With the education funding crisis showing little sign of improving, schools face new spending challenges. Many now need to review what they subsidise, including school trips. These trips offer clear benefits for pupils, especially those with SEND. To make them possible, schools often ask parents for voluntary contributions. But voluntary payments do not guarantee enough income, which can lead to cancellations.
A simple way to work out contribution amounts is to decide how many free trips each class can have within a capped cost. After that, the school might use Pupil Premium funding to support eligible pupils. You can then divide the remaining cost between the children taking part.
Fundraising can also help. Many schools run fundraising days or have a PTA that organises events. Use those funds to support enrichment activities and reduce reliance on voluntary payments. At the start of each year, set a target amount for trips across the three terms. Plan how you will reach that goal.
When trips become unaffordable
Sometimes, even after fundraising and subsidies, contributions still fall short. In that case, the headteacher may cancel the trip. The school business manager should keep a clear record of who has paid, so refunds can go out quickly.
Check cancellation policies. Some providers charge late-cancellation fees, which may cost as much as the original subsidy. One firm rule should apply everywhere: no child should miss out because their family could not contribute.
Creative alternatives
Consider arranging in-house experiences. A mobile farm visit, for example, can reach every class. The cost then spreads across the whole school, reducing individual contributions.
Travelling theatre companies can be cost-effective too. A single school-based performance may cost the same as sending one class to the theatre, but every class can enjoy the show.
Your visits coordinator should also look at venue locations. If a destination requires coach hire, try to find a similar local venue. Public transport can sometimes be free for schools, such as through TfL’s School Party Travel scheme.
Schools may not like asking parents to pay. But current pressures mean we cannot continue as before without making changes.
Caroline Collins is head of school business strategy and resources at Miles Coverdale Primary School.
