Free template
Field trip chaperones sign-up sheet
A sign-up sheet for the adults coming along.
A field trip chaperone sign-up sheet: say how many adults you need and let parents claim a place, with a couple of backups in case somebody can't make it. Once every place is taken, nobody else can sign up, so you aren't turning people down by text the night before.
Start oneIt opens with the rows already in place. Change any of them before you share it.
What's filled in for you
- Title
- Field trip chaperones
- Layout
- Things to bring or do
- Rows
- 2 to start with, and you can add more.
- Chaperone, 6 needed
- Backup chaperone, 2 needed
- Sign-ups
- One each, so nobody can take several.
- Everyone is asked for one. Only you and anybody helping you run the page see it, and it's never shown on the page.
- Description
- We need some adults to come along on the field trip. Sign up as a chaperone if you can come for the whole trip, or as a backup if you could step in at short notice. We'll email everyone who signs up with the details closer to the day.
- For
- School or class
You add your name. Anything here can be changed before you share it.
An example
- Chaperone · 1 left
- Backup chaperone · 2 left
How to set it up
- Set how many adultsIt starts with six chaperone places and two backups. Change the numbers to suit the trip, or make a row for each bus or group.
- Add the detailsPut the date, where you're going, when you leave and get back, and anything chaperones need, like a packed lunch or a background check, in the description.
- Send the linkShare it in the class newsletter or by email. Everyone is asked for an email address, so you can reach the chaperones before the day. Only you and anybody helping you run the page see the addresses.
- Send the detailsOnce the places are full, nobody else can sign up. Use “Tell people something” on your private link to email the chaperones what they need to know.
What helps
- Ask for a backup or two. Someone usually has to drop out, and a backup saves you asking around the morning of the trip.
- Check what your school asks of chaperones, like a background check or a form, and put the deadline in the description.
- If you're splitting into groups, make a row for each group or bus, so chaperones know which one they're with.
- “One sign-up each” is on, so nobody can take a chaperone place and a backup place by mistake.
Something to send with the link
Copy it into a text, an email or the group chat, change what you like, and paste your link at the end.
Questions people ask
- Why does it ask for an email address?
- So you can send the chaperones the details and any changes. This template turns on “Ask everyone for an email address”. Only you and anybody helping you run the page see the addresses, and they're never shown on it.
- What happens once the places are full?
- The rows stay on the sheet, marked full, and nobody else can take one. If a chaperone cancels from their own link, the place opens up again.
- Do chaperones get a reminder?
- Each one gets a copy of their sign-up by email. A chaperone place has no time on it, so there's no calendar file; send the date and times with “Tell people something” closer to the day.
Other templates people use
School sign-up sheets and volunteer schedules, or browse all templates
Start one
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