Health and Safety Checklist for your next School Trip

Ensuring a safe and smooth experience for students and staff

When organising a school trip, health and safety considerations are hugely important. A well prepared approach helps prevent accidents, allows you to manage emergencies effectively, and ensures students and staff feel safe, secure and cared for throughout the experience.

From day trips to residential visits and overseas adventures, following best practices can help you deliver a safe, enjoyable, and educational experience.

Planning Ahead: The Foundation of Safety

- Conduct thorough risk assessments for all parts of the trip, identifying potential hazards and how to manage them. This process involves evaluating every activity and location to spot possible dangers, from transportation to outdoor activities. By doing so, you can implement appropriate safety measures and contingency plans to prevent accidents and ensure a safe environment for all your students. Grab a copy of our generic school trip risk assessment template

- Know medical needs by collecting up-to-date health information and emergency contacts for every student. It is essential to gather detailed health records, including allergies, medication requirements, and existing medical conditions, before your trip. Maintaining this information allows staff to respond swiftly in case of any medical emergencies, providing peace of mind for parents, students, and staff.

- Ensure all staff are briefed on health and safety protocols, including first aid arrangements and behaviour management. Staff training should cover emergency procedures, first aid responses, and your strategies for managing student behaviour during the trip. Clear communication and proper briefing will help your staff act confidently.

- Check venue safety standards and transport providers' to confirm compliance with relevant regulations. Having worked with numerous schools, they will all have this information ready as you request it. Prior to the trip, verify that all venues meet safety standards and that transportation companies hold valid licenses and insurance. This will cover your own insurance by checking that they place you are visiting adheres to legal and safety requirements.

Medication and Medical Emergencies

• Gather detailed information on students' medical conditions and allergies before departure.
• Arrange for staff members to be trained in administering medication and first aid.
• Carry sufficient supplies of prescribed medication, clearly labelled and stored safely.
• Have clear protocols for dealing with medical emergencies, including nearest hospitals or clinics at your destination.
• Encourage students to bring any personal medical devices they need, such as inhalers or EpiPens.

Supervision and Group Management

• Maintain appropriate staff-to-student ratios as recommended by your school or local authority.
• Use buddy systems to help students look out for each other.
• Ensure all students understand and follow behavioural expectations to minimise risks.
• Keep headcounts regularly, especially when moving between locations.
• Have a clear plan for lost students or group separation incidents.

Travel Safety

• Choose reputable, licensed transport companies with well-maintained vehicles
• Ensure all passengers use seat belts where provided
• Remind students of safe behaviour on vehicles, such as staying seated and following staff instructions
• Plan for rest stops on long journeys to prevent fatigue and keep students comfortable

Accommodation and Venue Safety

• Confirm accommodation providers meet health and safety standards
• Check fire safety arrangements and emergency exits
• Brief students on dormitory rules, curfews, and emergency procedures
• Inspect venues for hazards and ensure safe access for all students, including those with special needs

Food and Hygiene

• Be aware of students' dietary requirements and allergies
• Use trusted catering providers or supervise packed lunches to ensure food safety
• Promote good hygiene practices like regular hand washing
• Carry hand sanitiser for times when washing facilities are unavailable

Emergency Preparedness

• Have an emergency contact list including school, parents, local emergency services, and trip providers
• Carry a fully stocked first aid kit and know where it is at all times
• Ensure at least one staff member is trained in first aid
• If applicable, plan communication methods if mobile signals are weak, such as walkie-talkies
• Have clear procedures for evacuation or early return if necessary

Prioritising health and safety is essential when organising school trips and is key to a successful and enjoyable experience for both students and staff. Make sure you complete detailed risk assessments, staff training and venue checks. By carefully planning every detail covering supervision, travel, accommodation, food safety, and emergency procedures, as a school trip organiser, you can confidently manage risks, respond effectively to emergencies, and create a positive environment to promote learning and adventure while safeguarding everyone's well-being.

When staff, students, and parents know that risks have been carefully considered and managed, everyone can focus on learning and enjoying the experience.