Trip Organization

Chaperones are an asset to any school trip.  Group leaders often have their own method of organizing chaperones. In these cases, always work with with these methods.

However, if the group leader asks you for suggestions on chaperone duties or expectations, be prepared to offer assistance. The following articles offer helpful suggestions.

Helpful Articles:

• How Successful Trip Leaders Organize Chaperones
• How to Save Hours on a School Trip: Chaperone Recommendations
• How to Turn Chaotic Bus Travel into Organized Student Trips
• 6 Steps for a Smooth Hotel Check-In on a School Trip 
• How to Spot the Weakest Part of Your Trip (And What to Do About It)

Before you travel:

• Know motorcoach drop-off locations and city guidelines for motorcoach travel.

• Plan driving routes between all locations on your itinerary. Also, have an alternate plan in case of a road closing or major delay. Carry extra city maps to share with the motorcoach operator if the situation calls for it. Remember, it is the driver’s primary responsibility is to operate the vehicle safely.

• Want to easily identify your buses? Customize and print this bus sign!

Download the Bus Sign

Helpful Articles:

• What You Need to Know About Motor Coach Driving Laws
• How to Turn Chaotic Bus Travel into Organized Student Trips
• 9 Things to Know Before Traveling by Motor Coach Bus

Before you visit a site:

• Know the location of the Group Entrance for all sites on your itinerary. Visit the vendor website or call the vendor for this information.

• Know the location of the restrooms. It’s often the first question asked!

• Ask yourself, “If the chaperones had maps, would it ease anxiety and make the trip flow more smoothly?” If the answer is yes, print a few maps of the site or the area. Highlight your meeting point and write your meeting time at the appropriate location.

To get started, see our list of maps for commonly used vendors in:

• Washington DC
• New York City
• Chicago
• Philadelphia
• Pittsburgh
• Atlanta
• Boston

Saying “It’s time to meet!” has never been so easy. Send tour updates to travelers via text message using a free service called Remind.  Recipients opt-in to receive messages.

Learn more about Remind for tour text messaging

A few ways that you can use this service to make your trip run more smoothly include:

• Send a text in the evening with a reminder of the morning gameplan. “Wake-up call 6:15. Breakfast 6:45 in the Washington Suite. Load luggage 7:15. Depart 7:45.”
• Send a reminder of the meeting time and location. “We will meet at the big clock at 12:45. Enjoy your lunch!”
• Send a reminder closer to your meeting time. “We’ll be meeting in 5 minutes under the big clock! See you soon!”