How To Plan A Trip To Newbold College

Transcription

1 Newbold College Trips and Events What to do with the form: Fill in form A, C and E for all student excursions that involve organised transport or organised activities, such as a church or concert visit in London or a trampoline contest on campus. Form B is not needed for day trips such as church or concert visits, but should be used for overnight trips or events that involve risky activities, such as swimming or mountain climbing. Form C can be re-used for subsequent identical excursions or events, such as church or concert visits. Fill in form D if you need to organise self-drive vehicles for transport. It is better to have made one risk assessment too many than one too few. Some advice from experienced trip organisers: 1. Choice of dropping off point: Beware of students leaving the coach and stepping out into oncoming traffic (especially when students have been dozing in the coach). page 1 of 10

2 Newbold College St Marks Rd Binfield Bracknell Berks RG42 4AN Tel + 44 (0) A: Newbold College Trip and Event Form This form must be returned to the Bursar at least 5 working days before the trip or event. The participants list may be detached and returned at least 1 working day before the trip. This section must be completed for all trips and events. Department/Club Organiser Name: Home phone: Mobile phone: Trip Details Venue Name of Venue: Contact Name: Address: Phone: Departure/Start Date: Time (approx): Return/End Date: Time (approx): Purpose of trip/event Supervisors Details of transport Include name and telephone number of any transport companies. When using car or van, indicate owned or hired. See also p.6. Date Received: Signed by SMT member: For Office Use Only page 2 of 10

3 B: For overnight trips and events 1. Details of the programme of activities: Attach programme if space too small. 2. Details of any hazardous activity and the associated planning, organisation and staffing Attach details. 3. Names, relevant experience, qualifications and specific responsibilities of staff accompanying the group, including First Aid & First Aid Person(s): 4. Name, address and telephone number of the contact person at the College who holds all information about the visit or journey in case of an emergency: Note person/s with this role will need to be available on a 24-hour contact basis. 5. Existing knowledge of places to be visited and whether an exploratory visit is intended: Date of last staff visit: 6. Size and composition of the group: Age range: Number of females: Number of males: Number of accompanying adults: Staff/student ratio: 7. Information on risk assessment: A COPY OF INFORMATION SHEET AND THE RISK ASSESSMENT FORM IS ATTACHED. 8. Have any of the participants any special or medical needs: YES NO If yes, please state what arrangements are in place: Submit a full list of participants on departure and return. page 3 of 10

4 Guidelines for risk assessments Supervision arrangements Supervision should be up to 24 hours per day 7 days per week. The precise arrangements (including free time) should be based on risk assessment taking account of factors such as the age and maturity of the party and the characteristics of the venue. Consider also any non-students or non-staff who may join the event (including children). Staffing The risk assessment should identify the staffing required to run a trip safely. Staffing should never be decided just by a simple numerical calculation of the ratio of participants to leaders. Competence The level of competence/qualification of leaders likely to be required should be identified through the risk assessment. Activities The risk assessment should cover both the main activities and alternative activities included in the trip plan in case the primary activity is undeliverable. Equipment The equipment, including clothing and rescue equipment, should be appropriate for the environmental conditions and should take account of the findings of the risk assessments. Emergencies Risk assessments should consider how the party might respond to a serious incident, including identifying any procedures for contacting sources of help. Risk assessments for outdoor water-based activities should take account of the possibility of a panicking casualty. Participants Participants should be provided with sufficient information on hazards and risks to allow them to make informed decisions about their own participation. Risk assessments reviews Risk assessments should be reviewed at intervals in the light of any new evidence. For example: Leaders should immediately reconsider the activity if there is: Reluctance of the participants to do it on safety grounds. Any warning from others about the ability to do it safely. Any changes in actual (or perceived) environmental conditions or physical capabilities of the participants. page 4 of 10

5 C: Risk Assessment From for overnight trips and events Proposed Trip/Event Date Objectives Plan B What could go wrong? The main activity Plan B Travel arrangements Emergency procedures Generic and site specific hazards and risks (including Plan B) Other hazards (including environmental, participants abilities, cut-off points) What information will be provided for the participants? What opportunities will participants have to ask questions? page 5 of 10

6 What assurances are there of the leaders competencies? What are the arrangements for communication between participants and supervisors? Is there a code of conduct? What are the arrangements for supervision, both during activities and free time? (Including ALL non-student participants) Is there insurance cover for the event? What are the arrangements for monitoring and reviewing the event? Signed by organizer: Date:.. Newbold College Emergency Telephone Numbers: Work Mobile Phil Brown John Baildam Berit Lisle Debbie McRaynolds Sharon Stevenson Ian Clark Dean of Women Dean of Men Reception Police/Fire / Ambulance 999 or 112 page 6 of 10

7 Registration: D: Vehicle Booking Form Order Number: Only complete this section if you need a minibus/mpv/car. If you need more than one vehicle, please photocopy this sheet. Department/Club Vehicle Pick-up Date: Time (approx): Vehicle Return Date: Time (approx): Destination for confirmation Supplier of vehicle(s) (incl. telephone number) Drivers Full Name Drivers must be approved by the college and hold a recognised licence for the vehicle they are to drive. No. of Passengers Vehicle Requirements (Include drivers) Type Special Requirements 1. Minibus 1. Tow bar 2. Van 2. Roof Rack 3. 7-Seat MPV 3. Short/long wheel base (delete as appropriate) For Office Use Only Newbold College Vehicle External Vehicle Registration: Hire Company: Order Number: Charge Code: Price: Confirmation Ref: To be completed 1 working day before the trip. External Vehicles: Contact hire company: The vehicle details should be confirmed and entered into the Vehicle Insurance Declaration Registration: Vehicle Insurance Declaration completed? page 7 of 10

8 Vehicle Check (to be completed prior to travelling by the driver) Please indicate clearly that you have made these checks. 1. Lights main lights, brake lights, side lights 2. Engine oil and water 3. Tyre inflation 4. Brakes 5. Window clear 6. Passengers informed of seat-belt use 7. Adequately stocked First Aid kit 8. Fire extinguisher 9. A spare wheel, in good condition and inflated I have made the above checks Signed: Date: In the event of an accident ring for Police or Ambulance (999 or 118) and (switchboard at Newbold) or the Head of Student Services Newbold College Emergency Telephone Numbers: Work Mobile Phil Brown John Baildam Berit Lisle Debbie McReynolds Sharon Stevenson Ian Clark Dean of Women Dean of Men Reception Police/Fire / Ambulance 999 or 112 page 8 of 10

9 E: List of Participants This form must be returned to the Health and Safety Advisor at least 1 working day before the trip. This section must be completed for all trips. Department/Club Date of Trip Name Out RTN Name Out RTN page 9 of 10

10 F: List of Participants (15 Seater Minibus) This form must be returned to the Health and Safety Advisor at least 1 working day before the trip. This section must be completed for all trips. Department/Club Date of Trip Name Out RTN Name Out RTN page 10 of 10