School Trip Checklist: Approvals, Safety, Packing and the Day-of Plan

8 weeks before

• Purpose of the trip written down and agreed with the principal
• School / board rules for excursions checked (distance, overnight stays, teacher ratio)
• Dates fixed, avoiding exams and festival peaks
• Rough headcount and budget per student
• Two or three written quotes requested from operators

4–6 weeks before

• Operator chosen; quote, inclusions and cancellation terms confirmed in writing
• Advance paid as per the agreed schedule
• Parent letter sent with dates, cost, purpose and the consent / medical form
• Teachers assigned, with a lead teacher and a backup
• Rooming plan drafted (separate floors or rooms for girls and boys)

1 week before

• All consent forms in; follow up on missing ones
• Medical list compiled: allergies, asthma, medicines, dietary needs
• Final headcount shared with the operator; balance paid
• Printed itinerary for every parent and teacher
• Student briefing done: packing, rules, phone policy, behaviour

The day before

• Emergency contact sheet printed and saved on two phones
• First-aid kit checked; students' own medicines labelled
• Bus timing and pickup point confirmed with the operator
• Weather checked; rain plan ready

What the lead teacher carries

• Student list with parent and emergency numbers
• Medical notes and copies of consent forms
• Operator's contact person and the hotel's address and number
• Nearest hospital for each stop (ask the operator)
• Some cash for small emergencies

Students' packing list (adjust for the season)

• School ID card (and any ID the school asks for)
• Comfortable walking shoes and a pair of slippers
• Weather-right clothes; a warm layer for hills and winter
• Water bottle, cap, sunscreen
• Personal medicines, clearly labelled
• A small notebook for the trip activity

Running a school trip soon? Get a per-student quote with teacher seats and an online parent consent form: [plan a school trip](/groups/schools).