Book our meet and greet service

If your flight is delayed and you miss your coach booking, we will release your space to another student on the waiting list. You will then need to arrange and pay for your own travel to your accommodation.

There will be helpful information on how to do this in your confirmation email.

If you are landing at a different terminal to where our meet and greet team will be based, you will need to transfer to the pick-up terminal. More information on inter-terminal transfers can be found on the London Gatwick Airport website and London Heathrow Airport website.

Please allow yourself enough time to complete any transfers.

Due to limited space, family and friends cannot accompany you on the coach service. If you are a PhD student travelling with your family, please email the meet and greet team.

Due to limited space, the amount of luggage you can bring onto the coach is limited to:

• 2 large suitcases
• 1 piece of hang luggage
• 1 rucksack or laptop bag

We understand that some airlines may offer you more than this luggage allowance, but there is no space for additional luggage on the coach.

Please email the meet and greet team before you book your service if you need more luggage than our allowance, or to discuss other options available to you.

You are responsible for carrying your own luggage.

To reduce the likelihood of cancellation or delay:

• Choose direct flights where possible, or routes with fewer connections.
• Fly with established international airlines, which tend to have more options if schedules change.
• Avoid very tight connections between flights.
• Check airline flight change policies before booking.

When you arrive in the UK:

• Your passport will be checked and matched to your immigration permission, which for most students is now held digitally as an eVisa rather than a physical visa sticker.
• Border Force officers or automated systems may verify your biometric information, usually through facial recognition and, in some cases, fingerprints. This helps confirm your identity quickly and accurately.
• Some students may be able to use automated passport gates, known as eGates, while others will speak to a Border Force officer. Both processes are routine and secure.
• You may be asked a small number of standard questions – for example, where you are studying or where you will live. This is normal and nothing to worry about.
• Biometric information is handled under strict UK data protection laws and is only used for immigration and security purposes.

To ensure a smooth arrival, we recommend you:

1. make sure your passport is linked to your UKVI account and eVisa before you travel.
2. carry a digital or printed copy of your visa decision letter with you.
3. have your University offer or confirmation of acceptance for studies (CAS) details easily accessible.

For most students, biometric checks do not cause delays and often speed up the process.

If additional checks are needed, Border Force staff are trained to explain what is happening and assist you calmly and professionally.

The University of Southampton is familiar with these processes, and will support you if you experience any difficulties when you arrive.