organising a trip to a science centre

02 ARRANGING THE TRIP

The arrangements you need to make will vary slightly between science centres and type of school. However, this guide should be a good starting point.

  1. globeRead the programme guide/advertisments from science centres when they arrive. Look out for special events, themes or discounts. This may be about a term ahead.
  2. Choose a theme or event appropriate to the age group you wish to take.
  3. Get approval from the headteacher at your school and discuss teacher cover if necessary.
  4. Telephone the science centre you wish to visit as soon as possible, as you will have more choice of dates and times.
    Have the following to hand:
    • Contact name (teacher who will be leading the trip)
    • School diary (to confirm dates)
    • Age of children
    • Approximate number of children
    • Number of accompanying adults (some centres, and your local authority) will require certain ratios of adults to children depending on age)
    • The theme or event you wish to attend.
  5. Have a range of dates available in case your first choice is not available.
  6. Make a provisional booking:
    • Take into account the school start time, travelling time, and school finish time when booking your trip.
    • Check the arrangements for lunch, book a time and space if available.
    • Inform the centre of any special needs or requirements, such as wheelchair access, induction loops, or if you will be bringing a signer.
    • Check which methods of payment are accepted; in advance, on the day, cheque, credit card, invoice? Will a deposit be necessary? Will it be refunded if you have to cancel?
  7. Book transport from school to the science centre and back. Make sure the correct times are specified and that the travel company know where you are going.
  8. Confirm your booking with the centre as soon as possible (some centres may only hold your porivisional booking for a few days). Check the parking arrangements at the centre for the size of minibus or coach you will be arriving in. Pay a deposit if necessary.
  9. planetsArrange teaching cover in school if necessary.
  10. Receive booking confirmation with Risk Assessment information, itinerary of the day, directions and payment information.
  11. Send letters to the parents asking for permission and money if applicable, at least three weeks before the trip.
  12. Receive and use any pre-visit material to help prepare the children for the visit.
  13. Confirm transport arrangements a few days before the trip.
  14. Make sure all permission slips have been returned.
  15. Make sure all children will be provided with packed lunch.
  16. Make sure you have a mobile phone and the telephone number of the centre in case of delays to your journey.
  17. Make sure you take your booking confirmation letter with you, as well as cheque/credit card if required.