Quantum Athletics Field Trip System

 

Objective: By using this field trip system, all field trips will be conducted the same- offering each group an equal value.  We will maintain our ability to stay organized and provide a fun, safe program.

 

  1. Field Trip Prices:
    1. Basic Field Trip: $5 per child with a 20 child minimum for the main gym area for 3 hours
    2. Extra Energy Field Trip: $7 per child with a 20 child minimum for 3 hours with the addition of a bounce house
  2. Field trips may not be conducted in the evenings Monday-Thursday or any other times that conflict with regularly scheduled classes or already booked birthday parties
  3. To book a field trip:
    1. Make sure the date is available by checking the main gym calendar.
    2. Obtain all contact info and which package they would like (contact name, phone number, email, estimated number of kids, package and additional information pertaining to the specific field trip) and place on a field trip form in top drawer of filing cabinet
    3. Upon staffing the field trip, add this on the field trip form
    4. Use the template below to email the point of contact a confirmation with date, time and package and attached the permission slip PDF as well as a link to the waiver
      1. Remind them each child will need to have a signed waiver by a parent or guardian in order to participate
  4. A $50 deposit is required for anyone who is not a 501(C)3 organization. Payment should be taken before the group leaves the party by the party host.
  5. On the day of the field trip:
    1. One coach or front desk associate will be staffed to ensure the safety and coordination of all children in the group.  In the event that the organization is not bringing adults to assist in monitoring safety and there are more than 25 students, we will staff a 2nd person.
    2. The staff member will need to arrive 30 minutes before the field trip in order to complete the Gym Opening System and turn on any necessary bounce houses etc.
    3. When the field trip arrives:
      1. Busses may drop off students at the front door and park to the north of the building.
      2. The staff member will direct students into party room or dance room to remove shoes, and instruct them to have a seat until you are ready to review the rules
      3. The staff member will collect any waivers not submitted electronically
      4. With students gathered, the staff member will go over all the rules: (See birthday system for these rules)
  6. During the field trip:
    1. Staff member will be on the floor at all times to monitor safety and ensure all students are having fun.  If it is a small field trip or there is a lull, the staff member will offer the parachute or start a game.
  7. As the group is gathering their things:
    1. Collect the final payment
    2. At the end of the field trip, the staff member will get the kids off the floor and stand by the entrance as they leave.
    3. If the group allows, hand event new member special carts to the field trip host or students themselves (if they are school age_
    4. Turn off bounce houses as soon as athletes leave the floor
    5. After they leave the staff member will clean up all mats that were gotten out on the floor
    6. If the gym is closing, use the Cleaning and Closing system
  8. After the field trip:
    1. Follow up with the host by email to get feedback on the party.
    2. If an invoice was provided and no payment was made, use a follow up on wunderlist to obtain final payment
    3. If payment goes more than 30 days overdue, resend invoice and maintain weekly contact with the host
  9. Sample Comfirmation Email:
    1. Subject: (Name of organization)’s Field Trip Confirmation Hi (Contacts Name)!

 

I just wanted to confirm the details of (Name of organization)’s field trip that you booked at Quantum Athletics!

 

Location: Quantum Athletics

Date: (Date of field trip)

Time: (time of field trip)

Package: (Basic package or Bounce house package)

Amount Due Per child: ($5/ minimum of $100 or $7/ minimum of $140

Estimated number of children:

 

I have also attached the permission slip for your parents to sign.  You may also have the parents go to www.quantumathletics.net/waiver to fill out the waiver online ahead of time!

 

Please let me know if I can assist you any further!

 

Thank you!

Samantha Losack

 

  1. Sample of Follow-up email:
    1. Subject: Thank You for Having your Field Trip at Quantum Athletics We’d Love Your Feedback!

 

I wanted to follow up with you about the field trip (Organization’s Name) had on (Field Trip Date)! We would love to hear any feedback you may have.  We enjoyed having you here and we hope you think of us again for your next field trip!

 

Thank you,

Samantha Losack