PLANNING A VISITEVENT PROCESS 1 DO SOME INITIAL

 ARTICLE 32 PLANNING & DEVELOPMENT REGULATIONS 2001 TO
  COMMITTEE ASSISTANCE DEPARTMENT INTERNATIONAL & ENVIRONMENTAL PLANNING
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Educational Visits/Events Process

PLANNING A VISITEVENT PROCESS 1 DO SOME INITIAL

Planning a Visit/Event - PROCESS


  1. Do some initial planning – educational purpose of visit / providers / cost / staffing / dates / number of children.


  1. Fill in the OUTLINE APPROVAL FORM and meet with the EVC to discuss and get signed approval.


  1. Plan the trip

(a) write letters to parents and get consent forms (b) fill out relevant risk assessments (c) collect monies (d) liaise with providers/venue(s) (d) gather contact details of providers/venues (e) book transport (f) additional insurance needed?


  1. Fill out the APPROVAL CHECKLIST. Take it to the EVC for approval. EVC will then take it to the Head of Service to be signed off after discussion.


  1. Give a copy of the following to the BMS office BEFORE the visit/event

(a) Copy of the final programme for the visit

(b) List of children/teachers/adults WITH emergency contact details (for

staff) and consent forms (for children)

(c) All relevant risk assessments

  1. Contact details of travel firms/travel arrangements

  2. Details and contacts of accommodation providers

  3. Insurance policy and company (if applicable)

  4. Copy of disciplinary code agreed with group members


What to Take With You

  1. All of the above


  1. Emergency Procedure sheets


  1. First Aid box


Remember – if there are any agreed changes to the programme whilst it is running, you must record this in writing, along with the names of the parties who agreed to the changes.


After The Visit/Event


Write a brief report of the visit, including any agreed changes to plans and any ‘near misses’.This should be sent to the EVC soon after the group has returned.


NB. NO VISIT IS PERMISSABLE WITHOUT THE RELEVANT STAGES (ABOVE) AND DOCUMENTATION BEING COMPLETED


2 LOCAL PLANNING APPEAL TRIBUNAL TRIBUNAL D’APPEL
CITY OF SACO PLANNING OFFICE ROBERT HAMBLEN
EXTERNAL VISITS PLANNING CHECKLIST PLEASE PRINT OFF


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