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Welcome to Warwick

Airport Transfer FAQS 2023

We have compiled a list of Frequently Asked Questions regarding airport transfers below, if your query is not answered below please contact us.

Contents

When is the airport transfer service running?

The airport transfer service will be running across four days: Thursday 21 to Sunday 24 September, from London Heathrow Airport.

    Coaches will be leaving Heathrow at various times throughout the day from 9am to 9pm.

      If you are arriving outside of the above times, you should plan to travel to campus independently. Places on the airport transfer service must be booked online in advance.

      How do I access the online bookings?

      We will email all incoming students a link to book their transfer on Tuesday 1 August.

      Is there a deadline for booking?

      Bookings will close on Thursday 31st August.

      How much luggage can I bring?

      For every ticket on our airport transfer services you are allowed to bring the following luggage:

      • two suitcases/large bags per ticket (your airline's standard checked/hold baggage size and weight)
      • two small items of hand luggage per ticket (your airline's standard carry-on bag size and weight)
      • two small handheld item/handbag/laptop-sized object per ticket

      Please note that your luggage is your responsibility and although there are helpers to assist you at the airport and the University, you will be required to carry your own luggage once you reach the UK.

      Extra Luggage

      If you really need to bring additional luggage, you will need to buy an additional ticket.

      If you have not paid in advance, you will be able to purchase additional space for luggage on boarding the coach. However, we cannot guarantee that space will be available, and you may need to use the Excess Baggage Facility at the Airport.*

      Please also note that items deemed to be "oversized baggage" by your airline, or that are otherwise beyond the size and weight limits imposed by your airline upon hold luggage, will not be able to be transported unless you seek approval by contacting us in advance. Most importantly, remember that there are several shops near campus so you can always buy anything you need.

      *If you bring more luggage than the luggage allowance, you will need to use the Excess Baggage facility at the airport, doing so before the departure time you are allocated. The Excess Baggage facility is not a University service, and there will be an additional charge for this. If you are using an alternative transport service, please check your details with the service provider directly.

      Why do tickets cost £50?

      We hire our coaches through a reputable provider, Johnson's Coaches, and set our coach prices as low as we possibly can in order to cover the operational costs of the service based on usage levels from previous years. Our service is more expensive than comparable tickets from National Express, one of the UK's biggest coach providers, but should provide a smoother experience, especially for first time travellers. Our team will meet you at the airport, travel with you on the coach, ensure your keys are brought to you on the coach and then advise you where to get off as the coach stops at accommodation drop-off points on campus.

      For more information on alternative options, please visit our travelling independently pages.

      Can I book seats for family members/non-students?

      Yes.

      When booking, you can buy up to four tickets. These must all be for the same coach, and are to be used by family members or for additional baggage allowance only. Other students must make their own, separate booking(s).

      If your party is larger than this and you wish to travel together, you will need to travel to campus independently.

      How do I know that my booking is successful?

      During the booking process you will receive:

      • A confirmation of payment email from no-reply@warwick.ac.uk. This can sometimes be blocked by spam filters.
      • You will receive confirmation of your booking within 2 working days of successful payment.

      Can I amend my ticket to a different day/time?

      If the details of your arrival change, and you need to change the requested departure time you have selected, please contact us. We cannot guarantee that we will be able to amend your booking.

      Please note that it is not possible to amend the time of your booking once your e-ticket has been issued.

      Please note that we are unable to issue refunds under any circumstances, as per the airport transfer terms and conditionsLink opens in a new window.

      How will I find you at the airport?

      Our Welcome Helpers will be present at the airport from Thursday 21 to Sunday 24 September, wearing their bright purple uniforms from 8am-9pm. They will be based at:

      • London Heathrow (LHR), Terminal 3 Arrivals. An exact location will be shared with you with your e-ticket.

      At Heathrow, if you are landing at Terminal 5, that will mean you need to use the airport's local transport to reach Terminal 3 Arrivals to speak to our staff.

      I have a disability or impairment, will the airport transfer service be accessible?

      If you have a mobility impairment that will prevent you from boarding a standard coach, please contact us before making a booking so that we can advise you further. The standard airport transfer vehicles used may be unsuitable for your needs, but we will endeavour to accommodate you, or advise you on the best alternative way to reach the university campus.

      Unfortunately, it is unlikely that we will be able to accommodate students with mobility impairments on the day without an advanced booking, so please do contact us as soon as you can. If you have another disability or impairment you would like to make us aware of, but that will not prevent you boarding the coach, please provide details in the accessibility section of the online booking form, and this will be passed on to the Welcome Team members at the airport.

      Where will I be dropped off on campus?

      The coach will travel directly to campus.

      Your first stop will be the on-campus bus interchange to allow any non-campus residents to get off and take onward travel.

      It will then stop at our accommodation key collection hub, and staff will board the coach with keys for campus residents.

      The coach will then travel around campus and make multiple stops near different on-campus accommodation blocks. A member of our team will be on the coach to advise when to get off.

      When will I receive my ticket?

      You will be sent your e-ticket for the transfer in mid September. If you have not received your e-ticket by Monday 18 September 2023, please contact usLink opens in a new window.

      I'm arriving earlier/via a different airport, can I book the transfer service anyway and travel to Heathrow on the day?

      Yes.

      If you are arriving via a different route, but still wish to travel to campus using the Airport Transfer Service from London Heathrow, please complete the booking form as normal.

      What happens if I miss my booked travel?

      If you miss your booked time slot, we will endeavour to find you a seat on the next available coach.

      We cannot guarantee a space on the next coach and you may have to wait until a space becomes available.

      Refunds are not available for any missed transfers.

      I've never travelled to the UK before - do you have any advice?

      Visit the UK Council for International Student Affairs websiteLink opens in a new windowLink opens in a new window for general onward-travel advice for international students arriving in the UKLink opens in a new windowLink opens in a new window.

      Please consider your luggage when planning onward travel - there is limited space on trains, and particularly on buses, for suitcases and bags. Coaches and taxis provide the most amount of space.