in another language, timekeeping.

8) When things change mid-trip

If plans change or a situation escalates (illness, incident, flight disruption), ring your supervising social worker or out-of-hours line. Your travel insurance provider will also guide you on medical access, costs, and documentation. For EU state care, show the GHIC; for non-EU countries with agreements, follow the local process (and call the insurer first for private care).

9) UK-only holidays: don’t skip the basics

Staying in the UK avoids passports and GHIC, but the consent and delegated authority principles still apply (e.g., permission to be away from home, emergency medical consent). Carry the placement plan, a short confirmation letter from the social worker, and any medication paperwork. Hotels and activity providers often ask for a parent/guardian signature; your delegated authority note will clarify your role.

10) Booking smarter: timings, rooms, and value

• Accommodation: Aim for separate sleeping space if siblings or teens are travelling; this respects safer caring and helps sleep quality.
• Travel times: Choose daytime flights/ferries where possible to reduce dysregulation.
• Food: Self-catering can be cheaper and helps keep familiar foods in the mix; all-inclusive can also work for predictable routines.
• Activities: Pre-book two “anchors” (one active, one calm) and leave the rest flexible.
• Insurance add-ons: Consider trip-abandonment and missed connection cover if you have tight transfers or medical needs.

Final takeaways

1. Secure consent early and carry the right letters plus copies of any court orders. Delegated authority won’t usually cover foreign travel or passports on its own.
2. Sort health cover: GHIC/PRC for Europe and comprehensive travel insurance everywhere.
3. Budget with clarity: ask about holiday extras and what can be claimed on top of the weekly allowance. Keep receipts.
4. Plan for regulation and safety: write a short risk plan, agree contact arrangements, and build downtime into each day.
5. Record it well: keep a simple daily note of highlights, any incidents, and expenses—helpful for your log and lovely for the child’s memory book later.

With the paperwork squared away and a realistic plan, holidays become what they should be: fun, restorative, and confidence-building for every child in your care.