How Do I Plan a Homeschool Field Trip?
Field trips are one of the most enriching parts of homeschooling, offering hands-on learning experiences that bring curriculum to life. Homeschool Hive makes planning group field trips simple with built-in tools for managing RSVPs, collecting payments, tracking capacity, and communicating with families.
Quick Answer
To plan a homeschool field trip, go to your group page, click Create Event, and fill in the event details including date, location, description, and ticket pricing. Set capacity limits based on the venue's requirements, configure RSVP settings, and publish the event. Members can then register and pay directly through the platform.
Before You Begin
Successful field trips require advance planning. Consider these factors before creating your event:
Venue Research:
- Contact the venue about group rates and discounts
- Ask about minimum and maximum group sizes
- Inquire about required adult-to-child ratios
- Confirm available dates and times
- Request educational materials or guided tour options
Logistics Planning:
- Determine transportation (carpool, bus, meet there)
- Plan for meals and snacks
- Consider bathroom availability and breaks
- Prepare for weather contingencies (outdoor venues)
- Identify nearby parking options
Budget Considerations:
- Venue admission costs per person
- Group discount availability
- Additional fees (parking, materials, food)
- Whether to charge families or subsidize from group funds
Step-by-Step Guide
Step 1: Create the Event
- Go to your group page on Homeschool Hive
- Click Create Event
- The event creation wizard opens
Step 2: Set Basic Event Information
Event Title: Create a clear, engaging title:
- "Zoo Field Trip - Behind the Scenes Tour"
- "Pioneer Village Living History Day"
- "Nature Center Scavenger Hunt"
Date and Time:
- Select the Start Date
- Set the Start Time (when families should arrive)
- Set the End Time (expected conclusion)
Set the start time 15-30 minutes before the scheduled activity begins. This gives families time to park, find the group, and check in without rushing.
Event Type: Select In-Person Event for field trips.
Location:
- Start typing the venue name or address
- Select from the autocomplete suggestions
- Verify the map pin is accurate
- Add location notes with helpful details:
- "Meet at the main entrance near the gift shop"
- "Park in Lot B for closest access"
- "Look for the yellow Homeschool Hive sign"
Step 3: Write the Event Description
Include all information families need:
What to Cover:
- Overview of the field trip activities
- Educational value and curriculum connections
- What children will see and do
- Age recommendations or restrictions
Practical Details:
- What to bring (water bottles, lunch, notebooks)
- What to wear (closed-toe shoes, weather-appropriate clothing)
- Drop-off and pickup procedures
- Emergency contact information
Example Description:
Join us for an exciting behind-the-scenes tour at the City Zoo!
Our 2-hour guided tour includes:
- Visit to the veterinary hospital
- Animal enrichment demonstration
- Keeper Q&A session
- Access to the education center
What to Bring:
- Comfortable walking shoes
- Water bottle
- Notebook for observations
- Camera (no flash in animal areas)
Meeting Point: Main entrance plaza, near the fountain
Look for the blue Homeschool Hive banner!
Parents are required to accompany children under 10.
Step 4: Add an Event Image
Upload a compelling photo:
- Use a venue-provided image (with permission)
- Choose a photo from a previous trip
- Select a relevant stock image
- Recommended size: 1200 x 630 pixels
Step 5: Select Categories
Choose relevant categories:
- Field trips
- Nature and outdoors
- Science
- History
- Arts
Step 6: Configure Capacity Settings
Set Capacity Limits: Most venues have maximum group sizes. Configure limits to stay within requirements:
- Select Limited capacity
- Enter the maximum number of attendees
- Choose how to count (by person, by family, by child)
Enable Waitlist: Allow families to join a waitlist if the trip fills up:
- Toggle Waitlist on
- Families who sign up after capacity is reached are added to the waitlist
- They are automatically notified if a spot opens
Step 7: Set Up Tickets and Pricing
For Free Field Trips:
- Select free registration
- Families simply RSVP to attend
For Paid Field Trips: Create ticket types that match your pricing structure:
- Click Add Ticket Type
- Configure each ticket:
Example Ticket Setup:
| Ticket Name | Price | Description |
|---|---|---|
| Adult | $15 | Ages 13 and up |
| Child (5-12) | $10 | Ages 5-12 |
| Child (under 5) | Free | Ages 4 and under |
Add-Ons (Optional): Offer optional extras:
- Parking pass - $5 per vehicle
- Lunch meal - $8 per person
- Souvenir guidebook - $5
Step 8: Set Registration Options
Registration Deadline: Set when registration closes:
- 48-72 hours before the trip (allows final headcount for venue)
- Or custom deadline based on venue requirements
Attendee Information: Collect necessary details:
- Names of all attendees
- Ages (especially for tiered pricing)
- Allergies (for events with food)
- Emergency contact information
Custom Questions (Optional): Add field-trip-specific questions:
- "Does your child have any mobility considerations?"
- "Will you be driving or need carpool assistance?"
- "Is this your first time visiting this venue?"
Step 9: Add Event Terms (Optional)
For field trips, consider requiring acknowledgment of:
- Liability waivers
- Photo release permissions
- Supervision responsibilities
- Behavior expectations
- Enable Require Terms Acceptance
- Add individual term items
- Mark critical terms as required
Step 10: Review and Publish
- Preview your event to check all details
- Click Publish Event
- Members receive notifications about the new field trip
- Registration opens immediately
Managing Your Field Trip
Monitor Registrations
After publishing, track sign-ups from your event dashboard:
- View current registration count vs. capacity
- See payment status for each family
- Review collected attendee information
- Check waitlist status
Communicate with Attendees
Send updates as the date approaches:
- Reminder messages a few days before
- Weather updates for outdoor venues
- Last-minute logistics changes
- Day-of coordination details
Use the group feed or announcement feature to reach all registered families.
Day-of Checklist
Before the Trip:
- Download or print the attendee list
- Bring emergency contact information
- Prepare check-in materials
- Charge your phone for the check-in feature
At the Venue:
- Arrive early to set up a meeting point
- Use the check-in feature as families arrive
- Distribute venue materials or tickets
- Review safety guidelines with the group
After the Trip:
- Mark any no-shows in the system
- Export attendance records if needed
- Follow up with families about the experience
- Gather feedback for future trips
Tips
- Book early - Popular venues fill up quickly, especially during peak homeschool field trip season (spring and fall)
- Request group rates - Always ask about homeschool group discounts; many venues offer 20-30% off
- Create a parent volunteer role - Designate parents to help with headcounts, supervision, and logistics
- Build a trip planning template - Save successful event configurations to reuse for future trips
- Consider series passes - For recurring trips (monthly museum visits), use Event Series to let families purchase all sessions together
- Plan backup activities - Have indoor alternatives ready for weather-dependent outdoor trips
- Share educational tie-ins - Post curriculum connections and discussion questions for families to use before and after the trip
If your group offers scholarship assistance, enable Scholarship Eligible on tickets so families can request support when registering.
Related Articles
- Create Events - Complete event creation guide
- Manage Events - Handle RSVPs, cancellations, and changes
- Tickets and Pricing - Advanced ticketing configuration
- Check-In and Attendance - Track attendance at your field trip
- Event Series - Create recurring field trip programs