Study trip checklist: what to arrange and when

A study trip runs smoothly when the administrative details are finished before anyone boards the bus. Start with the destination, itinerary and participant list, then work through registrations, permissions, transport, meals and bookings. In the final week, check every contact detail, issue the programme and travel rules, and prepare group lists and study materials. This checklist also helps you catch commonly missed items such as emergency contacts, dietary requirements, boarding points and confirmed tickets.

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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

Record travel destination and itinerary
2 people
Create participant list
Send invitations
2 people
Process registrations
Collect dietary requirements
Collect emergency contacts
Check permissions
2 people
Arrange transport
2 people
Reserve the venue
Book a guided tour
Reserve lunch location
Collect confirmations
Send program to attendees
Send travel rules to participants
Check route and boarding point
2 people
Divide participants into groups
2 people
Assign escorts to groups
2 people
Check contact details
Check invoices and tickets
Compile study materials
3 people
Prepare name badges
2 people
Print handouts
2 people
Print group lists
Print emergency numbers
Confirm diet meals
Check the shopping list
2 people
Do the shopping
3 people
Fill coolers
2 people
Pack materials by group
3 people
Lay out travel documents
Check the weather forecast
Remind participants of departure time

Event

Set up the meeting point
3 people
Register attendance
3 people
Hand out name badges
2 people
Load luggage and materials
4 people
Give welcome instructions
2 people
Explain the groups and guides
2 people
Escort the trip to the visit location
4 people
Guide participants to the venue
4 people
Guide the tour schedule
4 people
Hand out worksheets
2 people
Moderate the Q&A
2 people
Hand out break drinks
3 people
Refill drinks
2 people
Escort groups to the lunch venue
4 people
Set up lunch buffet
4 people
Serve lunch
4 people
Serve special meals separately
2 people
Clear tables
3 people
Collect tableware
3 people
Support the evening program
4 people
Supervise the group assignment
4 people
Take group photo
Check attendance before departure
3 people
Collect materials and waste
4 people
Escort the return trip
4 people
Unload luggage and equipment
4 people
Do a final attendance check
3 people
Escort participants to the finish
3 people

Aftercare

Chill leftover food
2 people
Clean coolers and equipment
3 people
Wash dishes
3 people
Sort and remove waste
2 people
Register lost property
Return Lost Items
Return rental items
2 people
Clear away unused groceries
2 people
Archive travel documents
Collect worksheets and notes
2 people
Check the venue for lost items
2 people
Settle invoices and deposit

What to bring

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

Furniture

Foldable tablesqty 4
Folding chairsqty 8

Tableware

Reusable cupsqty 40
Reusable platesqty 40
Reusable cutleryqty 40
Serving plattersqty 8
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Coolersqty 4
Thermos flasksqty 4

Equipment

Power banksqty 6
Charging cablesqty 10
Mobile phonesqty 4
Bluetooth speaker
Megaphone
Camera

Study materials

Clipboardsqty 35
Notepadsqty 35
Ballpoint pensqty 40
Markersqty 12
Work foldersqty 35
Presentation cardsqty 10

Registration

Name badgesqty 40
Badge holdersqty 40
Attendance listsqty 6
Color group stickersqty 40

Lighting

Flashlightsqty 6

Safety

First aid kit
Reflective vestsqty 6
Umbrellasqty 6

Transport

Luggage tagsqty 40
Baggage claim beltsqty 6
Foldable sack truck

Cleaning

Waste binsqty 4
Microfiber clothsqty 8
Dish brushesqty 4

Catering

Groceries

Tips

Set a firm registration deadline at least 3 weeks before departure. Use the final participant list to collect dietary requirements, emergency contacts and permissions instead of chasing changes on the day.
Confirm transport, the route and the boarding point 7 days before departure, then send the exact meeting instructions to participants. Keep the itinerary and emergency numbers available offline in case mobile coverage fails.
Assign each group an escort before sending the programme. Give escorts the final group list, participant contact details and a clear way to report a late or missing participant.
Finish the practical paperwork 2 to 3 days before departure: check invoices and tickets, print handouts, group lists and emergency numbers, and prepare name badges and study folders.
Pack for both learning and logistics. Count one notepad and pen per participant, add clipboards and markers for group work, and check power banks, charging cables, first-aid supplies and reflective vests before leaving.

Frequently asked questions

How far in advance should I plan a study trip?: Start planning at least 6 to 8 weeks before departure. Book transport, venues, tours and lunch early, and set the registration deadline about 3 weeks before the trip.
What information should I collect from study trip participants?: Collect registrations, dietary requirements, emergency contacts and any required permissions. Close the information check at least 7 days before departure so group lists and meal confirmations can be completed.
When should I send the study trip programme?: Send the programme and travel rules 5 to 7 days before departure. Include the itinerary, boarding point, route information, group arrangements and what participants need to bring.
What should I check the day before a study trip?: Verify tickets, invoices, bookings, meal confirmations and contact details 24 hours before departure. Also charge phones and power banks, pack printed materials, and place emergency numbers where escorts can reach them quickly.

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.