Itinerary and risk reports

What Harborview needed

Each of Harborview’s trips arrives as a provider’s proposal, a day-by-day itinerary and a set of booking confirmations, each in its own format.

Before the Head of School approves a trip, the school needs to see the whole trip in one place, with the risks of each activity laid out.

What we did

We turn the itinerary into a day-by-day record and place every location it names on a map. Where the itinerary leaves a gap, such as the hotel on day three or the route for a riding day, we go back to the provider and ask.

We list the nearest emergency departments by drive time from each place the group stays, with what each one can treat.

We prepare the groundwork for the school’s risk assessment, with one section for each activity group, so the school can review, complete and approve it.

What Harborview decides

• The Head of School approves the trip under the school’s trips policy.
• The school reviews, completes, amends and approves its risk assessment, and the trip leader makes the live assessment during the trip.
• The school or the provider designates which emergency department the group uses.

We prepare the information and the groundwork, and Harborview makes every decision about the trip.