Guidance for Outdoor Education and Off-Site Visits

Somerset Council’s Outdoor Education Advisor has published a comprehensive new Guidance document to support schools, academies, and educational establishments in planning and delivering safe, enriching outdoor education and off-site visits. The guidance sets out a unified process for the approval, management, and evaluation of external visits and activities for young people, ensuring both educational value and robust safety standards are maintained throughout.

Clear Roles and Responsibilities

The guidance clarifies the roles and responsibilities of all parties involved in off-site visits. Governing bodies and senior management are tasked with overseeing the Outdoor education and off-site visits policy and ensuring annual reviews of procedures. Head teachers must appoint and support an External Visits Coordinator (EVC), while visit leaders are responsible for planning, risk assessment and supervision. Other staff members and volunteers play a vital role in supervision and safeguarding, and parents/carers are required to provide consent and relevant information to prepare young people for visits.

Structured Policy and Visit Classification

Schools are encouraged to adopt a clear policy for outdoor education and off-site visits, outlining the educational aims and risk management strategies. Visits are classified into three categories:

• Category A: Non-adventurous, local visits (e.g., curriculum-based activities, sports fixtures)
• Category B: Adventurous activities, residential, or overseas visits
• Category C: Duke of Edinburgh’s Award expeditions

Each category has specific approval and endorsement requirements, with Category B and C visits requiring Maintained schools to obtain Local Authority endorsement before proceeding. This is organised by submitting a visit application on EEC.

Planning, Risk Management, and Inclusion

Early planning is emphasised, with advice to consult the EVC and conduct preliminary visits where possible. Staffing ratios are determined by risk assessment, with typical ranges provided for different age groups and visit types. The guidance highlights the importance of making visits accessible to all young people, including those with medical or additional needs, and adhering to safeguarding procedures.

Emergency Procedures and Monitoring

Schools must ensure emergency contacts and procedures are in place and understood by all staff. All significant incidents must be recorded on EEC, and risk assessments reviewed annually and after any incident. Post-visit evaluation is encouraged, with feedback collected for future improvement and outcomes reported to Governors or management boards.

Training and Resources

Somerset Council offers EVC and External Visit Leader (EVL) training, with courses available both in-person and virtually. A range of templates and forms are provided to assist with planning and visit management, including consent forms, risk assessment frameworks, and checklists. The guidance also includes links to national resources.

Commitment to Safe and Enriching Experiences

This new guidance reflects Somerset Council’s commitment to providing safe, inclusive, and educational experiences beyond the classroom. Schools are encouraged to review the document in full and integrate its recommendations into their planning processes for outdoor education and off-site activities.

For further information contact the Outdoor Education Advisor: oea@somerset.gov.uk.

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