Study trip checklist: what to arrange and when

A study trip needs more than a booked destination and a bus. You must have participant details, consent forms, dietary and medical information, group assignments, travel timings and emergency contacts ready before departure. This checklist puts the work in a practical order, from defining the programme to receiving participants at the meeting point. It also covers easy-to-miss details such as lunch packs, chilled drinks, charging cables and documents for each group.

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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 the participant list
2 people
Send out consent forms
Send invitations
Process registrations
2 people
Collect dietary requirements
Check medical information
2 people
Check contact details
Create group assignments
2 people
Assign escorts to groups
2 people
Confirm reservations
Check the travel route
2 people
Check departure times
Prepare work orders
2 people
Print programme and rules
Compile emergency numbers
Inform participants
Recheck attendance
2 people
Collect materials
2 people
Do the shopping
2 people
Assemble lunch packs
3 people
Chill drinks
Distribute documents per group
2 people

Event

Set up the meeting point
3 people
Receive participants
4 people
Register attendance
3 people
Hand out name stickers
2 people
Give safety instructions
2 people
Guide groups to transport
5 people
Count groups at departure
5 people
Distribute work assignments
3 people
Guide groups
5 people
Hand out lunch packs
3 people
Refill drinks
2 people
Check dietary meals
2 people
Collect assignments
2 people
Count groups before departure
5 people
Guide participants to transport
5 people
Register attendance on return trip
3 people
Count participants on arrival
5 people
Ensure participants leave safely
5 people

Aftercare

Collect lost items
2 people
Collect waste
3 people
Clean materials
2 people
Wash dishes
2 people
Check leftover food
Register lost and found items
Return lost and found items
Archive documents
Return materials
2 people
Clean the venue
3 people

What to bring

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

Furniture

Foldable tablesqty 4
Folding chairsqty 8

Tableware

Reusable cupsqty 60
Reusable platesqty 60
Reusable cutleryqty 60
Napkin dispensersqty 4

Catering

Coolersqty 4
Ice packsqty 20
Thermos flasksqty 4
Lunch boxesqty 55
Groceries

Materials

Name stickersqty 60
Waterproof markersqty 12
Clipboardsqty 12
Ballpoint pensqty 60
Notepadsqty 60
Work foldersqty 12
Printer paperqty 100
Tapeqty 4
Scissorsqty 4
Markersqty 12
Envelopesqty 12

Equipment

Power banksqty 6
Charging cablesqty 8
Mobile phonesqty 6
Bluetooth speakersqty 2

Safety

First aid kitsqty 2
Safety vestsqty 8
Flashlightsqty 6

Cleaning

Waste binsqty 4
Cleaning spongesqty 6
Dish brushesqty 4
Microfiber clothsqty 10
Hand soap dispensersqty 4

Tips

Set a registration deadline at least 10 days before departure. That gives you time to check attendance, dietary requirements, medical information and contact details before assigning groups.
Create group assignments only after registrations are processed, then assign an escort to every group. Print each group’s programme, rules and work folder separately so documents are not sorted during departure.
Check the travel route and departure times twice: once several days ahead and again the day before. Allow at least 15 minutes at the meeting point for receiving participants and handling late changes.
Prepare lunch packs the day before, chill drinks overnight and place ice packs in the coolers before leaving. Count lunch boxes, reusable cups, plates and cutlery against the final attendance list, not the original invitations.
Put emergency numbers, mobile phones, power banks, charging cables and first aid kits with the lead organiser. Keep safety vests and flashlights accessible rather than packed at the bottom of a supply box.

Frequently asked questions

How far in advance should I organise a study trip?: Start the main planning at least 6 to 8 weeks before departure. Send invitations and consent forms early, then set a registration deadline around 10 days before the trip so you can finalise groups, meals and documents.
When should consent forms be returned for a study trip?: Set the deadline no later than 10 days before departure. Review missing forms within 2 working days and contact families or participants immediately, rather than waiting until the final attendance check.
How many escorts do I need for a study trip?: Assign at least one escort to every group, with the final number based on your supervision rules and group size. Complete the assignments after registration closes and include each escort’s group, programme and emergency numbers in their work folder.
What should I prepare the day before a study trip?: Recheck attendance, print the programme and rules, distribute documents per group, assemble lunch packs, chill drinks and charge every power bank and phone. Also confirm the route, departure time, meeting point setup and emergency contact list before the team leaves.

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