This form must be completed for all school visits and in-house events including Post 16 and returned with at least six weeks’ notice.

Before completing this form, have you considered:
1. other trips for the same year group that are already on the calendar in the same term – causing additional costs for parents
2. other trips/events already happening at the same time and will cause cover complications



CHECKLIST FOR TRIPS

1. On line form filled out at least 6 weeks in advance.
2. Approval received from DHT.
3. Complete evolve paperwork and submit for approval to Simone Fernandez at least 5 weeks in advance.
4. Book Venue/Tickets.
5. Coach quotes to be obtained or apply for Free travel at TFL (Finance).
6. Work out cost per student (minus VAT).
7. Write letter (will be emailed to parents) and pass to Finance.
8. Trip to be added to Parent Pay and Google Forms for consent.
9. List of students shared with staff at least 2 weeks in advance.
10. Invoices to be forwarded to Finance for payment
11. Trip pack containing list of students/medical needs/ contacts should be available 2 days prior to the event
12. Collect any Care Plans/First aid kits from medical on the day of event



CHECKLIST FOR IN-HOUSE EVENTS

o On line form filled out at least 6 weeks in advance.
o Approval received from Op's meeting (Wednesdays lesson 4).
o List of students shared with staff at least 2 weeks in advance.
o Booked location with Tom Warrington (if using the hall, check with Music Dept).
o Inform Reception and Alison Stanley of expected visitors on site (fill out visitor form).
o Inform Tom Warrington of cover arrangements required.
o Inform site staff of furniture requirements (tables, chairs, flip board, etc).
o Inform ICT helpdesk of ICT requirements.
o Communication with parents (if required).
o Consider day to day arrangements that may be affected (assemblies, break and lunch areas for students).
o Inform students / tutors of the arrangements (where necessary).
o Signage needed on the day.
o Send an email a few days before event reminding all staff of the arrangements and information they need.


It is important to inform Alex Christodoulou of any changes to date / venue or cancellations as soon as possible.