How to Plan a School Trip: Free Checklist + Timeline

Planning a school trip can be one of the most rewarding experiences for both teachers and students. But without a clear system in place, it can also become overwhelming fast — juggling permission slips, itineraries, chaperone details, deadlines, and endless to-dos.

That’s why having a clear school trip planning checklist is essential. Not only does it help you organize tasks across several months, it gives you confidence that nothing will slip through the cracks — and helps make the trip run smoothly from start to finish.

Student trips offer so much incredible learning but they can be so difficult to plan and manage for teachers

Why a Checklist Helps Teachers Stay on Track

Let’s be real: teachers are already managing a lot. When you add the responsibility of organizing a student trip, it can feel like too much. A checklist breaks the planning process into manageable chunks and gives you a timeline that’s easy to follow. That means fewer late nights, less scrambling, and a more enjoyable experience for everyone involved.

The Power of Spacing Out Tasks

One of the most common trip planning mistakes is trying to do too much all at once - or starting too late. Our downloadable checklist encourages you to space out tasks over several months. From collecting medical forms to booking transportation, each item is timed to help you avoid the last-minute crunch and keep stress levels low.

Try Our Free Trip Planning Checklist Template

We’ve created a free, editable Google Sheet that gives you a clear timeline of what needs to happen, when - and how long each task might take. It’s designed to be flexible: you can adjust the tasks, set your own dates, and track progress with status updates.

Here’s what the checklist includes:

• Pre-filled task suggestions

• Custom timelines based on your trip date

• Auto-calculated start and due dates

• Status tracking (Pending, In Progress, Completed)

• Color-coded deadlines so you can see what’s urgent at a glance

You can get the checklist here →

How Chapperone’s Web Platform Simplifies Trip Planning Even More

Our checklist is just the beginning. If you’re looking to streamline your entire student trip planning process, Chapperone’s web platform can save you hours of admin time. With Chapperone, you can:

• Collect student and chaperone info digitally

• Share trip details and documents in one place

• Set deadlines and track progress across tasks

• Communicate clearly with everyone involved

It’s built by educators, for educators — and designed to remove the pain from trip planning so you can focus on what really matters: creating an amazing experience for your students.

Make Your Next Trip Easier - Start with the Checklist

Whether you’re a seasoned trip leader or it’s your first time organizing one, this checklist is your starting point. Use it to map out your tasks, space out your planning, and stay in control from day one.

👉 Download the free school trip checklist

Looking for a better way to manage your trip from start to finish?