EVC Summer 2026_magazine_AWdigital - Flipbook - Page 37
advertorial
Say goodbye to passport errors
and spreadsheet stress with
Halsbury’s My Trip Zone
School trips create some of the most memorable moments in a young person’s education. But for
EVCs and trip leaders, giving students these opportunities requires a lot of hard work behind the
scenes. Alongside the educational aims of the visit, there’s also passenger information to collect,
parent communication to manage, deadlines to track and last-minute changes to absorb.
As every EVC already
knows, it’s rarely one
single task that creates
the pressure
It’s the accumulation of smaller
ones. Checking through
passport expiry dates to make
sure they’re all valid for travel.
A dietary requirement that
arrives late. A student dropping
out. Questions from parents
about visas. Before long, the
admin around the trip can start
to take on a life of its own.
That’s why more schools are
looking carefully at the systems
behind trip planning (not just
the trip itself).
Manage your trip details
in one secure place
Designed with input from real
teachers, Halsbury Travel’s My Trip
Zone portal is built around that
idea. The aim is simple: to bring key
planning tasks into one secure place
so schools can reduce duplication
and make essential information
easier to manage.
Digital passport scanning =
no nasty surprises at the airport
The portal allows schools to share
one secure link with parents and
collect required data through digital
forms. Parents use their smartphone
to scan passport details, reducing
the risk of manual errors (it even
flags expiry dates and highlights
visa reminders alerting parents to
renew passports and arrange visa
documents). Teachers and EVCs
can then manage passenger
changes and waiting lists and
follow a personalised to-do list
with automatic deadlines.
For trip leaders and EVCs, this
means less time spent copying
and pasting data from one place
to another, less chance of errors
and less time chasing parents.
They can have confidence that
important information is accurate
and that it’s stored securely, allowing
them to access medical and dietary
information whenever they need
it, presenting a real safeguarding
benefit.
Top: Coach picking up students from Ulster Memorial Tower
Bottom: Wye School departing on their Berlin school trip
THE EVC MAGAZINE – SUMMER 2026
Teachers already seeing
the benefits
The early feedback has shown that
teachers are already seeing real benefits:
“This has definitely made it easier to
collect passport information and will
make it easier to collect the dietary
requirements and allergy information.
It puts the responsibility back onto the
parents, rather than feeling like it is
on staff.”
School trips will always need careful
planning. But if the admin around them
can become clearer, calmer and more
joined up, that can only be good news
for school staff.
Find out more:
halsbury.com/my-trip-zone
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