Field Trip Form

Use this field trip form for a routine day trip — a museum visit, a local excursion, a sports fixture, a park day — where you need one short document that covers trip logistics, a headcount, and a parent’s permission, without filling out a full legal consent packet. Fill in the brackets, print or share as a PDF/Word file, and file the signed copies once returned.

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Section 1: Trip Details

Organisation Name: [ORGANISATION NAME] Full name of the school, sports club, or daycare running the trip.

Trip / Outing Name: [TRIP NAME] A short descriptive title, e.g. “Science Museum Day Trip” or “Regional Swim Meet.”

Destination: [DESTINATION NAME AND ADDRESS] Full name and address of the venue or location.

Purpose / Planned Activities: [TRIP PURPOSE AND ACTIVITIES] Briefly describe what students will do, e.g. “Guided tour, hands-on workshop, packed lunch outdoors.”

Date(s) of Trip: [DATE(S) OF TRIP] This form is designed for a single-day outing. If the trip spans more than one day or involves an overnight stay, use a more detailed consent form instead — see “How to use this template” below.

Departure Time: [DEPARTURE TIME] — Departure Point: [DEPARTURE LOCATION]

Return Time: [RETURN TIME] — Return Point: [RETURN LOCATION]

Mode(s) of Transport: [MODE(S) OF TRANSPORT] E.g. “Chartered coach,” “Public transit,” “Walking.” List all modes used.

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Section 2: Staffing & Headcount

Lead Staff / Teacher Name: [LEAD STAFF / TEACHER NAME] Lead Staff Contact Phone: [LEAD STAFF CONTACT PHONE] The number parents or the office can call on the day of the trip.

Number of Supervising Staff / Chaperones: [NUMBER OF SUPERVISING STAFF OR CHAPERONES]

Supervision Ratio (staff : students): [SUPERVISION RATIO] State the ratio you are planning for this trip. Minimum ratios vary by age group, activity, and local or governing-body rules — confirm your organisation’s or authority’s minimum before finalising this number.

Total Number of Students Attending: [TOTAL NUMBER OF STUDENTS ATTENDING]

Class / Group Roster: [CLASS OR GROUP ROSTER] List student names here, or write “See attached class list” and staple the full roster to this form. This form’s permission section below covers one student at a time — print one copy per student.

What to Bring / Special Instructions: [WHAT TO BRING OR SPECIAL INSTRUCTIONS] E.g. “Packed lunch, water bottle, comfortable walking shoes, weather-appropriate clothing.”

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Section 3: Cost & Payment (if applicable)

Cost per Student: [COST PER STUDENT] Leave blank if the trip is free.

Payment Method and Due Date: [PAYMENT METHOD AND DUE DATE] State how payment should be made and by when, e.g. “Cash or cheque payable to the school office, due by the Friday before the trip.” Use whatever payment method your organisation actually collects through — this form does not process payment itself.

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Section 4: Student Details

Student Full Name: [STUDENT FULL NAME]

Class / Group: [STUDENT CLASS OR GROUP]

Date of Birth: [STUDENT DATE OF BIRTH]

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Section 5: Parent / Guardian Permission

By signing below, I confirm that I have read the trip details in Section 1, and:

I give permission for [STUDENT FULL NAME] to take part in [TRIP NAME] on [DATE(S) OF TRIP].

Do you give permission? [PERMISSION GRANTED]

Parent / Guardian Full Name: [PARENT / GUARDIAN FULL NAME] As it appears on official documents.

Relationship to Student: [RELATIONSHIP TO STUDENT] E.g. “Mother,” “Father,” “Legal Guardian.”

Signature: ___________________________________

A handwritten signature is preferred. If this form is submitted electronically, check your organisation’s policy on accepting a typed name in place of a signature.

Date Signed: [DATE SIGNED]

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Section 6: Emergency Contact & Health Note

Emergency Contact Name: [EMERGENCY CONTACT NAME]

Relationship to Student: [EMERGENCY CONTACT RELATIONSHIP]

Emergency Contact Phone: [EMERGENCY CONTACT PHONE] The number staff will call first if something happens on the trip.

Does the student have any allergy, medical condition, or medication staff should know about for this trip? [HAS HEALTH OR MEDICAL NOTE]

If yes, give details and what staff should do: [HEALTH OR MEDICAL NOTE DETAIL] Keep this brief — this form covers day-trip due diligence only. For activities with elevated medical or supervision needs, use a fuller consent form with a dedicated medical-authorisation section instead.

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Section 7: For Office Use Only

Date Received by Office: [DATE RECEIVED BY OFFICE]

Received By (Staff Initials): [RECEIVED BY STAFF INITIALS]

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How to Use This Template

• This form is scoped for routine, single-day outings — it fills quickly and covers what a day trip actually needs: logistics, a headcount, one emergency contact, and a parent’s permission.
• Print one copy of Sections 4–6 per student; Sections 1–3 and 7 only need to be filled in once per trip.
• For overnight trips, higher-risk activities (swimming, contact sports, water activities), or anywhere you need documented medical authorisation, photo/video consent, or authorised-collector details, use a more detailed field trip consent form instead of this one.
• Fill in every bracketed placeholder, then generate a PDF or Word download from the “Fill it in online” tool above, or hand out the blank form for staff and parents to complete by hand.
• Confirm your organisation’s or local authority’s minimum supervision ratio before finalising Section 2 — this template deliberately does not state a fixed number, since it varies by age group, activity, and jurisdiction.
• Keep completed forms on file for the length of time your organisation’s record-retention policy requires.