Group Arrival & Departure Procedures
Host Family Portal: Group Arrival & Departure Procedures
Welcome to the official arrival and departure guide for Learn in a flash host families.
To ensure the safety of our students and provide a seamless pickup and drop-off experience, please review our mandatory procedures for all group arrivals and departures.
1. Designated Pickup & Drop-off Location
Unless a different location is explicitly defined in your Arrival Reminder Email (sent one week prior to arrival), the default pickup and drop-off point is:
Broad Marsh Bus Station
(Canal Street, Nottingham NG1 7HG)
- Indoor Concourse: Collection takes place exclusively inside the station concourse. Staff cannot leave the main group to escort students to waiting vehicles outside.
- No Roadside Pickups: Vehicles must not attempt curbside pickups along nearby streets or train station drop-off zones. Minor students are not permitted to walk unsupervised outside the designated station area.
- Parking Facilities: Host families should use the Broad Marsh Car Park located directly above the bus station. It offers 20 minutes of free parking for pick-ups and drop-offs, with direct lift access down to the bus concourse.
2. Group Coordination & Communication Protocol
For each arriving group, there will be a designated Learn in a flash Representative present at the station. Their sole responsibility is to oversee the group's safety and manage the formal handovers until every student is safely collected.
- On-Site Representative Role: We provide the name of our designated on-site representative in your Arrival Reminder Email so you know who is managing the group. Please note that direct phone numbers for on-site staff are not provided, as their full focus must remain on supervising the students inside the station.
- Host & Student Communication: Hosts are required to maintain direct contact with their student(s) prior to collection. Staying in touch via phone or message ensures you have a live, direct line of communication for arrival updates, transit alerts, or unexpected delays—as well as verifying that your communication channel with the student is active and working properly before the handover takes place.
- Emergency Outreach: Group leaders are equipped with the host family phone numbers provided in our system, allowing them to initiate contact with a host family directly if an urgent issue arises.
3. Dynamic Arrival Timing (1-Hour Rolling Window)
Because flights, border control, and traffic conditions vary, we do not set fixed collection times far in advance.
- Estimated Arrival Window: Your specific group's estimated arrival time can be found in your Student Details Email and confirmed in your Arrival Reminder Email.
- The 1-Hour Alert: Students are instructed to text or call their host family the exact moment they board the skylink Nottingham (via Beeston) bus at East Midlands Airport.
- Transit Time: The bus journey from the airport to Broad Marsh Bus Station takes approximately 1 hour. Receipt of this notification is your signal to head to the station.
4. Real-Time Bus Tracking
You can track the progress of the group's bus in real time to coordinate your arrival at the car park:
- Trentbarton Web Tracking: View live bus routes on the Trentbarton Live Map (Select Protocol:
/ external). - Hugo Mobile App: Download the official hugo app for iOS (App Store) or Android (Google Play) and search the skylink Nottingham route to trace the bus's location live as it travels via Beeston.
For any logistical questions prior to arrival day, please refer to your latest group confirmation emails or contact the Learn in a flash support team via Contact Us.