The Prepared Teacher’s Field Trip Checklist
There is certainly no shortage of things for a group leader to remember when preparing for a field trip, especially if the trip lasts several days. Creating a field trip checklist will organize your thoughts and save you from those final moments of panic.
Education
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The Week Before (minimum)
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Submit need for subs/coverage to school office.
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Submit instructional plan for students not attending the school trip.
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Submit names and cell phone numbers of all faculty and chaperones attending the school trip.
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Distribute list of students who will be attending the school trip to all faculty (including attendance office) and include the times you are leaving/returning.
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Notify Health Office of students participating and review medication needs. Will a nurse be attending your trip?
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Verify that trip is on the school field trip calendar.
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Notify cafeteria of the number of students going on the trip.
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Submit copies of signed permission slips to school office.
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Submit copies of volunteer/chaperone form to school office for all non-faculty members attending the trip.
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The Night Before To Do:
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Set your alarm clock
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Send out a final reminder to parents about the meeting time and location (by automated call service, email, or text message).
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Communicate with your tour leader to confirm meeting time and location.
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Check the weather forecast.
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Gather any maps you would like to have on hand.
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Charge your cell phone.
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Charge your camera battery.
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To Pack:
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Completed Parent Permission Forms
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Completed Medical Waiver Forms
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Emergency Contact Information for Each Student
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Lanyards and Lanyard Name Tags for Each Student
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Sharpie Marker
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School Trip T-Shirts (if applicable)
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Extra Copies of the Itinerary
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Extra Copies of the Rooming List
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Extra Copies of the Bus Roster
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Camera (confirm batteries are charged)
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Cell Phone Charger
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Emergency Numbers Saved to Your Cellphone
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Scholastica Travel Emergency Line: 1-800-245-3511
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Tour Leader Cell Phone Number
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Bus Company Number
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Chaperone Cell Phone Numbers
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Bus Leader Bags ( Provided by Scholastica) Packed with These Items
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Bottled Water and Snacks for the Bus (for You)
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Entertainment for the Bus (for You) – Book, iPad, Magazine, etc.
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Weather Appropriate Clothing
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Toiletries
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Weather Appropriate Gear
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Extra Coat
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Hat/Gloves/Scarf
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Umbrella / Poncho
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Sunglasses / Sunscreen
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Photo ID
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First Aid Kit
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Prescriptions
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Spare Lenses/Contacts
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Light Stick – for students to easily find you during evening touring.
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The Morning of the Field Trip
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Review assigned chaperone groups with students
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Review rules for behavior with students
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Review that day’s itinerary with students
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Confirm that students have the cell phone numbers of their assigned chaperone and the group leader.
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Introduce yourself (as the person in charge) to all adult chaperones attending the school trip.
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Provide each of the chaperones with a Bus Roster with their students’ names highlighted.
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Confirm that each chaperone knows their assigned bus number.
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Claim your front row seat on the lead bus.
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Give packed bus leader bags to bus leaders
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Take roll and count students before leaving school.
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Make note of “no-shows” and make necessary calls to the principal and parents.
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Call or text tour leader to inform them of your ETA.
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Save a seat in the front row for the tour leader, preferably on the side where the microphone is located.
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