Educational Visits Planner

Educational Visits (EV) Planner
BEFORE YOU START PLEASE NOTE:
- This form must be completed FOUR SCHOOL WEEKS before the educational visit
- When you are completing this form, ensure your phase/year group leader is with you to sign it
- Risk Assessment has now been incorporated in this form, therefore please ensure you have all the information in hand to complete the risk assessment section in this form.
Staff Name*
Staff Email*
example@example.com
Purpose of Visit*
Venue Name*
Venue Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Date of visit*

DayMonthYear
Date of preliminary visit*

DayMonthYear
Departure Time (approx.)*
Arrival Back to School Time (approx.)*
Year group / Class(es)*
e.g. Year 6, Year 4 & Year 5, Whole school etc
Total Number of pupils*
Travel Arrangements and detail of route to be taken*
Walking/Rail/Underground/bus coach (Please attach TFL Journey Planner or other maps).
Instructions to office staff to book travel*
Lunch time arrangements, School packed lunches required? and instructions to Kitchen staff? *
Total Number of Staff*
Please state the staff name who will be attending this trip, press + button to add more*
Is any volunteer attending this trip?*

YesNo
Please state the volunteer name who will be attending this trip, press + button to add more*
Please state your Safeguarding Action Plan for this trip*
What actions are in place to implement safeguarding procedure
Please state First Aid arrangement for this trip*
Individual classes to complete (include names of children with additional needs such as asthma pumps– who will carry them etc.)
Inclusion Arrangements? write "none" if its not applicable*
Is there a cost for the visit? Cost is calculated excluding VAT*

YesNo
Cost per child ticket?*
Number of free adults*
Number of total child tickets?*
Any additional cost? write 0 if there is none*
TOTAL COST (£), if the total amount is incorrect, please override it and state the correct amount
CHILDREN'S CONTRIBUTIONS (£), if the total amount is incorrect, please override it and state the correct amount.

Staff Signature
Staff Signature*

Clear
Date*

DayMonthYear
Date
Print Name*
Phase / Year Group Leader Signature

Staff should ask their phase / year group lead to sign this section. If phase / year group is completing this form, please sign it here again
Phase / Year Group Leader Signature*

Clear
Date*

DayMonthYear
Date
Print Name*

SLT APPROVAL

OFFICE USE
Send a notification to Finance team to make the payment, please attach the invoice below

Yes - Send a notification to Finance team to make the payment, invoice is attached below.
Attached the invoice

Cancelof

Paid Trip

	Yes	No	Other Comments
Is payment required for this trip?
If paid trip, have you set up the payment on Parent Pay?

Travel Arrangements

	Yes	No	Other Comments
TFL (Bus/Train)
If TFL, have you booked tickets?
Coach Hire
If Coach Hire, Have you accepted the quotation
Have you received the booking confirmation.
Coach Hire Invoice has been received
Payment has been made to the coach company

Packed Lunches

	Yes	No	Other Comments
Have you identified packed lunches for the trip
Have you liaised with the parents regarding packed lunches
Have you liaised with the Kitchen to prepare the packed lunches

Risk Assessment

	Yes	No	Other Comments
Have you received and saved the risk assessment
Has SIGNED risk assessment been saved in the trip folder

OFFICE USE
Should be Empty:

Educational Visits (EV) Planner

RISK ASSESSMENT DOCUMENT

Risk 1: Children walking on the road/ wandering off

Risk 2: Children walking across road

Risk 3: Getting on and off the bus

Risk 4: Getting on and off train

Risk 5: Breakdown or road accidents

Risk 6: Pupil left behind and the barrier closes

Risk 7: Pupils separated from main party due to over crowding

Risk 8: Pupil falling and tripping up/down the stairs and escalators

Risk 9: Pupil left on train at destination

Risk 10: Train broken down or delayed

Risk 11: Risk of falling off platform onto tracks

Risk 12: Injury resulting from sudden movement of the train

Risk 13: Getting lost/left behind at venue

Risk 14: Strangers – risk of getting lost/abducted

Risk 15: Using public toilets

Risk 16: Using other public spaces (members of the public)

Risk 17: Illness

Risk 18: Trips/falls during activities

Risk 19: Risk of getting scalded/burns

Risk 20: Weather Conditions (Hot/Cold)

Risk 21: Terrorist attack, Natural disaster

Staff Signature

Phase / Year Group Leader Signature

Lewisham Health & Safety Residential Trip Form