Visits and Outings Procedures 

HSCS: 1.10, 1.32,  

At Willow Den we offer children a range of local outings including walks and visits off the premises. We believe that planned outings and visits complement and enhance the learning opportunities inside the nursery environment and extend children’s experiences.  


Visits and outings are carefully planned using following guidelines, whatever the length or destination of the visit: 

  • A pre-visit checklist, full risk assessment and outings plan will be carried out by a senior practitioner before the outing. The venue should have been visited by a practitioner prior to the outing, to risk assess and ensure it is appropriate for the age, stage and development of the children.  
  • Written permission must be obtained from parents/carers before taking children on outings. 
  • We provide appropriate staffing levels for outings dependent on an assessment of the safety and the individual needs of the children. There will be minimum of 2 staff members if on a local (walking distance) outing, and a minimum of 3 staff members if the outing is further afield. The minimum adult to child ratio is 1:6. At least one member of staff will hold a valid paediatric first aid certificate. 
  • A first aid kit will be taken on all outings, along with any medication required by individual children present. 
  • A register of children including emergency contact numbers, allergy and medical information will be taken on all outings. 
  • Regular named headcounts will be carried out and recorded. Timings of headcounts will be agreed with the nursery manager prior to the outing. 
  • All staff will wear the nursery uniform and high visibility vests/jackets.  
  • All children will be easily identified by wearing high visibility vests.  
  • At least two fully charged mobile phones, including the nursery phone, will be taken on all outings. 
  • A record of all outings should be made in the outings book. 
  • There may be opportunities for parents/carers to assist on outings. The nursery manager will distribute information prior to the outing regarding health and safety and expected codes of conduct. 

Risk assessment/outings plan 

The full risk assessment and outing plan will be shared with parents by email / online in order for them to see before giving consent. This plan will include details of: 

  • The name of the designated person in charge – the outing leader  
  • The name of the place where the visit will take place 
  • The estimated time of departure and arrival 
  • The number of children, age range of children, the ratio of staff to children, children’s individual needs and the group size   
  • The equipment needed for the trip, i.e. first aid kit, mobile phone, coats, safety reins, pushchairs, rucksack, packed lunch, etc.  
  • Willow Den Spartans contact numbers  
  • Method of transportation and travel arrangements (including the route) 
  • Financial arrangements 
  • Emergency procedures 
  • The name of the designated first aider and the first aid provision 
  • Links to the child’s learning and development needs. 

Use of vehicles for outings 

When planning an outing using vehicles, records of vehicles and drivers including licenses, MOT certificates and business use insurance are checked. If a vehicle is used for outings the following procedures will be followed: 

  • Ensure seat belts, child seats and booster seats are used as appropriate 
  • Ensure the maximum seating is not exceeded 
  • Nursery practitioners will be present with children in the vehicle at the appropriate ratios 
  • No child will be left in a vehicle unattended 
  • Extra care will be taken when getting into or out of a vehicle 
  • The vehicle will be equipped with a fire extinguisher and emergency kit containing warning triangle, torch, blankets, wheel changing equipment etc. 

Public Transport 

  • If using a public transport, there will be a minimum of 3 staff present.  
  • One practitioner will go on the bus first to direct children where to sit.  
  • The second practitioner will get on the bus and name check children on at the door. One practitioner must be the last from the group to get on the transport and will not get on until all children have been named checked on.  
  • The same procedure should be followed in reverse for getting off the bus.  
  • The first practitioner should get off the bus and be ready to gather the children in a group. The second practitioner will stand at the bus door and name check children off. 
  • One practitioner must be the last in the group to get off the bus and will make sure all children have been accounted for before getting off. 

Procedure for lost children during an outing 

  • Refer to the “Missing child procedure on Outings.” 
  • Incidents will be recorded in full and the Care Inspectorate informed when appropriate. 

Procedure for accidents and emergencies 

  • Accidents should be dealt with in accordance with the Accidents and First Aid Policy. Staff will assess if it is appropriate that the group should return to the nursery early due to an incident that has occurred. In the event that an ambulance is required while on an outing, and the child’s parent/carers are not present, the most appropriate member of staff will accompany the child to hospital. The rest of the group will return to the nursery. 
  • In the event of an emergency such as dangerous weather or a terrorist attack while on an outing, staff should find a safe haven and remain there with all children until the danger passes. A group text message should be sent from the nursery phone too all parents/carers to inform them that the children are safe. Further information can be found at: