External Educational Activity Provider Due-Diligence Checklist
- Version
- v2
- Updated
- 7 October 2026
- Who this checklist is for
- Primary and secondary schools in England that are maintained schools or academies, excluding independent schools.
- Jurisdiction
- england
24 checklist steps
Blank response areas · preview only
Confirm applicability
Use this checklist when an outside organisation provides an educational-visit activity.
Identify the provider
Response required
Record the name of the external organisation providing the activity.
Provider name
Describe the activity
Response required
Record the educational-visit activity to be provided.
Activity description
Record LOtC Quality Badge status
Record whether the provider holds the LOtC Quality Badge.
Choose one
- Provider holds the LOtC Quality Badge
- Provider does not hold the LOtC Quality Badge
- Not checked
Record badge evidence
Record the evidence used to establish the provider's LOtC Quality Badge status, where checked.
Evidence or source checked
Check safety standards
Check the provider's appropriate safety standards and record the evidence reviewed.
- Yes
- No
- Not applicable
Notes
Record safety-standards evidence
Response required
Record the documents, information or other evidence reviewed for the provider's safety standards.
Evidence reviewed
Check public liability insurance
Check the provider's public liability insurance and record the evidence reviewed.
- Yes
- No
- Not applicable
Notes
Record insurance evidence
Response required
Record the insurance document or other evidence reviewed, including its identifying details where available.
Insurance evidence and identifying details
Apply additional checks where no badge is held
If the provider does not hold the LOtC Quality Badge, complete the following suitability checks before proceeding with the provider.
Check legal requirements
Check that the provider meets the legal requirements relevant to the activity and record the evidence reviewed.
- Yes
- No
- Not applicable
Notes
Check policies
Check the provider's health and safety policies and emergency policies.
- Yes
- No
- Not applicable
Notes
Check risk assessments
Check the provider's risk assessments for the activity.
- Yes
- No
- Not applicable
Notes
Check control measures
Check the provider's control measures for the activity.
- Yes
- No
- Not applicable
Notes
Check vehicle use
Where vehicles will be used, check the provider's vehicle arrangements and record the evidence reviewed.
- Yes
- No
- Not applicable
Notes
Check staff competence
Check the competence of the provider's staff relevant to the activity.
- Yes
- No
- Not applicable
Notes
Check safeguarding
Check the provider's safeguarding arrangements relevant to the activity and children involved.
- Yes
- No
- Not applicable
Notes
Check accommodation
Where accommodation is provided or arranged by the provider, check the accommodation arrangements.
- Yes
- No
- Not applicable
Notes
Check subcontracting arrangements
Check any subcontracting arrangements used by the provider.
- Yes
- No
- Not applicable
Notes
Check required licences
Check whether a licence is needed for the activity and, where needed, check that the provider has one.
- Yes
- No
- Not applicable
Notes
Record due-diligence evidence
Response required
Record the evidence reviewed for the provider checks and any matters requiring follow-up.
Evidence reviewed and follow-up matters
Agree responsibilities in writing
Obtain a written agreement with the provider that makes clear what each party is responsible for.
- Yes
- No
- Not applicable
Notes
Clarify supervision responsibilities
Where the provider will take over supervision of children, ensure the written agreement clearly records the supervision responsibilities.
- Yes
- No
- Not applicable
Notes
Record the written agreement
Response required
Record the location or identifying details of the written agreement and any outstanding points.
Agreement location, reference and outstanding points