School tours are one of those things every teacher looks forward to, and slightly dreads at the same time. The day itself is always brilliant. Getting there is where the work is.
Between principal sign-off, parental consent, transport bookings, and keeping 30 kids accounted for at all times, there’s a lot to coordinate. The good news is that once you break it down into steps, organising a school trip in Ireland is very manageable.
Whether it’s your first time planning one or you’ve done it before, this guide walks you through exactly what to do and when to do it.
School Tour Planning Checklist for Irish Teachers
Use this as your reference from the moment you decide to plan a trip.
6–8 Weeks Before
- Decide on your learning objectives and the type of trip that suits your class
- Research 2–3 venue options and check availability for your preferred dates
- Get preliminary principal approval before contacting any venue
- Request a written quote from your chosen venue (confirm what’s included in the price)
- Book transport and confirm the coach can accommodate your group size
- Confirm the venue booking in writing
4–5 Weeks Before
- Send a letter home to parents with full details: date, destination, cost, what to bring, and estimated return time
- Distribute parental consent forms (required for all students travelling)
- Set a clear deadline for consent forms and payment
- Begin collecting medical and dietary information for students with specific needs
2 Weeks Before
- Confirm booking with both the venue and the transport provider
- Chase any outstanding consent forms or payments
- Share medical and dietary information with the venue
- Arrange additional adult supervision if needed (check your school’s required ratios)
The Week Before
- Brief your class on the day: what they’ll do, the rules, and what to bring
- Prepare your teacher’s pack: consent forms, emergency contacts, first aid info, and the venue’s contact details
- Confirm departure time with parents and remind them of what students need on the day
The Day Of
- Do a headcount before boarding and again at the venue
- Bring all consent forms and emergency contacts with you
- Do regular headcounts throughout the day, especially when moving between activities
- Report any accidents or injuries to your principal on your return
Keep the planning on track — download our free week-by-week school tour checklist.
Step 1: Book Your School Trip Early
The single biggest mistake teachers make when organising a school tour is leaving it too late. Popular Dublin venues get booked up fast, especially in May and June when every school in the city is planning end-of-year trips.
Starting your planning at least 6–8 weeks out gives you a better choice of dates, keeps costs manageable for families, and avoids clashing with other classes or year groups targeting the same window.
For day trips within Ireland, 6–8 weeks is sufficient. For anything residential or abroad, you’ll need several months of lead time.
Step 2: Get Principal Approval Before Anything Else
Before you contact any venues or mention the trip to students or parents, get your principal on board.
Under INTO guidelines, schools may close for one day per school year for an educational tour, provided at least 25% of the school enrolment is participating and the board of management has given permission. That means you need board sign-off for a whole-school tour day, so start that conversation early.
Come to your principal with a clear proposal: the venue, estimated cost per pupil, the educational value, and your preferred dates. The more prepared you are, the faster the approval process.
Step 3: Choosing the Right School Tour Venue in Dublin
The best school tours balance fun with purpose. When evaluating venues, ask:
- Is there a structured, supervised programme?
- What is the adult-to-student ratio on site?
- How accessible is the venue from your school?
- Is the programme age-appropriate for your class?
For school groups in Dublin, activity-based venues tend to work well. Students stay engaged, work as a team, and get a full physical day out.
At Astropark, we offer Primary School Tours that run for four hours and include supervised activities like Bubble Football, Nerf AstroWars, and an Obstacle Course, followed by free pitch time.
For secondary and Transition Year classes, we also offer TY School Tours with activities suited to older students.
Both our Coolock and Tallaght locations are close to the M50, making them accessible for schools across Dublin and the surrounding counties.
Step 4: School Trip Consent Forms and Parent Communication
This is the part that catches teachers off guard if left too late. Parents are required to sign a consent form for each child travelling, including contact telephone numbers in case they need to be reached. The teacher in charge should carry these forms on the day, along with a mobile phone.
Your letter home should cover:
- Date and destination
- Cost and what is included
- What students need to bring on the day
- Expected return time
- Any medical or dietary information required
If the trip involves a significant cost, give parents as much notice as possible. You’ll also need to collect any medical or dietary information and pass it on to the venue in advance.
Step 5: Book School Tour Transport and Your Venue Together
A very common oversight is booking the venue and assuming transport will sort itself out. Book both at the same time. Once your date is confirmed, secure your coach immediately, then follow up with both the venue and the bus company again two weeks before the trip.
Get a written quote, confirm the coach size matches your group, and verify the vehicle has seatbelts.
Step 6: Prepare Your Class for the School Trip Day
The day runs far more smoothly when students know what to expect. Talk through the trip with your class beforehand: what they will see and do, who will be with them, what they need to bring, and what the rules are for the day.
On the morning itself: headcount before boarding, rules reminder, and make sure everyone has visited the bathroom before departure. These basics matter most when you’re managing a group outside school.
Step 7: Managing the School Trip on the Day
Keep your consent forms, emergency contacts, and medical information on you at all times. Do regular headcounts when moving between areas or activities.
Any pupil injuries must be reported back to school, and if issues arise with the venue or transport, teachers should notify their principal on their return.
Then, genuinely, enjoy it. School tours are one of the best days of the year for students and for the teachers who put in the work to make them happen.
Official Irish Resources for School Tour Planning
Before finalising your trip, these are the key official sources relevant to Irish schools:
- INTO — School Tours: Covers INTO rules on school closure days for tours, consent form guidance, and sample parent letters.
- FSSU — School Tour Guidelines: Essential reading on how tour costs should be handled, particularly for trips abroad.
- NCCA — Outdoor Learning: Guidance on outdoor learning as part of the redeveloped Primary School Curriculum, including webinars and resources for teachers.
- Department of Education: For broader school policy, circulars, and guidance relevant to school activities and outings.
Planning a School Tour in Dublin? Astropark Has You Covered
From principal approval to the day itself — our free checklist covers every step so nothing falls through the cracks. Download our free checklist.
And if you’re looking for a structured, active school tour in Dublin for your primary class or TY group, we’d love to help make the day as easy as possible.
You can book your school tour directly online, and you can also download a brochure to share with your principal. We run both Primary School Tours and Transition Year School Tours from our Coolock and Tallaght locations throughout May and June. If you have any questions before booking, you can get in touch with our team directly.
- Coolock: (01) 806 0088
- Tallaght: (01) 459 9822
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