Our holiday programme may spend part or most of a day away from the meeting venue. Before booking we explain the main destination or type of outing, travel method, departure and return times, meeting points, expected activities, accessibility, food and included costs. Any materially different outing is discussed with parents; required specific consent is obtained before participation.

The leader prepares a written plan covering routes, traffic, public transport, crowds, toilets, weather, accessibility, medical needs, emergency access, separation risks and an alternative plan. Staffing is set for the actual children and activity, including the consequences of an emergency or staff absence. No outing proceeds if suitable cover, consents, care plans or safe transport arrangements are missing.

Staff carry an accurate register, emergency contacts, relevant care information, first-aid supplies, required medicines and charged communication equipment. A second authorised person has the itinerary and escalation arrangements. Data taken on a trip is kept secure and limited to what is needed.

We account for children by name and sight at departure, arrival, every transfer and handover and at regular points during the activity. Staff take assigned positions and explain boundaries and what to do if separated. Buddy arrangements support, but never replace, adult supervision. Public toilets and changing areas are assessed for privacy and safe monitoring.

Specialist providers are checked for competence, relevant qualifications, insurance, safeguarding, equipment and required licences. We agree in writing who supervises, handles emergencies and records incidents. Swimming, climbing, water activities, driving-related activities or other higher-risk experiences require activity-specific arrangements; a general outing permission is not enough. Club workers do not assume venue staff are supervising unless that role is explicitly agreed.

Private or hired vehicle use requires approval covering the operator and driver, licence, insurance for the use, seat belts or child restraints where required, safe seating, passenger records and handover. Staff must not improvise lifts in personal cars. Overnight stays and overseas trips are outside this launch pack.

If conditions become unsafe, stop or change the activity and use the agreed contingency. Tell parents promptly about significant delays or changes and retain safe supervision until collection. Missing-child and medical emergencies follow policies 10 and 12. Afterwards review incidents, near misses, accessibility and the suitability of the provider.