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FAFind A School Trip

Planning guide

How to plan a school trip: a step-by-step timeline

A month-by-month and week-by-week plan for organising a school trip, from first idea and approval through letters, payments and the day itself.

Start with the learning, then the logistics

Every good trip starts with a clear answer to one question: what should pupils know, do or feel afterwards that they could not get in the classroom? Write that down in a sentence or two. It will help you choose the venue, justify the trip to your headteacher and governors, and explain it to parents.

The timings below are a sensible starting point for a day visit. For residentials and overseas trips, start much earlier, because venues book up and your employer is likely to need more detailed planning and a higher level of approval.

Before you do anything else, read your school's educational visits policy and, if you are in a maintained school, your local authority's policy. Many employers use the Outdoor Education Advisers' Panel (OEAP) National Guidance, so it is worth knowing where to find it.

Two to three months before: choose, check and get approval

Talk to your educational visits coordinator (EVC) early. DfE guidance says schools should appoint an EVC, and that the headteacher takes on this role if there is no coordinator. They will know which forms your school uses and how long approval takes.

  • Shortlist venues that fit your learning aims, budget and travel time. Browse day visits and school workshops in our directory for ideas.
  • Check whether the provider holds the LOtC Quality Badge. If it does not, DfE guidance says the school needs to check the provider's suitability itself, including their risk assessments and control measures.
  • Check availability for your preferred dates and ask what is included: sessions, staff, lunch space, toilets, wet-weather options.
  • Book transport, or get quotes so you can cost the trip properly.
  • Work out the staffing you need using your employer's policy and your risk assessment (see our guide to supervision ratios).
  • Submit the visit for approval in line with your school's process. Higher-risk or adventurous activities usually need a higher level of sign-off.

Six to eight weeks before: letters, consent and money

Current DfE guidance on educational visits says written consent is not needed for most trips that are part of the curriculum and take place in school hours, although schools should still tell parents about them and give them the chance to withdraw their child. Written consent is usually needed for trips that need a higher level of risk assessment or that are outside normal school hours, and a school must always get written consent for nursery-age children. Your own school policy may ask for more, so follow it.

For trips during school hours in England, you cannot charge for the education or for the transport. You can ask for a voluntary contribution, but the letter must make clear there is no obligation to pay and that no child will be left out because their parents cannot or will not contribute. Our guide to charging for school trips explains the rules in more detail.

  • Send a letter or message with the date, times, venue, purpose, what to bring, lunch arrangements and any contribution requested.
  • Collect medical, dietary and contact information, or check that the school's records are up to date.
  • Ask about access needs early so you can plan reasonable adjustments with the venue.
  • Recruit adult helpers and check them against your school's safeguarding procedures.

Two to four weeks before: the pre-visit and risk assessment

A pre-visit is the best way to spot practical issues: where the coach drops off, where groups eat, how far the toilets are, and where you would gather if a pupil went missing. If a visit in person is not possible, ask the venue for a call, photos or a site map.

Ask for the venue's own risk assessment and use it to inform yours, focusing on the things that are specific to your group. HSE is clear that planning should focus on managing the real risks, not on paperwork. Our risk assessment guide covers this in more depth.

  • Finalise group lists, staff roles and who is responsible for which pupils.
  • Agree an emergency plan, including a named contact at school who can be reached throughout the day.
  • Brief adult helpers in writing: timings, their group, behaviour expectations and what to do if something goes wrong.
  • Confirm transport times and the booking with the venue.

The week before and on the day

Prepare pupils as well as paperwork. Talk them through what will happen, what they will learn and what you expect of them. Pupils who know the plan are calmer and easier to supervise.

  • Check the weather forecast and any travel disruption, and tell parents about clothing.
  • Pack the first aid kit, pupils' medication, the register, contact details and copies of the emergency plan.
  • Leave a final list of pupils and staff, with mobile numbers, at the school office.
  • Take a register before leaving, on arrival, after each change of location and before setting off home.
  • Give each adult a list of their group and a clear meeting point.
  • Keep the school informed of any delays so the office can update parents.

After the trip

Spend ten minutes with the staff team while it is fresh. What went well, and what would you change? Record any incidents or near misses through your school's normal process, and note anything about the venue that would help colleagues next year.

Follow up the learning back in class. A trip that is referred to in lessons for weeks afterwards is a trip that was worth the effort, and that evidence makes it easier to get the next one approved.

Questions

Do I need parental consent for every school trip?

Not always. Current DfE guidance says written consent is not needed for most curriculum trips in school hours, but parents should be told and given the chance to withdraw their child. Consent is usually needed for higher-risk trips, trips outside school hours and always for nursery-age children. Your school's policy may require more.

How far ahead should I start planning?

For a day trip, two to three months gives time for approval, letters and a pre-visit. Residentials and overseas trips need much longer. Check how long your school's approval process takes before you commit to a date.

Who approves a school trip?

That depends on your employer's policy. Usually the EVC checks the plan and the headteacher approves it, with higher-risk visits sometimes needing governor or local authority sign-off.

Suppliers you might look at

Browse more in Farms & Museums.

Sources and further reading

This guide is general information for UK schools, not legal advice. Always follow your employer's and local authority's policies. Last reviewed October 2026.