Advantages: no bus costs, no staffing issues, stewards are not required, no toilets, lunch and breaks can run as normal.

Depending on the number of classes the school wants RHET to engage with, sessions will be set up on a variety of topics, to fit the learning outcomes of the school.

Sessions should be as hands on as possible, and sessions length should be limited depending on pupil age groups.

Usually the activity sets are set up in classrooms, or gym halls, outdoor space, lobbies etc - and the pupils will move round the sessions throughout the day.

These events are recorded as classroom talks. So the calculated as Number of workshops X number of classes.

For example if you have set up 6 different workshops, and six classes visit each of the workshops - you have delivered 36 CS,

There may be public amenities on the estate if it is open to the public - so toilet hire may not be required, and their may be a cafe to provide volunteer lunches.

There are usually a number of enterprises, and staff on the farm - so a number of the activity sets might be filled without bringing in outside activity partners. For example, gamekeepers, forestry, farming, bees, market gardens.

Online Statements : Tell us what you thought

Food Education Feedback : this may be relevant for food sessions at the event.

It may not be appropriate to have an onsite previsit, if nothing is set up before the day.

A teams call may be an option

This gives the PC a chance to share important information about the event, such as parking, lunches, specific health & Safety Information. How to prepare the class for the visit, and a brief summary of each activity.

The PC can collect specific info from the teacher such as First Aider, specific learning or medical issues.

It is also an opportunity to ask questions.

Usually this should done on the morning of the event before pupils arrive.

This session is particularly important to brief volunteers on Health & safety and the fire procedure.

As time is usually limited on the morning of the event - it is important to provide all the information to volunteers before the event too - either in emails, or face to face.

(examples supplied below).

Teachers should also be sent the Food & Farming thing link - which links to all the "Year of " padlets

They will also receive a risk assessment of the event (which they will be required to sign).

This document is not to be used as a one stop guide to organising events such as those outlined above, but as means to making it easier to organise YOUR event by dipping into the ideas included in this report

This form should be used by Project Co-ordinators to use in conjunction with their committee.

It should be agreed at the very start who has agreed to do which part of the organising.

Please enter your dates in the RHET calendar in one note, and in the shared calendar as soon as it is confirmed.

Careful thought should be given to the time of year an event is to be held, as this will influence the type of facilities required.

Even indoor events can have problems in the winter (frozen pipes, blown down marquees & very cold conditions for pupils)

1.       Contact the education department in the council, Check they would be willing for schools to take part

·      Contact Quality Improvement Officer or similar person

·      Quality Improvement Officer act as liasion between schools and project coordinator

2.   Email all primary schools in the area , and then first come first serve basis (Using the list in paperwork)

3.     Advertise in newsletter and wait for schools to contact project coordinator

4.  Use google maps to identify schools within 30 minute drive of venue

·      Send invite to selected schools within that radius

·      Involve education officer or QIO to help promote the event (as even with an invite schools can be slow to reply!)

5. Advertise through GLOW network and wait for schools to contact project coordinator. (Contact RHET office if you wish to trial this).

6. Target schools in the lower 20% of the SIMD

·    Send invite to targeted schools

·    Involve education officer or QIO to help promote the event

·    Work on a first-come-first-served basis thereafter until school allocation filled

Usually the schools will book buses, and RHET will either refund the school transport costs, or pay the bus company directly - see bus subsidy form.

Ensure you get bus company name and quote from the school prior to the event to ensure no confusion.

@ScottishGovernment

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• Let teachers & parents know what RHET has to offer - resources & services

• Spark the interest of prospective volunteers & new farmers in the area.

• Advertise fundraising efforts

• Satisfy current funders with a press mention in a RHET article

• Celebrate achievements

• Maintain a positive image of RHET

Directions including postcode and What3words will be on the risk assessment and this should be emphasised during the risk assessment pre-visit. Despite this it is probably best to have signage on site for buses to direct and if possible a volunteer to act as 'warden' to direct.

Turning

Consider parking/turning area as buses often leave site after drop off and return for pick up. Is there only one way in and out, are buses able to meet if one is leaving as one arrives, maybe consider a one way route if possible.

For parking make sure that the buses do not obstruct the way should aby emergency vehicles be required to enter site, this would also be a consideration for any possible farm traffic too.

Funding

Most areas use this opportunity to give 100% funding for buses but this is entirely up to each CI, the main point to be aware of is keeping your funding spreadsheet up to date with projected spend to help with budgeting and if there is likely to be an over/under spend and how this could be re-allocated.

Seating space should be available for everyone who is eating.

Handwashing: All pupils must wash hands before eating lunch.

Packed lunches should be left in a designated area and not carried around the event.

This can cover tea & coffee to lunches for volunteers. For many areas it is used as a 'thank you' to their volunteers who have helped at the event.

Options to consider

Local businesses can provide catering or perhaps the venue can provide. Alternatives are to use companies such as Greggs or Morrisons who will make up platters of sandwiches etc

1. Name & Address of school

2. Teacher contact - name, email, mobile

3. Bus Company, Name & Quote

4. No of pupils & year group

5. Relevant Medical Information (including allergies)

6. Learning Support Requirements

7. Photopermission

8. Name of designated First Aider

@ScottishGovernment

@scotGovRural