Planning and Booking a Residential School Trip Experience

A residential school trip is great fun for teachers and students, but planning can be stressful. To help you, we’ve compiled a list of just some of the things you should consider when organising and booking a residential school trip experience with Cumulus Outdoors.

“Before anything else, preparation is the key to success.”

Graham Alexander Bell

1. Check availability and when you need to book

Make sure you book your school trip early, especially if you want a specific date. If you book at short notice the shoulder season is more likely to be available – the earlier you book the better as peak times quickly book over a year in advance. Booking early gives you, your school, your pupils and the parents/carers as much time as possible to allow for planning, arranging schedules and budgeting.

2. Decide on your preferred accommodation. Would you prefer a residential centre or tented village?

We have two accommodation options at Cumulus Outdoors – our residential centre in Swanage and our tented villages on the shores of Poole Harbour. If you choose to get outdoors under the stars in tented accommodation then we have three campsites which are located on the Rempstone Estate in the heart of the Isle of Purbeck. The sites are fully equipped with Aero-yurt tents for the students sleeping 6-8, a and a central large tipi tent for communal activities, meals and relaxing. There’s also a galley kitchen where your delicious meals are created and WC and shower facilities. Our tented villages have plenty of space for the children to run and play, getting away from the trappings of modern life and experiencing everything the great outdoors has to offer!

Visiting teachers also sleep in tents but with individual pods in a large 2-man tent, camp beds, blankets, chairs, and a welcome pack. Teachers have the use of a dedicated communal area including a fire pit, mobile charging stations and a brew station.

3. Find out what the children need to bring

We supply a detailed kit list, which covers everything you’ll need for the trip. For example, if you’re coming in the summer then a hat and sun lotion are a must together with waterproofs because, as we all know, we are subject to sudden inclement weather! If you are visiting during the shoulder months then warmer clothes, wellingtons, waterproofs, hat and gloves are all necessary. You don’t need to worry about any activity or safety equipment – this is all supplied.

4. Ask whether the residential trip will meet your outcomes

We can put together a bespoke activity programme for you to meet your desired learning outcomes. This can include team building, adventure and resilience activities, field studies or a combination of the above. All itineraries are tailored to the specific needs of your group and you are also involved in the choosing from a range of evening activities. Our office team work with you to plan a bespoke programme of activities to fit your requirements and your budget

5. Check activity providers have insurance, are registered with relevant bodies

Cumulus Outdoors are AALS, LOtC and Adventure Mark certified. We are also members of the BAPA association and have £10m public liability cover and all our staff have the necessary qualifications for the activities they are leading. All our risk assessments, policies and certificates are available on our website.

6. Let activity providers know about dietary needs and special medical needs

In the run-up to your stay we will be in touch to request dietary needs and medical details for students as well as staff, so that our chef and the instructors are aware of your particular requirements. Other paperwork required to keep you safe are emergency contact details and a permission form from the pupils’ parents or guardian. Don’t worry, you’ll be guided through this process!

7. Find out costs and payment schedule

We have a simple payment schedule:

• A holding invoice: Issued to secure you booking. If your booking is close to the residential dates we can discuss the timing of all invoices.
• A deposit invoice (25% of the total price): Raised in the Autumn term of the academic year of your trip
• An interim invoice (50%): Raised 3 months prior to you visit
• A final balance invoice: Raised 5 weeks prior to your arrival after a final number check which is requested 6 weeks prior. If you have alterations to the final number in the run up to the trip simply let us know and we can discuss any changes
• All monies are paid 7 days prior to your visit.

We are approachable, flexible and understanding of the pressures in meeting payment due dates, especially in the current economic climate. If you have any questions or concerns about this or anything else please let us know.

Remember preparation is the key!