3.1 Visit Planning

Overview

Careful planning is essential for all visits. Whether the visit is a short walk to a local park or a residential trip overseas, good preparation helps ensure visits are safe, well organised and educationally valuable.

The level of planning and approval required should always reflect the complexity of the visit. More complex activities may require additional preparation, consultation and time.

The Head/Manager must be satisfied that the Visit Leader is competent and has appropriate experience and access to specialist advice where needed.

Visit Plans

Every offsite visit should have a Visit Plan outlining key arrangements and responsibilities.

The level of detail required will depend on the type of visit. Routine activities within the local area may be covered by a standard procedure (such as a Local Area Visits Policy) reviewed periodically and agreed by SLT, while more complex visits will require detailed planning.

A clear visit plan helps:

• Ensure safety and effective supervision
• Clarify roles and responsibilities
• Focus on learning outcomes
• Support the visit approval process

Guidance such as the EVOLVE Advice STAGED Approach to planning can help structure this process https://www.evolveadvice.co.uk/staged.

Key Planning Considerations

When preparing a visit, you should consider several important factors, including:

• Appropriate staff-to-participant ratios and supervision levels
• Communication with parents, including consent and participant information
• Whether a preliminary visit is needed
• Safeguarding, vetting and management of accompanying adults
• Use of external providers
• Inclusion, including support for participants with additional needs
• Environmental conditions and location-specific hazards
• Use of electronic devices, security issues and wider safety considerations
• First aid and emergency arrangements