Field Trips

How to Plan a Field Trip

Here are a few tips on organizing a field trip from those who have done a few:

• When you first contact a place you are interested in, find out as much relevant information as possible. Remember to ask about the maximum and minimum number per group, suitable age range and whether younger siblings are welcome, cost per person (for parents and children), expected length of visit, what people need to bring (e.g., lunch, rain gear), whether activities are hands-on, etc.

• Gauge interest to see if other people would be interested in the field trip. You could do this by posting to the Google group or just by asking any SHG families you know.

• Advertise your field trip by writing up a blurb to post on the Google group

• Include any information which might help people decide if they want to participate: duration of time kids may need to sit still or listen quietly, potential scare or excitement factors that may be challenging for more sensitive children, a website where people can find more details, etc.

• Provide your preferred contact info so people can ask questions before signing up.

• In the case of a paid event, collect money beforehand and tell people what forms of payment you will accept (e.g., Venmo, PayPal, cash) and by what date payment must be received. If you try to collect money on the day of the event, you may personally end up having to cover the cost of people who don’t show up.

• Give people deadlines—a date by which to express an interest, and, in the case of paid events, a date by which to pay and a date after which refunds will not be available.

• Keep lists! Track people who have paid and have a secured place on the tour and people who have expressed an interest but not yet paid, and keep a waiting list of people you can contact if others drop out or don’t pay in time.

• Post a reminder. People have busy lives and tend to forget what they have signed up for, so it’s always a good idea to put out a reminder email or text a few days before your event. Repeat the date, time, location, directions, meeting place, and any other relevant information.

• Post a meeting time that allows time for latecomers. No matter how much you beg people to be on time, there are ALWAYS latecomers.

• Decide on a specific meeting place – “in the lobby next to the cloakroom” – rather than a vague “in front of the museum” (which entrance?), so that even people who have never met you before will be able to find you. Or say you’ll be wearing a silly hat and then remember to put it on!

• Build in time for socializing. You may want to build in time either before or after the event to play or hang out with your fellow field trip-goers. This gives you and your kids more opportunity to connect with other homeschoolers. For example, invite people to pack a lunch and meet you at a specified location nearby after the event for a picnic and playtime. 

Check the Field Trips section of the SHG Resource Directory for some field trip ideas.