1.4.2 Emergencies on visits

Overview

Emergencies on educational visits are rare but do occur. Careful planning and clear procedures help ensure that situations are managed safely and effectively.

Most incidents can be handled by the visit leadership team. However, some situations may require support from the school or employer. Being prepared helps staff respond calmly and confidently when needed.

Visit Leaders should always follow their establishment’s Emergency Plan and relevant health and safety procedures.

Preparing for Emergencies

Good preparation is the most effective way to prevent and manage unexpected situations. When planning a visit, ensure the following arrangements are in place:

Emergency Plan

Your setting should have a clear emergency plan outlining roles and responsibilities. This should cover different types of visits and possible incidents.

Activation Procedures

You should know how to activate the emergency plan and have key contact numbers readily available.

Communication

Maintain reliable communication with the school, emergency services and, where appropriate, parents/carers. Ensure phones are charged and consider backup communication methods.

Training and Practice

You should understand how to respond to incidents and when to alert the school. Regular training or simulated emergency exercises can help test procedures.

Support Networks

Be aware of local emergency services and other support agencies that may be needed during a visit.

Contact Information

Carry up-to-date emergency contact lists for participants, staff and key emergency contacts. Keep these accessible in more than one location.

Emergency Funds

Ensure arrangements are in place to cover unexpected costs, such as travel changes or emergency transport.

Media Enquiries

Identify a designated competent media contact. Staff should direct any enquiries to this person and avoid providing statements themselves.

Post-Incident Support

Plans should include support for anyone affected by an incident, both immediately and in the longer term.

During an Emergency

If an incident occurs:

• Follow your establishment’s health and safety, first aid and emergency procedures
• Contact the school or designated emergency contact as soon as possible
• Record key information about the incident
• Manage communications

Digital tools such as EVOLVEgo help leaders access contact details and record information during an incident.

Emergency Pocket Guides are available from EVOLVE Advice to take on your visits. https://www.evolveadvice.co.uk/emergency-pocketguide

Contingency Planning

Every visit should have a Plan B to deal with reasonably foreseeable problems. These might include:

• Venue closures
• Severe weather and/or inappropriate conditions
• Transport delays or cancellations
• Restricted access to venues or parking areas

You should also be aware of wider issues that could disrupt travel or activities, such as major incidents or security alerts.

Good planning, clear communication and calm leadership are key to managing unexpected situations safely.