How to Write a Risk Assessment for a School Trip

Step-by-step guidance to keep your trip safe and compliant

Risk management is a crucial component of planning and executing an educational off-site visit. It is the responsibility of the visit leader to thoroughly review the risk assessments, identify any additional significant or foreseeable hazards beyond those listed, and put appropriate safety measures in place to protect all participants at all times.

Writing a new risk assessment or making sure an existing assessment is accurate and up to date is an essential part of planning any school trip. It helps identify potential hazards, assess the risks involved, and put measures in place to keep students, staff, and everyone involved safe. While the process might sound daunting, breaking it down into manageable steps makes it straightforward and effective.

FREE school risk assessment template!

The below guide will walk you through how to write a thorough risk assessment, tailored specifically for school trips, whether they're local outings or international adventures. If you are looking for somewhere to begin, download our generic risk assessment, grab a copy of this editable template.

What Is a Risk Assessment?

A risk assessment is a formal process that involves:

• Identifying potential hazards that could cause harm
• Evaluating how likely and serious these hazards are
• Deciding what actions to take to reduce or eliminate the risks

Why Is a Risk Assessment Important for School Trips?

A risk assessment is important for school trips because these activities take students outside the familiar environment of the classroom and expose them to unfamiliar places, new people, travel, and varying weather conditions. Conducting a risk assessment helps ensure that appropriate precautions are in place to protect students and staff from accidents and injuries, and it also ensures that plans are in place to handle emergencies effectively. Additionally, it demonstrates due diligence to parents, governors, and inspectors, showing that the trip is carefully planned and managed. Overall, a thorough risk assessment builds confidence among everyone involved that the trip will be safe and well organised.

Step 1: Gather Information About the Trip

Before assessing risks, it is important to gather comprehensive information about the trip. This includes details about the destination or destinations and venues, the transport methods to be used such as coach, plane, train, or ferry, as well as any accommodation arrangements if your trip includes an overnight stay. Additionally, you should collect information about the planned activities and their timings, the number of students participating, and their ages. It is also crucial to identify any specific needs, such as medical conditions or SEND requirements, to ensure appropriate planning and safety measures are in place.

Once you have collected all relevant details, it is advisable to consult with trip providers or the organisation running the activity. They will almost always have their own risk assessments, which can serve as valuable references for your own plan. Reviewing these documents can help you identify potential hazards and implement appropriate precautions to ensure a safe and well-organized trip for everyone involved.

Step 2: Identify Potential Hazards

Think carefully about anything that might cause harm during the trip. Common hazards include:

• Travel accidents (road, air, or sea)
• Slips, trips, and falls at venues or walking route
• Food allergies or unsafe food handling
• Behavioural issues leading to injury or lost students
• Environmental factors like extreme weather or wildlife
• Health issues such as sickness, dehydration, or medical emergencies

Step 3: Evaluate the Risks

Assess the risks by thinking about the chances of each hazard causing harm and how serious the consequences might be. Use basic categories such as low, medium, or high risk. This approach helps you decide where to concentrate your efforts. For instance, a minor slip might be considered a low risk, while the danger of road traffic accidents during a long coach trip could be classified as high.

Step 4: Decide on Control Measures

Once you've identified risks, decide how to reduce or eliminate them. Examples include:

• Choosing reputable travel companies and ensuring vehicles have seat belts
• Supervising students closely during activities and on public transport
• Providing clear safety instructions and behaviour expectations
• Carrying first aid kits and having trained staff available
• Ensuring all students have necessary medication and emergency contacts
• Preparing contingency plans for bad weather or unexpected closures
• Write these control measures clearly in your assessment.

Step 5: Record Your Findings

Your risk assessment should be documented in writing and include details about the trip and its dates, as well as the names of staff members responsible for overseeing the trip. It should clearly identify any hazards and assess their risk levels, along with the control measures that will be put in place to manage those risks. Additionally, it should outline emergency procedures and provide relevant contact information. The document should also specify review dates and include signatures to confirm approval. To make this process easier, templates are often available from your school, local authority, or trusted trip providers.

Step 6: Communicate and Review

Make sure all staff and volunteers involved in the trip:

• Read and understand the risk assessment
• Know their roles in managing risks and emergencies

Share relevant information with parents and students as appropriate. During the trip, stay alert and review the risk assessment if circumstances change.

Writing a risk assessment might seem like extra paperwork, but it's a crucial safeguard for everyone's wellbeing. With careful planning, clear communication, and realistic control measures, you can confidently manage the risks and focus on delivering an exciting, educational experience.