Booking transport for a school trip is one job on a long list. This checklist covers what to ask the coach company, what to tell them, and what to have in place before the day, so the journey is the easy part.
What should you do before you request a quote?
Settle the basics first, because the operator will ask for all of them:
- Date, departure time at school and expected return time
- Destination, and any stops on the way
- Number of pupils and adults, with a margin for changes
- Any pupils who use a wheelchair or need extra support
- Where on school grounds the coach will pick up and set down
Check your school or trust’s educational visits policy and the approval process at the same time, so you know who has to sign off the booking. If you are unsure how many seats you need, our guide to getting an accurate headcount is a good starting point.
Which safety questions should you ask the operator?
It is reasonable to ask for evidence, and a professional operator will expect it. Ask about:
- Operator licence and insurance. Ask to see them, and check that cover is appropriate for carrying children.
- Vehicle checks. Ask how often vehicles are inspected and by whom.
- Seat belts. Most modern coaches are fitted with them and they must be worn where fitted. Ask the operator to confirm the vehicle you are getting has them.
- Driver checks. Ask what safeguarding and background checks the operator carries out on drivers, and how drivers are trained.
- Drivers’ hours. On a long day trip, the driver’s legal driving and rest times need to fit the plan. A realistic itinerary protects both pupils and the schedule.
- Breakdown plan. What happens if the coach has a fault, and how quickly can a replacement arrive?
Use these answers in your own risk assessment and keep a copy in the trip file.
What about timings and the day itself?
Build in buffers. Pupils take longer to load and unload than adults, and a late start has a knock on effect all day. Two quick rules help:
- Plan the pick up for at least 15 minutes before you actually need to leave
- Set a firm return time for the evening, and tell parents in advance that it is approximate
Make sure the driver has a contact number for the trip leader, and that you have the number for the operator’s office as well as the driver. We run a 24 hour contact line, which is useful if a day trip goes late.
How do you manage headcounts and behaviour on board?
Do a headcount at every point, getting on and getting off, and have a second adult confirm it. Give pupils a clear briefing before boarding: stay seated, belts on, bags stowed, and listen to the driver and staff. Seat adults at the front, middle and back so the whole coach is covered.
For younger pupils, travel sickness is more common than you might expect. Pack bags and wipes, and sit those who are prone to it near the front.
Can the coach cope with accessibility needs?
If any pupil uses a wheelchair or mobility aid, tell the operator at the very start, not the week before. Not every vehicle can carry wheelchairs, and the right one has to be allocated early. The same goes for pupils who need extra time to board or who may be distressed by a change of routine. A calm briefing with the driver before departure makes a real difference.
Is a coach better than parents driving or using public transport?
For a class or year group, usually yes. Everyone travels together, there is one set of timings, and you keep control of the group door to door. It is also easier to meet your duty of care when you are responsible for one vehicle rather than a string of cars or a changeover between buses.
School transport with Lethers Travel
As well as one off trips, we run dedicated school bus services in Leeds and across Yorkshire, so we understand what schools need from a transport partner: punctual, safe and easy to deal with. For trips and excursions, see our coach hire page, and if you are comparing quotes, our article on coach hire costs in Leeds shows what to look for. To start, get in touch or call 0113 824 2411.
