How To Plan A Visit

Advance Notice

Give advance notice of your trip with approximate numbers to:
the School Kitchen. This is particularly important if it involves large numbers of pupils as it will seriously affect their catering plans for the day. Ask for a list of names of those on free meals.
your colleagues. Your trip could well affect other people’s planning! It is always a good idea to apologise for any inconvenience that your trip may cause.
the Administration Officer (Primary School) or The School Finance Office (Secondary School). Let them know the cost of the trip. Make it clear what your maximum number is. You have to have a cut off point.
the relevant Head of Year/ Pastoral Deputy. You need to discuss the group composition. Is there anyone who should not be going for any reason?
the caretaker if you have an early departure or a late return.


Collating Permission Slips

Collate the permission slips carefully.
Record the emergency contact numbers and any medical notes onto a central list. You might find it helpful to keep this record on a database.
It makes it easier to add entries along these lines.
Parent/ Guardian
Phone No
Medical note
Agree who is going to do this work. A designated departmental Teaching Assistant may be able to help with this task.
Whoever does the work, ask someone to check it; mistakes are easily made.


Costing The Trip

Work out the cost of the trip per pupil head based on the cost of the travel, the entrance, worksheets or other materials and, if appropriate, supply cover.
Do not charge for teachers or other adults.
Find out in advance about contingency plans.
What happens about pupils who can’t pay?
What happens if you don’t fill the coach?
Make it clear that the cost is non-refundable if travelling by coach. Money will have to be paid to the coach company in advance.
If possible, build in a small contingency fund. Money can be repaid if necessary. Your department does not want to be out of pocket over the trip! Ask for advice from the School Finance Office if in doubt.


Vary from museum to museum depending on how the museum is funded and whether the museum has to buy in staff time.
Some museums make no charge at all for the service for schools. Fees can be up to £6.50 per child, though the average is £2.50 a session.
Some charge per session, for a led session, rather than per child, e.g., £10 – £20 per hour at the museum.
If a member of the museum staff is coming out to the school, the charge is usually slightly higher to allow for the extra time it will take to pack and transport objects.


Final Preparations

  • Make a final check of your main list of names, numbers and medical conditions. Give a copy to the kitchen.
  • Note those on free school meals. Find out what arrangements should be made for these pupils.
  • Put a list on the staff room notice board.
  • Give a copy to the Educational Visits Co-ordinator (EVC).

A few days before:

  • arrange to borrow a first aid kit. You will need one for each coach/ minibus.
  • if necessary, arrange to borrow school mobile phones and digital cameras.
  • leave a copy of your final lists with the EVC. The permission/ medical slips should be left with him/ her or with the School Office depending on your school practice.
  • leave a list of who is on which coach if this is appropriate.
  • there will be a covering form to complete which will include your times of departure and return and telephone numbers of the site and the travel company.
  • write down your mobile number or that of the school mobiles.
  • check that any worksheets are photocopied and ready.