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Example protocol for a school trip by coach

This protocol covers the part of a school trip or excursion in which the group travels in a hired coach with driver. A school's pupil transport protocol often also covers parents who drive, cycling and public transport; in that case, include this as the part about the coach. Each point says whether it is a legal rule, with the source, or an agreement you make yourself as a school.

Part 1 of 7

Agreements with the coach company

Put this on record before you book, and include it in your request or the confirmation.

Legal rule [1]A coach company that provides coach transport in the Netherlands or elsewhere within the European Economic Area needs a Community licence for it, and a certified copy of it for every coach.Source (in Dutch): Ondernemersplein (overheid), Vergunning, reisblad of attest voor busvervoer, read on 10 October 2026.
Agreement you make yourselfAsk the coach company about that licence, or look the company up in the public register of Kiwa Register.
Agreement you make yourselfPut on record: the date, the departure and return times, the pick-up and drop-off address, the number of pupils and supervisors, and whether every seat has a seat belt.
Agreement you make yourselfAsk on which phone number the coach company can be reached on the day itself, and who the driver is.
Legal rule [2]A driver drives at most 9 hours a day, and takes a 45-minute break after 4.5 hours of driving.Source (in Dutch): Rijksoverheid, Wat is er wettelijk geregeld voor de rijtijden en rusttijden bij wegvervoer?, read on 9 October 2026.
Agreement you make yourselfPlan the programme so that this break fits in. If the day gets long, ask the coach company whether a second driver has to come along.
Legal rule [1]If the trip goes abroad, the coach company has a completed journey form (reisblad) in the coach before departure, with the destination, the route and the number of passengers.Source (in Dutch): Ondernemersplein (overheid), Vergunning, reisblad of attest voor busvervoer, read on 10 October 2026.
Agreement you make yourselfFor a trip abroad, give the coach company the final number of passengers in good time.

What should a quote include? Driving and rest times on a day trip

Part 2 of 7

Seat belts and sitting

Legal rule [3]If the seat has a seat belt, everyone aged 3 and over uses it as soon as they are seated and the coach is moving. That applies to the pupils, the supervisors and the driver.Source (in Dutch): Reglement verkeersregels en verkeerstekens 1990 (RVV 1990), artikel 59a, read on 9 October 2026.
Legal rule [3]The passengers are told that the seat belt is mandatory: by the driver, the tour leader or a designated group leader, or by an announcement, a sign or a pictogram on every seat.Source (in Dutch): Reglement verkeersregels en verkeerstekens 1990 (RVV 1990), artikel 59a, read on 9 October 2026.
Legal rule [3]The driver himself may only carry passengers under 12 as article 59a prescribes: with the seat belt on, if the seat has one.Source (in Dutch): Reglement verkeersregels en verkeerstekens 1990 (RVV 1990), artikel 59a, read on 9 October 2026.
Legal rule [4]The child seat rule up to 1.35 metres is in article 59 and applies to cars, not to coaches. In law a coach is a vehicle for more than eight people, not counting the driver.Source (in Dutch): Reglement verkeersregels en verkeerstekens 1990 (RVV 1990), artikel 58a, 59 en 1, read on 9 October 2026.
Agreement you make yourselfAssign a supervisor per row or per part of the coach who checks at departure and after every stop that everyone has their seat belt on.
Agreement you make yourselfPupils stay seated as long as the coach is moving, and only stand up when the coach has stopped and a supervisor says so.
Agreement you make yourselfExplain the rules to the pupils in class beforehand, with the reason.

Seat belts and children on a coach

Part 3 of 7

Supervision

Agreement you make yourselfHow many supervisors come along is up to you as a school. A park may itself ask for a number of supervisors per group of pupils; check that with the destination.
Number of supervisors per coach
Agreement you make yourselfOne teacher per coach has final responsibility. Parents and other supervisors follow his or her instructions.
Teacher with final responsibility
Agreement you make yourselfSupervisors sit spread through the coach: at the front, by the middle door and at the back. Every supervisor has their own small group and knows the names.
Agreement you make yourselfInclude the supervisors in the number of seats you request from the coach company.

How many coaches do I need?

Part 4 of 7

The attendance list

Agreement you make yourselfMake one list per coach with the names of all pupils and supervisors. Count when getting on, after every stop and on returning home, and tick each name.
Agreement you make yourselfThe list exists twice: one with the person with final responsibility on the coach, one at school with whoever stays behind.
Agreement you make yourselfDo not put medical details on the list that goes round the coach. The person with final responsibility keeps those separately.
Legal rule [5]If a pupil under 18 travels abroad with the school, the consent of the parents with parental authority is needed. There is a consent form for this, which they fill in together.Source (in Dutch): Rijksoverheid, Moet ik een toestemmingsformulier invullen als mijn kind alleen naar het buitenland reist?, read on 10 October 2026.

Part 5 of 7

Emergency numbers

Fill these in before you leave, and give every supervisor a copy.

Legal rule [6]Call 112 if it is life-threatening, or for a crime that is happening at that moment. For the police without urgency, for example to report a crime, it is 0900-8844.Source (in Dutch): Rijksoverheid, Wanneer moet ik 112 bellen?, read on 10 October 2026.
Coach company, reachable on the day itself
Driver
Teacher with final responsibility (mobile)
School, whoever stays behind
Destination (desk or group reception)
GP out-of-hours service near the destination

Part 6 of 7

In case of a breakdown, an accident or illness

Legal rule [7]Rijkswaterstaat advises in case of a breakdown on the motorway: if possible, drive on to an emergency lay-by, car park or petrol station. If that is not possible, put the vehicle as close to the crash barrier as possible, get out on the right and go with all occupants as quickly and as far as possible onto the verge or behind the crash barrier.Source (in Dutch): Rijkswaterstaat, Pech op de snelweg of spitsstrook, read on 10 October 2026.
Legal rule [7]If there is acute danger, for example on an open rush-hour lane, call 112; for another unsafe situation 0800-8002. Say where you are, with the number on the nearest hectometre marker.Source (in Dutch): Rijkswaterstaat, Pech op de snelweg of spitsstrook, read on 10 October 2026.
Agreement you make yourselfThe driver decides about the coach. The supervisors follow his instructions, keep the group together and count after every move.
Agreement you make yourselfAt departure, ask the driver where the first aid kit, the fire extinguisher and the emergency exits are in the coach, and tell the supervisors.
Agreement you make yourselfIf a pupil gets ill or injured, one supervisor stays with them. The person with final responsibility calls the parents and the school.
Agreement you make yourselfAgree in advance when a pupil goes home early, who then collects or accompanies them, and that the group can carry on in the meantime.
Agreement you make yourselfBring your own first aid kit, and know which of the supervisors has first aid training. For medicines, follow your school's medicines protocol.
Agreement you make yourselfHave pupils who easily get travel sick sit at the front, and bring bags.

Part 7 of 7

On returning home

Agreement you make yourselfCount once more on arrival at school. A pupil only leaves after being signed out with their supervisor.
Agreement you make yourselfLet parents know roughly what time the coach will be back, and how they will hear if it is later.
Agreement you make yourselfCheck together with the driver that nothing has been left behind in the coach, and give the coach company your comments afterwards.

Sources

Where the rules come from

Ondernemersplein (overheid), Vergunning, reisblad of attest voor busvervoer (in Dutch), read on 10 October 2026.
Rijksoverheid, Wat is er wettelijk geregeld voor de rijtijden en rusttijden bij wegvervoer? (in Dutch), read on 9 October 2026.
Reglement verkeersregels en verkeerstekens 1990 (RVV 1990), artikel 59a (in Dutch), read on 9 October 2026.
Reglement verkeersregels en verkeerstekens 1990 (RVV 1990), artikel 58a, 59 en 1 (in Dutch), read on 9 October 2026.
Rijksoverheid, Moet ik een toestemmingsformulier invullen als mijn kind alleen naar het buitenland reist? (in Dutch), read on 10 October 2026.
Rijksoverheid, Wanneer moet ik 112 bellen? (in Dutch), read on 10 October 2026.
Rijkswaterstaat, Pech op de snelweg of spitsstrook (in Dutch), read on 10 October 2026.

This is a summary in our own words. The text that applies is at the source. Rules change; check them again before your next trip. This version is from 10 October 2026.

Frequently asked questions

Frequently asked questions about the protocol

May I adopt and adapt this protocol?

Yes. It is meant to be adopted: download the pdf, or copy the points into your own school's protocol, and adapt the agreements. Leave the rules with a source as they are, or check them at the source if you write them down differently.

Is this an official protocol?

No. It is an example from BusOffer.com, not a document from the government or an education organisation, and not legal advice. The legal rules in it each have a source, with the day on which we read it.

Do pupils have to wear a seat belt on the coach?

Yes, if the seat has a seat belt and the pupil is three or older. A child seat is not mandatory on a coach. How that works exactly is in the guide on seat belts and children on a coach.

Seat belts and children on a coach

More about a school trip by coach

Coach hire for a school trip Organising a school trip Seat belts and children on a coach Driving and rest times on a day trip

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