Master Visits Form Reference

Create a unique name for the visit - E.G. Barton Camp Summer 2026

Add a visit purpose - E.G. Team building skills

Select a category for the visit:

Category A - Activities of a regular/low risk nature. Staff leading such activities can be approved by the local HT/Manager/EVC. There is no need to notify DS for these activities unless they form part of a residential visit.

Category B - Activities of a higher risk/less frequent events. Staff are required to have undergone an additional familiarisation and induction into the specific activity or outside qualified persons can be employed. There is no need to notify DS for these activities unless they form part of a residential visit.

Category C - Activities of the most demanding nature, potentially high risk which include all those activities in the scope of AALA, any residential, any overseas trip.

Notification to DS is required for all category C activities. Minimum of 4 school weeks in advance, 6 school weeks for overseas visits.

The start date of the visit (cannot be in the past)

End date of the visit (cannot be before the start date).

Select the visit leader from the list. If you do not see them, check that the person has registered and has the Visit Leader role assigned.

Select the deputy visit leader from the list.

Select the primary Emergency contact for this visit from the list. If they are not listed, check they have registered and have the Emergency contact role assigned.

Select the secondary Emergency contact for this visit from the list. If they are not listed, check they have registered and have the Emergency contact role assigned.

Must be a number, can be 0

Must be a number, can be 0

Must be a number, can be 0

Must be a number, can be 0

Select a venue from your database. If you cannot find a venue, click on the Venue/Provider menu and 'Add Venue/Provider'.
Check they have the correct compliance certs (LOtC, AALA, etc.) - the system will notify you if these have expired.

Pre-visits are recommended to ensure risk assessments are robust.

This field appears if you answer NO to "Has a pre-visit taken place". You must give a reason why not.

If using campsites, please ensure you detail the camping arrangements.

This field appears if you answer YES to "Will campsites be used". Please include details for campsites in the text box.

You can add up to four more venues if required.

Note: You MUST complete the OEAP Overseas checklist 3.3g found on the uploads page for this visit.
(This appears only if you select YES to "Does the visit involve foreign travel?")

This field appears only if you select YES for "Does the visit involve foreign travel".

Yes / No

Address and family details must be confirmed at least 6 weeks before the visit is due to take place.
(Appears only if you select NO to "Are all exchange addresses and family details confirmed?")

Must be a number, can be 0

Must be a number, can be 0

Must be a number, can be 0

Must be a number, can be 0

Select all types that apply. Please note additional evidence is required for hired transport and staff cars.

Please upload a Transport Provider statement for each hired minibus or coach provider used

You MUST ensure all accompanying adults have the necessary DBS clearance.

Appears only if you answer NO to "Is an appropriate level of DBS in place for adults where required?"
You MUST supply a reason for non-compliance here.

Have all individual risk assessments been completed for those with additional needs such as medical/allergies/behaviour etc.?

You must upload the same amount of IRAs as you state here.

As part of safeguarding, is a robust contingency plan in place which covers all aspects of the trip, including emergencies/terrorism/lockdown?

Have you considered the implications of mobile phone/social media use, in case of emergency?

Have you checked with your insurer that all proposed activities are covered, including personal belongings and repatriation to the UK (if the visit includes foreign travel)?

Please detail your first aid and medical arrangements for the trip (including administering medication if applicable) based on the OEAP guidance.

Have appropriate policies and guidance been followed e.g. OEAP National Guidance, LA, MAT and your own establishment guidance?

It is HIGHLY unlikely that without having taken all guidance into account this visit will be approved.