A Guide To Planning Safe And Reliable School Trip Transport

The end of the academic year is fast approaching, and many schools will be rewarding their students with a trip out. The end-of-term summer trip is the highlight of the school year, often focusing more on fun than educational value—although of course many venues manage to combine both of these qualities. 

Whatever your choice of destination, a cornerstone of a successful summer school trip is organising safe and reliable transport. Here are some useful tips for teachers and administrators to get everything in place without any unwelcome last minute surprises. 

Book your transport early

Coach hire options in London and the surrounding areas are in peak demand at this time of year, as all manner of festivals, weddings, corporate and sporting events are taking place around the country. Therefore, book coach or minibus hire as soon as possible. 

A reputable company will ensure that your vehicle meets your needs, and will also assist with route planning, timings and logistics. This will help you to plan the itinerary of the day more confidently and accurately, and ensure that students who need to make onward journeys home will be in the right place at the right time. 

Understand the group size

You should have a clear idea of the head count to ensure that the most appropriate vehicle is allocated to you. Remember to include support workers, parent helpers and teaching staff in the head count as well as students. Allow for a few extra seats to accommodate any last-minute changes or inaccuracies in your estimation. 

Minibuses can cater for smaller groups of between 8 to 16 people, while mid-size coaches of 30-40 seats will generally accommodate a class plus support staff. Full-coach sizes of 50 plus seats will be suited for a whole year group. If it’s a very large group or whole-school outing, multiple vehicles or double decker coaches may be required.

Work out drop off and pick up points

Understand exactly where you want the coach to pick you up and drop you at the destination, and provide full address and post code. Ensure that there is full coach access at the drop off point, including unrestricted parking, no height limits, suitable passing points and turning space. This may not always be the case with rural or inner city locations.  

If it’s necessary to collect and drop off any students or staff en route, check if this will be possible. Factor in loading and unloading times—this can be longer than you think with 30 kids plus luggage. A good coach hire company will be happy to communicate openly, send you the driver’s contact details for coordination on the day, and plan accessible routes. 

Keep on top of admin

To ensure that your trip runs smoothly and complies with health and safety regulations, it’s important to carry out some checks and get the essential paperwork together. You should complete the required risk assessments well before the date of the trip, and obtain written consent from the parents or guardians of students for any risks, activities and costs. 

Collect the emergency contact details of everyone, and ensure that you have a full register of all the staff, students and support workers in attendance on the day. You should also find out in advance if any participants have medical conditions, disabilities or mobility needs that might need reasonable adjustments, extra assistance or first aid awareness.  

If any participants need extra support in boarding or disembarking from the vehicle, discuss how this can be achieved with the coach hire company. You should also ask for drivers with enhanced DBS checks. 

Plan for a comfortable journey

For longer journeys, it’s important to consider the comfort of both students and staff. Look for coaches that offer air conditioning, reclining seats with seatbelts, and on-board entertainment systems. An on-board toilet is also convenient for long distance travel. Students should be advised to pack water, snacks and any medications they need. 

A good coach hire company will be used to working with schools, and will provide a clean, safe, comfortable and punctual vehicle with a courteous and professional driver.