5.3 Travel - Coach

Overview

Coach travel is a common way for schools to transport groups to educational visits, sporting events and enrichment activities. With careful planning and clear supervision arrangements, coach journeys can be safe, efficient and comfortable for participants.

Visit Leaders remain responsible for the group throughout the journey and should ensure that travel arrangements are properly organised in advance.

Selecting a Coach Provider

Choosing a reputable coach provider is essential for safe travel. You can gather information using the Coach Provider Check Form/Statement.

When booking a coach, you should:

• Use your employers approved provider list where one is available
• Prefer companies with a positive track record of working with schools
• Check whether providers are accredited under the DVSA Earned Recognition scheme, a mark of trusted driver and vehicle standards.
• Confirm that drivers hold the appropriate licences and Driver Certificate of Professional Competence (CPC)
• Check that vehicles are properly maintained and regularly inspected
• Select providers based on safety, reliability and experience, not price alone

Coaches should normally be fitted with three-point seatbelts and may also include additional safety features such as CCTV.

Planning the Journey

Before the visit, you should plan the journey carefully.

This should include:

• Completing a risk assessment for the route, journey length and expected conditions
• Identifying any medical, accessibility or support needs within the group. Plan seating and supervision accordingly
• Confirming pick-up and drop-off locations and timings with the provider
• Planning suitable comfort stops, rather than relying solely on onboard toilets

Clear communication with the transport provider helps ensure that arrangements run smoothly.

Before Departure

Before leaving, you should:

• Introduce yourself to the driver and confirm the agreed route and stops
• Check that the coach appears safe and clean
• Identify emergency exits and safety equipment
• Position supervising staff throughout the coach where appropriate
• Brief participants on behaviour and safety expectations

During the Journey

During travel, you should ensure that:

• Passengers remain seated with seatbelts fastened where fitted
• Movement around the coach is kept to a minimum and only when safe
• The driver is not distracted
• Regular headcounts/registers are carried out after stops and upon arrival
• Any safety concerns are raised with the driver as soon as it is safe to do so

If a concern cannot be resolved, the transport provider should be contacted.

Behaviour Expectations

Participants should understand how to behave safely during coach travel. They should:

• Follow staff instructions at all times
• Remain seated and avoid distracting the driver
• Keep aisles and exits clear
• Only board or leave the coach when instructed by staff

Delays and Emergencies

If delays or emergencies occur, you should:

• Keep the group under close supervision
• Follow the agreed emergency procedures
• Assess whether it is safer to remain on the coach or move to a safe location

If the vehicle stops in a potentially dangerous location, emergency services may need to be contacted for assistance.