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Form to sign · Worked through by the lead teacher
Teacher to-do checklist
Everything due at booking, two weeks out, one week out, and on the morning of the visit.
Version 3.0 · Updated 3 September 2026
Your checklist
Before booking
- Choose a preferred date and a rain-date option
- Confirm grade level and an approximate student count
- Send the inquiry form or text (316) 518-8907
- Ask for a certificate of insurance if your district requires one
Once the date is confirmed
- Give the principal overview and sign-off form to your administrator
- Share the standards alignment sheet if approval needs a curriculum rationale
- Book transport — the programme fits inside one bus dispatch
- Plan the activity focus with the farm instructor
Two weeks before
- Submit final student and chaperone counts
- Confirm transportation method — bus, cars, or a combination
- Send your tax-exempt certificate if applicable
- Tell us about accessibility, medical, dietary, or one-to-one support needs
One week before
- Submit payment against the purchase order
- Return the signed policy acknowledgment
- Collect parent permission slips
- Handle photo and media consent per district FERPA policy
- Send the teacher quick guide to every chaperone
The day before
- Remind families: long sleeves, long trousers, closed-toe shoes
- Remind families to send a filled water bottle — no drinking water on site
- Check the forecast; if it looks severe, plan to call by 7:30 a.m.
On the day
- Bring the student roster and emergency contacts
- Bring a first-aid kit, bug spray, and sunscreen
- Bring any student medications or medical devices
- Review expectations with students and chaperones before you arrive
- Tell farm staff about any photo opt-outs on arrival
After the visit
- Confirm every student is accounted for before departure
- Send us feedback — it is how the programme gets better
- Ask about the four-season option if you want to come back