Count the number of people you have before leaving each stop.If you have an early morning start, have a period of ‘quiet time’ in the vans so those who need more sleep can catch up to the rest of the group.Plan meet up stops (next gas station, next park etc) when traveling longer distances. Cheap walkie-talkies are a good backup for cell phones when out of range. Have a way to communicate between vehicles.Tell people each night what they will need the next day.Know the tides if you are near the ocean.Check the weather daily – and have a plan to avoid the worse conditions.Feed people – make sure you plan for food and rest stops.Carry a summary of people’s medical forms with you at all times. Carry a first aid kit in EVERY vehicle and have one in your backpack on every hike.All your leaders need to be covered by insurance. You and your co-leaders must have recent first aid training and be confident you can deal with a medical emergency.Fear of not having a toilet around makes some folks not drink…causing them to get sick.
Also, remind them that you have toilet stops all planned. Dehydration will cause more sickness than anything else.Always carry additional water and snacks for those people who just can’t plan ahead or follow simple instructions.Make sure you factor in toilet stops throughout the day.Always have a backup navigation system – like a map! Also, try the app! You need to ensure you have updated navigation tools – and can navigate without the internet or cell phone reception.Things change – like access, roads, undergrowth, parking. You MUST have visited each site that you will take people to in recent times (like the last three months).Here are my 20 tips and tricks to help with your planning. We often get caught up in our science and forget the other ‘comfort and safety’ things that can make your trip memorable for your ‘guests’. I have been leading field trips for over 30 years, and have had to deal with many situations that have required me to learn new ways of making sure people are comfortable and have a great learning experience with me.