Planning a Visit

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Planning a Visit
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Task 5 minutes

• Think of the next few or three visits that are
  coming up at your establishment or recent trips
  from last term
• Use a post it for each visit and briefly
  describe the visit
• Put them in the middle of the table for use
  later

77 Year 7 Alton Towers Day trip July 2009 7
staff 4 pupils special needs .. .
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• Task - Key stages in Educational Visits
• Your visit leader is running a residential visit
  to the Capital City. Detail the key issues they
  should cover at each stage of the visit
• Before the visit
• During the visit
• After the visit

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Pre Trip Planning

• Aims objectives
• EVC / Head / Governors approval
• LA notification or approval
• Informing parents (full details of activities)
• Parental consent and information from parents
  Medical / Special needs Allergies Diets and
  appropriate support in place
• Make sure all who are involved in leading the
  visit are aware of additional needs of young
  people and staff
• Competence of visit leaders
• Kit list . . . behaviour expectations (red card
  offences).
• Itinerary /programme
• Value for money and accounting
• charging policy
• funding available
• voluntary contributions
• deposits collection detailstiming important
• Check out the provider

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Challenge could be cognitive, physical, social,
emotional or personal.
Panic Zone
Stretch Zone
Comfort Zone
The area where the most powerful learning takes
place
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Value for Money considerations

• Can we deliver this using our own staff?
• If not, which providers offer quality at a
  reasonable price?
• Could we train our staff to deliver this
  themselves in future?
• Do we need to travel a long distance if aims can
  be achieved locally without sacrificing impact
  and quality?

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Outdoor Learning Cards

• One option is to empower staff to deliver
  activities themselves, further details
  http//www.oeaptraining.info/courses/oeap/olc.

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Competent leaders

• What qualities/competencies does a visit leader
  need in your school/centre?

• How can you support the development of these
  competencies in your staff?

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Leader Competence
Previous Trips Knowledge of Venue/s Knowledge of
Pupils Knowledge of Activity Apprenticeship Recent
Relevant CPD
Experience
OEAP Leader Training
Driving First Aid if relevant NGB Award if
relevant Training e.g. Group Leader OCR Off Site
Safety Mgt
Qualifications
Training
Common Sense
Trust Confidence Intuition My Child
Test Ongoing Risk Assessment
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OEAP Leader Training

• Ongoing risk management
• Group management on Educational Visits
• A practical course
• Courses for individuals or whole staff teams
• Well contact you to let you know course dates

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Who Said This?
When anyone asks me how I can describe my
experience of nearly forty years at sea, I merely
say uneventful. Of course, there have been
winter gales and storms and fog and the like, but
in all my experience, I have never been in an
accident of any sort worth speaking about. I
have seen but one vessel in distress in all my
years at sea . . . I never saw a wreck and have
never been wrecked, nor was I ever in any
predicament that threatened to end in disaster of
any sort
E. J. Smith, Captain of the Titanic d.14th April
1912
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Competence of the EVC

• Be realistic about your knowledge and
  competence and seek advice for visits you arent
  sure about

Types of visit Part of what establishment does My personal experience My personal experience My personal experience
Types of visit Part of what establishment does Little A few A lot
Sports fixtures ? ?
Short visits close to the school/centre ? ?
Whole day visits needing transport ? ?
Residential visits ? ?
Visits abroad ?
Visits involving adventure activities or demanding environments ? ?
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Working with independent providers
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• CHOOSING AN INDEPENDENT PROVIDER
• Leaders should look for the following
• appropriate activities and services to meet the
  aims of your visit
• reliability ask others
• acceptable booking conditions scrutinise any
  limitation of liability, the cancellation terms
  and the insurance package on offer
• suitable safety procedures independent
  accreditation?
• the right price, reflecting value for money in
  comparison with other offerings
• an interesting and relevant programme
• appropriate supporting literature and liaison

Badges!
Independent Provider Questionnaire use this to
carry out basic checks and keep record on file
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• CHOOSING AN INDEPENDENT PROVIDER
• For any provider check the following
• appropriate activities and services to meet the
  aims of your visit
• value for money
• personal experience of venue best, failing that
  recommendation by others
• This level of check is suitable for visitor
  attractions and public access venues examples?

• zoo, museum, sports stadium, theatre, ice rink,
  lifeguarded swimming pool, historical/cultural
  sites, theme parks, hotels, bowling alleys etc.

In addition to the above, you need to carry out a
more detailed check for specialist venues or
activity providers examples?
an outdoor activity provider, farm visit or
similar

• Provider must complete Form 5 (independent
  provider questionnaire) BEFORE you book with them
  

• Dont ask for a copy of the providers risk
  assessments

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Pre-trip planning
Preliminary visit required? Local knowledge
other users? Staff pupil ratio. Mixed trip .
. . Gender issues? Communications between group
back to base. What if(s) rehearsed? Critical
incident plan? Alternative plan? Insurance
arrangements (EHIC if abroad) Risk assessed -
significant hazards . . . beware the
frolic Adult helpers CRB checked if required
adults with substantial access
(unsupervised) Transport available? Minibus? Seat
belts? Spare driver /supervisor if required?
First aid cover?
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First aid cover what is needed?
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THE RADAR
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Activities that require detailed planning that
reflects challenging environments, locations,
higher perceived risk activities
Complex
Enhanced Planning required
Activities that require detailed planning that
reflects more complex student needs, leader
competencies
Simpler visits/activities, covered by blanket
parental consent and standard operating
procedures
Simple
Distant
On Site
Off Site
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e.g Local Park
Complex
Activities that require detailed planning
Enhanced Planning required
Simpler visits and activities
Simple
On Site
Distant
Off Site
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e.g P.E. Fixtures, Weekly Swimming, Forest Schools
Complex
Activities that require detailed planning
Enhanced Planning required
Simpler visits and activities
Simple
On Site
Distant
Off Site
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Complex
e.g Residential Drama weekend
Activities that require detailed planning
Enhanced Planning required
Simpler visits and activities
Simple
On Site
Distant
Off Site
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Complex
e.g Abseiling off the school building
Activities that require detailed planning
Enhanced Planning required
Simpler visits and activities
Simple
On Site
Distant
Off Site
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Image Learning through Landscapes
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e.g Bolivia Trek
Complex
Activities that require detailed planning
Enhanced Planning required
Simpler visits and activities
Simple
On Site
Distant
Off Site
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The Radar
Complex
Activities that require detailed planning
Leader Competence
Group Ability / Behaviour / Needs
Enhanced Planning required
Environmental Conditions
Activity
Simpler visits and activities
Simple
Distant
On Site
Off Site
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The Radar
Complex
Zone Three
Zone Two
Zone One
Simple
Distant
On Site
Off Site
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Exercise

• Draw a rough Radar Graph on a piece of flip
  chart paper
• Take it in turns to read out the details on the
  yellow stickers prepared earlier
• Group decides where each sticker should be placed
  on the graph

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Complex
Activities that require detailed planning
Enhanced Planning required
Simpler visits and activities
Simple
Distant
On Site
Off Site
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During the trip

• Ongoing risk management . . . weather
• Medical forms, home contact details
• First aid kit
• Base / school contact details
• Looking after money . . . tutor groups
• Staff duty rota for residentials
• Downtime
• Rendezvous / meeting points
• Buddy systems, head counts, frequency?
• Group leaders, cards with names
• What if I get lost?
• Security of accommodation. . . Fire safety?

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After the trip

• Aims met?
• EVC / Head / Governors / LA feedback
• Evaluation / Review
• Visit details retained on file
• Accident/incident forms follow LA procedures
• Near misses?
• Financial records - auditors
• Thanks to colleagues
• Ignore the staff that ask Did you have a nice
  holiday?
• Go home reacquaint with family
• Plan the next one

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Evaluation/review

• Were learning objectives met?
• Did staff and pupils enjoy and benefit from the
  visits?
• Was the visit value for money?
• Would you use the provider again?

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The plan A plan is a position from which to
adjust... Neil MacLaine
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• ...planning is an unnatural process it is much
  more fun to do something else. And the nicest
  thing about not planning is that failure comes as
  a complete surprise rather than being preceded
  by a period of worry and depression...
• Sir John Harvey-Jones