The term ‘external provider’ can include museums, local farms, activity providers, residential centres, tour operators, expedition providers etc.
Good communication with any external provider is essential to ensure that the visit matches expectations and runs according to plan. The following steps can assist with this process.
In the planning stage the Visit Leader should consider:
- Using a reputable provider
- Liaising with the provider to discuss the aims and the needs of the group
- Establishing whether the provider requires to be vetted (see section 4.12 )
- Checking adequate insurance is in place (see Section 7)
Prior to the visit the Visit Leader should consider:
- Liaising with the provider in order to find out what is expected of them or their party (e.g. where to go, what to bring, etc.)
- Providing any relevant information to the provider such as the group’s age-range, relevant medical conditions, additional support needs, competence
- Confirming whether risk assessments are in place
- Compliance with Local Authority or Employer child protection policy
The Visit Leader retains ultimate responsibility for participants at all times during off-site visits, even when the group is under instruction by staff from the provider. Visit Leaders should remember that they are still expected to act as a normal caring parent, and must raise any concerns about the activity with any third party providers.
Additional information regarding providers of transport can be found in Section 6.
Additional information regarding providers of adventure activities can be found in Section 12.
If using specialised service providers such as tour operators and expedition providers, more detailed information can be sought through the Local Authority or Employer.
