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You have people to move, Shubat has the wheels
You have people to move, Shubat has the wheels
We've compiled some tips and recommendations for coaches, advisors, and tour leaders to effectively coordinate and plan for transporting teams and groups on school buses:
Pre-Trip Planning
Pre-Trip Planning
Advanced Booking:
Reserve buses well in advance to ensure availability, especially during peak travel seasons. We love staying busy at Shubat, and it is never too early to start planning your next trip!
Detailed Itinerary:
Create a detailed itinerary with departure and arrival times, stops, and any special instructions for drivers. Having a detailed itinerary will not only help your trip stay organized, it will also ensure your quoted rates for transportation are as accurate as possible prior to your trip.
Clear Communication:
Communicate the itinerary and any changes promptly to all participants, parents, and of course, your Shubat bus drivers.
Permission Slips and Emergency Contacts:
Collect signed permission slips and emergency contact information for all students in accordance with your group/school/organization's policies. Having that info collected and organized prior to departure will help instill additional confidence within your trip attendees that the group is well-prepared.
Medical Information:
Gather and keep a list of any medical conditions, allergies, and medications for students. Have a plan for emergencies.
Chaperones:
Ensure there are enough chaperones to maintain order and assist with supervision. Aim for a suitable adult-to-student ratio.
During your Trip
During your Trip
Roll Call:
Conduct roll calls before departure, at each stop, and upon arrival to ensure no one is left behind.
Seating Arrangements:
Assign seats if necessary to manage behavior and ensure safety. Consider pairing younger students with older ones for mentorship.
Behavior Expectations:
Set and communicate clear behavior expectations and rules for the bus ride. Review these with students before departure.
Emergency Procedures:
Familiarize students and chaperones with emergency procedures, including exits, meeting points, and how to use emergency equipment.
Snacks and Drinks:
Provide or allow students to bring snacks and drinks, but avoid messy or allergenic foods. Ensure hydration is managed, especially on longer trips.
Entertainment:
Plan for entertainment during the ride, such as games, music, or movies, to keep students occupied and reduce disruptive behavior.
Post-Trip Follow-Up
Post-Trip Follow-Up
Debriefing:
Hold a debriefing session with chaperones and students to discuss what went well and what could be improved for future trips.
Feedback:
Gather feedback from students, parents, and chaperones to refine future travel plans.
Lost and Found:
Check the bus for any items left behind and create a lost and found process. Our drivers at Shubat always do their best to log any lost items upon arriving back at our garages—reach out as soon as you hear about a lost item so we can assist.
Volunteer Appreciation:
Sending thank you notes to chaperones, parent helpers, and any other adult volunteers can go a long way toward showing appreciation for their help on your trip—and that personal touch may help build up a solid list of repeat volunteers/chaperones that will make your future trips even easier!
Documentation:
Document any incidents, issues, or exceptional occurrences to learn from and improve future travel experiences.
One Size Fits Many
One Size Fits Many
While some of our tips may not apply to all groups, we hope that these suggestions for coaches and advisors can ensure a safer, more organized, and enjoyable experience for everyone involved in school trips.
Shubat Transportation Co. is excited to help you make your next trip a success, so be sure to reach out with any questions or submit a request for a quote for more specific or detailed inquiries.
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