Spring Trip Survival Guide ‘25

The big spring trip is on the horizon and whether it’s your first time or thousandth time leading one, there’s always a lot to consider. But what do you really need to focus on to make your spring trip a success? We’ve broken it all down in our spring trip survival guide ‘25! 

1. Keep the Kids Hydrated

Traveling, especially on buses and planes, can be dehydrating. Bottom line: remind students to drink water. Provide bottles of water for them if possible or talk to your tour operator about making that an inclusion of the trip. As a band director, you’re probably aware that dehydration usually results in nausea and vomiting, which is a great way to kill the vibe and land some kids in a sick bed. Yet it can all be prevented by drinking water.

2. Prep Your Chaperones

You can’t be everywhere at once, so you have to rely on your chaperones. Best to make sure they’re set up for success. Here’s how:

• Chaperone Groups: Make sure your chaperones have a rock solid understanding of who their students are and make sure those students know they can always go to that chaperone for support.
• Counting System: Rather than counting heads, practice a system whereby each chaperone accounts for their assigned student and holds up an “all-good” signal. Then all you have to do is make sure each chaperone is ready, and you can rest assured that the group is present and ready for the next stop on the itinerary.
• Check-in Process: If your trip calls for it, you may need to establish a check-in process. This is normally used when students have free-time for an extended period of time, usually at theme parks, where adults would benefit from knowing everything is ok at various points of the day. Rather than pull them out of that two-hour StarWars line for an in-person check-in, we recommend selfie check-ins.  The goal is to see that they are in groups of three or more and in the park.  Ask them to send their chaperone a picture of each small group with a recognizable background image, like Cinderella’s Castle or Storm Troopers.  Often kids will turn on their creative energy and these check-in photos will serve the double purpose of being great trip photos!   
• Communication Plan: Will chaperones and their groups communicate using a platform like Remind101 or group text? Whatever it is, ensure that your chaperones have a plan and all the information they need to make it happen throughout the trip. Green Light’s registration system can also be used to send group texts.  
• Hotel Meetings: Nightly meetings are not a requirement, but they can definitely help your chaperones stay on the same page with you throughout the trip. Once the kids are in their rooms, briefly meet to talk about the wins of the day, any potential challenges, and go over the plan for the next day. 

3. Leverage Your Tour Manager

Assuming you’re traveling with a tour manager, remember they’re there to handle the logistical details, so take advantage of their expertise! At the very least they’re a knowledgeable extra set of hands and at most, they can help with last-minute changes or unexpected challenges. Either way, empower your Tour Manager to handle those aspects of their job so you don’t have to!   

4. Know the Itinerary Inside Out

Before the trip, review the itinerary thoroughly. Be clear on what’s included, what isn’t, and any special arrangements for meals, activities, transportation, and performances. Nothing can put a stop to the fun like an unfulfilled expectation based on a misunderstanding of the itinerary. Speak with your tour operator and tour manager before the trip to make sure all parties are on the same page.

5. Organize Detailed Lists

Having accurate and up-to-date lists established before departure is key. Create clear and organized:

• Rooming Lists: Make sure students know who their roommates are to make hotel check-in as smooth as possible
• Bus Lists: Every student should know their assigned bus number before the trip
• Flight Lists: Double-check the names provided for this list are your students’ full, legal names with accurate dates of birth
• Chaperone Lists: Ensure every student knows who their chaperone is, and make sure each chaperone has their student list easily accessible

6. Designate an Allergy Monitor

Food allergies are a serious concern. Assign one adult (preferably a chaperone or staff member with first-aid training) to monitor students with food allergies. Make sure this person knows each student’s specific dietary needs and carries any necessary medications. This individual can also coordinate with your tour operator and tour manager to confirm that students with allergies will be safe and fed at each of your group meals.

7. Don’t Forget to Have Fun!

With all the organization and preparation covered, don’t forget to enjoy the trip! And guess what, if you put the work in, it will be a heck of a lot easier to do so. As a tour operator specializing in student performance group travel, we here at Green Light know as well as anyone this is an incredible experience for your students and your positive energy throughout the trip can make it even more memorable.

8. Leverage That Fun as a Recruiting and Retention Tool

Post photos of the band having a great time. Let your local news agency know the band is traveling. Share a heartfelt travel story with the administration. Talk about how much fun you had when you recruit future band students. These band trips show that your organization is a big deal and will garner community support and boost future enrollment numbers. 

That’s your spring trip survival guide ‘25! Stay hydrated, prepare your chaperones, leverage your tour manager, know the itinerary, create solid lists, designate an allergy monitor, remember to have fun, and leverage the trip as a tool for program growth! We hope this guide helps you and your band have the trip of a lifetime this spring!

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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 and Erik Young for this article. Green Light specializes in exciting and educational travel experiences for your student