🚌 How to Plan a Successful Choir Field Trip (Without Losing Your Mind!)
When I first became a choir teacher, I had no idea that I would wear so many different “hats”- teacher, musician, counselor, mediator, bus driver, nurse, secretary (for myself), graphic designer, tour guide, etc.
While field trips are a normal part of being a teacher, planning them can be a nightmare. What to bring? How to communicate? Where to go? So many questions…
Luckily, I’ve taken a few hundred bus rides over my 22 years of teaching and have gathered some helpful tips for you!
🎒 Field Trip Planning Tips for Choir Directors
1. Start with Admin Approval
Always get your administrator’s approval—even for recurring trips. If you take the same trip annually, confirm in writing that it's still approved for this year.
2. Streamline Communication
Collect and share cell numbers of all chaperones with each other.
If allowed, use a communication app like Remind or Band to send updates to students, parents, and chaperones. These are game changers for last-minute reminders and updates during the trip.
3. Prep Chaperone Packets
Each chaperone should receive a folder with:
A copy of the full itinerary
A list of the students in their group
Attendance lists and bus seating charts
Tickets or admission materials (Pro-tip: Never give students the tickets until you are walking into the event.)
Medical forms for students in their group (Keep confidential and collect them after the trip for shredding)
4. Assign Bus Buddies
Let students choose a bus seat partner ahead of time—this is their “buddy” for the trip. On charter buses, assign seats by buddy pairs to keep attendance taking simple.
5. Choose Your Chaperones Wisely
Pick responsible, low-maintenance adults who aren’t afraid to handle awkward moments—like waiting outside a restroom. 😅
6. Think Through the Entire Day
Plan out every minute of the itinerary. Anticipate questions from the perspective of a student, parent, teacher, and chaperone.
7. Plan Meal Stops
Even for small groups, call ahead to fast food or restaurant stops. Giving notice keeps the line moving and saves time.
8. Build in Buffer Time
Pad your schedule with extra minutes here and there. A little flexibility can save a lot of stress.
9. Set Clear Expectations
Behavior: “School rules apply.”
What to bring: “If it’s not allowed at school, it’s not allowed on the trip.”
Students are responsible for their personal belongings.
Let students and parents know bags and purchases may be inspected by staff.
If special attire is needed (like dress clothes), notify students at least two weeks in advance.
🚌 During the Trip Tips
1. Flexibility is Key
Things rarely go 100% according to plan. Model flexibility for your students and stay calm!
2. Keep Everyone Informed
Use your communication app frequently. I send reminders before each stop so students, parents, and chaperones know what’s next.
3. Printed Directions Are a Lifesaver
Always give printed addresses and directions to your bus drivers—just in case GPS fails or cell service drops.
4. Prepare for Student Needs
Bring snacks and have extra money available for students who may need it. Make sure your chaperones are aware of this support plan.
5. Coordinate Pick-Up Times
About 30 minutes before returning, remind students to contact their rides. Check in with those who are often the last to be picked up. Also send arrival time updates to parents through your communication platform or school email.
🧰 Must-Haves in My Teacher Field Trip Bag
Plastic bags (for upset stomachs) 🤢
Motion sickness meds (only with verbal parent permission)
Ibuprofen (again, only with verbal parent permission)
Mints 🍬
Wet wipes/hand sanitizer
Tissues
A printed master list of all student emergency contacts
🎢 Field Trip Fails (That Actually Happened!)
Just for fun (and maybe to make you feel better about your past trips 😅), here’s a list of wild, unexpected moments that happened to me on real-life field trips:
🌪 Tornado at the Theme Park
A tornado warning hit while we were at a major Midwest amusement park. We were kicked out of the park and had to run—soaking wet—to our buses. We literally rerouted to outrun the storm. (It was giving full "disaster movie" energy.)
🛠 Broken Down Bus… in Downtown Chicago
Our wheel chair lift charter bus broke down right in the middle of downtown Chicago at rush hour. We ended up finding a local diner and hanging out there until the bus was repaired two hours later.
🎭 Lost Student at Wicked
Twenty minutes before curtain, we realized a student was missing in a massive professional theater. Cue total panic: chaperones running everywhere, security ready to make an announcement. We found him—in the 3rd row, laughing it up with some sweet older ladies. (Our seats were in the balcony section…) He was having the time of his life. (We found him three minutes before showtime.) 😐
📂 Missing Tickets at the Park
A chaperone lost an entire manila envelope of expensive theater tickets inside an amusement park. (Miraculously, someone turned it in about an hour later. That was a long hour.)
😴 Sleeping Dad, Unsupervised Students
A dad chaperone fell asleep on a bench while his group of 6th graders ran unsupervised through a very busy mall. 😳
🤢 The Classic: Bus Vomit
It’s not really a field trip until someone throws up on the bus. Honestly, I feel like this has happened on every single trip.
🔥 Sauna Bus on Wheels
Our charter bus’s ventilation broke, and it became a rolling sauna. My co-teacher was constantly wiping condensation off the front windshield while we drove. The students nicknamed it: "The Sauna Bus on Wheels." Every since this trip, I dress in layers on field trips.
Even the best-planned trips can turn into chaos! 😅 These moments were stressful in real time, but they definitely make for great stories later. What's your wildest field trip story? I'd love to hear it!
Hopefully these tips help you plan for the expected (and unexpected) on your next field trip!
Happy Traveling! 🚌 Melanie
