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Outings Policy


Outings Policy


Policy Statement


At Play Inclusion Project we aim to take the children and young people out on a trip at least once a week to promote inclusion within the local community.  The safety of the children and young people is of the highest priority when planning and taking them on outings.


Play Inclusion Project understands outings to include:

  • Organised trips including transport

  • Walks to the local park, shops etc.


In all cases, a risk assessment will be carried out prior to the proposed outing.  The Activity Coordinator will visit the venue to assess any potential risks and plan the day along with another member of staff.  This should include consideration of the journey and any transportation involved.


The staff ratio on trip days is, at a minimum 2:1 plus two Group Supervisors.


Outings Procedure 


  • Parents/carers will be provided details of trip days through their child’s invite letter.

  • Parents/carers will be asked to sign a consent form when their child first attends the Activity Club giving permission for their child to leave the setting as part of a supervised trip or outing.

  • All members of support staff working should read the relevant risk assessments and sign and date to say they have done so

  • At least one member of staff will hold a relevant First Aid qualification.

  • Children and young people will be counted onto the bus and seating plans drawn up to be left with the base contact along with emergency contact details.

  • Support staff are responsible for ensuring the child or young person they are supporting brings their coat, bag and packed lunch with them. 

  • The qualified MIDAS (Minibus Drivers Awareness Scheme) trained person will be responsible for securing wheelchairs on the minibus.

  • The Activity Coordinator will ensure the following are taken on all outings:

    • Emergency contact details for all children, young people and staff

    • Any medication that has been signed in and all medication forms

    • Fully stocked First Aid kit

    • Changing mat, wipes, gloves, hand sanitiser

    • Risk assessments

    • Mobile phone for use in emergencies

  • Both supervisors will take mobile phones in case of an emergency and to maintain contact with each other.  These numbers will be left in the office pack in case of emergencies.

  • Children and young people will be counted off the minibuses and frequent head counts will be carried out throughout the day.

  • The Activity Coordinator will designate a suitable meeting point in case the group gets split.

  • Support staff and volunteers must ensure they stay with the child/young person they are supporting at all times.

  • Any accidents will be recorded on the Accident Form.

  • In the event of a child being lost, the Lost Child Policy will be implemented. 


When using a minibus:

  • A vehicle ‘Evacuation Plan’ should be completed prior to departing identifying staff roles and responsibilities i.e. who will contact emergency services, who will assist children off the vehicle and who will supervise those already off the bus.

  • A seating plan should be recorded to ensure health and safety of all staff & children. If 2 buses are to be used it should be clearly identified which staff/children are on which bus.

  • Risk assessments may need to be completed regarding certain children and seating arrangements.

  • If 2 minibuses are to be used, then all care plan information including medication forms and emergency contact details must be with each Group Supervisor for the children on their bus. Supervisors on each minibus must ensure that they have all information in relation to each child on their vehicle.

Procedure for Organised Walks

  • Tissues, wipes, mobile changing mat, mobile telephone, first aid kit and all child details inc. medication and emergency contact details should be taken

  • Children should be dressed appropriately for the weather and their comfort and their ability (if required to walk) is taken into account.

  • When appropriate and with parental consent sunscreen should be applied before the outing. 

  • Where used, children should be securely harnessed into wheelchairs and the brakes checked prior to leaving the building.

  • There should always be a member of staff at the front of the group and one at the rear. 

  • Children should be reminded about road safety before the outing and good practice should be emphasised throughout the outing.

  • Any information relating to a child’s awareness of dangers when out should be taken into account.

  • Support staff should hold hands or link arms with children who require it for safety reasons.

  • If walking along pavements, children and young people should walk on the inside of the walkway and support worker by the road. 

  • Parents to be advised prior to any outings, giving consent for their child to be included in the outing. 

  • If small groups of children are to leave the premises staff must ensure that they have been ‘signed out’ for fire and safety reasons.

Updated August 2022

By Joanne Barnes

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