Page last updated 20 December 2013

How to plan an off-site visit

Do you have a Service Level Agreement for Educational Visits? If not please visit ‘Educational Visits SLA’ for more information.

For all subscribing schools and academies

Follow the instructions on the Evolve website.

Contact for more information and details of up coming training events.

Make sure you have a 'Plan B'

Visits must have a 'Plan B' to use when your on-going assessment of risk dictates. It should:

  • be a plan of value,
  • have been presented to parents,
  • have been discussed with the group,
  • be recognised as the correct decision.

Do not be pressured against the correct decision.

First Aid

  • Take immediate action!
  • Check medical forms
  • Is qualified treatment necessary?
  • Contact parents, the EVC and the Headteacher
  • Record, continue to observe and provide care

Incident Book (Near-miss Book)

You should make available and maintain an Incident Book. This should be viewed in a positive way to assist future visits - not as a record of near disasters.

  • Record details of any incidents
  • Review incidents
  • Change procedures and risk assessments as necessary
  • Remember RIDDOR: You are required to report any injuries, diseases and dangerous occurrences which occur during your off-site visit - use the accident form.

What if things go wrong?

  • Have you got a policy based on County Guidance for Emergency Planning?
  • Has it been field tested?
  • Do visits staff take an Emergency Guidance Card with them?

In the event of a serious incident or accident during an off-site visit, leaders would normally contact their SMT or EVC via the school or unit 24/7 emergency contact number.

If necessary, SMT or EVC should contact the county council Emergency Planning team. If the school or unit SMT or EVC are unavailable then use the contact numbers below:

Day time number
  • 01933 666830 
Out of Hours Number
  • 07885 292851

Review Each Visit

Some questions to consider:

  • Will the visit be safer if we do it differently?
  • Do we need to change risk assessments?
  • Will the visit be more successful next time, if we do things differently?

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