How to Plan a Field Trip: A Step-by-Step Guide

Updated on February 25, 2019
prairieprincess profile image

Sharilee obtained a degree in secondary English education from the University of Calgary. She has taught in Canada for ten years.

How to Plan a Field Trip

Knowing exactly how to plan a field trip is a very important skill. For teachers that wish to take their students out of the classroom to experience some real-life learning, field trips can be a dream, or a nightmare, depending on how well they are planned.

It is no wonder that school boards have become increasingly cautious when it comes to allowing field trips. Afraid of litigation, administrators are slow to permit anything considered dangerous or risky.

Considering the current climate, it is especially important to plan carefully for all contingencies. Taking a large group of children or teenagers out to a public place is a somewhat complex task, and a large amount of planning needs to be done to make it successful.

Having planned many field trips myself, I am glad to share some of the things I have learned from these experiences. Plan your field trip correctly, and it can truly be a memorable and meaningful experience for everyone involved!

This article is about the practical aspect of how to plan a field trip. This guide is directed primarily at teachers, but the information could be adapted by daycare workers, recreation workers, home schoolers, parent volunteers, or even parents planning a special trip for their child and friends.

Steps To Planning a Field Trip

  1. Decide Where You are Going
  2. Ask Your Administrator
  3. Arrange for Transportation
  4. Decide On a Food Plan
  5. Plan Your Schedule
  6. Arrange Your Supervision
  7. Create a Permission Form
  8. Decide Who's Allowed To Go
  9. Tie in Your Field Trip to Your Curriculum

These are the steps you will need to cover for your field trip plan. The order of these steps may be different for you, but be sure to think about all of these points.

1. Decide Where You are Going

You may already know where you are going and can skip this step, but if not, do some brainstorming. Talk to colleagues who may also be involved with the trip, and try to come up with some ideas. Think about places that enhance and reinforce your curriculum goals. Do some quick research to see if these ideas are feasible. Check for cost, location and the services that the place offers. Also, check to make sure they are open on the day you are considering coming.

Once you have narrowed it down, talk to your colleagues again. You also may, depending on how much student input you allow, ask the students for their preferences. Explain that you can't promise anything, but you would like to get their ideas. Finally, decide on where you are going.

Talk To Your Principal

Talking to  your principal is the first step in planning a field trip.
Talking to your principal is the first step in planning a field trip.

2. Ask Your Administrator

Next, you have to check with your administrator. Hopefully, you already know that you are allowed to have a field trip of some kind, but now you will have to run the specific idea past him. Jot some notes before you go to present the idea. Tell her why you want to go (that darn curriculum again), what dates you are thinking of, and what the cost will be.

She may say yes right away, but you may have to wait. When you get the go-ahead, fill out whatever forms are required for your school division. it may be asking for permission from the board, or it may be filling out a bus form. Just make sure all of that paperwork is done well ahead of time. This keeps your principal happy, which keeps you happy!

It is Important to Arrange Transportation!

Be sure to arrange transportation for your field trip early.
Be sure to arrange transportation for your field trip early. | Source

3. Arrange for Transportation

First of all, we have to focus on some very basic things. You have to decide how you are going to get those little munchkins there and back, and how you are going to feed them. In most cases, it will be a bus, but with smaller groups, you may take staff vehicles. If it is very local, you may even walk to the destination.

If taking the bus or staff vehicles, it is important to fill out the required forms. NO BUS, NO TRIP! The transportation has to have the time to make sure they can find a driver and have an available bus. As well, they will need to know when your departing and coming back, because they may need those buses for other purposes.

4. Decide on a Food Plan

Decide on where you will eat, and when. Here are some different options:

  1. On site restaurant/cafeteria: Sometimes the facility will have a restaurant or cafeteria on-site. This makes for easier supervision, but you are not sure of the food quality. The facility may even offer a special for groups coming in, so check with them to see if they do. This would be an easy option, because it could be done up ahead, and would save on waiting time.
  2. Bring their own lunch: This is the cheapest option. The downfall to this can be that some kids don't bother to bring one, and are grouchy and irritable from not eating. The good part is that you don't have to worry about collecting the money, or waiting for people to order.
  3. Off-site restaurant: The advantage of this is that it is usually popular with students. The disadvantage is that it isn't healthy, and may make it harder to supervise. It can also eat up an inordinate amount of time if you have a big group.


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5. Plan your schedule.

Plan your schedule for the day. Break it up into activities, and decide how long each one would take. Take into consideration the attention span and interests of the students. Try to plan a variety of activities that different types of students will enjoy. Plan very carefully, not allowing for time that is not planned for. This is when kids get into trouble: when they don't know what they are supposed to be doing. Your students are in a new environment; they will be excited, and you don't have your safe four walls to keep them in.

When planning your trip, think in terms of “stations.” For example, I planned a trip to a seniors lodge for all of our grade twos. We had two different areas of the lodge they were to visit: one was touring the facilities with a guide. The other was visiting the elders themselves and hearing their stories. Strive to plan your stations with equal amounts of time, so that one group is not waiting for the other group, and again, apt to get into trouble.

Besides going to your official destination, you may want to schedule some fun time at a park, or elsewhere, to let off steam. Just be sure that you can supervise properly, and everyone is clear about when they have to come back. When I was teaching an alternative class, we went on two field trips where we went to our official destination in the A.M., and then to the park for P.M. It was great ... we brought footballs and frisbees, and everyone stayed fairly close by.

6. Figure out your supervision.

You must decide how many adults you need in order to handle the children. This will vary depending on the behaviour of your students, as well as their age and maturity. Check with your administrator for permission to take the teacher's aide, and perhaps an extra teacher's aide on the trip.

You may need to ask for parent volunteers, as well. You may do this by calling up specific parents, by a letter, or by asking students to ask their parents, or in your regular communication you have with your parents (I.e.. communication book, newsletter, website, etc.) Go over your students and put into groups of no more than 15 (preferably less) and assign each adult a group. Make up a list of group members for each staff member, which you will use for roll call during the trip

Now that you have your itinerary planned out, and all the resources in place, you are ready to write your permission form letter.

Cute Entertainment about Field Trips!

7. Create a Permission Form

This letter has two parts.

First Part of Letter

The top part of the letter should contain the following information:

a. Where you are going

b. What the purpose of your trip, including the curriculum connection

c. When you are going, including the time you are leaving, and the time you are being picked up

d. The contact information for the school and contact person (probably you, but it could be the school secretary or another staff member.)

e. What students will need to wear (if applicable) and any thing they need to bring, including money, if applicable.

f. What you will be doing for food arrangements

g. What the transportation arrangements are

h. By what date the permission forms need to be sent back

Second Part of Letter:

The second part of the letter will be at the bottom, and meant to be torn off.

This part will look like this:

I, ___________________________________ (parent/guardian) give permission for

_________________________(student) to attend the ******** field trip on the date of ******.

Signed: ___________________________________________

Remind the students regularly to bring back the forms.

You might have this guy in your class!

Decide Who Gets To Go On The Trip

Sometimes kids have not shown appropriate behaviour and do not go on the field trip.
Sometimes kids have not shown appropriate behaviour and do not go on the field trip. | Source

8. Decide Parameters for who's allowed to go on trip

Decide who will be going on the trip. By this, I mean that you might require acceptable behaviour for a week before the trip. This is a good incentive for children, and it does stop a student from going who will be a behaviour problem and ruin for everyone else. Decide on will be done with the students that can't go on the trip (stay home? Go to another class? Library?) Check to make sure that another adult is responsible for him or her while you are gone for the day.

Have a backup plan. Decide what you will do if a student is absolutely defiant and refuses to listen and causes a scene. Hopefully, this doesn't happen, but decide ahead of time, just in case. You might an agreement that that child will go to the bus for a time to cool down. Decide whatever is appropriate, and let all the children know that there will be consequences for misbehaviour. Just like they do with parents at a grocery store, kids will sometimes see a public place as an opportunity to get away with as much as they can.

9. Tie in your Field Trip to Curriculum

Decide what kind of assignment and learning you would like to tie in with this lesson plan. For some ideas for assignments to do before the trip, see this article. This may include pre-learning where you do some background reading on the place you are going, or on a related topic. You may also do some assignments while you are there. Also, see what the facility has for learning activities while there. Tell students that they have to do these because they are part of their mark. Also, you can have follow-up activities and assignments. I have a lot of ideas for curriculum tie-ins, which I will save for another article.

Day of the Trip ...

Quick Pointers

  • The day of the trip, try to arrive at the school a little earlier than usual to give yourself peace of mind.
  • Check to make sure all students have their permission forms signed back in, and the money is collected.
  • Have all students wait in their rooms until is time to go. Have an activity for them. If this relates to the trip, that's great. It might be a group game or a puzzle. The point is that they have something to do, because this time is one of anticipation for them, and you need a plan!
  • When the transportation is ready, have students go the buses or cars, in groups. Don't have everyone go at once, unless you have a very small group.
  • Assign each staff member a group, and give them their list. They will do roll call throughout the day. They do this either silently by just doing a visual check, or if it's a big group, call out their names.
  • Give instructions at two times to make sure they are heard. Check for understanding by getting one of the students to repeat it. Treat this like the learning experience it is.
  • Bring along some puzzle books and magazines to give out to students if you're going to be driving for more than half an hour.

Have a great day! If you take the time to do all this planning, you should have a great trip!

In the Case of Emergencies...

No matter how much we plan, there is always a chance that something that things will not go as planned. Therefore, here a few tips for preparing for those unforeseen circumstances:

1. Bring along an emergency kit. If the bus is located close to the site, you will be safe leaving it on the bus, but also taking a few key items, such as bandaids and wipes, in your bag, with you.

2. Be sure to have a way to communicate with parents, in case something goes wrong. This might be by having a list of contact information in your bag, or via contact with the school, who will do the communicating with you.

Questions & Answers

  • What if a child is lost on a field trip?

    Yes, it can easily happen that a child gets lost on a field trip. They may get distracted by something interesting and take a wrong turn, or deliberately wander off, in the quest for freedom. Whatever the reason, this situation is of grave concern to the supervisors on the field.

    Here are some tips to handle the situation of a lost child.

    1. Ask other students, and all the supervisors about the last time they saw the child. The more information you can get, the better.

    2. Consider stopping the activities, until the child is found. Have the children stay in a secure spot, supervised, and then have as many adults as possible looking. This would be a good time to consider having a meal or snack, or reviewing what you have viewed so far.

    3. If applicable, enlist the help of staff at the place where you are located, such as museum staff. They may also be able to give you some clues about where the child may have gone.

    4. Divide and conquer to look for the child, trying to cover as much territory as possible.

    The best strategy is always prevention, so to prevent the possibility of a lost child, here are some tips:

    1. Make sure you have enough supervision, with lots of adults along.

    2. Divide children into small groups, and write down your groups, so you know who is with each person. Give the list of their children to all the adults.

    3. Instruct the children on the importance of staying with their supervisors at all times.

    4. Put the children in pairs so that they can look out for each other.

  • Is a first aid kit necessary when planning a field trip?

    Yes, you should definitely have a first aid kit. Great idea and thanks for the comment. I would recommend carrying some basic supplies in your bag so that you have them with you.

© 2010 Sharilee Swaity


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    • profile image


      7 months ago

      Sujith can I take a look on your assignment. Thanh you.

    • profile image


      14 months ago

      I had to write an assignment about "how to plan a field trip". I think that this article will help my duty. Thank you!..

    • profile image


      14 months ago

      Who would you have to consult with and why? When planning the excursion

    • prairieprincess profile imageAUTHOR

      Sharilee Swaity 

      16 months ago from Canada

      Gina Njoki, that is not a good situation, and I apologize for the late reply. If this happened, I would say to pay the fee then, but keep the reciept and then call the manager later and ask for your refund.

      It is should be put in writing, what you will be paying, and then you can take that paper to the cashier on the day of the trip, to confirm your rates.

      Thanks so much for the question.

    • profile image

      Gina Njoki 

      17 months ago

      What do I do if we arrive at the trip site and find a different person who gives new charges to pay yet we had prepared for a lesser charge? It happened and we were forced to add more money of our own.

    • profile image

      Syed firdous Ahmad 

      18 months ago

      Don't you think it will disturb whole class.... And other subjects will be ignored..... It is time consuming

    • profile image


      2 years ago

      This is really helpful - thank you!

      Something that I have discovered recently is a free app called chAPPerone and it allows you to communicate with your students without sharing your phone number, as well as allowing you to send whole group alerts. It made coordinating all the kids different movements so much easier, so I definitely recommend it to other teachers.

    • profile image


      2 years ago

      Thats helpful....and (hint)have a first-aid kit with you

    • profile image

      felix osei 

      2 years ago

      i tried once but it was really fun

    • profile image

      Mausam Kumari gupta 

      2 years ago

      So valuable tips.

    • profile image

      noor fatima 

      6 years ago

      i want to find should childern go on firld trips

    • prairieprincess profile imageAUTHOR

      Sharilee Swaity 

      9 years ago from Canada

      Sally, that is a neat idea for a burger. Very imaginative! Thanks for your comment, and take care.

    • Truckstop Sally profile image

      Truckstop Sally 

      9 years ago

      Thanks! We have a new burger place in town, and one of the items is called the Field Trip. The burger changes every day or two. It is always adventurous and usually tasty too!

    • prairieprincess profile imageAUTHOR

      Sharilee Swaity 

      9 years ago from Canada

      KoffeeKlatch, thank you so much for the comment. Yes, they are challenging, and the more planning, the better! I'm sure you've done a few with all your teaching! Take care!

    • KoffeeKlatch Gals profile image

      Susan Hazelton 

      9 years ago from Sunny Florida

      Great advice and tips. As one who plans field trips occasionally myself, I can tell you - it's not easy. However, with a little organization it can be done successfully.

    • prairieprincess profile imageAUTHOR

      Sharilee Swaity 

      9 years ago from Canada

      Thank you so much, saleheen! That's funny!

    • saleheensblog profile image


      9 years ago from Dhaka,Bangladesh

      very nice hub , enjoyed the read, all my life has been like a field trips so this hub gave me much pleasure.


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