Study trip checklist: what to arrange and when

A study trip needs more than a destination and a bus booking. You need a clear route, confirmed participants, permissions, dietary information, supervisors and a practical plan for meals and materials. Use this checklist to work from the first arrangements through departure day. It also covers details that are easy to leave too late, such as emergency contacts, printed attendance lists, chilled drinks and loading luggage.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

Confirm date and destination
2 people
Book an excursion
Arrange transport
Develop the program and route
2 people
Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Collect permissions
2 people
Check emergency contacts
Reserve lunch and dinner
Assign participants
2 people
Assign supervisors
2 people
Share route and departure times
Check the weather forecast
Print participant list
Prepare name stickers
2 people
Do the shopping
2 people
Collect materials
2 people
Assemble lunch packs
3 people
Chill drinks
2 people

Event

Hand out route maps
2 people
Register attendance
3 people
Load luggage and materials
4 people
Welcome participants
2 people
Give safety instructions
2 people
Guide departure and travel
4 people
Hand out lunch packs
3 people
Guide groups to the location
4 people
Guide the excursion
4 people
Distribute questions and assignments
2 people
Take group photo
Oversee dinner
4 people
Refill drinks
2 people
Check attendance before departure
3 people
Escort the return trip
4 people
Check for left-behind items
2 people

Aftercare

Unload materials
3 people
Collect waste
2 people
Clean materials
2 people
Wash dishes
2 people
Sort leftovers
Return borrowed items
2 people
Share photos with participants

What to bring

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

Furniture

Folding tablesqty 4
Foldable chairsqty 6

Equipment

Coolersqty 4
Power banksqty 6
Chargersqty 6
Mobile phonesqty 4

Tableware

Reusable drinking cupsqty 50
Reusable platesqty 50
Reusable cutleryqty 50

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving plattersqty 6
Thermos flasksqty 4
Ice packsqty 12

Catering

Lunch boxesqty 50
Napkinsqty 100
Name stickersqty 50
Reusable water bottlesqty 50
Groceries

Office

Clipboardsqty 10
Ballpoint pensqty 50
Notepadsqty 50
Route mapsqty 50
Assignment sheetsqty 50

Safety

First aid kitsqty 2
Reflective vestsqty 6

Cleaning

Waste binsqty 6
Cleaning clothsqty 12
Hand sanitizerqty 4

Tips

Confirm the date and destination before booking an excursion or transport. Once the route is known, share departure times and meeting points early enough for participants to plan their travel.
Set a registration deadline at least two weeks before departure. Use the final participant list to collect dietary requirements, permissions and emergency contacts instead of chasing missing information the day before.
Assign supervisors to specific groups and responsibilities, then give each person the route, attendance process and emergency details. Print the participant list and keep a copy on a clipboard rather than relying only on a phone.
Prepare lunch packs and drinks on the day before the trip where possible. Chill drinks overnight, pack ice packs with perishable food and check that you have enough reusable cups, plates, cutlery and napkins.
Check the weather forecast 24 hours before leaving and adjust clothing or route information if needed. Charge phones and power banks, bring chargers and first aid kits, and load luggage and materials in a fixed order so nothing is left behind.

Frequently asked questions

How far in advance should I plan a study trip?: Start planning at least six to eight weeks before departure. Confirm the destination, excursion, transport and programme first; set the registration deadline around two weeks before the trip.
When should I collect permissions and dietary requirements for a study trip?: Collect both during registration and close the form at least two weeks before departure. Use the final list to confirm outstanding permissions and give meal providers accurate numbers.
What should I prepare the day before a study trip?: Print the participant list, prepare name stickers and route maps, assemble lunch packs and chill the drinks. Charge phones and power banks, check the forecast and place materials together for loading.
How many supervisors do I need for a study trip?: Assign enough supervisors to keep every group under direct supervision throughout the route; set the ratio according to your organisation's safeguarding rules. Finalise assignments before sharing the programme, and give each supervisor a participant list and emergency contacts.

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.