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Planning school orders around holidays and closures

School holidays do not automatically mean a site can receive goods or support installation. Plan from the dates staff and suitable access are actually available, then confirm the supplier’s arrangements. This guide helps schools coordinate orders and closures; it does not publish delivery dates, warehouse hours or a fulfilment service for Schools Direct.

Schools Direct editorialUpdated 2 min read

Build a receiving calendar from confirmed availability

List when the school can accept goods, who will attend and which entrances or rooms are available. Include training days, contractor work and periods when alarms or access controls affect entry. A member of staff being somewhere on site does not necessarily mean they can receive, inspect or move a delivery.

Ask departments to identify when resources must be ready for teaching, not just when they would like them ordered. Work backwards through receipt, inspection, assembly, installation and any technical setup. Keep time for resolving a missing part or damaged item before the first lesson depends on it.

Confirm the supplier’s specific commitment

Discuss the available receiving windows with the actual supplier and record what they can confirm. Distinguish an estimate, a despatch date and an agreed delivery appointment. Check any conditions for changes, failed delivery or storage through the supplier’s current terms rather than assuming a general holiday arrangement.

For a new classroom table set, the school might need delivery during a staffed preparation period, installation checks before furniture is placed and time to remove packaging. Put each task and owner in the plan. If the sequence cannot be supported during a closure, choose a different arrangement before placing the order.

Prepare a handover and a fallback

Give the receiving staff the approved order, supplier contact, access instructions and the steps for reporting discrepancies. Keep contact information appropriate to the school’s procedures and provide an authorised backup if the main contact becomes unavailable.

Record where goods may be stored and who will confirm they are ready for use. Plan what teaching will do if the delivery slips, avoiding a last-minute dependency on unverified equipment. After the holiday period, review missed appointments, access problems and incomplete handovers. Update the receiving calendar and instructions for the next closure rather than relying on informal knowledge held by one member of staff.

Action checklist

  • Confirm actual receiving staff and access windows.
  • Work backwards from ready-for-teaching dates.
  • Distinguish estimates from agreed delivery appointments.
  • Prepare a written receiving handover and teaching fallback.

Common questions

Can a supplier deliver during a holiday if someone is on site?

Confirm that person is authorised and able to receive the goods, with suitable access and handling arrangements. Presence alone does not establish a workable delivery appointment.

Sources and scope

Source titles are provided for reference. Check the current original guidance and your school's circumstances before making a policy or compliance decision.

  • Schools Direct editorial — Original school resource planning guidance and worked examples. Checked 1 November 2026.

See how we prepare and maintain our guidance.

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