School field trips have been shown to improve students’ academic performance, critical thinking skills, and social and personal wellbeing, making them a valuable part of the school experience. Yet the logistical challenges and safety risks that field trips pose could outweigh their benefits if not properly planned for.
This field trip checklist covers the planning and decision-making tasks that can help schools run smoother and safer field trips, from assessing risks and medical needs to collecting waivers.
Table of Contents
1. Pre-Planning Meeting
The first step to successful school field trips is to hold a pre-planning meeting with relevant staff and stakeholders to answer important logistical questions like
- What is the purpose of the trip? Define the specifics of the trip, including destination, length and time of trip (half day, full day, overnight, etc.), and educational goals.
- Which students are going? Is this a full grade trip, a single class, honors students only, or another subset? Due to associated costs or scheduling conflicts, some eligible students may not end up participating in the field trip, but it’s important to know who might attend in order to plan for accurate student-chaperone ratios and any individual student needs (e.g., medical accommodations, Individualized Education Programs (IEPs), etc.).
- Which staff members are attending? The specific staff members required for a field trip depends both on the type of field trip and which students are attending. For instance, a 7th grade science field trip would require attendance by the relevant science teachers, however, the trip will also need transportation staff to drive the busses. Occasionally, a nursing or medically trained staff member for a student with a Section 504 plan or Individualized Health Plan (IHP) might also need to be included.
- How many volunteer chaperones are needed? After determining the scope, size, and staffing of the trip, schools can make more accurate decisions about how many and what kind of volunteer chaperones they may need for the field trip.
The answers to these questions will determine all other field trip preparations. Documenting these decisions early also creates a clear record of what was approved, by whom, and why, and allows schools to make enough time for staff training, volunteer screening, and arranging transportation, accommodations, and other day-of logistics.
2. Formal Risk Assessment
A formal risk assessment looks at the specific details of a proposed school field trip and identifies potential health, security, and safety concerns, including
- health and medical risks specific to the group or individuals attending
- transportation and logistical risks, including proposed route, timing, and weather
- security or environmental risks tied to the proposed destination and activities
- potential limitations due to students’ characteristics (physical ability, student age, level of experience, etc.)
The risk assessment is an operational document that identifies potential risks and weighs the overall risk against factors like probability and potential consequences. Conducting a formal risk assessment allows schools to make more informed decisions when prioritizing risk management efforts during each subsequent stage of the field trip planning process. Waivers and consent forms evolve from these discussions.
3. Transportation Planning
Field trip transportation planning should account for logistics and safety, covering
- how many vehicles or buses are needed
- how to accommodate students who use wheelchairs or mobility aids
- whether vehicles are district-owned buses or contracted out
- when and how vehicle safety checks will be performed before the trip
- emergency plan for vehicle breakdowns or evacuations
For public schools with access to district buses, this is typically a straightforward process. Private schools without school-owned buses have a few other options, depending on the size of the group and potential budget constraints. These include
Renting a large motorcoach or commercial bus, including the services of an appropriately licensed and insured driver.
Renting mini-buses, which requires any staff drivers to complete corresponding training and hold appropriate licensing.
Arranging parent carpools, which can require additional screening and training beyond standard volunteer chaperone requirements.
For any of these options, vetting before booking is best practice. Schools should review a charter company’s safety record and confirm that it carries adequate liability insurance. A pre-trip inspection of the vehicle itself, whether chartered or school-owned, can help further reduce risk. Many schools use a compliance task management system to automatically assign out tasks like vehicle safety checks and track task completion and to keep a defensible record.
4. Accommodations Planning
Knowing specifically which students are attending and what accommodations each of them needs must be clearly outlined during the planning process. Accommodations that may need to be considered during a field trip include
- mobility support
- restroom or personal care assistance
- help with eating and drinking
- behavioral supports
- timed or emergency medications
Any service written into a student’s IEP, IHP, or 504 plan also need to be provided to staff and chaperones during the trip. For example, if a student uses a text reader in the classroom, a support meeting that same need must be available to them during a museum trip.
Accommodation planning also has to account for the destination, not just the student. A support that works well in a classroom may not work effectively in a public space. Before finalizing the trip, schools should confirm that the proposed destination can actually deliver on the accommodations their group needs, whether that’s accessible restrooms, quiet areas, elevator access, or space for a wheelchair to maneuver.
Staff also need to verify group size capacities. If a large number of students are attending a field trip, but the location can only accommodate groups of 5-8 at a time in certain areas, then more chaperones might be needed.
5. Staff Training and Preparation
Staff preparation for a field trip goes beyond planning the educational goals for the outing. Attending staff should also receive appropriate training and certification (where relevant) to confidently respond to incidents that could occur during the field trip.
Some training recommended for staff who organize field trips may include
- CPR and AED training and certification
- administering medication to students
- crisis management and deescalation techniques
- basic emergency procedures, including calling for help
- preventing and responding to lost or missing students
A staff safety training and compliance management system like Raptor EmployeeSafe, powered by PublicSchoolWORKS (PSW), can help streamline the process of pre-trip training. EmployeeSafe gives schools access to the vast PSW safety training course library and allows administrators to assign and track course completion all in one place.
Beyond general medical emergency training and certification, field trip staff should be specifically prepared for the medical needs of their group and basic first aid measures. Before departure, it can be useful to confirm and share with chaperones
- which students have known medical conditions requiring a response plan
- who will carry the first aid kit and medications
- who is authorized to administer which medications
- who is CPR-certified/AED-certified
- what the off-campus emergency communication chain looks like (e.g., who calls 911, who notifies the school and families, etc.)
6. Chaperone Screening and Briefing
Volunteer chaperones are often an essential part of school field trips, helping schools maintain safe student-chaperone ratios. Just like volunteers participating on campus, though, volunteer chaperones should be carefully vetted and prepared before attending any field trip.
A volunteer management system, like Raptor VolunteerSafe, allows schools to
- manage all volunteer applications from a single place
- maintain strict security with identity screening, background checks, and monthly monitoring
- communicate upcoming field trip details or changes through automatic notifications and an Online Volunteer Portal
Make sure to build enough time into the process for background check results to clear, which is usually at least a week in advance of the trip—although checks requiring fingerprinting often take longer.
Pre-departure chaperone briefings can also help reduce field trip safety risks. A short meeting with shared documents covering the itinerary, specific student needs, emergency contacts, and the chain of communication during the trip improves safety measures beyond just school staff and can give volunteer chaperones more confidence in their role.
Some schools may also choose to ask volunteer chaperones to complete relevant training before attending a field trip. For example, all K-12 volunteers in California must comply with specific training requirements before volunteering.
7. Waivers and Consent Forms
A waiver or consent release form is the document a parent or guardian signs authorizing their child’s participation in a field trip, acknowledging the risks involved, and releasing the school from certain liabilities tied to the trip’s specific activities and location.
These forms should first be developed, or at least reviewed, by the district’s or governing body’s legal counsel. From there, schools can update the template with the specifics of the trip:
- school and student group
- destination
- activity type
- transportation plan
- date, time, and duration
Once signed, these forms should be retained long-term by the school or district, since they serve as the primary defense if a claim related to the trip arises later.
8. Student and Parent Communication
Families and students benefit from being well informed about what the field trip will entail and what is expected of them.
Parents should provide emergency contact information and receive explicit instructions for when and where to drop off and pick up students, particularly for field trips that begin or end outside of regular school hours. This helps prevent staff from staying late waiting for a student to be picked up, which increases liability risk and emotional stress on all three parties.
Students should be given the general itinerary, activities, and behavioral expectations. This step matters particularly for students in special education environments, who often benefit from
- an explicit description of what the day will look like, activity by activity
- consideration of potential triggers, including loud noises, large crowds, unfamiliar routines, or anything else tied to a student’s IEP
- clearly stated, individual behavioral expectations, not just generalized rules
Better School Field Trip Safety Planning
Preparing for a field trip requires schools to manage staffing, transportation, volunteer management, and student accommodations and wellbeing, all at once. Schools that can effectively prepare for all of these safety and logistical challenges are the ones that build enough time into their field trip planning process.
Following a checklist like this and committing the time and diligence to thorough field trip preparation can help schools provide students with valuable educational and social experiences without compromising safety.
Recommended Resource
Learn how to help make every school journey a safe one with our Guide to Transportation Safety and School Bus Compliance.
