As part of Somerset Council’s commitment to safe and successful educational visits, please ensure every trip is supported by a comprehensive “trip pack”. This helps staff respond effectively to emergencies and ensures compliance with SC’s Outdoor Education and Off-site Visit Guidance.
Suggested Trip Pack Contents
- Up-to-date list of all participants (pupils and staff)
- Individual medical and dietary information for all participants
- Risk assessment(s) for the visit
- Itinerary and schedule for the day(s)
- Maps, directions, and venue contact details
- Emergency procedures and key contact numbers (school, EVC)
Other Useful Items
- First aid kit and any required medication
- Accident/incident report forms
- Money for emergencies (if required)
- Any specialist equipment or clothing needed for the activity
What to Keep in the School Office
- Full list of all trip participants and staff
- Emergency contact details for all participants
- Detailed itinerary and transport arrangements
- Copies of risk assessments and consent forms
- Venue and provider contact details
- Copies of insurance and provider accreditation documents
- Any relevant medical or safeguarding information
- A copy of the completed visit approval form (EEC or paper equivalent)
Practical Trip Planning Tips
Start planning early and use the SC Outdoor Education and Off-site Visit Guidance for checklists and forms. Ensure all risk assessments are up to date and venue-specific, templates are available on EEC. Use only approved or accredited providers for adventurous or residential activities. Brief all staff and volunteers on their roles, supervision ratios, and emergency procedures. Communicate clearly with parents/carers about trip details, expectations, and consent if required.
Carry out a pre-visit if possible to identify hazards and check arrangements such as parking and fire procedures. Ensure all medication and medical needs are understood and catered for. Prepare contingency plans for delays, illness, or emergencies. After the trip, review and evaluate the visit, and report any incidents or learning points to your EVC and Governors.
EVC training and refreshers
Upcoming EVC full day and refresher sessions are available and bookable on SSE.
