This form is to help you organize field trips and activities. Use it as a guideline. Of course, some field trips will require more or less information.
Some tips before you start: Don't be afraid to ask about any discounts available. Often, they won't tell you about them. Explain to them what type of group you're with and the estimated number of attendants. If payment is necessary, most facilities want one lump sum at the door and some have a preferred payment method. Find this out at the beginning. If you don't have a PayPal account, you might want to open one. It is safe, in my experience, and reliable and makes it much easier to manage monies from many people. Lastly, confirm and reconfirm with the facility to ensure arrangements are made accurately. Oh, yes, and have a good time!
Some tips before you start: Don't be afraid to ask about any discounts available. Often, they won't tell you about them. Explain to them what type of group you're with and the estimated number of attendants. If payment is necessary, most facilities want one lump sum at the door and some have a preferred payment method. Find this out at the beginning. If you don't have a PayPal account, you might want to open one. It is safe, in my experience, and reliable and makes it much easier to manage monies from many people. Lastly, confirm and reconfirm with the facility to ensure arrangements are made accurately. Oh, yes, and have a good time!
Field Trip Organizer
- Destination ________________________________________________________________________________________________________________
- Goal/ objective _____________________________________________________________________________________________________________
- Cost per person (check age, status like military or government employee) _______________________________________________________________
- Type of field trip (walking tour, informal, guided tour, school subject- related) _____________________________________________________________
- Minimum or maximum for group size ____________________________________________________________________________________________
- Ages event is made for or allowed ______________________________________________________________________________________________
- Date of event ________________________________ Time of arrival ________________________ Time of departure _________________________
- Alternate date ________________________________ Times ___________________________________
- Confirm date, time, and number of attendants _________
- Contact name ______________________________________________
- Contact phone number _______________________________________
- Address of location __________________________________________________________________________________________________________
- Payment arrangement (cash, check, card, PayPal, prior to or at location?) _______________________________________________________________
- Special needs or requests of attendants (wheel chair, stroller) ________________________________________________________________________
- Number of students attending ____________________
- Number of parents/adults attending ________________
- Parking location and cost _____________________________________________________________________________________________________
- Supplies or materials needed? (paper, pencil, sunblock, hats, closed shoes...) ____________________________________________________________
- Lunch or snacks? ____________________________________________________________________________________________________________
- Gift shop? __________________________________________________________________________________________________________________
- Send out notice for field trip at least two weeks in advance ________________
- Send out reminder of field trip one week before date _____________________
- Send out reminder day before date ___________________________________
- Rules or special procedures ____________________________________________________________________________________________________
- Name tags? _____________________
- Total student cost __________________
- Total adult cost ____________________
- List of attendants and information