Organising an outing by dffhrtcv3


									Key skills workplace assignment

Organising an outing

    It’s important that outings with a group of children or young people run smoothly,
    and this takes careful planning. The purpose of this assignment is to take you
    through the steps of planning a group outing. After the outing, you’ll carry out a
    survey to find out what everyone thought of the event, and produce a short report
    about the outing and the results of your survey.

Stages                                                 May be relevant to

The assignment asks you to:
1 decide on a suitable outing                          C2.1a, ICT2.1, WO2.1
2 plan the outing                                      N2.1, N2.2, ICT2.1, WO2.1
3 help run the outing                                  WO2.2
4 evaluate its success                                 C2.3, N2.1, N2.3, WO2.2, WO2.3
5 produce a report of the results                       C2.1b, C2.3, N2.2, N2.3, ICT2.2,
                                                        ICT2.3, WO2.3
6 rate your own performance


•    Before you start the assignment, talk to your manager or supervisor and plan each
     stage carefully.
•    Keep your notes, rough drafts, plans and other records of what you set out to do,
     how you did it and any information sources that you used.
•    Check your work as you go, and proof-read all written material to correct
     punctuation, grammar and spelling.
•    Keep all calculations in your work, keep copies of your work or save everything on a
•    If possible, get your supervisor or colleagues to evaluate your performance.
•    If in doubt at any time, ask your trainer for guidance.

Suitable for: learners in child care
What you need to do
Stage 1     Decide on a suitable outing

Meet with your manager or supervisor and members of the team to discuss the
project and decide on the type of outing that would be most suitable. Consider the
needs of the children and how the outing will support their development. You need to
consider how many children will be going on the trip and their age range.
Keep a record of the discussion, and use your notes to make a plan of the
arrangements. Consider, for example:
• the location and duration of the outing
• the numbers participating and the numbers of staff/helpers needed
• the learning and development outcomes
• suitable transport arrangements
• your budget
• health and safety issues
• other requirements of the group.
Use a variety of information sources (internet, reference guides) to identify a
suitable outing and transport (remembering any specific facilities for the age of
the children and for those with special needs). Agree a budget for the outing and
record this.

Stage 2     Plan the outing
Use the telephone and internet or email to make initial enquiries about venues and
transport. Obtain estimates of costs and calculate the price for each of your outing
options. Compare these against your budget and display the results on a bar chart.
Agree with your manager or supervisor the most suitable outing.
Talk to your manager or supervisor and identify the ratio of staff/helpers to children
who you wish to take on the outing. State your reason(s) for choosing this ratio, and
make sure that everyone knows what their role is. Keep notes of all discussions and
draw up a list of the important things to remember on the day.
Make provisional bookings by email, fax or letter. Send letters confirming the date,
venue, transport, numbers and any special requirements. Send a letter to parents/
carers to give information about the outing and to obtain their consent.
Stage 3       Help run the outing

On the day of the outing, use the list you made in Stage 2 to check that you have
remembered everything, and to help the outing go smoothly. If possible, take some
photographs of the outing or collect some literature about the place you have visited
so that you can include these in your report of the outing.

Stage 4       Evaluate its success

After the outing, you need to get feedback from the staff/helpers. Design a survey
form to find out whether they were satisfied with the venue and arrangements for
the outing. Ask them, for example:
•   What did the children find most enjoyable?
•   What went well?
•   What would they like to be different next time?
•   What have the children learnt?
Where appropriate, you should also obtain feedback from the children by asking them
the same questions.
Produce a chart showing the results of your survey.

Stage 5      Produce a report of the results

Write a short report for your manager and colleagues about the outing, and include
with it the chart showing the results of your survey. Include the photographs you
took or images from literature about the place you have visited. Present your report
to a team meeting.

Stage 6      Rate your own performance
Evaluate your own learning as a result of carrying out this assignment. It will help to
discuss how well you have done with your supervisor or assessor.
•   Did you do anything particularly well?
•   What did you enjoy the most and what did you find challenging?
•   What new information or skills did you learn?
•   Was there anything that you could improve on or do differently next time?
•   What have you achieved?
•   What are your plans for your next task?
Organising an outing – trainer notes

The learner could use this assignment either to practise their skills or to provide evidence, but a
single assignment like this is unlikely to generate all the evidence they would need.

Briefing and supporting the learner
•   Involve the learner in choosing an appropriate assignment. Consider the business benefit.
•   Consult with the learner’s employer if necessary.
•   Think about the learner’s existing skills and knowledge – will they need help before they start?
•   Decide whether to use the assignment to help the learner develop and practise their key skills or
    to gather portfolio evidence.
•   Decide whether to use all or part of the assignment.
•   How long will it take the learner to complete the assignment? How and when will you review
•   Explain the assignment to the learner so that they know what’s involved and what’s expected.
•   Identify health and safety implications and make sure that the learner is aware of these.

Adapting the assignment
This assignment may be adapted to other contexts.

Extending the assignment
You could extend this assignment if the learner carries out a risk assessment of the venue, and uses
this data to help identify and minimise health and safety risks.

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