Did you know that 60% of students reported stronger critical thinking skills after field trips? Regardless, before the buses roll out, it starts with a field trip registration form, the humble yet mighty tool that gathers permissions, emergency contacts and logistical details.
The paperwork makes the learning possible (and keeps the principal’s phone from ringing). We have created the template below to help you enhance your next educational adventure with objective confidence and clarity.
Table of Contents
- What is a Field Trip Form
- Free Customizable Field Trip Form (Downloadable)
- What are the Key Components of the Field Trip Form?
- How to Automate and Manage Field Trip Registrations Online
- Get a School Field Trip Kit (FREE Templates & Tools)
What is a Field Trip Form?
A field trip form is a document used by schools and organizations to securely gather essential information and permissions for students participating in a field trip. The purpose of the field trip form is to get parental consent.
Free Customizable Field Trip Form (Downloadable)
Effectively managing field trip registrations can be a challenge. A registration form template can streamline the workflow process, ensuring all necessary information is gathered and organized efficiently.
Here's our easy-to-use free form to facilitate communication and make your workflow easier. Within the free download, you'll find both a Spanish and English version to help parents within the district easily understand and complete the form.
What are the Key Components of the Field Trip Form?
A well-designed field trip form includes several key components to ensure all necessary information is collected and all requirements are met for a safe and organized trip. The form acts as a permission slip.
Student Information
This section gathers essential details about the student participant to help a teacher or educator organize the field trip. These details include:
| Information Category | Specific Detail |
|---|---|
| Identification | Full name, student ID, date of birth |
| Academic Standing | Grade level, class, or group affiliations |
Parent and Guardian Contact Information
This section is vital for establishing clear communication channels, especially in emergencies. It includes contact information for the student's parents or guardians, specifically:
- Name
- Phone Number
- Email Address
Having correct contact information is an emergency requirement because it can streamline the process in the event of an emergency.
Emergency Contacts
In addition to parent/guardian contact information, it’s crucial to have alternative emergency contacts listed. Details for at least two contacts are recommended. The details needed will be an accessible phone number, name and a description of the relationship to the student.
Medical Information
This section is dedicated to gathering important medical details about the student who may need special considerations. This includes any allergies, medical conditions, medications they are currently taking and any special instructions or requirements.
Permission and Consent
This section includes a comprehensive statement outlining the purpose of the trip, activities involved and any potential risks. Parents or guardians must sign and date this section to grant their permission for their child to participate.
Trip Specific Details
Provide detailed information about the field trip itself, including the destination, date, departure time, return time, planned activities and any specific items students need to bring.
Transportation Arrangements
Clearly outline how students will be transported to and from the field trip location. Include details about the type of transportation (e.g., school bus, private car), meeting points and any specific instructions for drop-off and pick-up. Transportation arrangements help you organize the field trip.
Legal Considerations
This handy section may include waivers or legal disclaimers to protect the school or organization from liability.
How to Automate and Manage Field Trip Registrations Online
Managing field trip registration can be seamless with an online system that handles everything, from sign-up to payment. Schools can use a form builder to create custom registration forms, allowing users to enter details for each student and upcoming outing.
The process is mobile-friendly, so parents can register from any device using a mobile app. Payments for field trip fees can be collected automatically, reducing manual tracking and paperwork.
Administrators can view submissions in real time, send confirmations and even set limits on group size. It’s a simple, secure way to streamline the entire registration process in one place.
How Vanco's School Registration System Simplifies the Process
What if one simple form could make field trips easier for every organizer, teacher and volunteer involved? With over 13,000 schools helped in 30+ years, we know what works.
Our field trip registration form solution is fully responsive, accessible on any mobile device and designed to capture everything from trip details and payment information to permissions and emergency contacts.
Whether you're planning a hike or a museum visit, our software tools simplify every step. Learn more here and take the stress out of school trip planning.
Get a School Field Trip Kit (FREE Templates & Tools)
You don't need the bottomless stress of DIY field trip paperwork and planning. That's why we built a solution for you:
A 100% free Field Trip Kit that makes planning easier than ever.
Inside, you’ll get:
- Field trip letter templates (parents will actually read them)
- A permission slip template that’s legally solid and easy to send
- Step-by-step checklists (with room for notes)
- A reflection worksheet for students to solidify learning
- A video on four innovative ways to fund your next field trip
- A software guide to help you ditch the paperwork
- And more!
