Three free, editable templates to save you rebuilding the same paperwork for every trip. Each is a starting point, not a finished policy document: adapt it to your own school’s procedures and current requirements before use.
We aim to provide accurate, up-to-date advice for planning school excursions. If you spot any errors, outdated guidance, or missing information, please let us know so we can update it.
EOTC Risk Analysis and Management (RAMS) Template
An editable Word document covering trip details, activity description, a risk analysis and management table (with two worked examples), staff supervision and qualifications, weather/go-no-go criteria, emergency procedures, and sign-off.
This is a general-purpose starting point for your school’s own EOTC safety management plan: it isn’t official Ministry of Education, EOTC or Education Outdoors New Zealand (EONZ) documentation, and doesn’t replace your board’s own policy or activity-specific advice from a qualified provider. See our Water Safety Foundations and Land and Bush Safety Foundations guides for the planning principles behind it.
Download the RAMS Safety Management Plan Template (.docx)
Parent Consent and Medical Information Form Template
An editable Word document covering trip details, student and emergency contact details, medical information (allergies, conditions, medications, dietary requirements), a swimming ability declaration for water-based activities, photo/video consent, and consent to participate.
Adapt the fields to your own enrolment system and privacy obligations under the Privacy Act 2020 before use. See our Parent Communication for Water Activities and Parent Communication for Land-Based Activities guides for what to cover in the letter that goes out alongside this form.
Download the Parent Consent & Medical Information Form Template (.docx)
Camp Budget and Costing Spreadsheet
An editable Excel spreadsheet with a cost-line table (transport, accommodation, activities, food and more), an automatic per-student cost calculation, and a linked Grants & Fundraising Tracker tab so funding you secure is factored straight into the net cost per student.
This is a general costing tool, not financial or accounting advice: check your own school’s finance policy and procurement requirements before committing to costs. See our Grants and Funding guide for New Zealand funding sources to log in the tracker.
Download the Camp Budget & Costing Template (.xlsx)
Using These Templates
All three are free to download and edit. They’re deliberately general so they suit a wide range of trips, which means the real value is in adapting them properly: matching the risk analysis to your actual activity and location, matching the consent form to your school’s own systems, and building the budget around real, confirmed quotes rather than estimates.
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