School Trips and Sports Days: A Transport Checklist for Parents and Teachers

A school trip is exciting for children, and a lot of work for the adults. Transport is the part that most needs to go right. Use this checklist before you book.

Before you choose an operator

• Confirm the operator holds the correct operating licence for carrying passengers.
• Ask for the drivers' professional driving permits, and check expiry dates.
• Check the vehicle has a valid roadworthy certificate and a seatbelt for every child.
• Ask for insurance details that cover passengers.

Agree the plan in writing

• Date, departure time, pick-up point and destination.
• Return time and where children will be dropped off.
• The number of children and adults travelling.
• The price, what it includes and the cancellation terms.

Supervision

Even on a professional vehicle, children need adult supervision.

• Assign teachers or parent helpers to each vehicle and give them a class list.
• Count the children when boarding, when stopping and when getting off.
• Share the supervisors' phone numbers with the operator.

On the day

• Brief the children on seatbelts, sitting down and listening to the driver.
• Bring water, a first aid kit and any medication children need, with instructions.
• Keep a list of emergency contacts with the lead teacher, not in a bag on the vehicle.

Communicate with parents

Send parents a note a few days before with the departure and return times, the pick-up point, what to pack and who to call on the day. Update them if timing changes.

After the trip

Give the operator feedback. Note anything that worked or did not, so next year's trip is easier.

Need transport for a group?

See our shuttle services or request a quote. For daily school runs, our school transport page explains how that works.