Field Trip Planning and Safety

Health and Safety Opening and Running a Child Care Business

Plan ahead for a safe and fun field trip with your little ones

Field trips are a great way to empower children and bring classroom lessons to life. They expose children to sights and sounds they may not otherwise get to experience and can provide opportunities for educators like you to introduce new concepts. They also help reinforce an “I can do it!” attitude, allowing children to experience a bit of autonomy while still remaining safe and happy within the fold of their group.

Included in this guide:

Field trip planning
Field trip checklist
Considerations for meals and snacks
Resources on transportation and vehicle safety
Utilizing chaperones and volunteers

Field trips provide rich exposure to environments and vibrant locations that reinforce what students learn in classrooms. The abstract comes alive through concrete experience!

Herb Broda

Emeritus professor of education at Ashland University and author

Things to think through ahead of time

Field trip planning

The most critical component of a successful field trip is a clear plan for what you what to accomplish during the day. Make sure to plan accordingly for these items before the day arrives.

Visit the location first

Whether you're boarding a bus or just walking there, scope out the route ahead of time, without the children present. Note potential safety hazards and locations of restrooms, resting spots, and places to eat.

Determine staffing for the day

Determine which teachers will be expected to attend and ensure that you have enough staff to maintain proper ratios. Remember, family members do not count towards ratios.

Create plans for "what ifs"

Create contingency plans for what to do in the case of a missing child, medical emergency, or other potential event. Ensure you have all permission slips, medical authorizations, and a first aid kit ready to go.

Schedule transportation

Whether you are using a professional transportation company or relying on family or staff vehicles, ensure not only availabilty but also safety requirements will be met.

Set expectations with children

Using developmentally-appropriate language, prepare children by explaining what will happen during the trip and their role during the trip. Weave these talks throughout the weeks prior to your trip.

Clearly communicate plans to families

Give parents ample time to add the field trip to calendars, especially if you'll be asking for chaperones. Note supplies that families will need to send with their child, including items such as sunscreen, appropriate clothing, sack lunches, etc.

Featured Resource

Field Trip Checklist

Preparation is key when you're taking your little ones offsite for some field trip fun! Use this list to make sure you remember every important detail.

View PDF Download View in Spanish

Considerations for

Meals and snacks

Keep hot food hot (140 degrees and above) and cold food cold (41 degrees or below).

Chill or heat food appropriately before leaving.
Use cold packs or ice in insulated coolers, or use storage that plugs in to your car or bus.

Minimize hot/cold food.

If you don’t want the hassle of cold packs or insulated coolers, consider purchasing just those items to be delivered to your field trip location.
Purchasing milk in shelf-stable packaging that does not require refrigeration.

Consider carefully what to keep and what to toss.

Discard questionable food from the field trip as soon as possible to avoid confusion about what is still “good” afterwards.
Ensure your storage options (ice, coolers) are replenished after you eat to keep leftovers fresh for the trip home.

Try these tips to make your mealtime go more smoothly:

Set up a production line for packing field trip meals.
Buy pre-packaged foods or place them in sealable, individual serving containers. Not only does this help with contamination, but it creates less squabble about who got more!
Place a set number of bag meals in transport containers and mark the containers with the number of meals.
Keep a separate container with meals for those with dietary restrictions and label accordingly.

If you participate in the Child and Adult Care Food Program (CACFP), consider the following to ensure you are still meeting requirements:

Prepare all food at your child care program.
Sack lunches and field trip snacks still need to meet the meal pattern requirements for family child care homes or centers/ministries/Head Start.
Keep track of how many meals are distributed and when. Example form.

Walking and vehicle transportation

Getting there

Whether you are walking from your child care location, taking children on a bus, or carpooling, keep in mind these important items.

Ensure you have a car seat for each child and that each seat is secured appropriately.
The safest place for all children is to ride in the back seat. Never place a child in a rear-facing car seat in the front seat or where there is an air bag.
Never leave a child unattended, even when secured in a car seat. Visually supervise children at all times.
Do a physical check of the entire vehicle after all children have exited, to ensure no child is left behind.
Count and directly supervise all children, especially when loading and unloading. Ensure supervising adults have an accurate roster of all children in their charge in order to do frequent face-to-name checks.

Related expert resources

Learn more about vehicle safety from these experts

Including family members as

Field Trip Chaperones

One of the best ways to encourage family engagement is to include parents as chaperones on field trips. Be mindful about:

Recruiting – start early and be clear about expectations.
Choosing chaperones – determine if you need to make a “cut” and then consider parent qualities carefully.
Assigning groups – make sure to pair the chaperone with their own child and assign children that fit best with the chaperone’s style and abilities.
Communication – ensure that you communicate early and often with those you have chosen to chaperone. Be clear about dress, schedules, directions, contact information, and anything else important to know for the day.
Appreciation – thank your chaperones, whether verbally or with written letters from the children.

Learn More

Douglas, Jon. “Be on the Safe Side: Field Trip and Transportation Safety.” NC DHHS: Division of Child Development and Early Education. NC DHHS: Division of Child Development and Early Education, January 10, 2020. https://ncchildcare.ncdhhs.gov/Whats-New/be-on-the-safe-side-field-trip-and-transportation-safety.

Ferlazzo, Larry. “Response: ‘Field Trips Are Powerful Learning Experiences’ (Opinion).” Education Week. Education Week, March 5, 2021. https://www.edweek.org/teaching-learning/opinion-response-field-trips-are-powerful-learning-experiences/2016/12.

“Moving Kids Safely in Child Care … – Childcareexchange.com.” Accessed April 8, 2022. https://www.childcareexchange.com/library/5017325.pdf.

“June 2021 Newsletter – Summer Safety: Keeping Children Safe on Walks and Field Trips.” CCEI, June 2, 2021. https://www.cceionline.com/june-2021-newsletter-summer-safety-keeping-children-safe-on-walks-and-field-trips/.

“Accurate Meal Counting – Wisconsin Department of Public Instruction.” Accessed May 3, 2022. https://dpi.wi.gov/sites/default/files/imce/community-nutrition/pdf/Accurate_Meal_Counting.pdf.