Logistics: Tips for Trips

Download a field trip permission slip

Digital Scavenger Hunt: Use this to help your students stay focused as they make transitions while at any site. It stresses important concepts they need to know anyway!

Specific logistics and tips are also listed for each site.

1. Choose a Destination and Book the Date

As early as possible, decide when to take the field trip.
- Contact the field trip location for open dates (many popular locations are booked months in advance). Obtain several possible dates.
- Ask how outdoor sites accommodate for inclement weather.
- Select a date and have it written on the school's master calendar.

2. Questions to Ask the Site Staff

Ask the field trip facility to fax or mail any pertinent information (waivers, etc.).
Find out how long the field trip will take; what costs are involved; how students and teachers should prepare.
Ask if students need to bring lunch or snacks. Can students eat at the location? Is there a cafeteria on site?
Ask about parking for school busses. Are any parking passes, permits or parking fees required?
Ask about a good meeting area for groups.
Find out if there are any potential hazards associated with this field trip location.

3. Potential Paperwork to Complete in Advance

Field trip approval form (Follow the school procedures.)
• Possible items you will need to address:
• When you would plan to take the trip, time of departure and time of return
• Cost of trip (includes transportation, entry and meal fees)
• Written justification for taking the trip (includes TEKS correlations)
• Behavior contract for students with rules and expectations
• Medical Condition/Allergies/Emergency Contact form
• Needed materials (chaperones, meals, fees, curriculum, transportation, etc.)
• 4 to 6 weeks prior to trip (suggested) submit plan to Principal for approval
Request for transportation form
Permission to attend field trip form (to be completed by parent/guardian and kept by school)

4. Coordinate with other sponsoring teachers

Share expectations of trip
Plan interdisciplinary activities to occur at the site
Plan a visit to site to become familiar with facilities
Contact parents to act as chaperones
If needed, decide on small groupings of students and assign chaperones to groups

5. Check with school nurse

Do certain students take medication during the school day? Find out and plan accordingly.
Prepare a list of student names, medication needed and time it is to be given.
Make sure all adult sponsors have the list and correct medications for students in their group.

6. Create a trip schedule

what students will be doing when
when and where should the drivers meet (if not taking a school bus)
when and where is lunch
when and where to meet for return trip to school

7. Identification

to your group (name tags, school shirts, etc.)

8. Prepare the students

Get information to acquaint students with what they will be seeing or doing on the trip
Plan a pre-visit activity so that the field trip clearly connects with in-class learning
Provide activity sheets of things they need to look for while on the trip
Teach students how to take field notes or provide a note-taking form
Set expectations: Cover rules for behavior in class prior to departure.

9. Notify the chaperones

Two or three days before the trip, make reminder calls to volunteers.
Ask chaperones to bring cell phones if possible
Line up a substitute chaperone to be prepared for last minute no-shows
Make a packet for volunteers and sponsoring teachers that includes:
- students assigned to their group; cell phone numbers for other chaperones and teachers; student behavior expectations; field trip schedule; medical release forms for students in their group; departure time

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