Educational visits provide valuable learning opportunities, but they also introduce additional risks that schools must manage effectively. Suitable planning helps ensure trips are safe, enjoyable and legally compliant.

Does every educational visit need a risk assessment?

Not necessarily.

Schools should assess the level of risk associated with each visit.

Routine visits that follow well-established procedures may only require a generic assessment, whereas higher-risk visits or overseas trips are likely to require more detailed planning.

The emphasis should always be on identifying significant foreseeable risks rather than producing unnecessary paperwork.

What should an educational visit risk assessment include?

Typical considerations include:

Travel arrangements
Supervision ratios
Medical needs
Emergency contacts
Safeguarding
Weather
Activity providers
First aid arrangements
Behaviour expectations
Communication procedures

What is EVOLVE?

Many local authorities and academy trusts use EVOLVE to help schools plan, approve and record educational visits.

The software supports approval processes but does not replace the school's responsibility to assess risks and ensure suitable control measures are in place.

Schools using alternative systems should still ensure visits are appropriately authorised, documented and monitored.

Who approves educational visits?

Most schools appoint an Educational Visits Coordinator (EVC) who oversees planning and approval. Headteachers retain overall responsibility for ensuring suitable arrangements are in place.

Good Educational Visits Management

Well-managed educational visits rely on good planning, competent staff and proportionate risk management rather than excessive documentation.

How SchoolSafe Systems Helps

SchoolSafe Systems supports schools through educational visit policy reviews, school risk assessment guidance, compliance reviews and practical advice to strengthen educational visit management.

Educational Visits Risk Assessments – Do Schools Still Need Them?