Check off each box as you complete it. You may delegate this responsibility to another chaperone or other trusted aide. But watch over their shoulder.
Photocopy and fill out the Group Registration Form
Send Group Registration Form with good faith deposit to address on form.
(You may choose to get the deposit back after the trip.)
Make copies of Itinerary and Student Application.
Show video to 100 or more eligible students (grades 7-12)
Hand out applications and set a due date in one week
Contact Ecodestination about optional parent meeting
Make regular reminders to students about deadline
Accept applications with $300 deposit
Write names on website
Put checks in envelope addressed to Ecodestination
At due date, choose 12-25 students (Make a waiting list, if needed)
Copy and pass out forms to chosen students (permission to travel, medical info, general release, packing list)
Set up a payment schedule and collect the following:
Copy of Passport. Check when turned in.
Ensure that they are all current
Permission to Travel. Check when turned in.
Ensure that they are all notarized
Ensure that they are all notarized
Release Form. Check when turned in.
Medical Release Forms. Check when turned in.
Send copies of forms to Ecodestination
Optional - Set a time to get the group together to get to know each other, learn about Costa Rica, wildlife, money, etc
Optional - Set a date and time for packing meeting with parents and answer last minute questions. (Contact Ecodestination for help with this meeting, if you’d like.)
Make two phone tree copies and fill in parent names and numbers. Let them know when you’ll call. (arrival, halfway, e
Fill out Rooming Assignments
Make a First Aid kit (or two)
Make a folder with medical info, passport copies, permission to travel, releases (you’ll need to carry it while traveling)
Make laminated contact sheet
Make arrangements with families on where and when to drop off and pick up students
Assign small groups to different chaperones for easier airport travel.
