The safety of the students is most important. If you see a student doing something that may put them or others in danger, correct them immediately and remind them of any rules that apply. All student behavior concerns are to be brought to the director’s attention as soon as possible. Chaperones will not discipline students. This will be handled by the director.

Chaperones will apply student rules to all students fairly and equally. All students and chaperones alike are to be treated with kindness and respect. Chaperones are to be addressed as Mr., Mrs., or Ms.

Only the director and designated med chaperone is permitted to give out any over-the-counter medications or approved prescription medications. Medications are only allowed to be given to students who have a medication permission form on file with the director. This applies to any OTC medication such as Tylenol and Advil. No exceptions.

No criticisms, negative comments, or advice, about individual or group performances are to be given by chaperones.

Our program has a “No Public Display of Affection” policy. No kissing, holding hands or any physical contact that implies intimacy. This applies to everyone, adults and students, to avoid any uncomfortable situations. Chaperones may remind students of the policy but then must let the director know of any infractions.

Only appropriate movies should be shown on the trips, even if it is shown on a personal DVD player. This should be limited to to G or PG, or movies approved by the director. Movies should be free of excessive violence, language, sexual content, etc.

Students may not leave any event or trip without permission from the director and a written note from a parent. A parent must sign the student out with a chaperone personally.

Chaperones are there to focus on the needs of the students. It is not permissible to bring a sibling or accompanying youth along with you without permission.

Under no circumstances are chaperones to consume alchohol or smoke while on a student trip. This is for the duration of the posted itinerary.

Chaperones will board the bus before the students to reserve a seat. Please place a minimum of 1-2 chaperones in the front of the bus, and 1 or 2 in the middle or back half of the bus.

Chaperones are allotted a single seat unless it is previously established that space is available to have two seats. Directors/Staff riding the bus will usually take 2 seats each in the front of the bus. Chaperones should not share seats with students.

Take attendance as the students board the bus either from just outside the door of the bus or from the first row of seats on the bus. The first time you take attendance, give the students the number by their name for more efficient attendance taking. The next time you take attendance, the student will say their number instead of their name.

Be proactive about taking attendance. Do not wait until all the students have all boarded and then call out names as this will take a long time and will delay our departure.

When the buses come to a stop, chaperones and students are to remain seated and quiet until the director boards and gives instructions.

Students are not to be left alone on the bus. There must be a chaperone on the bus at all times if students are present. When students are not on the bus or have been excused to spend time on their own, they are to be together in groups of three or more. If a student is seen walking or eating alone, they are to join a chaperone group until locating another student group to join.

For the consideration of everyone on board, it is recommended that no one use the restroom on the charter buses unless it is an emergency or otherwise stated that it is okay.

Returning to Buchanan:

• Just before we arrive, walk the bus aisle to collect trash. Bags are provided in the bus backpack or by the bus driver.

• After arriving at the school, release the students one row at a time, starting at the front of the bus, only when their seat area is cleaned and all belongings are gathered.

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

When possible, two chaperones will work together, and each student's room will be assigned to a chaperone pair. These chaperones will serve as hosts for their assigned rooms, providing wake-up calls, conducting night-time room checks, and addressing any concerns that may arise.

Evening Room Check: Chaperones are responsible for conducting a room check at the designated time each night to ensure that all students are in their rooms. At room check, remind the students:

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

• What time they can leave their room for breakfast (on the itinerary).

• When the wake-up call is.

• Any director provided instructions they need for the next day and/or…

• When the room check-out is, and what they need to do to be ready (see #4 if departing the hotel the next day).

Wake Up Call: Chaperones will make the wake-up call to each assigned room in the morning at the designated time.

Departure Check Out: At checkout time, chaperones will check students out of their rooms.

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

• Chaperones will check to make sure all trash is thrown away, food removed from refrigerators, all towels placed in a pile in the bathroom tub, all pillows and bedding accounted for, and all furniture in the proper place.

• Make sure no clothing or personal items are left behind.

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

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

At the performance site, chaperones should remain available to assist students and the directors with all preparations for the performance. This could include but is not limited to providing water or snack, setting up and serving food, or assisting the students with instruments or their uniforms.

Chaperones do not attend the warm-up with the students and should remain in the audience ahead of the performance.

Wear comfortable, supportive shoes since there could be a considerable amount of walking and standing around during an entire day of chaperoning.

Please use good concert etiquette during all performances including no talking and applause when appropriate. Make sure your phone is on silent. Chaperone cell phones should be on at all other times, including while riding the bus. Please be respectful to all other performing groups. Only positive comments about other performances, please.