Write down essential conditions
Separate non-negotiable needs from preferences. A request for vegetarian meals is not the same as a food-allergy request. A room on a lower floor does not establish a step-free route to classrooms. Describe what must work each day, without sending an entire medical history.
- List the exact campus, residence and travel dates.
- State the dietary restriction or functional requirement in clear terms.
- Explain which arrangements are essential and which can be discussed.
- Ask who will assess the request and when you can expect a written response.
Ask the kitchen about its actual process
Food Allergy Research & Education explains cross-contact as the unintended transfer of an allergen between foods. Removing an ingredient from the plate does not establish that a meal is suitable. The school kitchen needs to explain its procedures, not simply promise to be careful.
- Can staff identify ingredients in sauces, marinades and packaged products?
- Are preparation surfaces, utensils and serving equipment shared?
- How are meal requests passed to replacement kitchen staff?
- What happens on weekends, holidays or excursion days?
- If meals cannot be provided, is an alternative arrangement allowed and how is it priced?
Do not interpret a vegetarian menu, a religious meal label or an ingredient-free description as confirmation of allergy suitability. Discuss individual safety planning with a qualified clinician.
Check the entire daily route
Ask for current photos, a short video and measurements of the specific route you will use. A campus entrance alone is not enough. A transfer vehicle may present different barriers from the building.
- Arrival point to reception: steps, gradients, surface and assistance arrangements.
- Residence entrance to bedroom and bathroom: door clearance, layout and any thresholds.
- Bedroom to classroom, dining room and study area: lifts, steps and opening hours.
- Room facilities: the features you need, confirmed for the assigned room.
- Emergency exit: the school's actual evacuation and assistance arrangements.
If you use an aid or device, provide the relevant dimensions through an agreed private channel. A photograph can help identify a question; it cannot certify accessibility.
Get a usable written confirmation
Use a request with four fields: requirement, proposed arrangement, responsible person and unresolved point. For example, a fictional student may need step-free access between a bedroom and classroom. The reply should identify that route and any exception, not just say the school welcomes everyone.
- Confirm any additional cost and cancellation terms before paying.
- Ask whether the arrangement survives a room, building or timetable change.
- Request a named contact for arrival and a backup contact.
- Keep the school's reply with your booking documents.
Know when to pause
If an essential arrangement is still described as probably possible, treat it as unconfirmed. Ask for clarification, consider different accommodation or compare another campus. Do not rely on resolving a serious food or access issue after arrival.
No partner school is represented here as allergy-safe or universally accessible. Capacity depends on the actual buildings, staff and arrangements. This guide is a booking checklist, not medical advice or an accessibility certification.
Frequently asked questions
Does a special-menu option cover food allergies?
Not automatically. Ask about ingredients, preparation and cross-contact; agree individual safety planning with your clinician.
Does a lift make the whole campus accessible?
No. Check the complete daily route, bathroom, assigned room and emergency arrangements, including any steps before reaching the lift.
What if a school only gives a general reassurance?
Ask for a written answer to each essential condition. Keep the booking on hold if a requirement remains unresolved.
Sources and scope
Checked 2026-10-23. Published guidance is not an individual approval; confirm applicable requirements and arrangements before booking or travel.
Related reading: Broader student wellbeing considerations abroad