Planning a school field trip should be an exciting opportunity to enhance student learning through real-world experiences. Instead, many teachers and administrators find themselves drowning in paperwork, chasing down permission slips, and managing complex logistics.
Arbiter’s comprehensive platform transforms this challenging process into a streamlined operation, giving educators more time to focus on what truly matters: creating meaningful educational experiences for students.
Let’s explore how Arbiter’s student registration system and other integrated tools, like Arbiter Pay and Facilities Scheduler, can revolutionize your field trip management from start to finish.
The Planning Phase (6-8 Weeks Before)
Here are a few ways Arbiter Registration helps educators plan for a successful outing.
Digital Permission Forms and Waivers
Replace paper permission slips with customizable digital forms that parents can complete and sign electronically. Forms are automatically stored in your student registration database, eliminating the need to track down missing paperwork.
Secure Fee Collection
Collect trip fees through Arbiter Registration’s secure payment portal. Parents pay online while administrators benefit from automated tracking and reporting — no more counting cash or chasing payments.
Medical Information Management
Gather student health information, allergies, and emergency contacts through your student registration database. This information is securely stored and instantly accessible via mobile devices during the trip.
Parent Communications
Set up automated notifications to keep parents informed. Send reminders about deadlines and trip updates — all from within the platform.
Coordinating Transportation
Reserve buses, assign drivers, and create detailed schedules that sync with your school calendar and notify relevant staff through Arbiter Facility Scheduler.
Pre-Trip Phase (1-2 Weeks Before)
Need to finalize some of the last-minute details? No problem! Here’s how Arbiter can help you put the final pieces in place before your excursion.
Mobile Access to Information
You can access complete student rosters, emergency contacts, and trip details from your mobile device. With all necessary information at your fingertips, you can easily assign chaperones to specific student groups.
Last-Minute Changes
Easily manage adjustments to participation or itinerary with a few clicks. When changes occur, all affected parties receive immediate notifications.
Vendor Payments
Set up payments for venues, guides, or special programs through Arbiter Pay, maintaining detailed financial records for accounting purposes.
Chaperone Compensation
Process stipends efficiently while ensuring tax compliance. Arbiter Pay handles complex 1099 requirements automatically.
Day-of Field Trip Management
Mobile Check-In
Use the Arbiter Registration mobile app to take attendance throughout the trip and instantly access emergency information if needed.
Real-Time Communication
Maintain direct communication with school administrators throughout the day and adapt to unexpected changes by updating the itinerary in real-time.
After the Trip: Wrapping Up
Final Payments and Reporting
Process outstanding payments and generate comprehensive trip reports, including attendance, expenses, and outcomes.
Evaluation and Archiving
Gather feedback to improve future trips and store all documents in a searchable archive for future reference.
Make Field Trip Planning a Breeze With Arbiter
School administrators and teachers enter education to make a difference in students’ lives, not to spend countless hours on paperwork. Field trips offer invaluable real-world learning opportunities, but the administrative burden often overshadows their educational value.
Arbiter’s student registration system eliminates these frustrations by consolidating permissions, payments, communication, and logistics in one secure platform. The hours previously lost to administrative tasks (up to 10-15 hours per trip!) are reclaimed for what matters: developing meaningful educational experiences and connecting with students.
Ready to transform how your school manages field trips? Request a demo today to see Arbiter in action and discover why thousands of schools trust Arbiter as the power behind their play.
