5.1 Travel – General

Overview

Travel is a key part of most visits. Well planned travel arrangements help ensure that educational visits begin and end safely, efficiently and make a positive contribution to (rather than disrupting) the learning experience.

Visit Leaders remain responsible for the group throughout the journey, including during travel and any stops along the way.

Planning the Journey

When planning travel arrangements, you should consider the age, abilities and needs of the group, as well as the nature and length of the journey.

Key factors include:

Mode of Travel

Possible options include walking, cycling, car, rail, minibus, coach/bus, ferry/boat or air travel. Consider accessibility, environmental impact and the independence of the group when choosing the most suitable option.

Provider Reliability

Where vehicles or drivers are hired, select reputable and accredited providers.

Accessibility

Travel arrangements should enable inclusion, including appropriate access and secure wheelchair facilities where required.

Contingency Planning

Leaders should plan for potential disruptions such as delays, breakdowns, severe weather or other emergencies.

All travel arrangements must follow employer guidance and relevant legal requirements.

Supervision During Travel

The Visit Leader retains overall responsibility for participants throughout the journey.

Supervision levels should reflect:

• The age and maturity of the group
• The type of journey
• The mode of travel being used
• The risks involved

Drivers should focus solely on driving. Where necessary, additional adults should supervise the group.

You should carry out regular headcounts and registers, keep the group together where possible and position staff strategically, such as near emergency exits.

When walking near roads, consider sight lines. High-visibility clothing may be appropriate.

Effective supervision should continue during transitions (e.g rest stops, ferry crossings or other breaks in the journey).

Safety Briefings

Participants should be given clear guidance on expected behaviour during travel. This may include:

• Arriving on time and waiting safely
• Remaining seated with seatbelts fastened where provided
• Avoiding behaviour that could distract the driver or other passengers
• Keeping aisles clear and avoiding leaning out of windows/gesticulating
• Following instructions when crossing roads

Overseas Travel

For overseas journeys, additional factors should be considered, including:

• Travel fatigue and journey duration
• Local vehicle/driver standards, road conditions and regulations
• Environmental impact of travel choices
• Insurance and licensing requirements