Pre-course planning checklist

Time
scale / To do / Notes /
x months before visit / Market the trip to parents, giving them adequate time to budget for the course. / Please do use the Burwell House PowerPoint presentation (downloadable from our website) in order to help in doing this.
4 months before visit / School will be contacted to discuss the numbers of pupils to bevisiting,and an invoicefor 20% of the anticipated final cost will be issued. By this stage we need a fairly clear idea of the number of children coming on the visit. / By this time the school will have reached a time whereby they hold increasing financial liability for their course in the case of cancellation. Please see your booking form for details.
4 months before visit / School will be contacted to discuss timetable. Allocate time for a planning visit to the Centre (if possible) or at the very least a detailed phone call conversation to discuss requirements.
Before planning meeting / Fill in pre-planning questionnaire (download from website) and send to Burwell House to enable a more productive planning visit.
x weeks before visit / Issue parents with a kit list for the trip. / See website for suggestions, though precise kitlists should be tailored by each school.
3 weeks before visit /
  • Return bedroom list, including location of any bedwetters – via email, fax or post.
  • Return meals planner and special diets sheet – via email, fax or post.
/ Please keep us up to date with any changes after this has been submitted.
Please keep us up to date with any changes after this has been submitted
2 weeks before visit.
1 week before visit. / TV studio
  • If you wish for the ‘producer’ of your show to give feedback on the prepared scripts, email these to us.
  • If you wish to use the ‘bluescreen’ then email us a list of required backgrounds or email us the pictures themselves.
/ See detailed TV studio notes on our website.
1 week before visit / If diaries are to be used, download from our website, duplicate in the numbers required and complete relevant parts. / Bring with you on visit
1 week before visit / Create bedroom labels so it is clear which adults or children are present in each room.
(A4 portrait style) / Bring with you on visit - these can be attached to bedroom doors on arrival at the Centre
1 week before visit / Ensure that you have a group first aid kit to bring with you.
1 week before visit / At times in your timetable where the group is being split into more than one group to complete a range of activities, the school should
pre-allocate theschool staff who are to be with each group at what time and download any relevant session plans. It is also normally possible to allocate non-contact time for staff. / Ensure relevant staff read relevant documentation and are aware of their roles once they are at the Centre.