Planning a residential youth group or school trip is a rewarding but often daunting task. As the organiser, you are responsible for ensuring everything runs smoothly – from securing the right accommodation to updating parents and guardians to meeting all necessary legal and safety requirements. This guide will give you an overview of the essentials, igniting your enthusiasm and helping you plan an unforgettable trip for students while avoiding common pitfalls.
1. Selecting the Right Destination
Choosing the right location for a youth group school trip is crucial. From secondary school residential to cadet organisations, or sports groups to faith-based organisations, consider the following factors for your residential centre:
- Distance: How far are you willing to travel? For younger students, school residential trips closer to home might be more manageable, whereas older pupils might be able to handle longer journeys.
- Location: accessibility to your attendees, transport, and parking for parents. If you decide on group transportation, here are five tips for organising group coach travel.
- Learning opportunities: Pick a destination that aligns with the trip’s educational goals. Outdoor adventure centres, historical sites, and cultural landmarks are popular choices for combining fun and special educational needs.
- Accommodation suitability: Ensure that your accommodation is designed to cater to youth groups. Look for properties that offer group-friendly facilities such as dormitory-style rooms, safe outdoor spaces, and activity areas.
- Food and drink: Booking full board will be the easiest option, especially for primary school groups. Many places to stay have access to kitchens, which are ideal for older children to store and make snacks. However, you may need to hire caterers or private chefs. If you need inspiration, there are plenty of meal ideas for entertaining large groups.
- Cultural Sensitivity: When planning your trip, consider the impact your group will have on the local community. Encourage your students to be respectful and mindful of local customs and traditions.
2. Types of Accommodation
Outdoor centres, sometimes called residential activity centres, are ideal for youth and school groups because they offer a wide range of activities, such as orienteering, climbing, and water sports. They also offer bunkhouse bedrooms and large communal and dining areas. Outdoor activity centres often have meeting rooms and audiovisual equipment that can be used for tuition and workshops alongside safety facilities designed for larger groups.
-620x412.jpg)
-620x465.jpg)
Independent youth hostels are another fantastic option. They offer affordable and flexible accommodation tailored to the needs of young travellers. These hostels often feature dormitory-style rooms, communal spaces, and self-catering facilities, making them ideal for large groups looking to bond in a relaxed environment.
Camping and glamping are especially ideal for adventurous outdoor fun for Scouts, Beaver Scouts, and Woodcraft Folk who are earning their badges. Traditional camping encourages teamwork and resilience as young people set up tents, cook together, and embrace nature. Glamping provides a more comfortable experience with pre-pitched tents or eco-friendly cabins, often equipped with beds and basic amenities.
3. Timing Your Trip
The best time to plan a school trip depends on the activities and the age group you’re catering for.
- Spring and summer: Outdoor trips are often more successful during these seasons when the weather is better, making activities like hiking, kayaking, and team-building exercises more enjoyable.
- Off-peak seasons: Consider travelling during term time, as venues are usually less crowded, and accommodation prices may be lower.
- Cultural holidays: Unless the trip is to specifically enjoy a cultural holiday, check if anything will coincide with or clash with your trip.
It’s important to schedule the trip well in advance to allow enough time for permission slips, payments, and planning.
4. Planning Activities
The activities offered during a residential trip should be both fun and educational. Outdoor adventure centres are popular as they provide a mix of physical challenges, teamwork, and personal growth. Think about activities like:
- Orienteering
- Team-building challenges
- High ropes courses
- Environmental education
- Swimming
- Field studies
When booking activities, check with providers about their safety measures and risk assessments, as this is often a concern for parents and schools.
5. Managing Permissions and Risk Assessments
When organising a school trip, you’ll need to handle all legal requirements, such as permissions from parents and risk assessments. Each school or youth group will have its own procedures, but here are some general guidelines:
- Parental permissions: Always send home detailed information about the trip, including itinerary, accommodation details, and a list of what pupils need to bring. Parents must sign permission slips acknowledging their consent.
- Risk assessments: You must complete a thorough risk assessment covering all aspects of the trip, from travel to activities. Many destinations will provide their own risk assessments, but you will need to tailor them to your specific group.
Check the latest government guidance on Health and Safety on Education Visits, which provides a clear planning and risk assessment framework. You should also follow your school’s or youth group’s policy for guidance on safety and legal requirements for residential trips.
6. Budgeting and Fundraising
Residential trips can be expensive, which is often a significant concern for organisers. To keep the trip affordable:
- Request group discounts: Many accommodation providers offer reduced rates for youth groups, so don’t hesitate to ask.
- Bedding: Asking students to bring their own sleeping bags can often reduce the price per person.
- Apply for grants: Some organisations and local councils provide funding for educational trips.
- Fundraising: Engage parents and the community through fundraising activities. Whether it’s selling raffle tickets or a sponsored event, these initiatives can help cover the costs.
7. Communicating with Parents
Clear and regular communication with parents and guardians about educational school trips is essential. Keep them informed every step of the way by:
- Holding meetings to discuss the trip and answer questions.
- Sending regular updates via email or letters, including final details about the itinerary and what children should pack.
- Provide a detailed itinerary with timelines for activities and day trips that have been booked.
- It’s crucial to be prepared for any unforeseen circumstances during the trip. Provide emergency contact information and clear instructions on what to do if there are any issues while the group is away. This will help to reassure parents and guardians that their children’s safety is a top priority.
8. Preparing the Students
Finally, make sure the students are fully prepared for the trip. Hold briefings where you discuss the rules, behavioural expectations, and what they need to bring. You can also use these meetings to generate excitement and answer any of their questions.
Group Destinations
There are many exciting group trip destinations, each providing unique learning and adventure opportunities. In Wales, Snowdonia is ideal for outdoor activities like hiking and kayaking, and there are exciting walks and attractions in the Brecon Beacons. Meanwhile, coastal areas such as Pembrokeshire offer marine-based adventures and stunning views. Or along the coastline for wild swimming, surfing, and walking on the best beaches in South Wales.
Scotland has the rugged beauty of the Highlands, with outdoor education providing challenges like mountain climbing and wildlife spotting, while Edinburgh offers rich historical learning tours and experiences.
In England, there’s the Lake District and Peak District with picturesque landscapes and a multitude of outdoor activities. At the same time, cities such as York and Bath provide fascinating insights into Roman and medieval history.
Northern Ireland features stunning locations like the Causeway Coast, which is perfect for coasteering, beach games, natural exploration and outdoor learning.
Plan Your Trip Today!
Planning a residential school trip requires careful attention to detail, but with the right preparation, it can be a rewarding and enjoyable experience for everyone.
For youth-friendly places to stay, explore Group Accommodation’s specialist listings. Our properties are designed for large groups, providing the ideal base for your next school or youth trip. Whether you need ample space for activities or secure, comfortable lodging, we can help you create a successful and memorable experience.
Related Posts
-620x202.png)
How To Let A Property For Corporate Events
Struggling to fill your off-season bookings? Then you might want to consider opening your doors to corporate lettings.
Hiring a Private Chef for Your Group Stay or Party House
Hiring a private chef for your holiday accommodation is a straightforward way to upgrade your travel experience. Whether you want gourmet meals without the hassle of cooking, or you’re planning a special event, having a...
8 Fantastic Dog Friendly Holiday Houses in Cornwall
Cornwall is a fantastic location for a dog friendly get away, we’ve put together our top eight dog friendly holiday properties to help you plan your next trip.
Public Holidays in Australia 2025: Your Guide to State-by-State Holidays
If you’re planning a trip to Australia or organizing a group getaway, understanding the public holiday schedule can be crucial to making the most of your time. Public holidays in Australia vary by state and...
A Guide to Marketing Your Holiday Property
We have created our very own advice guide with top tips on how best to market your holiday property.