A practical, no-nonsense checklist from a provider who's delivered 1,800+ primary workshops. Eight non-negotiables to run through before you book. Print it out. Bring it to your next call.
Every primary school in the UK will hire a workshop provider this year. Most decisions are made under time pressure — a colleague recommends someone, or a name pops up in a Google search, and you're booking within a week. That's fine when it works. But when it doesn't, you're the one explaining to a parent why an unvetted contractor was in front of Year 4 on Tuesday afternoon.
Below is a checklist that any professional workshop provider — including us — should be able to answer in a single email. If a provider hedges or can't produce the paperwork, treat that as your answer.
Ask every provider these eight questions in writing. Save the reply. It becomes your safeguarding audit trail if anything goes wrong.
Every adult on site must hold a current Enhanced DBS with children's barred list check. Ask for individual DBS numbers and issue dates — not a "yes we do" reply. A provider unwilling to share is a red flag.
Public Liability ≥ £5m. Employer's Liability ≥ £10m (legally required). Ask for the actual certificate showing dates and cover amounts. If it's expired or borderline, walk away.
Ask which specific NC or PSHE Association objectives the workshop maps to, and how it differentiates for EYFS, KS1 and KS2. Vague mapping = generic performance, not curriculum learning.
The provider should publish half-day and full-day rates on their website. If they only quote after a form-fill or "call for pricing", expect price discrimination and low transparency. Market range is £299–£999/day.
Ask how many pupils per session, per facilitator. 30-40 pupils per facilitator for a hands-on session is normal. 100+ suggests a performance not a workshop — nothing wrong with that, but be honest about which you're buying.
Providers should send this proactively before booking. Look for a named DSL, incident reporting process, photo/video consent handling, and low-level concern escalation.
Ask for two references from primary schools of similar size in the last 12 months. Call them. A five-minute call catches the things that don't make it onto testimonial pages.
Any workshop worth £500+ should leave a resource pack behind — teacher notes, follow-up activities, and evidence you can put in your subject leader file. If they don't, you've bought a one-off show, not a learning intervention.
1. Won't publish pricing. Every reputable provider publishes at least a rate range. Hiding pricing behind a form is a sales tactic, not a service one.
2. Won't send DBS or insurance paperwork before booking. Professional providers have it ready as a standard schools pack. If your booking coordinator has to chase, expect the same after you've paid.
3. Same generic pitch for every school. If the sales email that arrived in your inbox is identical to the one your neighbouring headteacher received last week, the workshop will be too. Look for providers who ask about your school before pitching.
Three broad archetypes of UK primary workshop provider. Understand which you're buying before you commit.
| Type | Typical price | Best for | Watch out for |
|---|---|---|---|
| Entertainment providers (drama companies, science shows) | £400–£800/day | Whole-school assemblies, enrichment weeks, WOW events | Curriculum mapping tends to be light; check what your pupils actually learn vs enjoy. |
| Charity-led programmes (PSHE Association members, RLSS) | Free or £150–£400/day | Statutory PSHE content, safety topics, budget-constrained schools | Availability, differentiation, and follow-through vary; some are volunteer-run. |
| Specialist curriculum providers (like Spark2) | £499–£799/day | Curriculum-aligned learning, whole-school programmes, Ofsted-evidence needs | Ask for the specific NC objectives and the safeguarding pack in writing before booking. |
Every adult on site during a workshop should hold a current Enhanced DBS with children's barred list check. Ask for individual DBS numbers and issue dates in writing before booking. Enhanced DBS is a legal requirement for anyone in regulated activity with children under 18 in a school setting.
Between £299 and £999 per day is typical UK market range. Below £299 usually indicates a low-experience provider or corner-cutting on materials. Above £999 typically means an added-value proposition (immersive theatre, VR kit, whole-week programme). For a straightforward hands-on workshop day, £500–£800 is mid-market. Beware providers who won't publish rates.
Public Liability of at least £5m, Employer's Liability of at least £10m (legally required for any provider with staff), and Professional Indemnity of £1m+. Ask for the certificate showing dates and cover amounts, not a note in a brochure.
Ask for the specific National Curriculum or PSHE Association objectives the workshop maps to, plus differentiation notes for EYFS, KS1 and KS2. A quality provider will supply this before booking. If the mapping is vague or missing, expect a generic performance rather than a curriculum-aligned session.
A hands-on primary workshop typically covers up to 128 pupils across 4 sessions in a half day, or up to 224 pupils across 7 sessions in a full day. If a provider promises to teach 300 pupils in 4 hours with 1 facilitator, ask what the pupil-facilitator ratio will be — 30–40:1 is normal for a whole-school day.
A written safeguarding policy referencing KCSIE 2024, a named Designated Safeguarding Lead, and a process for reporting concerns to your school's DSL on the day. Ask for their policy in advance — a professional provider sends it as standard, not on request.
We wrote this guide because too many headteachers we speak to have been burned by providers who cut corners. Here's how we answer the 8 non-negotiables ourselves:
All Spark2 facilitators hold current Enhanced DBS with barred list. Numbers and dates supplied in writing before booking.
Certificate sent as part of your school pack the day you book. £1m Professional Indemnity in place.
Every workshop mapped to specific NC and PSHE Association objectives, with differentiation across EYFS/KS1/KS2, sent in your pre-visit pack.
Future Skills workshops £499 half / £599 full day. Generic workshops £599 half / £799 full. British Science Week special £899/£999. No hidden fees.
Up to 4 sessions in a half day (128 pupils), 7 in a full day (224 pupils). Ratios published before you book — no surprises.
Sent with every booking confirmation. Named DSL. Incident reporting process. Photo/video consent framework.
References supplied on request from schools of your size, in your region. 9.3/10 average teacher rating.
Photos, follow-up lesson plans, evidence for your PSHE file, and (optional) year-round Skills Passport platform to sustain the learning.
Answer 12 quick questions about your current PSHE and Future Skills provision. Get an 8-page Ofsted-mapped analysis showing where you're strong and what to prioritise. Free. Under 5 minutes.