Excursion Permission Form
Add it, send the link, collect the answers
No setup and no credit card. The form below works exactly as it is.
- 1Add this form to your service — one sign-up, free.
- 2Send families the link. They open it on their phone — no app, no password.
- 3Answers come back signed and land in your inbox as soon as they’re submitted.
What the excursion permission form looks like
Every question, exactly as families will see it. Scroll inside the frame to read the whole form.
Running a vacation care program?
- 1
Add the form
Add this template and fill in the first excursion — where, when, transport, ratio, and that the risk assessment is prepared and available at the service.
- 2
Duplicate it for each excursion
Click Duplicate in the form builder and change the destination, date and transport. Six excursions, six forms, no photocopying.
- 3
Send one link per excursion
Email or text the link to families. Parents open it on their phone and sign — no app, no login.
- 4
Watch the permissions come in
Each signed authorisation lands in your dashboard against the child, ready before the bus leaves.
About the Excursion Permission Form
A digital excursion authorisation form that allows parents to provide written consent for their child to attend excursions organised by the education and care service. Built around Regulation 102 of the Education and Care Services National Regulations, which requires written authorisation before a child can be taken on an excursion. This form captures excursion details including destination, date, departure and return times, mode of transport, educator-to-child ratio, proposed activities, and parent acknowledgement of the risk assessment carried out under Regulation 100. OSHC and vacation care programs that run a different excursion most days set up one form per excursion: fill in the first, duplicate it for the next, and send each family one link per trip.
Also called
- Excursion permission form
- Excursion consent form
- Excursion permission slip
- Field trip permission form
- Vacation care excursion form
- OSHC excursion permission form
What's on this form
Every question included in the excursion permission form. Add, remove or reword any of them in the form builder.
Form questions
Child Details
Child details
Excursion Safety Information Risk assessments for all excursions have been completed and can be viewed on request. On excursion days, all children must arrive at least 30 minutes before the departure time stated on this form to ensure they take part in the excursion safety talk. Please ensure your child arrives on time as transport will depart at the scheduled time and will not be able to wait for latecomers. Written policies and procedures regarding excursions, including transporting children, are available from the service. Please read the excursion information and provide permission for your child to attend. This authorisation must be given by a parent, or by another person named in the child's enrolment record as having authority, given by a parent, to authorise the child being taken outside the service premises.
Name of Excursion Reason for Excursion Date of Excursion Venue Address Departure Time Approximate Return Time Pickup Location Excursion Duration Mode of Transport Seatbelt or Safety Restraint Requirements Educator to Child Ratio Number of Children Attending Number of Staff and Other Adults Attending Description of Activities
I give permission for my child to attend the excursion outlined above and to be transported to and from the excursion by the mode of transport listed.
I have been informed that a risk assessment has been prepared for this excursion and is available at the service.
In the event of an emergency, I authorise the responsible person to seek medical treatment, including ambulance transportation, for my child.
I understand that I may be contacted to collect my child early if required and that I must be reachable during the excursion.
Parent Details
Signature
Australian regulations this form supports
The excursion permission form is built around the Education and Care Services National Regulations. These are the regulations it helps you meet.
Risk assessment must be conducted before excursion
A risk assessment must be carried out in accordance with regulation 101 before an authorisation for an excursion is sought. It is not required for a regular outing that had a risk assessment conducted not more than 12 months before.
Read the full text of Reg 100
(1) The approved provider of an education and care service must ensure a risk assessment is carried out in accordance with regulation 101 before an authorisation referred to in regulation 102(4) is sought for an excursion. (2) A nominated supervisor of an education and care service must ensure a risk assessment is carried out in accordance with regulation 101 before an authorisation referred to in regulation 102(4) is sought for an excursion. (3) A family day care educator must carry out a risk assessment in accordance with regulation 101 before an authorisation referred to in regulation 102(4) is sought for an excursion. (4) A risk assessment is not required under this regulation for an excursion if— (a) the excursion is a regular outing; and (b) a risk assessment has been conducted for the excursion; and (c) that risk assessment has been conducted not more than 12 months before the excursion is to occur.
Authorisation for excursions
A child must not be taken outside the premises on an excursion without written authorisation from a parent, or a person named in the enrolment record as authorised by a parent to give it. The authorisation must state, among the other matters in regulation 102(4), the child's name, the reason, the date — or, for a regular outing, a description of when — and a description of the proposed destination.
Read the full text of Reg 102
(1) The approved provider of an education and care service must ensure that a child being educated and cared for by the service is not taken outside the education and care service premises on an excursion unless written authorisation has been provided under subregulation (4). (2) A nominated supervisor of an education and care service must ensure that a child being educated and cared for by the service is not taken outside the education and care service premises on an excursion unless written authorisation has been provided under subregulation (4). (3) A family day care educator must ensure that a child who is being educated and cared for by the educator as part of a family day care service is not taken outside the residence or approved family day care venue on an excursion unless written authorisation has been provided under subregulation (4). (4) The authorisation must be given by a parent or other person named in the child's enrolment record as having authority, given by a parent, to authorise the taking of the child outside the education and care service premises by an educator and must state— (a) the child's name; and (b) the reason the child is to be taken outside the premises; and (c) if the authorisation is for a regular outing, a description of when the child is to be taken on the regular outings; and (ca) if the authorisation is for an excursion that is not a regular outing, the date the child is to be taken on the excursion; and (d) a description of the proposed destination for the excursion; and (e) if the excursion involves transporting children— (i) the means of transport; and (ii) any requirements for seatbelts or safety restraints under a law of each jurisdiction in which the children are being transported; and (f) the proposed activities to be undertaken by the child during the excursion; and (g) the period the child will be away from the premises; and (h) the anticipated number of children likely to be attending the excursion; and (i) the anticipated ratio of educators attending the excursion to the anticipated number of children attending the excursion; and (j) the anticipated number of staff members and any other adults who will accompany and supervise the children on the excursion; and (k) that a risk assessment has been prepared and is available at the service. (5) If the excursion is a regular outing, the authorisation is only required to be obtained once in a 12 month period.
Children leaving the education and care service premises
A child must not leave the premises unless given into the care of a parent, an authorised nominee named in the enrolment record, or someone they have authorised to collect the child; or leaves under the written authorisation of a parent or authorised nominee; or is taken on an excursion in accordance with this Division; or is transported by or on transportation arranged by the service in accordance with Division 7; or is taken outside the premises because the child requires medical, hospital or ambulance care or treatment, or because of another emergency.
Read the full text of Reg 99
(1) The approved provider of an education and care service must ensure that a child who is being educated and cared for by the education and care service does not leave the education and care service premises except in accordance with subregulation (4). (2) A nominated supervisor of an education and care service must ensure that a child who is being educated and cared for by the education and care service does not leave the education and care service premises except in accordance with subregulation (4). (3) A family day care educator must ensure that a child who is being educated and cared for by the educator as part of a family day care service does not leave the residence or approved family day care venue except in accordance with subregulation (4). (4) The child may only leave the relevant premises if the child— (a) is given into the care of— (i) a parent of the child; or (ii) an authorised nominee named in the child's enrolment record; or (iii) a person authorised by a parent or authorised nominee named in the child's enrolment record to collect the child from the premises; or (b) leaves the premises in accordance with the written authorisation of the child's parent or authorised nominee named in the child's enrolment record; or (c) is taken on an excursion in accordance with this Division; or (ca) is transported by the service or on transportation arranged by the service in accordance with Division 7; or (d) is given into the care of a person or taken outside the premises— (i) because the child requires medical, hospital or ambulance care or treatment; or (ii) because of another emergency. (5) In this regulation parent does not include a parent who is prohibited by a court order from having contact with the child.
Provided for information only and may not reflect the latest amendments. Refer to the Education and Care Services National Regulations (NSW) for the official legal text.
Where this form fits
The excursion permission form is part of these jobs — each guide walks through the whole sequence and the other forms that go with it.
OSHC forms: before school, after school and vacation care
The forms an outside school hours care service runs on — enrolment, getting to and from school, vacation care excursions, and medication.
Vacation care forms: excursion permission and regular outings
What a school holiday program actually runs on — a written authorisation for each excursion, and a once-a-year authorisation for regular outings.
Forms parents and guardians fill in
Every form you send out to families — enrolment, permissions, collection arrangements, medication authority and feedback.
Questions about the excursion permission form
Do I need a new excursion form for every vacation care excursion?
Yes, unless it is a regular outing. Regulation 102(4) requires the authorisation to state, among other things, the date of the excursion, a description of the proposed destination, the means of transport, the anticipated ratio of educators to children, and that a risk assessment has been prepared and is available at the service. One form per excursion is the simplest way to state these for each trip: set up the first, then duplicate it in the form builder and change the details.
Does this work for OSHC and vacation care?
Yes. It is used by outside school hours care (OSHC, or OOSH) services for vacation care and school holiday program excursions, as well as by long day care and preschools. Families sign on their own phone, so you do not need to catch them at pick-up.
What is the excursion permission form used for?
A digital excursion authorisation form that allows parents to provide written consent for their child to attend excursions organised by the education and care service. Built around Regulation 102 of the Education and Care Services National Regulations, which requires written authorisation before a child can be taken on an excursion. This form captures excursion details including destination, date, departure and return times, mode of transport, educator-to-child ratio, proposed activities, and parent acknowledgement of the risk assessment carried out under Regulation 100. OSHC and vacation care programs that run a different excursion most days set up one form per excursion: fill in the first, duplicate it for the next, and send each family one link per trip.
Who fills in the excursion permission form?
The excursion permission form is completed by a parent or guardian. You send them a secure link by email or SMS — they don't need an account, an app, or a password to fill it in and sign.
Which regulations is the excursion permission form built around?
It is built around Reg 100, Reg 102 and Reg 99 of the Education and Care Services National Regulations. Reg 100 covers risk assessment must be conducted before excursion. Reg 102 covers authorisation for excursions. Reg 99 covers children leaving the education and care service premises. Check the form against the regulation text for your service before you use it.
Is the excursion permission form the same as an excursion permission form?
Yes. Different services use different names for this form — it is also called excursion permission form, excursion consent form, excursion permission slip, field trip permission form, vacation care excursion form and oshc excursion permission form. They all describe the same record, and this template covers it. You can rename it to whatever your service already calls it.
Can I change the questions on the excursion permission form?
Yes. The template comes with 8 fields ready to go, but you can add, remove, reword or reorder anything in the drag-and-drop form builder, and add your own conditional logic and signing steps. Your changes only affect your service's copy.
Is the excursion permission form free?
Yes — the excursion permission form is free to use on the Childcare Forms free plan. No credit card is required to create an account and start sending it.
Ready to use it?
Create a free account, change anything you want, and send it to your first family. No credit card needed.