The big question on every educator’s mind when planning a school trip abroad is how to keep the group safe. While you may know procedures at home, international travel introduces new challenges: language barriers, legal differences, and unfamiliar healthcare systems. In this article, based on 15+ years of running trips in Japan, Korea, France, Spain and Italy, we’ve created this checklist to ensure school trip safety.
Do Your Pre-Departure Homework
Understand Local Emergency Numbers
Our first tip for school trip safety abroad is to learn the local emergency numbers. These vary by country, so confirm them and keep them handy. Consider printing small cards with chaperone contact info and local emergency numbers for students to carry. For example, these are the numbers for the countries Studytip.com hosts trips in:
- Japan: 110 (police), 119 (fire/ambulance)
- Korea: 112 (police), 119 (accidents/ambulance), 1339 (medical assistance for international visitors)
- France, Spain, Italy: 112 (police/fire/ambulance)
Many countries also have 24/7 hotlines in multiple languages. For example, in Japan, the Japan National Tourism Organization offers a 24/7 hotline in English, Chinese, or Korean for emergencies, natural disasters, or tourist information. And in Korea you can dial 1339 for emergency medical information for international visitors.
Know Basic Local Laws and Cultural Norms
Understanding and sharing with your students rules around alcohol, ID requirements, and public behavior helps reduce risks and misunderstandings. A few tips for school trip safety abroad:
- Student medications: Confirm if students’ medications are allowed and whether supporting documents are needed. ADHD medication, for example, is banned in Japan, so alternate arrangements should be made before travel. For more information about bringing medication into Japan, you can check here. Regardless of your destination this type of information can be found through the local Ministry of Health or Customs and Immigration sites.
- Alcohol and tobacco: Check local age restrictions and set expectations in advance. Even if students are of age, some groups enforce a no-alcohol policy.
- ID requirements: Ensure students have proper identification, and know whether they should carry it or leave it in a hotel safe.
- Public behavior: Research and share with students basic cultural norms and laws to prevent accidental trouble.
Prepare Key Documents Before Traveling
- Passport & visa copies: Keep photocopies and digital versions secured with passwords. Both the school and chaperones should have copies.
- Embassy/consulate info: Know the location and contact information for your nearest embassy in case of lost passports, legal issues, or major emergencies.
- Health & insurance info: Collect emergency contacts, medical info, and confirm each student has insurance that covers them abroad. It’s important to understand if anyone in your group has medical conditions, allergies, or dietary restrictions that may impact them on the trip. Know the basic claim procedures so you can advise students appropriately. For example, reminding them to keep receipts for any medical bills.
Know How to Handle Common Emergencies
Based on 15 years of experience supporting groups abroad, these are the most common issues to plan for:
- Lost passport: File a police report, contact the embassy, and apply for a temporary passport.
- Lost or stolen items: Report to police and keep a copy of the report for insurance claims.
- Medical cases: Learn how clinics and hospitals work locally, and research local options which can provide service in your native language or can arrange an interpreter. Just in case it is also a good idea to have contact info for interpretation services handy in case, bring a translation app, and keep a list of key medical phrases. Plan for having an extra chaperone if a student needs to go to a doctor and someone needs to stay back with the rest of the group.Be sure to bring passports, insurance cards, and cash, then keep receipts for reimbursement.
- Minor behavior or safety incidents: Set clear expectations with students and/or parents. Define what requires sitting out or going home, and who covers costs.
Communication Protocols During the Trip
A great way to monitor your group and have a safe trip abroad is to have a communication plan in place. Below are our recommendations:
- Daily check-ins with students: Use a WhatsApp group, morning briefings, and nightly roll calls or reflections.
- Staff-only chat: Keep chaperones updated on any issues and support each other through issue resolution as needed.
- Student expectations: Set curfews, buddy systems, and free-time rules. Encourage students to share real-time locations and teach city navigation skills.
- Staying reachable: Ensure staff and students have working phones with local SIMs, eSIMs, or pocket Wi-Fi.
- Safe independent exploration: Discuss local scams, pickpocketing areas, and other destination-specific risks.
Top Safety Tips for Popular Destinations
Each destination has its own unique considerations. Based on our experience supporting school trip safety groups across Asia and Europe, here are practical tips to improve student safety and reduce risk in our core locations:
Asia (Japan & Korea):
- English may be limited in emergencies – know local emergency numbers, utilize tourist help hotlines, and research the nearest English speaking hospitals to your accommodation and activities.
- Teach students how to contact authorities and provide a list of common phrases used in emergency situations.
Europe (Spain, Italy, France):
- Pickpocketing is common in crowded tourist areas, so encourage students to use money belts or hidden pouches.
- Keep copies of passports and important documents separately from originals.
- Remind students to stay aware of their surroundings in busy public areas.
These small steps make a big difference in reducing risks and giving educators and students confidence while exploring.
How We Support Safer, Smoother Travel
Planning for school trip safety doesn’t need to be overwhelming. Our team has over 15 years of experience supporting educators with destination-specific guidance, emergency readiness, and on-the-ground coordination.
Here’s how we can support your trip:
- Pre-trip planning: We’ll share key emergency contacts, local laws, and practical safety advice relevant to your chosen destination.
- Custom documentation: We can provide materials to distribute to students (emergency cards, packing lists, safety expectations) based on your itinerary and destination.
- Risk management advice: We offer advice for handling common scenarios, from health concerns to behaviour incidents, aligned with your school’s policies.
- Clear communication tools: We help you set up communication channels for staff, students, and parents before departure.
- In-country support: Depending on the destination, on the ground support includes assistance with navigation and translation during activities, and can advise on how to handle emergency situations such as doctor visits or lost passports.
By working with an experienced partner, you’re not alone in planning or managing school trip safety on your own. We’re here to make sure your group has a safe, enriching, and low-stress experience.
Get in touch today to learn how we can help you plan your next adventure safely.
