Mapping our support against the EVOLVE STAGED Approvals Checklist.
Designed to support Educational Visits Coordinators, this dashboard provides a quick summary of how we support your planning and approvals processes.
STAFFING
Ensuring the team is competent, sufficient, and prepared for all eventualities.
Approvals Checklist Requirement
Status
How we assist / Document
There are sufficient staff attending with appropriate levels of experience, qualifications, and personal qualities
Advice
A 'Plan B' is in place should any staffing or activities change
School Action
Where group numbers are large, staff have been allocated subgroups for the visit
Advice
First Aid provision has been considered and suitable arrangements are in place
Advice
All providers asked to highlight first aid provision; detailed in Day-by-Day Guides and online.
Emergency / critical incident plan and emergency base contacts are in place
School Action
We provide a 24x7 duty manager during the trip and local emergency contacts.
TRAVEL
Helping you navigate operator vetting, travel risk and driver compliance.
Approvals Checklist Requirement
Status
How we assist / Document
If applicable, a reputable transport provider is being used
CONFIRMED
All providers licenced & insured; all vehicles fit for purpose and roadworthy. Drivers DBS checked. Driving regulations adhered to.
An outline is provided of expected learner behaviour and supervision arrangements whilst travelling
Advice
Procedures identified for service station stops, vehicle breakdown or transport accidents
Advice
ACTIVITIES
Bridging the gap between adventurous learning and rigorous risk management.
Approvals Checklist Requirement
Status
How we assist / Document
An itinerary is provided for the entirety of the visit
CONFIRMED
Adventurous Activities are correctly identified
CONFIRMED
We handle this for all partners and share their AALA registration details with you via Client Portal.
Provider-led activities are delivered by LOtC Quality Badge holders and if not, the provider has supplied a satisfactorily completed provider form.
CONFIRMED
We take this one stage further and request that all partner organisations complete OEAP format Provider Statements. These are refreshed annually and you can download them via your portal.
Example
Example
School-led activities are led by competent, experienced and, where applicable, qualified staff
Advice
Detailed advice provided for all aspects of the itinerary to help you manage the visit safely.
The risks involved in school-led activities have been considered in a risk assessment.
Advice
All partners are asked to provide sample Risk Assessments for your consideration and we are happy to arrange pre-visit inspections as required.
GROUP
Mapping our provision to your group's profile for a safe and inclusive residential.
Approvals Checklist Requirement
Status
How we assist / Document
Parent letter attached to indicate that parents have been fully informed about the visit and given their consent (if required)
Advice
Strategies to monitor and control behaviour are clearly outlined
School Action
Behaviour management lies with school and we expect your adult supervisors to act in loco parentis during the trip.
Any inclusion issues, safeguarding and SEND have been identified and reasonable adjustments made if necessary.
CONFIRMED
Itineraries can be customised if we are aware of special requirements at the booking stage. If they come to light after booking we will use reasonable endeavours to modify the itinerary accordingly.
Medical and dietary needs have been gathered, communicated and necessary strategies identified.
Advice
Our Client Portal lets you tag individuals; key requirements will be communicated sensitively and securely with "need to know" partners, e.g. dietary with caterers.
ENVIRONMENT
Providing safe and inspiring physical environments for students to explore with confidence.
Approvals Checklist Requirement
Status
How we assist / Document
The environmental features of the visit area are considered. For example, procedures for crossing roads, meeting points in busy areas, natural terrain hazards etc.
Advice
All itinerary venues have joining instructions highlighting specific hazards. We also offer general guidance on dealing with common environmental hazards when managing a group of students.
Environment Advice
Environment Advice
Water margins have been considered (if applicable)
Advice
Water risks are clearly identified in itinerary venue joining instructions as noted above.
Navigation has been planned.
CONFIRMED
All itineraries include full transfer details - be they by coach, ferry, rail or on foot. Itinerary elements requiring self-navigation are supported with maps, waypoint & landmark information, timings and terrain details.
Example Coach Itinerary
Example Coach Itinerary
Considerations in place for the time of year, such as weather, daylight hours, travel consideration, risk of infections, avoiding peak times, costs, clothing and equipment required, availability of certain activities.
CONFIRMED
This is all core to our itinerary planning. Any special requirements other than normal outdoor clothing will be clearly identified in advance.
Accommodation standards have been checked by the provider or visit leader. Security and emergency evacuation has been explained to participants.
CONFIRMED
All accommodation is fit for purpose and emergency/evacuation will be explained on arrival with most venues conducting a drill. Schools are welcome to conduct pre-visit inspections.
Where possible the Visit Leaders has undertaken a preliminary visit or is familiar with the venue, activities, provider and/or destination.
Advice
Schools are encouraged to arrange an inspection visit and we can help facilitate this.
Communications have been considered (e.g. mobile phone reception, access to the internet)
Advice
Very few locations in 2026 have poor mobile coverage and those that do are highlighted in our supporting Day-by-Day Guides. Schools can decide whether lack of comms should result in a change of itinerary.
OFCOM Coverage Checker
OFCOM Coverage Checker
DISTANCE
Strategic planning for travel duration, emergency accessibility, and remote support.
Approvals Checklist Requirement
Status
How we assist / Document
Distance from school and emergency services support has been considered. There is a plan for how to get emergency support if needed.
CONFIRMED
Our itineraries clearly show travel times and planned stops. Our Day-by-Day Guides (online and in print) provide contact details for local emergency and urgent care providers.
If overseas, requirements (such as entry requirements, visas, access to medical care, language spoken) have been considered and planned for.
N/A
Education Destination does not offer trips outside the UK.
School Action
For overseas schools visiting our UK destinations, these considerations need to be handled by school.
KEY:
School Action
This isn't something we can help you with other than to provide advice if needed
Advice
We provide documentation, guidance and support to help you achieve this
CONFIRMED
We'll take care of this for you - all part of the service!
EVC Lifesaver!
The EVOLVE Checklist Checklist
Tired of hunting for risk assessments, provider statements, safeguarding materials? We've done the heavy lifting for you.
- LOtC Quality Badges & AALA Licences
- Venue Risk Assessments & Provider Statements
- Safeguarding Policies & Parent Communication Packs
- Your Custom Day-by-Day Guide
All bundled together in your secure portal for easy reference.