PEEC's excursion days are in high demand throughout each program's booking period. To secure adequate appropriate dates for your classes to attend a specific program, we recommend completing Step 1 and 2 of the below booking process by the 'booking request period' closing date.
Within the booking request period (Sept - early Nov of the year prior):
1. The visiting school requests a booking
a. Identify the program you wish to book
See our Prospectus or our Programs pages for more information about each of our 'standard' excursion programs. If you wish to discuss this further with PEEC, please phone us on 3374 1002 or email us at bookings@pullenvaleeec.eq.edu.au.
Please note that this procedure applies to our 'standard' excursin programs only (including our suite of Storythread Programs and the specialist program, Student Leadership Day). All other specialist programs are booked on demand in negotiation with available PEEC resources.
b. Submit one booking form per program
Please fill out our online booking request form to begin the booking process. All classes attending the same program can be included within each request.
Please note that by submitting this booking request, you are agreeing to meet our booking terms and conditions should the booking reach confirmation and delivery stage.
Our booking request period opens in September and forms are due by the first week of November for all bookings for the following year (due by 7 Nov 2026 for all 2027 booking requests).
Where possible, we recommend cross-checking the program booking period with your school events calender and including any key dates (e.g. athletics carnival, swimming carnival, etc) that fall within the program's booking period within the 'unsuitable dates' field. We can then take this into consideration when allocating dates across all of our booking requests. Changing your allocated dates at a later time may be possible but, due to high demand for our programs, we cannot guarantee you that we will have your alternatives available.
Within the fortnight following closure of the booking request period (Nov of the year prior):
c. PEEC will confirm receipt of your booking request
If you do not receive a confirmation reply by the end of November, please contact bookings@pullenvaleeec.eq.edu.au .
By end of term 4 (year prior):
2. Booking dates are allocated and confirmed
All bookings received within our 'booking request period' are allocated dates by week 8 of Term 4 in the year prior to your requested booking.
a. PEEC will allocate date(s) to your booking
Consideration is given to the program booking period, number of classes attending, and any identified 'unsuitable dates'. All attempts will be made to then accommodate your term / week preferences; however, due to high demand for our programs, we cannot guarantee that this will be possible.
b. PEEC informs your Nominated Contact Person (as indicated on your booking request form) of your allocated dates
By the end of week 9 of Term 4 in the year prior to your booking, a Bookings Allocation List for each program booked will be sent by email to your Nominated Contact Person for their review. A courtesy copy will also be emailed to the 'admin' and 'principal' email at your school.
c. The Nominated Contact Person at your school must review and confirm allocations
Please ensure that your Nominated Contact Person has reviewed and confirmed your Booking Allocation List by reply email as soon as possible. We request that this step be completed, where possible, within a week of receiving your Booking Allocation list - i.e. by the end of term 4 of the year prior - in order to secure your offered dates).
Should you wish to postpone or cancel bookings for any reason once they have reached this point of confirmation within the booking process, we would request that you give us a minimum of four weeks notice so that we are able to reallocate your dates to schools on our wait-list.
Please note that last-minute cancellations may incur cancellation fee, at the discretion of the PEEC Principal.
Early term 1 of the school year:
3. All Booking details are reviewed and updated
a. PEEC will request any post-day 8 updates necessary for your booking:
Early in term 1 of the new year, a copy of your Bookings Allocation List will be re-emailed to your Nominated Contact Person and any identified class teachers. A courtesy copy will also be emailed to the 'admin' and 'principal' email at your school.
b. Schools reply with required updates
On (or shortly after) day 8 of the school year, PEEC requests you review the details within your Booking Allocation List and communicate any updates required asap, including: number of classes attending (corresponding to the number of dates allocated); updated student numbers; updated class teacher name & contact details.
At this time, class teachers are also requested to contact PEEC on 3374 1002 if student(s) within your class have any identifiable all-access requirements (e.g. wheelchair use, disability or condition impacting mobility) that may influence learning area requirements so that we can plan ahead for inclusion.
4. Schools book and/or organise transport arrangements
You are responsible for bus bookings for all excursion dates / programs excepting Wander the Way of the Water (see below note). Please refer to the details of your specific excursion program (via our Prospectus) for program start and end times (optimal times for arrival at / departure from PEEC) so that you can ensure your bus' booked pick up / drop off time from school caters for adequate travel time. Please also note that for our Year 1 - 3 and Year 5 programs, your bus will be required to stay throughout the excursion day in order to transport students to our off-site forest learning areas. Further transport details can be found on our Maps and Transport page and in your program-specific Teacher Guide.
Wander the Way of the Water (held in Karawatha) requires booking a mini-bus only (maximum 37 seats) to allow for manouverability in the sites visited during the program. Unless otherwise advised by you, PEEC will book the bus transport for this program and include it's cost in the Wander the Way of the Water program fee. You will be required to communicate and confirm school pick-up / drop-off times and locations directly with the bus company (contact details will be provided by PEEC once your booking is confirmed).
By end of term prior to your excursion dates:
5. PEEC provides all class teachers with program-specific Teacher Guide documents.
These are designed to assist you with your planning and are continually updated. Please note that if using Teacher Guides provided in past years, some resources and hyperlinks (including links to program-specific PEEC TV! videos) may be outdated.
We aim to ensure you have your updated Teacher Guide by week 9 of the term prior to your excursion date (with the exception of Term 1 programs, which will be sent out at the beginning of Term 1).
6. Class teachers fill out and return Excursion Information and Class List forms to PEEC
Please ensure at this point that you have met (or will meet, by your excursion date) our booking requirements, as outlined within our booking terms and conditions and agreed to by submitting a booking request form and engaging with our booking procedure.
Excursion Information and Class List forms are included in the Teacher Guide, which will be emailed to you in the term prior to your visit, and can also be found in the Excursion forms folder. You are asked to confirm the number and names of adults and students attending the excursion and any important information about your class that PEEC may need to be aware of. Please include any required variations to program start or end times, and mobility or other support needs that may impact program delivery. You will also need to provide the name and phone number of the bus company you are using and your personal mobile, for use only in the event of postponement due to weather.
Please send the Excursion Information form and Class List to PEEC as soon as possible (at the latest, five working days prior to your excursion). We request that you do not hold off providing this, even if all student payment or attendance has not been confirmed on your end, as we would prefer to have a full list of possible attendees with the appropriate time to prepare, and can always accomodate fewer students on the day (should this eventuate for any reason). The invoice for your booking is only sent through after your excursion dates are completed, based on on-the-day attendance numbers.
Prior to excursion:
7. Schools notify PEEC of updates required for Excursion Information and Class List forms
Once we have received your forms, we very much appreciate any notification changes to these details, especially those that may impact program delivery or require alternative program preparation e.g. new or changed mobility needs, which class and/or teacher is attending on a given date, significant change in student numbers (esp if numbers will then exceed our recommended maximum of 30 per class, or have dropped significantly from the number submitted on your form), names of all adults attending, confirmation that you will have sited declaration of MAST completion for all accompanying adults. We appreciate these updates prior to your excursion day in order to ensure any variations are catered for.
If you have had last minute changes that you have not had time to update our office on (so that they can add these to your EIF / Class list forms that your PEEC teacher running the day will use), please advise your PEEC Teacher directly of these changes as soon as you arrive.
Examples of these may include:
- a change of parent / carer volunteers attending (please advise of updated names upon bus arrival)
- student(s) who have requested an early departure for appointments or other extenuating circumstances (it would be greatly appreciated if, for health and safety reasons, you can alert your facilitating PEEC teacher to any student and/or adult leaving prior to or separate from end-of-day bus pickup at the time of this occurrence)
- student(s) whom you are arranging early pick-up for due to illness (please also inform your PEEC teacher if / at the time this occurs so that they can organise access to the PEEC sick-bay for your student).
On excursion day:
8. Excursion day considerations:
a) Please ensure you have allocated sufficient school staff to attend the excursion
Due to recently updated Blue Card guidelines, all students must be within sight of EQ or school staff members at all times while at school or attending a school activity. While PEEC is an EQ facility, we do not have staffing capacity to provide any additional student supervision support that may be required on your program day. Please ensure when confirming accompanying adult-helper numbers that you have considered the program's 'requested additional adult' requirements found within our Prospectus Logistics table (these can be non-staff e.g. volunteering parent/carers - as they will be working either with small groups or across the class under the supervision of yourself - the class teacher - and the program's PEEC teacher to support safety and engagement across the class) AND the possibility of students needing individualised or small-group supervision away from the class group (e.g. during bathroom use; if a student becomes ill and needs to access the PEEC sick bay), which will require EQ or school staff specific supervision. Please note that this can become challenging if the only school staff attending the excursion is yourself as class teacher - for example, if a student becomes ill prior to the program's off-site forest visit, they would need to be supervised by a school staff member while utilising the on-site PEEC sickbay, while the rest of the class could only attend the forest visit if accompanied by a minimum of one school staff member (in addition to the PEEC teacher) in order to cater for any individualised supervision requirements that may arise during this off-site learning session.
b) All visiting adults are invited to complete a short feedback survey on their PEEC experience with their class.
The QR code for this 3-question survey will be provided at the end of the day; the link to this Parent / Carer / Teacher Aide survey can also be found here. A separate (more detailed) 'Class Teacher' survey will be emailed out to you after your visit (see point 9).
Upon completion of your excursion day:
9. Visiting class teachers are emailed PEEC's post-program survey
Thank you to all visiting teachers for filling out this survey. This data is invaluable for the ongoing tailoring of our programs, and so that we can continue to assess how best to compliment and extend your in-class learning. The link will be sent to you via email following your visit, or you can also access the survey here.
After completion of your school's allocated excursion days:
10. PEEC invoices the school for all costs and charges
Program costs are outlined within our Prospectus. Please note that the PEEC teacher facilitating your program on the day will submit updated / confirmed student attendance with our BSM, and you will only be charged for students who are able to attend on the day. This includes students who, for any reason, have only been able to attend a part-day; but does not include students who may have been included on your Class List but were absent on the day.