We are looking forward to your Volcano Outdoor School field trip. 

Below is a list of things you need to do before you arrive.

As soon as you register or 2 months before your trip:

• Review our program policies. This includes our cancellation policy, participation policies and health and safety policies. 

• Make transportation arrangements. Ensure that at least one vehicle will remain with the group onsite at all times in case of emergency. 

• Send all program participants, teachers and chaperones the Participant Agreement & Information Form. These are due 2 weeks before the program. Printable PDF versions of this form are available upon request. 

• Recruit teacher/parent chaperones to help provide adult supervision for your group. (1 adult per 5 youth for overnights and 1 adult per 8 youth for day programs.)

Choosing  a Chaperone

We require groups to provide chaperones during Volcano Outdoor School. 

• For day programs, we require 1 adult for every 8 youth. 

• For overnight programs, we require 1 adult for every 5 youth. 

• Teachers and group leaders count as one of the adults. 

• Email us at learn@mshinstitute.org if you need support or have any questions about your chaperones. 

Chaperones need to comply with all of our health and safety regulations, help the students be on time, and help keep the students engaged in the program. Chaperones are asked to be of service to all of the group participants and not just their child. Learn more in our Chaperone Handbook.

30 days before your trip:

• Send us an email at learn@mshinstitute.org confirming:

  • • • • • • The final number of participants including chaperones and teachers. This allows us to determine our staffing needs and will be the basis for your final invoice.

            • How many busses and/or vehicles you are planning on having and if they will be dropping off/picking up or remaining onsite. Reminder: one vehicle must stay with the group.

            • Your estimated arrival and departure times. 

•  Distribute information to all chaperones and parent/guardians of student participants, including:

  • • • • • • Link to Participant Agreement & Information Form  for ALL adults & youth 

            • Chaperone Letter

            • Parent/Guardian Letter

• Check your roster and reach out to those who still need to fill out the Participant Agreement & Information Form. You can find the link to your roster on your unique program summary sent with your registration information. 

• Plan in advance for a lack of cell phone reception en-route, at the meeting location and during the program. Wi-Fi is available for adults at the Science & Learning Center. Not all programs take place at the facility where there is Wi-Fi.

• Arrange for meals and other stops before and/or after your program with MSHI. Note that there are no amenities for food or gas past the town of Toutle, Washington. 

 2 Weeks before the program

• Make sure all program participants, chaperones and teachers have submitted their Participant Agreement & Information Form. If you plan on bringing paper forms and we are providing meals for your group, please email us at learn@mshinstitute.org with all dietary restrictions and food allergies so we can do our best to accommodate your needs. 

• Plan in advance for a lack of cell phone reception en route, at the meeting location and during the program. Wi-Fi is available for adults at the Science & Learning Center. Not all programs take place at the facility where there is Wi-Fi.

• Arrange for meals and other stops before and/or after your program with MSHI. Note that there are no amenities for food or gas past the town of Toutle, Washington. 

• Communicate with participants and the families of those with severe dietary allergies that the kitchen and dining facilities cannot be guaranteed to be free of allergens, and the Group assumes liability for any allergic reactions or medical events of participants. 

  • Read our Foodservice Protocols for Allergies and Dietary Restrictions

  • For their own safety, participants with life-threatening food allergies are required to bring their own food and anaphylactic medication. Refrigerator space and microwaves are available to groups. 

 1 Week before the program

• Review all behavioral expectations and program policies with students and program participants. 

• Check weather conditions so you can plan accordingly. 

Day of Program

• Make sure ALL drivers including contracted bus drivers have our driving directions.