The Role of a Group Leader on School Trips: A Guide
Designed to bring classroom learning to life, school trips are the perfect way to turn theory into reality, helping students develop new skills, build confidence, and gain a greater appreciation for different cultures, people, and perspectives from around the world.
But, behind every successful school trip is a dedicated individual—the group leader. They're the unsung heroes who make sure everything runs smoothly, allowing students to learn, explore, and enjoy their time away safely. It’s incredibly rewarding, and whether you’re leading a school trip for the first time or the hundredth, we’re here to support you every step of the way.
This guide will show you what it means to be a group leader, outlining the role’s responsibilities, its benefits, and how NST supports these leaders in organising memorable educational school trips in the UK and abroad.
What is a group leader for school trips?
A group leader on a school trip is the responsible adult (typically a teacher or staff member) who oversees and manages a group of students. More than just a chaperone, they act as the main point of contact and help between students, teachers, and any external providers, planning, coordinating and ensuring the trip is a positive experience for everyone involved.
Good qualities of a group leader:
Often, group leaders are required to possess a range of qualities and traits to be successful in their role. These attributes are key for maintaining order, safety, and creating a positive environment for students. These include:
- Responsible and reliable: A school trip group leader must be trusted to prioritise the safety and wellbeing of students in their care. They are dependable in following through with plans, making decisions guiding the group effectively.
- Strong organisational skills: From planning itineraries and booking accommodation to managing schedules and handling essential documentation (e.g. permission slips, medical forms, passports), all of these tasks demand a high level of attention to detail and organisation from group leaders.
- Excellent communication skills: Group leaders need to communicate instructions, information and expectations clearly to all parties (students, staff and parents). Leaders must also be active listeners to understand and address concerns or questions they may have.
- Problem-solving abilities: Sometimes, unexpected issues like lost items or cancelled activities can arise during school trips. That’s why group leaders must be able to think on their feet, assess the situation quickly and identify solutions to keep things running.
- Empathetic: Every group leader must also be patient, approachable and empathetic when responding to the emotional needs of their students. Creating a supportive and inclusive environment throughout the trip will help students feel safe, valued, and able to fully engage in the experience.
Other possible certifications or training to be a group leader:
- First aid: To handle medical emergencies, from minor injuries to more serious incidents, courses such as Emergency First Aid at Work (EFAW) or Paediatric First Aid Training enable group leaders to carry out immediate care until professional help arrives.
- Child safeguarding: Covering topics like recognising abuse, handling disclosures, and following safeguarding policies, this training helps group leaders identify, respond to, and report potential risks to students' welfare in compliance with government legislation.
- Educational Visits Coordinator (EVC): EVC training is designed for those responsible for planning and overseeing school trips. It provides guidance on risk assessments, legal responsibilities, and best practices to ensure educational visits are safe, well-organised, and enriching for students.
Many teachers or aspiring leaders in the education sector can also take Professional development courses such as National Professional Qualifications (NPQs) to develop their skills and knowledge to improve school outcomes.
The benefits of being a group leader
Curious about what stepping into the role of a group leader can do for you? Fortunately, there’s a wealth of personal and professional benefits, from career progression and broadening your horizons to building stronger relationships with students and colleagues alike.
Develops your professional skills
Firstly, undertaking the role of group leader is a fantastic opportunity to refine your professional skills as a teacher. You’ll learn how to confidently take charge, delegate tasks, adapt to changing circumstances, and manage group dynamics in unfamiliar settings. This further improves your problem-solving and organisational skills, which are vital in any leadership position. For many, it's a chance to build their resume and demonstrate their commitment to education.
Make a real difference to students’ lives
Being a group leader gives teachers and educators the chance to make a real, lasting impact on students' lives. See their confidence grow as they step out of their comfort zones and learn about geological formations on a science trip to Iceland, or WWII history in Normandy. Guiding students through these moments of discovery not only strengthens your communication and interpersonal skills but also brings a deep sense of personal satisfaction and job fulfilment.
Expands your cultural awareness
Students aren’t the only ones who gain cultural insight from school trips! Group leaders also benefit from experiencing new places, traditions, and perspectives firsthand. Whether visiting historical landmarks or speaking with experts at a LIVE! event, leading a trip broadens your own understanding of the world. It encourages open-mindedness, adaptability, and a deeper appreciation for cultural diversity.
10 Key responsibilities of a group leader
The role of a group leader is multifaceted. From the initial planning stages right the way through to supporting students’ needs, a group leader plays a crucial part in making any residential or overseas school trip both enjoyable and educational.
Here are ten key responsibilities that define the role of a group leader:
1. Set the Tone
As a group leader, you set the tone for the entire trip. Your enthusiasm and positive attitude will further encourage students to participate in the day’s planned activities, whether it’s practising French in Paris, or sketching the many fountains, cathedrals, and spectacular Bourbon architecture on the streets of Madrid.
Lead by example, demonstrating respect, patience, and a willingness to embrace new things, even during mishaps like students misplacing their worksheets or changes in weather. Doing so creates an environment where every student feels supported, inspired, and eager to learn, making it a memorable experience for all.
2. Establish clear communication with students, staff, and parents
Effective communication is the cornerstone of a successful school trip. Before the trip, conduct thorough briefings to share essential information, including the itinerary, safety protocols, emergency contacts, and travel details with students, staff, and parents.
During the trip, maintain open lines of communication, providing regular updates and addressing any concerns promptly. This is especially important when leading groups of students, as it ensures everyone stays informed, safe, and on schedule. After the trip, hold feedback sessions to gather group insights and ways to improve future excursions.
3. Coordinate all logistical aspects of the trip
From transportation and accommodation to meal arrangements and timetables, the group leader is responsible for coordinating all logistical aspects of the school trip, from start to finish. This involves liaising with service providers and tour operators, managing budgets, and confirming bookings.
They must also handle entrance tickets and any special dietary or medical requirements such as arranging gluten-free meals, access to inhalers for asthma, or coordinating mobility aids for students with physical disabilities. Always be prepared to handle unexpected changes and delays, remaining calm and positive in the face of challenges.
4. Plan the school trip itinerary
Developing a balanced and engaging school trip itinerary is essential. One way to achieve this is by aligning activities with the school's learning objectives while also allowing some flexibility and input from students. This makes them feel more involved and excited to go.
For instance, a visit to the Natural History Museum in London would be ideal for those with an interest in science and dinosaurs. Or, if your students love to cook, then take a food technology trip to the Opal Coast for some hands-on crepe and tarte sucre making at the exclusive Château d’Ebblinghem.
5. Create opportunities for educational enrichment
Again, it's important to remember that school trips are more than just sightseeing; they're opportunities for meaningful learning and discovery. As a group leader, you can enhance their experience further by providing interactive resources or notebooks for students to use, leading discussions and reflections on what they've learned throughout the trip.
On a historical tour of the Baths of Caracalla in Rome, for example, tie the visit back to what students have learned in lessons on ancient Roman architecture, engineering, and daily life. Overall, encouraging students to observe, question, and explore not only deepens their understanding but also nurtures a lifelong love of learning.
6. Be a cultural ambassador
When travelling to new places, especially on overseas trips, it's essential to promote respect for different cultures and environments as cultural ambassadors, representing both your school and country. This responsibility means guiding students to behave ethically and responsibly too.
If you plan on visiting temples in Japan, remind students to be mindful of local customs, such as removing their shoes before stepping inside. Additionally, teaching students about sustainable practices, like minimising waste ensures that their actions have a positive impact on the places they visit.
7. Maintain supervision, discipline, and behaviour management
Student safety and wellbeing should always be the top priority during school trips. Group leaders should be proactive in establishing clear expectations and boundaries. For example, when visiting busy locations like theme parks or museums, designate meeting points and set time limits to keep students together and prevent anyone from getting lost.
Implementing effective behaviour management techniques, such as positive reinforcement when students contribute to a Q&A session or activity, will also promote good conduct. Likewise, constant supervision is vital, whether through regular headcounts or by pairing students into small groups to ensure everyone is accounted for and has a safe, enjoyable trip.
8. Prepare for emergencies
With that said, every group leader must be prepared to handle emergencies. Having up-to-date first aid training, access to medical information, and a well-stocked kit containing bandages, antiseptic wipes, sunscreen (SPF30 or higher) and devices like an EpiPen in case of an allergic reaction or injury is crucial for resolving potential health-related issues efficiently.
Additionally, familiarise yourself with local emergency services, including the location of the nearest hospital, and a list of emergency contacts for all students. This proactive approach demonstrates responsibility and duty of care, giving students and parents peace of mind that help is readily available when needed.
9. Conduct risk assessments
Identifying potential hazards and risks is a key responsibility of a group leader. Before the trip, conduct thorough risk assessments by assessing the location, planned activities, and potential dangers such as uneven pathways or steep terrain. Based on these evaluations, plan and implement appropriate safety measures like sturdy footwear or aids like walking sticks or foldable canes.
Documenting your risk assessments and mitigation strategies shows you’ve considered all potential risks and have a clear plan for addressing them. This documentation should be shared with school staff, parents, and the students themselves to guarantee everyone is aware of the safeguards in place.
10. Adhere to legal and school policies
Finally, school trip group leaders must be aware of and adhere to all legal requirements and school policies, including child protection laws, supervision guidelines, and any regulations specific to the trip’s destination or activities. For example, overseas trips may require knowledge of travel laws and visa requirements, such as obtaining tourist visas for countries like the United States.
Adhering to student-to-adult ratios and emergency procedures is also important. Most schools typically have specific guidelines on how many students can be supervised by one teacher. This can vary depending on the age group, as younger pupils may require more adult supervision than older secondary students.
How NST supports group leaders
Nst is passionate about creating unforgettable educational experiences and memories. We understand the crucial role of a group leader, and offer comprehensive support, helping you navigate the logistics and develop a tailored itinerary with free downloadable resources for all subjects.
We also provide on-trip support from our NST representatives, subject experts, specialist escorts and local guides, including 24/7 emergency cover and risk assessment guidance, giving you peace of mind for the duration of your trip. It’s why so many schools choose to travel with us each and every year!
For more information, simply get in touch with our friendly team on 0330 333 6090 and we’ll be happy to help with your enquiry. Or, if you’ve already got a destination and subject focus in mind, request a quote and we'll be in touch the next working day.