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Chaperone Trip Information Letter Template

chaperone trip information letter

Customize this chaperone trip information letter to explain to your chaperones their expectations for the trip. This letter is a follow-up to the chaperone recruitment letter template. 

Chaperone Trip Information Letter Template


Thank you for your interest in serving as a chaperone for the <ENTER YOUR SCHOOL NAME HERE> trip to <ENTER DESTINATION HERE>. We know that it will be a fantastic experience for the students.

We will be meeting on <ENTER CHAPERONE MEETING DATE HERE> at <ENTER MEETING TIME HERE> in <ENTER MEETING LOCATION HERE> to go over last details of the trip.

As a chaperone, you will serve a critical role in helping the trip run smoothly. Here is what you can expect:

  1. You will be assigned a group of students. Instead of supervising all students, you will be assigned a small group of students to monitor. You will be in charge of these students at the hotel, on the bus, and while visiting your destination. We have found this to be the most efficient way to conduct head counts and manage the trip.
  2. Chaperones will be seated throughout the bus. An even distribution of chaperones throughout the bus ensures that students are well-supervised. Head counts are expedited if students are seated near their assigned chaperones.
  3. Chaperones will be spaced at the front, middle, and back of the group when walking between sites. Spacing chaperones throughout the group ensures that students are both well-supervised and keeping up with the pace of the group.
  4. You will have a specific duty at hotel check-in. Chaperones distribute room keys, coordinate luggage unloading, direct students to rooms, and remind them to stay quiet when entering the hotel.
  5. Chaperones assist with wake-up calls and breakfast check-in. Chaperones follow-up a hotel wake-up call with a knock on the door for their assigned students. Chaperones confirm that their assigned students had breakfast (and aren’t still sleeping!).
  6. Chaperones are connected by phone and group messages. We will create a list of chaperone cell phone numbers for each bus so that we can communicate easily if needed.

Thank you again for serving as a chaperone! We look forward to seeing you at the meeting and to traveling with you to <ENTER YOUR DESTINATION HERE>.






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