Student Safety & Behavior
The safety of students is the highest priority. If you see a student doing something that may put themselves or others in danger, correct them immediately and remind them of the applicable rules. Report all behavior concerns to the director as soon as possible. Chaperones do not discipline students; discipline is handled by the director.

Professional Boundaries
Chaperones must maintain appropriate professional boundaries with students at all times. Never be alone with a student in a hotel room, vehicle, or other private space. Stay with your chaperone partner whenever possible.

Fairness & Respect
Apply student rules fairly and equally to all students. Treat all students and chaperones with kindness and respect. Students should address chaperones as Mr., Mrs., or Ms.

Your Own Child
Chaperones must treat their own children fairly and consistently with all other students. Do not provide your child with special privileges, extra snacks or treats, or exceptions to program rules. Providing something your child genuinely needs is appropriate, but chaperones should avoid giving their own child preferential treatment.

Medications
Only the director and designated medical chaperone may distribute over-the-counter or approved prescription medications. Medication may only be given to students with a medication permission form on file with the director. This includes OTC medications such as Tylenol and Advil. No exceptions.

Student Emergencies
Remain calm and immediately contact the appropriate staff member when a student emergency occurs. Do not administer medication unless you are specifically authorized to do so. If a student’s safety is involved, do not promise to keep information confidential. Report concerns to the director or appropriate staff immediately.

Performance Comments
Chaperones may not provide criticism, negative comments, or performance advice regarding individual students or groups. Only encouraging or congratulatory comments about our students or other bands are permitted.

Public Display of Affection
Our program has a No Public Display of Affection policy, which applies to all adults and students traveling on the trip. Kissing, holding hands, or other physical contact that implies intimacy is not permitted. Chaperones may remind students of the policy but must notify the director of any infractions.

Alcohol, Smoking & Substances
Under no circumstances may chaperones consume alcohol, smoke, vape, or use drugs while on a student trip. This applies for the entire duration of the posted itinerary. These substances are also prohibited for students.

Questions & Communication
If you are unsure about something, contact the head chaperone first. If they do not know the answer, they will find out. Please do not contact the director unless the matter is urgent or an emergency. This allows the director and staff to remain focused on the students and the performance.

Concerns & Disagreements
If you have a concern or disagree with a decision made by the director or staff, please address the matter privately and at an appropriate time, away from students and when the director is not actively managing the program. Whenever possible, concerns that are not urgent should be discussed after the trip, when there is adequate time for a thoughtful conversation.

Trip Information
Bookmark the trip website to your home screen and check it regularly, as information and schedules may change during the trip. Do not rely on screenshots of trip information, as they may become outdated.

Leaving Events or Trips
Chaperones should not leave an event or trip unless it has been previously arranged with the director.

Additional Youth
Chaperones are expected to focus on the needs of the students. Siblings or other accompanying youth may not be brought on a trip without prior permission from the director.

Seating & Supervision

• Chaperones should board the bus before students to reserve a seat and load their carry-on.

• Place at least 1–2 chaperones in the front of the bus and 1–2 chaperones in the middle or back half of the bus.

• Chaperones are allotted one seat unless it has been previously established that additional space is available.

• Directors and staff riding the bus will generally take two seats each in the front of the bus.

• Chaperones should not share seats with students.

Attendance

• Attendance is taken using the Google Sheets App. Please download it before the trip: (iOS/iPhone) • (Android/Google Play)

• The link to the attendance sheet will be provided before the trip.

• Take attendance as students board the bus, either from just outside the bus door or from the first row of seats.

• The first time attendance is taken, give each student the number assigned to them on the roster. For subsequent attendance checks, students should provide their number instead of their name.

• Be proactive with attendance. Do not wait until all students have boarded before taking attendance, as this can significantly delay departure.

• Once attendance is complete and all students are accounted for, send a text to the Chaperone Group Text indicating that your bus is ready: “Bus A is here” or “Bus A is ready.”

During the Trip

• Students should remain seated at all times unless otherwise directed.

• Keep volume at a reasonable, conversational level.

• Do not allow students to yell or create excessive noise.

• If necessary, get up and politely remind students to lower their volume.

• Report all student issues to the director.

Rest Stops / When We Arrive

• Refer to the directions posted in the Band App or texted to chaperones by the director for instructions regarding rest stops and arrival procedures.

• Do not allow students off the bus unless specific instructions have been given.

• Students may not be left alone on the bus. A chaperone must be present whenever students are on the bus.

• The only exception is when a student needs to quickly retrieve something they forgot. This should be brief.

Entertainment

• Only age-appropriate movies, TV shows, and video games may be used on the bus, including on personal devices.

• Movies must be rated PG-13 or lower.

• Television programs must be rated TV-14 or lower.

• Video games must be rated Teen (T) or lower.

• R-rated, TV-MA, AO-rated, unrated, or otherwise age-inappropriate content is not permitted, regardless of the device used to access it.

• When in doubt, ask the director before allowing the content.

Restroom

• Emergency use only.

• Students may not use the restroom for any reason unless the bus has stopped.

Returning to Buchanan

• Just before arrival, walk the bus aisle and collect trash. Trash bags are provided in the bus backpack or by the bus driver.

• After arriving at the school, release students one row at a time, starting at the front of the bus, only after their seating area is clean and all belongings have been gathered.

• After all students have exited, make one final pass through the bus to collect any items left behind and bring them to the bandroom.

Room Assignments & Responsibilities

• When possible, two chaperones will work together, with each student room assigned to a chaperone pair.

• Chaperones should conduct room checks in pairs whenever possible.

• Chaperones should knock and announce themselves before entering any student room and wait for students to respond before entering.

• Under no circumstances should a male chaperone enter a female student room.

• Chaperones will serve as hosts for their assigned rooms and are responsible for wake-up calls, nighttime room checks, and addressing any concerns that arise.

Evening Room Check

• Chaperones are responsible for conducting a room check at the designated time each night to ensure all students are in their assigned rooms.

• During room check, remind students:

  • They may no longer leave their room for any reason.

  • What time they may leave their room for breakfast, as listed on the itinerary.

  • What time their wake-up call will be.

  • Any director-provided instructions for the following day.

  • If departing the hotel the next day, what time check-out is and what they need to do to prepare for departure.

Wake-Up Call

• Chaperones will make the wake-up call to each assigned room at the designated time in the morning.

• You may use the hotel phones or go room to room to ensure students are awake and getting ready for the next item on the itinerary.

Departure & Room Check-Out

• At the designated room check-out time, chaperones will check students out of their assigned rooms.

• Students should have all suitcases and personal items packed and waiting inside their hotel room.

• Chaperones will check that:

  • All trash has been thrown away/put in a waste bin.

  • All food has been removed from refrigerators.

  • All used towels have been placed in a pile in the bathroom tub or shower.

  • All pillows and bedding are accounted for.

  • All furniture is in its proper place.

  • No clothing or personal items have been left behind.

• Students may be released to load the bus after giving all room keys to their chaperone.

• Chaperones will return all room keys to the front desk before boarding the bus.

Student & Director Support

• Chaperones should remain available to assist students and directors with preparations for the performance.

• This may include, but is not limited to:

  • Providing water or snacks.

  • Setting up and serving food.

  • Assisting students with instruments or uniforms.

  • Helping with other needs as directed by the directors.

Performance Day Preparation

• Wear comfortable, supportive shoes, as a full day of chaperoning may involve considerable walking and standing.

Warm-Up & Equipment

• For marching band and winter percussion, chaperones typically assist with front ensemble equipment (“pushing the pit”). Chaperones should meet at the truck at the designated time.

• Winter guard chaperones may also assist with equipment depending on the needs of the group.

• For concert and jazz trips, chaperones do not typically attend warm-up and should plan to be in the audience during that time.

• Chaperones do not attend critiques or judges’ clinics.

Audience Etiquette

• Practice good concert etiquette during all performances, including no talking and applauding at appropriate times.

• Chaperone cell phones should be on silent during performances.

• Cell phones should remain on and available at all other times, including while riding the bus.

• Be respectful of all performing groups. Only positive comments about other performances are appropriate.