School trip checklist: what to arrange and when

A school trip runs smoothly when transport, permissions, supervision and practical details are settled in the right order. Start with the destination and programme, then confirm registrations, medical information, dietary requirements and emergency contacts. Before departure, prepare group lists, route maps, lunch packs and clearly labelled luggage. This checklist also covers the details that are easy to leave until the last day, such as weather checks, chilled drinks, first aid supplies and power banks.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm destination and program
2 people
Arrange transport
Reserve admission tickets
Develop the program and route
2 people
Draw up a consent form
Send invitations
2 people
Process registrations
2 people
Collect permissions
2 people
Collect dietary requirements
Check medical information
2 people
Assign escorts
2 people
Create group assignments
2 people
Collect emergency contacts
Inform supervisors
2 people
Print participant list
Print group lists
Print route maps
Check the weather forecast
Inform participants about clothing
Do the shopping
3 people
Assemble lunch packs
4 people
Chill drinks
2 people
Collect materials
2 people
Check the first aid kit
Prepare Luggage Tags
Mark the starting point
2 people
Bring materials to the starting point
3 people

Event

Register attendance
3 people
Form groups
4 people
Load luggage
4 people
Give safety instructions
2 people
Escort participants to the bus
6 people
Check attendance before departure
3 people
Hand out lunch packs
4 people
Distribute drinks
3 people
Lead group activities
6 people
Count group members
6 people
Refill drinks
2 people
Collect waste
3 people
Check the Meeting Point
2 people
Count attendance before departure
3 people
Escort participants to the bus
6 people
Unload luggage
4 people
Hand participants over to parents
4 people
Collect lost and found items
2 people

Aftercare

Take waste to the waste collection point
2 people
Empty coolers
2 people
Wash dishes
3 people
Clean materials
2 people
Clean the room
3 people
Put materials back
2 people
Check leftover food
Return borrowed materials
2 people
Register lost and found items
Return lost and found items
Inform participants about drop-off

What to bring

Grouped the way you'd shop for it, with quantities.

Office

Participant listsqty 8
Group listsqty 8
Emergency contact listsqty 8
Route mapsqty 12
Clipboardsqty 8
Ballpoint pensqty 20
Name stickersqty 75
Luggage tagsqty 75
Markersqty 8
Tapeqty 4
Notepadsqty 8

Safety

First aid kitsqty 2
Disposable glovesqty 20
Safety vestsqty 8

Furniture

Foldable tablesqty 4
Folding chairsqty 12

Catering

Coolersqty 6
Ice packsqty 18
Reusable drinking cupsqty 75
Reusable platesqty 75
Reusable cutleryqty 75
Napkin holdersqty 4

Sports equipment

Footballsqty 4
Frisbeesqty 6
Skipping ropesqty 8
Conesqty 20
Relay batonsqty 8
Picnic blanketqty 8

Equipment

Portable megaphonesqty 2
Power banksqty 6
Charging cablesqty 8

Cleaning

Waste binsqty 6
Hand broomsqty 2
Eye-catchersqty 2

Groceries

Groceries

Tips

Set the destination, programme, route and transport before sending invitations. Participants need the basic schedule before they can give informed consent or register.
Set a clear deadline for permissions, dietary requirements, medical information and emergency contacts—at least 7 days before departure gives you time to follow up missing details.
Assign escorts and groups after registrations close, then print one participant list, group lists and route maps for each person who needs them. Keep an emergency contact list with the supervisors.
Pack lunches and drinks close to departure, but chill the drinks and freeze the ice packs in advance. Count reusable cups, plates and cutlery against the final number of participants.
Check the weather forecast 24 hours before leaving and send a clothing reminder if needed. Test the megaphones and power banks, and check the first aid kits before loading the transport.

Frequently asked questions

How far in advance should I plan a school trip?: Confirm the destination, programme and transport several weeks before the trip. Set the permission and registration deadline at least 7 days before departure so you can assign groups and check missing information.
When should parents return school trip permission forms?: Ask for signed permissions at least 7 days before the trip. Use the remaining week to follow up families, check medical information and dietary requirements, and finalise the participant list.
How many supervisors do I need for a school trip?: The number depends on the group size, destination and supervision rules that apply to your school. Assign escorts before printing group lists, and give every supervisor the route, participant list and emergency contacts before departure.
What should I prepare the day before a school trip?: Check the weather, print participant and group lists, print route maps, confirm the transport details, and pack the first aid kits and equipment. Prepare lunch packs and chilled drinks as close to departure as practical.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.