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Plan a school trip with letters and a checklist
A dated trip checklist, a parent letter, a pupil kit list and a draft list of risks to discuss with your trip lead.
When to use it
As soon as a trip is approved in principle
Step by step
Write down the trip details
Note the destination, date, year group, number of pupils and staff, travel, cost and the learning purpose.
Ask for the planning pack
Paste this prompt into your AI assistant.
Prompt to copyI'm planning a school trip to [destination] on [date] for [number] pupils in [year group], with [number] staff, travelling by [transport]. Purpose: [learning aims]. Create: 1) a checklist of tasks from now to the day after, with suggested deadlines, 2) a friendly parent letter covering purpose, date, times, cost, what to bring, lunch and how to give consent, 3) a pupil kit list, 4) a draft list of likely risks and sensible precautions for me to check against our school's risk assessment process, 5) a short follow-up activity to help pupils reflect on what they learned.Put deadlines in your calendar
Add the key dates, like payment and consent deadlines, to Google Calendar or Outlook with reminders.
Collect consent the school way
Use your school's consent system, or a Google or Microsoft Form if that's approved, so replies are kept securely.
Get it signed off
Share the risk list with your trip lead or educational visits coordinator to complete the official risk assessment.
What you get
6 weeks before: send parent letter and consent form. 3 weeks: chase payments, confirm coach. 1 week: final numbers to venue. Letter: 'We'll leave school at 8:45 and return by 3:15. Please send a packed lunch in a disposable bag.' Risk: crossing the car park; precaution: staff at front and back.
Tips
- The AI risk list is a starting point only; your school's official risk assessment process must be followed.
- Don't put pupils' medical or personal details into the AI tool.