Chaperones can make a huge impact on your band trip. Put the right team in place and you’ve got a smoother trip and a built-in recruiting tool. Get it wrong, and you’re troubleshooting headaches you could have avoided. Here’s how to get it right!
Respectfully, It’s Not A Vacation
It doesn’t take long to spot a chaperone who thinks they’re on vacation.
Picture this: it’s day two of the trip. One chaperone – let’s name them Chap – rolls into the lobby ten minutes late, coffee in one hand, phone in the other, half-listening while the tour manager runs through the day.
After shopping, it’s time for a headcount:
Mr. Smith’s group? Check!
Chap’s group? Two kids raise their hands sheepishly. Chap isn’t here yet; neither is the rest of their group.
When Chap finally shows, they don’t know who to call, because Chap never saved their students’ numbers at the start of the trip, as prompted. As the director tries to hunt down the missing students; the tour manager starts making calls to the music workshop, letting them know the group will be late.
The director, having had a relaxing morning with their students, can no longer be fully present; the workshop gets shorter to make up for lost time, and everyone in the group feels the squeeze; the clinician frustratedly figures out what to cut. Chap’s oversight has had quite the snowball effect!
So what can we do to help the Chaps of the world turn into gold-star chaperones? Make their responsibilities crystal clear before the trip starts.
1. Put the Group First
Effective chaperones understand that their responsibility extends to all students, not just their own child. Chaperones should help create a safe, inclusive, positive, and enjoyable experience for everyone on the trip. This also means that, from time to time, a chaperone might have to put their own enjoyment aside to make this happen.
Equally as important, chaperones should model the behavior they expect from students. Students are always watching how adults respond to challenges and interact with others. Therefore, they should demonstrate respect, patience, flexibility, responsibility, and good decision-making whenever possible.
2. Be Present and Engaged
Great chaperones stay attentive, accessible, and actively involved all throughout the trip. They know where their students are, understand what’s happening next, and remain ready to step in when help is needed. Staying engaged helps prevent problems before they happen and ensures everyone feels supported.
3. Partner with Teachers and Tour Staff
Highly effective chaperones understand that teamwork is essential to a successful trip. They follow the instructions of the director, teachers, administrators, and tour directors. They communicate concerns promptly, and support consistent expectations. When chaperones work together and present a unified approach, students know what is expected and can focus more on the awesome parts of the trip like the activities, meals, performances and time with friends.
4. Support the Schedule
Effective chaperones don’t just stay punctual themselves, they actively support the itinerary and flow of the trip. They help students stay organized, arrive at activities on time, and transition efficiently from one part of the day to the next.
5. Prioritize Safety at All Times
Safety should always be a chaperone’s top priority. From conducting headcounts and room checks to monitoring students in public spaces, effective chaperones remain attentive and proactive. They recognize potential concerns early and address them before they become problems.
6. Lead With Empathy
Highly effective chaperones happen when you communicate expectations clearly and set them up for success. They become effective when they understand their role and feel supported by you. Explaining the realities of being a great chaperone can come as a shock to some, so it’s important to lead with empathy when showing them the way.
7. Highly Effective Chaperones Make Highly Effective Band Trips
The goal isn’t to have perfect chaperones. It’s to create a prepared and dependable team of adults who understand that their actions matter. When you invest in your chaperones before the trip, you give them the tools to make a meaningful difference in the trip itself. Highly effective chaperones lead to successful trips which in turn become great recruiting/retention tools for great band programs.
Now is the time to plan your next band trip! Consider a multitude of other destinations to excite and enrich your performance groups in the upcoming year. Green Light loves to see groups traveling, performing, and reaching their goals, and we’re happy to assist in that process however possible.
Green Light Group Tours is providing this FREE download of tried-and-true tips and suggestions for creating the best travel experience ever! Instant download available HERE. Ready to request a quote for your next band trip? You can do that HERE.
Special thanks to our business partners Green Light Group Tours for this article written by Chris Hagen. Green Light specializes in exciting and educational travel experiences for your students!
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