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Group Organisers Guide for Schools and Colleges
We are a family run company, that has been in existence since 1931 and although the vehicles may have changed since then, the principles behind what we do remain the same. We aim to offer a level of professionalism which stands out from the crowd, with quality and safety being of prime importance.
From a group of toddlers to the largest corporation we apply these principles in everything that we do. Our high levels of customer care and reliability have enabled us to build up a large number of regular customers who trust us to carry out their exact requirements. We can provide a full service to the group organiser. So as well as helping with the planning of your day, we can help you with tour and venue ideas and assist with the booking of accommodation.
At Chalkwell, we don't believe in leaving anything to chance. That's why our vehicles are maintained to the highest possible standards at our own purpose built maintenance depot.
As with everything, you may be able to get a cheaper price but it is always worth considering what you are actually saving, as not all services are like for like. Try considering what the cost of your hire is per person and then consider what you will be missing out on if you choose to use an operator without the same high standards as we have.
If you have any questions or need any reassurance of any aspect of our services, please do not hesitate to call us, we are here to help.
What you need to tell us...
In order to meet your exact requirements we need to know the following information:
. What is the exact pick up time and location? Street names, postcodes, maps and diagrams are very helpful.
. What is the exact destination? Again, street names, postcodes, maps and diagrams would be of use.
. Will the vehicle be required to go anywhere else during the course of the hire?
. Will you require any stops en route?
. What time do you need to leave your destination?
. What time do you need to be back by?
Our reservations staff will be happy to help if you are uncertain about anything.
Some useful information...
. We have a variety of vehicles available for hire, including 16, 25, 33, 53 and 70 seat coaches. We also have 49 seat executive coaches for that special occasion. We will be happy to amend your quotation should you require a different sized vehicle.
. Our booking office is open Monday to Friday 0830-1730 hrs and Saturdays 0830-1230. Our maintenance depot is open during the evenings and all weekends, although the staff there are only able to deal with emergencies. Normal enquiries and lost property claims must be made during office hours.
. At certain out-of-hours times you may be directed to an answer phone and any urgent messages will be dealt with as soon as possible. Again, normal enquiries and lost property claims must be made during office hours.
. If you require collection from an airport we need to know your flight number and airport of origin.
. We recommend that you nominate a group leader for the day of the hire, who will be responsible for liaising with the driver. All our vehicles are fitted with two-way radios, but preferably we need to have a mobile phone number for the group leader for use in emergencies.
. The group leader should re-confirm any pick up and drop off times with the driver on the day. We reserve the right to charge extra should the hire overrun due to passengers not being ready in time.
. The hirer of the coach is required to pay all parking fees and tolls, which are not normally included in the cost of your hire unless you specifically ask. The group leader must give the money to the driver on the day. Our reservations staff will be happy to advise you how much you will need.
. We ask that people respect the driver and coach. Please help us to keep our vehicles tidy by asking your party to remove any rubbish that may have been left.
. We recommend that you or the group leader checks the coach for items of lost property once the last people have got off.
Safety First
Whether the visit is to a local park, museum or swimming pool, or includes a residential stay in the UK or abroad, it is essential that formal planning takes place before setting off. This involves considering the dangers and difficulties which may arise and making plans to reduce them. The Department for Education and Skills (DfES) have produce a guide for teachers who are planning educational visits, which is freely available from the internet. However, we have included a lot of information in this booklet to assist you.
Supervision
DfES recommend the following ratios of adult supervision on visits, which are:
. One adult for every six pupils in years 1 to 3 (under 8's)
. One adult for every 10-15 pupils in years 4 to 6 (8-10 year olds)
. One adult for every 15-20 pupils ,in years 7+ (11 year olds upwards)
Where the risk assessment for a particular trip points to a higher than normal number of hazards, then the ratios should be increased accordingly.
The group leader is responsible for the group at all times. In delegating supervisory responsibility roles to other adults in the group, it is good practice for the group leader to:
. Allocate supervisory responsibility to each adult for named pupils
. Ensure that each adult knows which pupils they are responsible for
. Ensure that each child knows which adult is responsible for them
. Ensure that all adults understand that they are responsible to the group leader for the supervision of the pupils assigned to them.
. Ensure that all adults and pupils are aware of the expected standards of behaviour
It is good practice for each supervisor to:
. Have a reasonable prior knowledge of the pupils including any special educational needs, medical needs or disabilities
. Carry a list/register of all group members
. Directly supervise the pupils - particularly when they are mingling with the public and may not be easily identified
. Regularly check that the entire group is present
. Have a clear plan of the activity to be undertaken and its educational objectives
. Have the means to contact the group leader /other supervisors if needing help
. Have prior knowledge of the venue - the group leader should normally have made an exploratory visit
. Anticipate a potential risk by recognizing a hazard, by arriving, where necessary at the point of the hazard before the pupils do, and acting promptly where necessary
. Continually monitor the appropriateness of the activity, the physical and mental condition and abilities of the group members and the suitability of the prevailing conditions
. Exercise appropriate control of the group and ensure that pupils abide by the agreed standards of behaviour
. Clearly understand the emergency procedures and be able to carry them out
. Have appropriate access to first aid
Safety First
On the coach
Emergency Exits - These can normally be found at the front and rear of the vehicle and are clearly labeled. Additionally, many vehicles have windows which are specifically marked as emergency exits and can be broken using the special hammers found nearby. Under normal circumstances passenger will only alight through the door at the front of the vehicle, and nobody should use the other exits as there is normally a long drop to the floor which may cause injury.
Fire Extinguisher - Every vehicle has to carry a fire extinguisher. These can be found towards the front of the vehicle and are clearly marked.
First Aid Kit - Again, this is found towards the front of the vehicle and is clearly marked.
Seat Belts - All our coach-hire vehicles are fitted with seatbelts, and we recommend that the adults ensure that the children are wearing them, as the driver cannot be responsible for ensuring this.
It is strongly advised that you familiarize yourselves with these items and point them out to your group. This is particularly relevant on the continent, where the authorities may stop the vehicle and test your knowledge.
We also recommend that the adults are spaced out around the vehicle. If all the adults sit at the front it could lead to children feeling they can misbehave further down the coach.
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Chalkwell
Garage
& Coach Hire Ltd
195 Chalkwell Road
Sittingbourne
Kent
ME10 1BJ
Tel: 01795 423982
Fax: 01795 431855
coachhire@chalkwell.co.uk |
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