What to Look For When Choosing a Vehicle for a School Trip
Choosing a vehicle for a school trip requires attention to capacity, documents, the trip plan and safety. A practical checklist for teachers and school administrations.
School trips are unforgettable experiences for students; but keeping them safe depends first of all on the right transport planning. In this article we summarise what teachers and school administrations should consider when choosing a vehicle for a trip.
This article is for general information. The official procedure and list of documents for trips are set by the directorate of national education your school reports to and by current regulations. Consult your school administration for the exact list.
1. Calculate the total number of passengers correctly
Add the accompanying teachers and any parent chaperones to the number of students. Every passenger must have a seat; the number of seats on the vehicle’s registration cannot be exceeded. If more than one class is taking part, decide in advance which class and which teacher each vehicle will carry.
2. Ask for documents early
Schools may have to keep various documents about the transport company, vehicle and driver in the trip file. In practice, frequently requested documents include the vehicle’s registration and inspection status, compulsory insurance policies, the company’s passenger transport licence, and the driver’s licence, professional competence and health documents. Add your school’s list to your quote request and agree when the documents will be delivered.
3. Match the transport plan to the trip plan
The trip plan prepared by the school includes the departure time, the places to visit and the return time. The transport quote must match this plan exactly. Calculate the visit time at each stop and the distances between them realistically.
4. Choose the vehicle size according to the route
Stopping large vehicles in front of museums, science centres and historic sites may be restricted. It is important that the drop-off and pick-up point is somewhere the vehicle can stop safely. For nature trips, check that the road is suitable for large vehicles.
5. Safety and order
- Check before departure that students fasten their seat belts.
- Make sure a teacher in each vehicle has the attendance list.
- At rest stops, students should get on and off the vehicle under a teacher’s supervision.
- The teacher in the vehicle should have emergency phone numbers ready.
6. Inform the parents
Parents should be given the trip date, departure and return times, meeting point and a contact number in writing. How possible delays in the return will be communicated should be explained in advance.
A quick checklist for teachers
- Number of students, teachers and chaperones
- The school’s list of required documents and the delivery date
- Trip plan (times, stops, return)
- Drop-off and pick-up points
- Attendance list and emergency contact numbers
For a quote, visit our school trips page. For day programmes, our article on day trip transport planning may also help.
