How To Make Arranging A School Trip Smooth And Stress-Free

It’s the start of September, and for youngsters and teachers, that means the start of a new school year. As the pupils settle into class with their freshly sharpened pencils, teachers’ thoughts might turn to planning an educational trip out. It might seem rather early in the term to begin, but it’s best to get started well in advance of the big day.

It can take several months to arrange even a single day trip within the UK, so now might be a good time to start thinking about a summer term trip for 2025, strange as that may seem. 

Making a start early on in the term is also a good idea if the planning process falls to you, because you will probably have a little wiggle room in your schedule, before all those inevitable distractions and extra duties pile up as the term goes on. Here’s a look at how to plan a good school trip, from picking the destination to arranging the coach hire. 

Decide on the purpose of the trip

A school trip may be primarily an educational experience, although it can also be a reward for the hard work put in by the students during the school year. Whether for fun or education, a trip is also a chance to expand student’s horizons, help them to form stronger bonds with their classmates, and develop emotional resilience as they deal with the unfamiliar.

Some trips can combine fun with mental and physical challenges that can help children grow in confidence and independence, such as navigating treetop rope courses or learning an activity such as abseiling or orienteering. Even a day out at a theme park can be combined with learning about the geography and history of an area. 

Many historical sites such as castles and stately homes have educational programmes that are designed to complement the national curriculum and are targeted at specific age groups. Consider the age, abilities and interests of the group that you are arranging the trip for. 

Set a budget

Work out a detailed budget for the trip, that covers transport, admission fees, food and drink, and any additional activities. It’s important to be accurate and well in hand so that parents or guardians can allocate their budgets accordingly. Remember to enquire about school and group discounts when researching admission prices. 

Consider supplementing the funding if at all possible for children from low income families.  This may be through fundraising activities or resources that the school has available. However, be discreet about approaching eligible families and do not make any students feel singled out and uncomfortable in the presence of their classmates. 

Fix a date and obtain permission from parents or guardians

As soon as you have the location and date lined up, communicate the details of the trip with parents and guardians and ask for written permission for their childs’ participation. This will give you an idea of numbers and give everyone the best opportunity to attend. 

Arrange transportation

Coach hire will usually be the best option for a group of students, rather than relying on public transport, which can often turn out to be less than 100 per cent reliable. Research the coach company carefully by checking out reviews and case studies that prove their safety and reliability. 

A reputable company will offer a selection of well maintained coaches in a variety of sizes and a choice of mod cons. The drivers should be experienced and DBS checked. Make other necessary advance bookings such as venues and accommodation, and put insurance plans in place in the event of cancellation, medical emergencies or accidents.

Plan the itinerary

Make a detailed plan for the day that is flexible enough to accommodate those inevitable yet unexpected events. Include plenty of time for meals and refreshments, and have emergency plans for dealing with lost students, lost property, adverse weather, accidents, and so forth. 

Prepare the students for the trip

Include some preparatory lessons that will help the students understand the cultural, historical, or geographical context of their trip more fully. This will help them to feel more confident and able to make the most of their time. 

Gather post-trip feedback

It’s important to evaluate the success of the trip by asking students what they learned, what they enjoyed, and what they didn’t enjoy or thought could be improved or done differently. This will help you understand how to make the next trip an even more enriching and rewarding experience.