School Summer Trips: Essential Coach Travel Booking Tips

The end of the school year is in sight, and it’s always a joyful time of release from exam pressure and new horizons ahead. It’s also time for the most fun school trip of the year, but if it’s down to you to organise the transport, it can be a logistical nightmare. However it doesn’t have to be that way if you choose the right coach hire company. 

Here’s a handy guide for teachers, heads of year, and school admin teams to plan coach transport so it is safe, cost-effective and stress free. 

What to look for in a school trip coach provider

Safety is obviously a key priority when organising transport for children. Look for a reputable coach hire company who offer both high standards of vehicle condition and driver qualifications. Check out testimonials from previous customers and ask for word of mouth recommendations. 

Drivers

Drivers should have an up to date Enhanced Disclosure and Barring (DBS) check to ensure they are legally cleared to work with children and young people. Ideally, the drivers will be used to working with school groups, and able to deal with any challenges in a calm and professional manner. 

This can be particularly important if you have pupils with special educational needs, or who might be prone to unpredictable behaviour. This will give staff and parents peace of mind, and nervous or excited children will find it easier to settle if the driver is patient and relaxed. 

Vehicles

The vehicles should be well maintained and undergo frequent inspections, with evidence of safety certificates. Coaches that are used for school transport should also have three-point seatbelts fitted by law. Air conditioning is a must-have for summer trips to keep everyone cool and comfortable. 

If any of the pupils need extra support with accessing and disembarking from the coach, or room for a wheelchair on board, check if this will be available. On-board toilets may be necessary for some SEN pupils, and are also a convenience on longer journeys. Screens for DVDs or audio entertainment systems can help to keep everyone relaxed and engaged. 

The vehicle should also be appropriately sized for your group, for both comfort and cost-effectiveness. There’s no point paying for seats you don’t need, but when doing the head count, leave a few extra seats spare in case of inaccuracies or last minute changes. Don’t forget to include support workers and parent helpers in the head count.

Most coach hire firms offer vehicles in a range of sizes, from eight to 16 seater minibuses, to mid or full size coaches. If the trip involves the whole year group or school, you may need to hire multiple or double decker vehicles. 

Understanding insurance

Insurance is an essential part of school trip transport. The coach company should have comprehensive passenger insurance in place for students and staff for the entire journey. It should be included as standard in the quote, but it’s a point worth double checking. 

If your trip involves travelling a long distance, visiting multiple locations, or an overnight stay, make sure that the booking covers all aspects, from fuel to parking or entrance fees. The quote should be fully transparent without any surprise last-minute add ons. 

The booking clause should also include contingency plans in the event of a breakdown, including the supply of a replacement vehicle in a timely manner to minimise the disruption to your day. 

Useful tips for a successful trip

Book early, because coach hire is at peak demand in summer with festivals, weddings, sporting events and tourism kicking off around the country. Confirm the date, destination and number of students and staff as soon as you can. Ask for a written quote with all the costs included.

Check what type of coaches they offer, such as standard, luxury and executive, and decide what level of comfort will meet your needs and budget. Nearer to the date, confirm pick up and drop off times, and provide a final passenger list with emergency contact details. 

Carry out a full risk assessment beforehand, and obtain written permission from pupils’ parents or guardians. Carry your own first aid kit and ensure that at least one staff member or helper is trained in first aid.

Coach travel is a comfortable, convenient and eco-friendly way to provide school trip transport, and the right company will ensure that your day runs smoothly and is memorable for all the right reasons.