How to plan a school trip abroad for pupils with SEND
- Last reviewed
- 6 min read
- For schools
The short answer
Pupils with special educational needs and disabilities have an equal right to take part in school trips abroad, and schools must plan to include them and make reasonable adjustments. Start planning before you know who is going, involve the SENCO, parents and the pupil early, build in extra staffing where needed, and do not pass the cost of adjustments on to the pupil's family. A preliminary visit is strongly recommended for overseas trips involving pupils with SEND.
Key takeaways
- OEAP National Guidance says all young people have an equal right to be included in visits, and that schools must make reasonable adjustments so everyone can benefit.
- The Equality Act 2010 makes it unlawful to discriminate because of disability, and requires reasonable adjustments to facilities and services.
- You must not pass the extra cost of an adjustment, such as additional staff, to the pupil, their parents or the rest of the group through non-voluntary charges.
- Staff supervising one pupil for much of the trip should not count in the general ratio, so the overall staffing number may need to rise.
- Disabled passengers flying from UK airports are legally entitled to free assistance (UK Civil Aviation Authority). Ask for it when you book, or at least 48 hours before departure.
What must schools do to include pupils with SEND on a trip abroad?
OEAP National Guidance (document 4.4i) sets out the principle: all young people have an equal right to be included in offsite visits, so establishments must plan to enable pupils with special educational needs and disabilities to take part, and must make reasonable adjustments. OEAP document 3.2e adds that the Equality Act 2010 makes it illegal to discriminate because of a protected characteristic such as disability, and that an establishment must make reasonable adjustments to its facilities or services.
For pupils with medical conditions, schools in England also have a duty under the Children and Families Act 2014 to support them, and DfE's statutory guidance Supporting pupils at school with medical conditions expects schools to consider what reasonable adjustments allow those pupils to take part in visits fully and safely. The practical message from all of these sources is the same: plan the support first, and only then ask whether any element is genuinely not possible.
When should planning start and who should be involved?
OEAP says to consider the needs, behaviours and abilities of potential participants well in advance. Where the lead-in is long and you do not yet know who will go, assume there may be pupils with SEND and choose venues, transport and accommodation accordingly.
- SENCO. Involve the special educational needs coordinator at an early stage.
- Parents and the pupil. Talk to them about what support is needed and how the pupil is likely to respond. Inform parents well in advance so you know about needs.
- Professionals. Depending on the pupil, this may include the headteacher, class teacher, social worker, GP or mental health practitioner, and any provider.
- Care plans. Where a pupil has an Education, Health and Care (EHC) plan or another care plan, use it to inform the visit plan.
- Preliminary visit. OEAP strongly recommends one for overseas trips involving pupils with SEND, to check access, supervision and the practical setting.
How should staffing and supervision change?
OEAP says supporting pupils with SEND may require additional staffing, and that staff should be experienced in the needs and behaviours of the pupils involved. Its list of factors to weigh includes:
- the need to administer medication or help with toileting
- any heightened likelihood of absconding or a medical emergency
- how being away from the normal setting affects behaviour, including unpredictable fears or phobias
- any need for manual handling, and whether staff need training
- the need for flexibility so staff working one-to-one can take breaks
A member of staff who cares for an individual pupil for a significant proportion of the time should not be counted in the overall staffing numbers, because their role is that pupil's wellbeing. Brief all staff on the needs of participants, and make clear who supervises anyone likely to abscond, display challenging behaviour or have a seizure. Our guide to staff to pupil ratios on school trips abroad explains how to set the overall figure.
What should you check abroad?
| Area | What to check |
|---|---|
| Flights and airports | Airlines and airports provide free assistance. Ask the airline, travel agent or tour operator when you book, or at least 48 hours before departure, and keep written confirmation (UK Civil Aviation Authority). Airport assistance desks can provide optional lanyards for hidden disabilities. |
| Transport on the ground | Wheelchair access and securing points on coaches and trains, and the kerb and step access on walking routes. |
| Accommodation | Accessible rooms and toilets, noise and layout, and arrangements for disposing of soiled dressings or pads. OEAP notes bunk beds may not be appropriate. |
| Venues | Access, quiet spaces and re-entry rules. For autistic pupils OEAP suggests checking whether a venue lets you leave and return on the same ticket. |
| Communication | Whether an interpreter trained in Makaton, signing or another medium is needed, and who on the team can support it. |
| Medication | Time zones, storage and the destination's rules on carrying prescribed medicines. Controlled drugs need extra checks before travel. |
| Insurance | Whether the policy covers declared pre-existing conditions and mental health issues such as self-harm. |
For autistic pupils, OEAP document 4.4r recommends consulting parents and the SENCO, carrying out pre-visits, building in flexibility such as early exit options and quiet space, and preparing the pupil with a visual story, a clear timeline and a sensory map where available. A detailed timeline of when they will eat, sleep and travel can help families prepare their child.
Who pays for the adjustments?
The cost of an adjustment may be considered when judging whether it is reasonable, and what is reasonable depends on resources. A school that is part of a large organisation is expected to meet higher costs than a small youth charity. If an adjustment is judged unreasonable, OEAP says to work with the pupil or their parents on alternatives, such as changing the destination or making alternative provision. Price the staffing before you publish the trip cost, using our group travel budget guide.
What if a pupil genuinely cannot take part?
OEAP accepts that occasionally it may not be possible to include someone without significantly compromising the outcomes for others. You must then be able to show the decision was for a reason other than unfair discrimination, and consult those involved first, including the headteacher, visit leader, SENCO, parents and any provider. Consider an alternative but equally valuable parallel activity. Behaviour is not a protected characteristic, but where it is linked to a disability take great care that discrimination does not occur.
How Roamly can help
Roamly plans group flights, accommodation and ground transport, and can put your access questions to suppliers while it builds the itinerary. Our free travel risk assessment tool offers a structure for recording individual needs, and the school's SENCO remains the decision-maker. See our logistics service or contact us to discuss your group.
Sources
- OEAP National Guidance 4.4i: Special Educational Needs and Disability
- OEAP National Guidance 3.2e: Inclusion
- OEAP National Guidance 4.4r: Participants with Autism
- OEAP National Guidance 7.1r: Overseas Visits
- DfE: Supporting pupils at school with medical conditions
- UK Civil Aviation Authority: Assisted travel, how to access help and support
- UK Civil Aviation Authority: Your accessibility rights
General guidance only, checked against the sources above on 30 October 2026. Entry rules, airline policies and official advice change, so confirm the current position with the linked source before you travel.