The EVC Magazine Spring 2026 - Magazine - Page 35
Volunteer helpers
Brief ing your visit team
Try to have one more helper than you need
in case someone has to drop out on the day.
The more information you give your volunteers, the
more they can help to make the visit a success. Start by
sharing your plan for the day, including timings, travel
routes, activities and the purpose of the visit.
TIP
Set out what volunteers should do in an emergency,
including key phone numbers.
Remember to contact your volunteers a
few days ahead to check they can still come
and will be on time for departure.
Describe the group and any additional needs – medical,
behavioural, learning, anxiety – so everyone is aware
and ready to support. Identify children with known
allergies, and make sure everyone knows not to hand
out snacks or drinks or things such as plasters and
cough sweets to any child.
On the day
Explain the importance of their role. When volunteers
are clear that they are not there in a personal capacity,
it’s easier for them to understand why they must follow
rules such as not buying gifts for children (including
their own) and not taking photographs on their
personal devices.
TIP
It is good practice to put a child in a different
group from their parent or carer. Helpers
may prioritise their own child; and children
often behave better with another adult.
During the visit, keep an eye on your volunteers in case
they need support. Check in with them at intervals and
encourage them to share any issues with you. If a child
is misbehaving, offer advice on how to manage them or
swap the child to a different group.
Above all, make your volunteers feel valued – tell them
they’re a huge help and not just there to make up the
numbers. Their enthusiasm and participation can make a
big difference. Make sure the children appreciate them, too
– a round of applause for the helpers is a great way to end
the day!
When you put out the call for volunteers,
explain what the visit will include to make sure
everyone can cope with the activities involved.
Top Tips from a Parent Helper
Jo says: “I volunteered on a visit to the Imperial War Museum with
Year 6. Here's what helped me make sure that my group got as
much out of the day as possible.”
An info pack with a map and timings for the day so I could answer
the children’s (many!) questions without having to check with
the teacher.
A list of my group’s names with photos and important notes
– it reduced my stress and helped me keep track of them.
Clear rules about things like mobile phone use and photos.
Advice from the teacher about behaviour rules and phrases
they use, such as ‘Voices off now’ rather than ‘Be quiet’.
Knowing why we were going and what the teacher wanted
the children to see and do so I could help keep them focused
– it meant I could contribute rather than just supervise.
GUIDANCE AND RESOURCES
OEAP NG 3.2g Vetting and Disclosure
and Barring Service (DBS) Checks
OEAP NG 3.4m Helper
OEAP NG 3.4o Volunteers
OEAP NG 4.5c Transport in Private Cars
See National Guidance at →oeapng.info
Guidance on supervising the activities of workers and
volunteers with children:
→gov.uk/government/publications/supervision-ofactivity-with-children
Advice on what level of DBS is appropriate:
→gov.uk/government/collections/dbs-eligibility-guidance
THE EVC MAGAZINE – SPRING 2026
35
