Planning Overseas School Trips

Planning Overseas School Trips

Planning an overseas trip for ākonga is a complex EOTC undertaking. International travel adds extra considerations around travel arrangements, accommodation, health, insurance, finances, emergency response, supervision, cultural context and provider due diligence.

A strong school EOTC management system should set out a clear process for proposing, approving, planning, delivering and reviewing overseas trips. It should also make expectations clear for staff, supervisors and external providers, and support effective communication with ākonga, whānau and the board. 

These example templates can help schools think through the planning requirements and develop a consistent approach. They should be adapted to your school’s policy and procedures, the trip context, destination, activities and the needs of your ākonga.

Key planning considerations 

When planning an overseas EOTC experience, schools should consider: 

  • the educational purpose and intended outcomes for ākonga 

  • board approval, school policy requirements and delegated decision-making 

  • due diligence on tour companies, overseas providers, activities, accommodation and transport 

  • the suitability of the trip for all participating ākonga, including accessibility, health, cultural and religious considerations 

  • staff and supervisor competence, roles, responsibilities and contingency planning 

  • passport, visa, health, medication, vaccination and travel insurance requirements 

  • communication with parents, caregivers and whānau, including costs, payment schedules, refunds and cancellation information 

  • supervision arrangements that reflect the destination, activities, environment and student needs 

  • emergency response processes, contact arrangements, incident reporting and post-incident support 

  • ongoing review as the itinerary, providers, travel advice or risk profile changes 

Example planning templates 

These templates are based on three overseas trips undertaken by Year 10 International Studies classes, with the examples focused on a trip to Thailand. They are provided as examples to support planning and internal discussion, not as ready-to-use documents. 

Important note 
These templates are examples only. They may not cover everything your school needs to consider for an overseas trip. Before using them, schools should check that the documents are fit for purpose, current, aligned with the school’s EOTC policy and procedures, and appropriate for the specific trip, destination, activities and students involved. Schools remain responsible for their own due diligence, approval processes, supervision planning, risk management, emergency planning, insurance and communication with whānau. 

Related guidance 

Ministry of Education | Overseas school trips 

Ministry of Education | Overseas school trips supplementary guidance 

EONZ | EOTC Safety Management Plan and Toolkit 

SafeTravel | Official advice for New Zealanders travelling overseas 

 

 

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Overseas Trip Risk Assessment and Supervision v1

Context: EOTC general, Outdoor education, Junior outdoor education, Senior outdoor education, School camps, Safety management, Primary/Intermediate setting, Secondary setting, EOTC Safety Management

Type: Planning tool

Description: Overseas Trip Risk Assessment and Supervision v1
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Overseas Trip Event Planning Guide v1

Context: EOTC general, Outdoor education, Junior outdoor education, Senior outdoor education, School camps, Safety management, Primary/Intermediate setting, Secondary setting, EOTC Safety Management

Type: Planning tool

Description: Overseas Trip Event Planning Guide v1
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Overseas Trip Checklist v2

Context: EOTC general, Outdoor education, Junior outdoor education, Senior outdoor education, School camps, Safety management, Primary/Intermediate setting, Secondary setting, EOTC Safety Management

Type: Planning tool

Description: Overseas Trip Checklist v2
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In Country Transport EOTC Standard operating Procedures v1

Context: EOTC general, Outdoor education, Junior outdoor education, Senior outdoor education, School camps, Safety management, Primary/Intermediate setting, Secondary setting, EOTC Safety Management

Type: Planning tool

Description: In Country Transport EOTC Standard operating Procedures v1
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Air Travel EOTC Standard Operating Procedures v1

Context: EOTC general, Outdoor education, Junior outdoor education, Senior outdoor education, School camps, Safety management, Primary/Intermediate setting, Secondary setting, EOTC Safety Management

Type: Planning tool

Description: Air Travel EOTC Standard Operating Procedures v1
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Activity Supervision - EOTC Standard Operating Procedures v1

Context: EOTC general, Outdoor education, Junior outdoor education, Senior outdoor education, School camps, Safety management, Secondary setting, EOTC Safety Management

Type: Planning tool

Description: Activity Supervision - EOTC Standard Operating Procedures v1
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Accommodation EOTC Standard Operating Procedures v1

Context: EOTC general, Outdoor education, Junior outdoor education, Senior outdoor education, School camps, Safety management, Secondary setting, EOTC Safety Management

Type: Planning tool

Description: Accommodation EOTC Standard Operating Procedures v1
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