Planning a school excursion can feel like a big task, especially when you’re juggling permission slips, lesson plans, and the responsibility of dozens of students. At Sid Fogg’s, we’ve been supporting schools across Newcastle, the Hunter, and beyond for decades, and we understand just how important it is for everything to run smoothly — both on the road and behind the scenes.
To help make your next outing stress-free, we’ve put together a practical checklist shaped by years of working closely with teachers, coordinators and principals. Whether it’s your first time organising a trip or your fiftieth, this guide is here to help you plan with confidence — and travel with ease.
1. Set Your Objectives Early
What’s the purpose of the excursion? Whether you’re heading to a cultural site, a sporting event or an environmental centre, start by writing down the learning goals or experiences you want students to gain. This will help guide your itinerary, transport choices and permissions through every stage.
2. Lock In Your Dates And Transport Provider
As soon as you’ve got approval from leadership and an idea of your group size, it’s time to get your transport locked in. Reliable travel is the backbone of any successful day out, so choose a trusted name — one that puts student safety first and has experience working with schools.
At Sid Fogg’s, we offer flexible school charter services with fully seat-belted, air-conditioned coaches and experienced drivers who know how to work with student groups. We can help shape your itinerary too — suggesting routes, timing and rest stops to keep the day running on track.
3. Prepare Permission Notes and Medical Info
Create clear, informative permission slips that outline the purpose of the excursion, timing, transport provider, what to bring, and any costs involved. Be sure to collect emergency contacts, food allergies, and medical conditions well before the departure date — and have a folder ready to bring on the day.
4. Plan The Day in Detail
Your itinerary is the roadmap for the day. Break it down into realistic time slots, including:
• Departure and arrival times
• Rest and meal breaks
• Educational activities or site visits
• Returning to school
Don’t forget to share this plan with your transport provider. At Sid Fogg’s, knowing your schedule helps us get everything running smoothly — including the right pick-up times and finding parking near busy city venues.
5. Organise Supervisors and Brief Staff
Make sure you’ve got the right student-to-teacher ratio and assign specific supervisors to specific groups. Provide them with contact information, roles for the day, and a printed itinerary so they know where they need to be and when.
6. Prepare Supplies and Student Briefings
Before the day, take time to walk your students through what they need to bring (hat, water bottle, lunch, etc.) and how to behave on an excursion. Talk through safety expectations on the bus and at the venue.
You’ll also want to pack:
• First aid kit
• Extra water and sunscreen
• Spare stationery or worksheets
• Mobile phone with fully charged battery
• Copies of every student’s medical needs and emergency contact
7. Confirm Final Details with Your Coach Company
A few days prior to departure, give Sid Fogg’s a quick call to confirm final numbers and timings. Our team will double-check everything with you to make sure nothing’s been missed.
8. Enjoy The Day — We've Got the Driving Covered
On the day of the excursion, your focus should be on the students — not how to get there. With Sid Fogg’s behind the wheel, you’ll be travelling with dependable drivers who are patient, professional and trained with child safety in mind. Many of them have years of experience in school charters and take pride in supporting educators and students.
Let us worry about the road, the route, and the return. You just enjoy the journey.
Make School Travel Easy with Sid Fogg’s
As your local coach charter specialists, we know how to help schools stay safe, organised and relaxed — every step of the way. From personalised itineraries to well-maintained coaches and friendly service, we’re proud to be the transport partner schools across NSW continue to rely on.
Explore more about our school charter services here, and get in touch to start planning your next excursion. When it’s time to head out the gate, we’ll be ready — just like we always have been.
