Why field trips matter—and why planning matters even more
Field trips can be one of the most memorable parts of a school year. They bring learning to life, build social skills, and give students a chance to practice independence in a structured way. But for staff, they also introduce real-world complexity: transportation logistics, supervision challenges, medical needs, and safety routines that must work outside the familiar school environment.
These challenges can be amplified when a group includes children who are new to the country. Differences in language proficiency, understanding of local safety expectations, and familiarity with routines (like lining up, crossing streets, or staying with a group) can affect how smoothly a trip runs. The best field trips don’t happen by chance—they happen because the adults planned for the children’s needs, abilities, and safety.
Below is a practical, easy-to-follow set of best practices for planning school-age field trips. Use it as a framework to reduce risk, improve communication, and create a positive experience for every child.
Step 1: Choose the destination wisely
Before you book anything, confirm the destination is appropriate for your group. A great field trip location is not only interesting—it is also safe, manageable, and realistic for your program’s schedule and budget.
- Safety: Can you keep children safe and easily supervised in this environment? Consider visibility, crowd levels, proximity to hazards (water, roads, large open areas), and whether the site has staff who can support school groups.
- Activities: Do the activities match children’s interests and developmental levels? Ensure they are age-appropriate and accessible for a range of abilities.
- Location and trip length: Can you transport children to and from the site efficiently? Confirm the total travel time plus on-site time is appropriate for school-age children.
- Cost: If there are fees, can families reasonably afford them? Consider whether subsidies, fundraising, or low-cost alternatives are needed to ensure equitable access.
Step 2: Plan the basics early (time, date, and program fit)
Once the destination is selected, lock in the time and date with a clear understanding of how the trip fits into the broader schedule. If your program operates alongside other services (for example, adult classes for parents), timing must meet the needs of both the children’s program and the parent schedule.
- Choose a departure and return time that allows for safe travel and a calm transition back to the program.
- Build in buffer time for loading/unloading, washroom breaks, and unexpected delays.
- Confirm staffing coverage for the entire trip window.
Step 3: Transportation planning (private bus or public transit)
Transportation is often the first major point of failure if it’s not planned in detail. Decide early whether you’ll use a private bus or public transit, then assign clear responsibilities.
- Private bus: Book well in advance. Confirm pick-up/drop-off locations, timing, accessibility needs, and contact details for the driver or company.
- Public transit: Identify who will purchase tickets, confirm schedules, map the route, and plan how the group will stay together during transfers and boarding.
Tip: If you have students who are new to local transit norms, plan extra adult support for boarding, seat placement, and group movement.
Step 4: Parent communication and consent
Families should hear about the trip as early as possible. Clear, early communication reduces last-minute confusion and helps families feel confident about safety and supervision.
- Inform parents/guardians as soon as the trip is planned.
- Be prepared to explain the destination, schedule, transportation method, supervision approach, and what children need to bring.
- Collect signed permission forms and any required waiver statements.
If language barriers may exist, consider translated notes, simplified summaries, or phone calls with interpretation support so families can make informed decisions.
Step 5: Build a safety plan that works in the real world
A field trip safety plan should be written, shared, and practical. It needs to cover supervision, emergencies, medical needs, and identification—before you ever leave the building.
Staffing and supervision
- Ensure at least one additional staff member for each group.
- Request volunteers if available, and confirm their roles.
- Ensure staff and volunteers are trained on field trip procedures.
- Assign each adult specific children to monitor, and ensure they know exactly who they are responsible for.
Emergency information and medical planning
- Prepare emergency information to bring on the trip, including children’s emergency contacts and any relevant health details.
- Identify medications that must come along (for example, an EpiPen).
- Plan how medication will be carried, stored, and administered, and who is responsible.
- Plan for emergency response if a child becomes ill or an incident occurs.
Food and environmental safety
- Decide whether food will be provided or brought from home, and communicate expectations to families.
- Plan for food safety for any food brought on the trip.
- Remind children to wear appropriate clothing for the weather and activity.
- Bring supplies to support safety and comfort, such as sunscreen, hats, and water.
Child identification and visibility
- Plan how children will be identified during the trip, such as matching T-shirts or ID tags with contact information.
- Ensure identification stays with children throughout the trip.
Step 6: Create and share the written field trip plan
A written plan helps everyone stay aligned and makes it easier to respond quickly if something changes. It also supports continuity if staff roles shift at the last minute.
- Document the itinerary, transportation details, staff assignments, supervision groups, emergency procedures, and contact information.
- Ensure staff and volunteers understand relevant policies, such as behaviour guidance, field trip expectations, and emergency response.
- Post the plan or ensure a designated person knows exactly where it is and how to access it quickly.
Step 7: Day-of-trip checklist (what to assign, what to pack, what to confirm)
The day of the trip is not the time to improvise. Assign one person to be in charge throughout the day, then run a quick briefing so every adult knows the plan and their responsibilities.
Confirm leadership and roles
- Identify one person to be in charge throughout the day.
- Remind staff and volunteers of their roles and responsibilities.
Bring essential items
- Bus tickets or transit passes
- Admission fees (if required)
- Cell phone
- Emergency contact information
- First aid kit
- Medication (if necessary)
- Lunches, snacks, and water
- Supplies such as tissues and sunscreen
Ensure children are ready
- Children have identification (T-shirts, tags, etc.).
- Children understand the rules of the field trip.
- Children know which adult they must stay with.
Keep families and site contacts informed
- Remind parents/guardians of departure and return times.
- Leave contact information at the site (cell phone number and contact name).
Step 8: During the trip—simple routines that prevent big problems
Most field trip issues are prevented through consistent routines and clear movement procedures. Keep expectations simple and repeat them as needed, especially in new environments.
- Do a head count every time you move from one area to another.
- Use safety techniques at all times (cross at lights and corners, wait for traffic to stop, and travel as a group).
- Identify a common meeting place at the destination.
- Identify key facilities such as washrooms early.
- Provide safety reminders as needed while on site.
- Keep the administrator informed of any issues as they arise.
- Ensure the person in charge confirms all participants have returned to the program.
Making field trips inclusive for children new to the country
When children are unfamiliar with local routines, the goal is not to reduce opportunities—it’s to increase preparation. A few proactive steps can make the day safer and more enjoyable:
- Preview the trip schedule using simple language and visuals.
- Teach and practice key safety routines in advance (staying with the group, crossing rules, what to do if separated).
- Pair children with consistent adults and reinforce who they should stay with.
- Repeat expectations calmly and often, especially during transitions.
Final takeaway: a great field trip is a planned field trip
Field trips can build skills, confidence, and community—but only when planning is detailed enough to match the real-world environment. By choosing destinations carefully, communicating early with families, preparing staff and volunteers, and using consistent safety routines, schools can create trips that are both enriching and secure for every child.
For more information, please follow this link.
