How to Organise a School Trip

Being tasked with organising the next school trip can feel both flattering and very daunting. Being responsible for a group of young people on a day out is no easy task. Pupils can learn a lot during a group outing and it is often easier to gain experience and knowledge outdoors than in a classroom. Outside, they can get to know new environments and bond with their classmates in a whole new way. But how do you plan a trip?

How to plan a school outing

Finding a suitable destination and determining how big your budget is, should be some of the first things to think about. Also consider who is paying for the trip. The parents? The school? Or both?

○ What kind of transportation should you use?
The type of transport should be chosen with the utmost care, ensuring that the company that takes the students to their destination is professional and highly reliable. For trips within The UK and Europe, it is worth using a qualified coach operator or use the school’s private minibus, as bus transport is much cheaper than air or rail.

○ What kind of accommodation should you book?
For trips lasting more than one day, it is essential to choose the type of accommodation well in advance. Determine which rooms or hotels suit your budget, are in a convenient location and provide enough comfort for the students. How many students should share a room, if at all?

The type of accommodation should be chosen according to the age of the participants and the budget for the school trip. For primary school pupils, it is best to choose a hotel with an integrated catering system.


The purpose of the trip 

What is the goal of the school trip? Is the purpose to educate pupils on a certain subject or does it have to meet certain pedagogical objectives? Your reasons for organising the trip will make it easier to work out the details. 


 Permits and insurance 

You need authorisation from the school and parents to organise the trip. Each student also must bring a document proving that they are insured. Anticipate accidents and bring first aid kits on the trip

School outings usually need to fulfil school policies and Local Education Authority guidelines. 


If you feel that a trip may be too dangerous or not beneficial for whatever reason, trust your instincts and consult someone you trust. They may be able to help you find a solution to the problem and give you an insight that you haven’t yet thought of. Conducting a risk assessment before taking a trip with pupils is essential and you may need to fill out relevant forms.




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