Kent · South East · For schools, colleges and youth groups
School and college trip transport, for the person filling in the forms
Organising a school trip is mostly paperwork, and transport is one of the boxes that has to be evidenced rather than assumed. This page is written for the member of staff doing that, not for a marketing brochure.
Whatever your school's policy requires in terms of documentation, we will confirm in writing what we can provide before you commit, rather than asking you to rely on a general assurance from a website.
Ask us for the documentation first
Every school and local authority has its own requirements for transport providers, and they differ. Rather than claim to meet all of them, we would rather you told us yours.
Send it to us
Tell us what your school or authority requires from a transport provider. We will confirm in writing what we can supply for your booking before you commit to anything.
Supplied on request
Operator licensing, insurance and driver check documentation can be provided for your records so your risk assessment is evidenced rather than assumed.
Counted properly
Vehicles are booked on actual belted seat capacity. We would rather send a larger vehicle than have a group arrive one seat short.
Built with slack
School trips run to a schedule that cannot slip at the far end. We plan departures with a margin rather than the shortest possible route time.
What we are booked for
Most of our school work is regular and local. Kent has a good deal within an hour of most schools, which keeps costs down and days manageable.
| Trip type | Typical distance | Vehicle |
|---|---|---|
| Museums and galleries in London | 1–2 hours | Coach, or minibus for a single class |
| Theatre trips and performances | Varies, often evening | Minibus or coach, with a late return |
| Outdoor and field study centres | Under an hour, usually | Minibus with space for kit |
| Sports fixtures and tournaments | Local to regional | Minibus, kit space essential |
| University open days | Varies, sometimes long | Coach for a year group |
| Careers fairs and workplace visits | Local | Minibus |
| Kent heritage sites and days out | Under an hour | Minibus or coach |
| Residential trip transfers | Varies | Coach, with luggage capacity |
Sizing for a group
Book on the number of belted seats you need including staff, not on the number of students. It is the most common sizing error we see.
| Group including staff | Vehicle | Note |
|---|---|---|
| Up to 8 | 8-seater | Small groups, sixth form and staff parties. |
| Up to 16 | Minibus | A single class with staff. The most-booked school vehicle. |
| Up to 24 | Midi coach | Two classes, or a class with a large staff ratio. |
| Up to 49 | Coach | A year group or a full trip. |
| Over 49 | Multiple vehicles | Run as one booking, with all vehicles arriving together. |
Working with schools
We would rather answer the policy questions properly
It is easy for a transport company to write a reassuring paragraph about checks and safeguarding on a website. It is more useful to answer your school's specific requirements in writing, for your specific booking, so that the person signing off the risk assessment has something to point to. Send us what you need and we will tell you plainly what we can and cannot provide.
Timings have to hold at both ends
A school trip cannot arrive late to a booked slot at a museum, and it absolutely cannot arrive back after the end of the school day without consequences. We build slack into both directions rather than quoting the fastest theoretical journey, and we would rather leave fifteen minutes early than explain a late return to a car park full of parents.
Kit and equipment
Sports fixtures, field study trips and residentials all involve equipment that has to travel with the group. Tell us what is coming as well as how many people, because a minibus full of students has very little space left for bags once every seat is occupied.
Regular fixtures and repeat bookings
Schools with weekly sports fixtures or a regular termly trip usually find it simpler to set up an account: agreed rates, one contact, and an invoice at the end of the month rather than an arrangement each time. It also means the vehicles are held for your dates rather than competing with other bookings.
School transport questions
For the member of staff arranging it.
What documentation can you provide?
Tell us what your school or local authority policy requires and we will confirm in writing what we can supply for your booking before you commit. That typically covers operator licensing, insurance and driver check documentation. We would rather answer your specific requirements than offer a general assurance.
How should we work out what size vehicle we need?
Count belted seats needed including all accompanying staff, not just students. Under-counting staff is the most common error and it is the one that causes a problem on the morning.
Can you carry sports kit and equipment?
Yes, but tell us the volume when you book. A full minibus has very little luggage space once every seat is taken, so kit often means going up a size or adding a vehicle.
Do you cover evening trips such as theatre visits?
Yes, including late returns. Evening trips need the return time agreed clearly in advance so that parents collecting from school know when to be there.
Can we set up an account for regular fixtures?
Yes. Schools with weekly sports fixtures or regular trips usually find an account simpler: agreed rates, a single contact and a monthly invoice rather than arranging each booking separately.
What if a trip is cancelled?
Tell us as soon as you know and we will cancel or move it subject to our normal notice period. Weather and staffing cancellations happen and we will not make it difficult.
Can you accommodate a student who uses a wheelchair?
Tell us at the point of enquiry and we will confirm what we can provide for your date and group size. Please raise it early rather than close to the trip.
How far do you travel?
Across Kent and the South East as standard, and further for residentials and university visits. Longer journeys are planned around driver hours rules, which we will explain when we quote.
Who is our contact on the day?
A named contact at our end and the driver's direct number, given to the lead member of staff before departure. If timings change during the day, you speak to us rather than a call centre.
Is the price fixed?
Yes, quoted in advance on the itinerary and vehicle. Traffic or a trip running slightly over does not change the invoice.
Related services and guides
Other bookings schools and youth groups make.