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Run: Field Trip Roster, Headcount, and Bus Manifest

Track every camper, chaperone, vehicle, and headcount check for a field trip in one roster. Use it to verify ratios, confirm assignments, and document what h...

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Submission Notice

I confirm I have read the submission instructions and will ensure a copy of this manifest is carried on each vehicle. (required)

Yes No N/A

Submitted By (Lead Program Director / Trip Coordinator) (required)

Title / Role (required)

Date of Submission (required)

Trip Details

Trip Name / Destination (required)

Trip Date (required)

Departure Location (Name and Address) (required)

Destination Name and Address (required)

Scheduled Departure Time (required)

Scheduled Return Time (required)

Primary Age Group of Participants (required)

Trip Type (required)

If Other, describe trip type

On-Site Emergency Contact Name and Phone (person remaining at base/camp) (required)

Vehicle and Driver Information

Total Number of Vehicles (required)

Vehicle Roster (required)

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 (required)

Yes No N/A

Each vehicle has a stocked first-aid kit (required)

Yes No N/A

Supervising Staff and Chaperone Roster

Total Number of Supervising Adults / Chaperones (required)

Chaperone / Staff Roster (required)

Chaperone-to-camper ratio meets or exceeds organizational policy (required)

Do not depart until this box can be checked. If ratio is not met, contact the program director before proceeding.

Yes No N/A

Is a nurse or trained medical staff member traveling on this trip? (required)

Medical Staff Name and Credentials

Camper Roster and Vehicle Assignment

Total Number of Campers on This Trip (required)

Camper Roster (required)

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.)? (required)

Where are emergency medications stored during the trip?

Headcount Verification — Departure

Actual Departure Time (required)

Camper Headcount at Departure (required)

Must equal Total Number of Campers entered in the Camper Roster section.

Staff / Chaperone Headcount at Departure (required)

Must equal Total Number of Supervising Adults entered in the Chaperone Roster section.

Headcounts match roster totals (required)

Describe the discrepancy and action taken before departure

Departure Headcount Verified By (Name) (required)

Headcount Verification — Arrival at Destination

Actual Arrival Time at Destination (required)

Camper Headcount at Arrival (required)

Staff / Chaperone Headcount at Arrival (required)

Arrival headcounts match expected totals (required)

Describe the discrepancy and action taken

Arrival Headcount Verified By (Name) (required)

Headcount Verification — Return Departure and Arrival

Actual Return Departure Time (leaving destination) (required)

Camper Headcount — Return Departure (required)

Staff / Chaperone Headcount — Return Departure (required)

Return departure headcounts match expected totals (required)

Describe the discrepancy and action taken

Actual Return Arrival Time (back at home base) (required)

Camper Headcount — Return Arrival (required)

Staff / Chaperone Headcount — Return Arrival (required)

Return arrival headcounts match expected totals (required)

Describe the discrepancy and action taken

Return Headcount Verified By (Name) (required)

Incidents and Follow-Up

Did any incidents, injuries, or unplanned events occur during this trip? (required)

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

Yes No N/A

Were any parents / guardians notified of an incident during the trip? (required)

Is any follow-up action required after this trip? (required)

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 (required)

By signing, the program director confirms all headcounts were completed, chaperone ratios were met, and this manifest accurately reflects the trip record.

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