Study trip checklist: what to arrange and when

A study trip needs more than a programme and a bus booking. You need confirmed participants, dietary information, emergency contacts, timed reservations and clear instructions for every stop. This checklist puts the work in a practical order, from defining the purpose and schedule to printing documents and packing equipment. It also covers details that are often left too late, such as travel time between locations, labelled meals, power banks and the final weather check.

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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

Define the goal and program
2 people
Create participant list
Send invitations
Process registrations
Collect dietary requirements
Collect emergency contacts
Arrange transport
Reserve the venue
Book a guided tour
Reserve dinner
Develop a schedule with locations
2 people
Assign participants
2 people
Assign supervisors
Inform the venue
Inform the dinner venue
Check the route and travel time
Check the weather forecast
Confirm final participants
Send participant information
Print emergency numbers
Print participant cards
Print the program
Do the shopping
2 people
Package catering by diet
2 people
Collect materials
2 people
Test presentation materials
Label luggage and materials
2 people

Event

Set up the starting point
2 people
Register attendance
2 people
Load luggage
3 people
Escort departure and route
3 people
Give welcome and safety instructions
2 people
Explain the venue and program
Lead a tour
3 people
Moderate the Q&A
2 people
Hand out drinks and snacks
2 people
Refill drinks
Escort dinner guests
3 people
Check dietary meals
Take group photo
Escort the return trip
3 people
Unload luggage
3 people
Check attendance on arrival
2 people
Collect waste
2 people

Aftercare

Return materials
2 people
Clean tableware and coolers
2 people
Dispose of waste
Return borrowed items
Collect expense receipts
Share participant photos
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 2
Folding chairsqty 6

Equipment

Coolersqty 3
Power banksqty 4
Extension cordsqty 2
Power stripsqty 2
Mobile phoneqty 2
Camera
Laptop
HDMI adapter
Presentation clicker
Portable speaker

Tableware

Reusable cupsqty 40
Reusable platesqty 35
Reusable cutleryqty 35
Coffee cupsqty 40

Kitchen

Cutting boardsqty 2
Kitchen knivesqty 2
Serving tongsqty 3
Serving spoonsqty 2
Thermos flasksqty 3
Food containersqty 6
Ice packsqty 12
Napkin dispensersqty 2

Catering

Reusable water bottlesqty 35
Lunch boxesqty 35
Paper bagsqty 40
Labels for dietary mealsqty 40
Cool bagsqty 6
Groceries

Documentation

Programsqty 35
Participant cardsqty 35
Emergency contact cardsqty 35
Pensqty 35
Notepadsqty 35
Route mapsqty 6
Foldersqty 35
Tapeqty 2
Waterproof markersqty 4

Cleaning

Waste binsqty 4
Trash bag holdersqty 2

Safety

Reflective vestsqty 4
Flashlightsqty 4
First aid kit
Hand sanitizerqty 4

Tips

Set the programme before making bookings. Add each location, travel leg and meal to a schedule, then check that the route leaves enough time for delays and group movement.
Close registration with a clear deadline and use the final participant list for assignments, supervisor allocation, dietary meals and emergency contacts. Do not rely on an early invitation list.
Confirm external arrangements twice: once when the visit, tour and dinner are booked, and again after the final headcount. Send the confirmed arrival time and group size to each venue.
Prepare participant information before the departure day. Print emergency numbers, participant cards and programmes, and send the same schedule digitally so nobody depends on a single paper copy.
Pack for both the programme and the practical setup. Check presentation equipment, HDMI compatibility, charging options, reusable tableware, cool bags, labelled dietary meals and materials at least one day before departure.

Frequently asked questions

How far in advance should I organise a study trip?: Start planning at least 8 to 12 weeks before departure, especially if transport, a visit location, a tour and a group dinner are involved. Set the participant registration deadline several weeks before the trip so you have time to process requirements and make final bookings.
When should I confirm the final number of study trip participants?: Confirm the final headcount 7 to 10 days before the trip. Use it to update transport, the visit location, the dinner venue, participant assignments and the number of dietary meals.
How much travel time should I allow between study trip locations?: Allow the calculated travel time plus at least 15 minutes for a group transfer, and more for unfamiliar routes or public transport. Check the route again 1 to 2 days before departure and update the schedule if needed.
When should I prepare food for different dietary requirements?: Collect dietary requirements during registration and confirm them before placing catering orders. Pack each meal separately with a clear label on the day of the trip, and keep dietary meals together so they are not handed out incorrectly.

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.