Field Trip Roster, Headcount, and Bus Manifest

Lists each camper, supervising staff, vehicle assignment, and headcount verification at each leg of a field trip. Used by program directors to satisfy chaperone ratio and accountability standards.

Submission Notice

• I confirm I have read the submission instructions and will ensure a copy of this manifest is carried on each vehicle.
• Submitted By (Lead Program Director / Trip Coordinator)
• Title / Role
• Date of Submission

Trip Details

• Trip Name / Destination
• Trip Date
• Departure Location (Name and Address)
• Destination Name and Address
• Scheduled Departure Time
• Scheduled Return Time
• Primary Age Group of Participants
• Trip Type
• If Other, describe trip type
• On-Site Emergency Contact Name and Phone (person remaining at base/camp)

Vehicle and Driver Information

• Total Number of Vehicles
• Vehicle Roster
  List each vehicle. Bus/Vehicle ID will be used to assign participants in the Camper Roster section.
• All vehicles carry current insurance documentation on board
• Each vehicle has a stocked first-aid kit

Supervising Staff and Chaperone Roster

• Total Number of Supervising Adults / Chaperones
• Chaperone / Staff Roster
• Chaperone-to-camper ratio meets or exceeds organizational policy
  Do not depart until this box can be checked. If ratio is not met, contact the program director before proceeding.
• Is a nurse or trained medical staff member traveling on this trip?
• Medical Staff Name and Credentials

Camper Roster and Vehicle Assignment

• Total Number of Campers on This Trip
• Camper Roster
  List every camper. 'Accommodation Flag' should be checked if the camper has a medical, dietary, mobility, or behavioral note on file that chaperones must know.
• Summary of Accommodations / Medical Notes for Chaperones
  Summarize any medical, dietary, mobility, or behavioral accommodations chaperones must know. Do NOT include full medical records here — reference the camper's file number or initials only. Avoid unnecessary PII.
• Are any campers traveling with prescribed emergency medications (EpiPen, inhaler, etc.)?
• Where are emergency medications stored during the trip?

Headcount Verification — Departure

• Actual Departure Time
• Camper Headcount at Departure
  Must equal Total Number of Campers entered in the Camper Roster section.
• Staff / Chaperone Headcount at Departure
  Must equal Total Number of Supervising Adults entered in the Chaperone Roster section.
• Headcounts match roster totals
• Describe the discrepancy and action taken before departure
• Departure Headcount Verified By (Name)

Headcount Verification — Arrival at Destination

• Actual Arrival Time at Destination
• Camper Headcount at Arrival
• Staff / Chaperone Headcount at Arrival
• Arrival headcounts match expected totals
• Describe the discrepancy and action taken
• Arrival Headcount Verified By (Name)

Headcount Verification — Return Departure and Arrival

• Actual Return Departure Time (leaving destination)
• Camper Headcount — Return Departure
• Staff / Chaperone Headcount — Return Departure
• Return departure headcounts match expected totals
• Describe the discrepancy and action taken
• Actual Return Arrival Time (back at home base)
• Camper Headcount — Return Arrival
• Staff / Chaperone Headcount — Return Arrival
• Return arrival headcounts match expected totals
• Describe the discrepancy and action taken
• Return Headcount Verified By (Name)

Incidents and Follow-Up

• Did any incidents, injuries, or unplanned events occur during this trip?
• Incident Summary
  Briefly describe each incident. A full Incident Report must be filed separately for any injury, medical event, or behavioral incident requiring intervention.
• Separate Incident Report(s) filed for each event
• Were any parents / guardians notified of an incident during the trip?
• Is any follow-up action required after this trip?
• Describe required follow-up actions and responsible staff
• Overall Trip Execution Rating (for internal program review)
  Rate how smoothly logistics, safety protocols, and participant management were executed.
• Program Director Sign-Off
  By signing, the program director confirms all headcounts were completed, chaperone ratios were met, and this manifest accurately reflects the trip record.