🏛️ Field trip venues

Zoos, museums, farms, theaters, parks: the places classes visit. Venues use FieldTripPro free to get visit requests from schools and to have parents sign their waiver along with the school's forms.

🏛️ Try the venue demo

For venues

Sign up at fieldtrippro.app/venue/signup. Use your venue's own email address (not a personal one) so schools can tell it's really you. FieldTripPro checks new venues and marks real ones ✓ Verified. Start typing your venue's name: if it's on our list of U.S. zoos, museums, aquariums, science centers and parks, pick it and the address, phone and website are filled in for you (check them and fix anything that's off).
Upload your waiver (a PDF or a photo of it) under 📄 Your forms. Fill-in boxes in the PDF are found automatically.
When a teacher picks your venue and sends a visit request, you get an email. On your dashboard, approve, decline or suggest another date, with an optional message. The teacher is emailed your answer. Reply to any email to write to the teacher directly.
Declining or suggesting another time? Tick some open dates to offer in the answer box. FieldTripPro lists your next open days with room for that group. The teacher sees them on the trip (and in the email) and requests one with a single tap. If you press Suggest this time without typing a date, the first date you ticked is suggested.
If the school shares them, open 📝 Signed waivers on an approved visit to see who has signed and download each signed waiver. Show names as Last, First or First Last with the switch above the list (it sorts the same way).

📆 Your availability

On the 📆 Availability tab, tick the days of the week you take school groups (Monday to Friday to start).
Optional: the most students per day and/or the most school groups per day. Leave them empty for no limit. Approved visits and requests still waiting for your answer count as booked.
Special days: mark a holiday or private event as closed, or set a different limit for one day (for example when part of the site is closed). Remove it to go back to normal.
Teachers see an Open dates calendar on their trip with Closed, Full or the spots left each day, and a warning if their group is bigger than the room left. They can still ask; you decide.

💬 Chat with schools

Use the Online / Offline switch at the top of your dashboard. While you're Online, teachers can chat with you live on the 💬 Chat tab. You go offline by yourself after 2 hours without activity.
While you're Offline, teachers can still write: their messages wait (you'll see "N waiting") and are delivered when you go online. Sending a message puts you online.
Start a conversation yourself with 💬 Message the school on any visit request.
We email you when a school writes (at most once per conversation every 15 minutes). Turn this off under ✏️ Venue details.

🌐 Forms on your own website

If parents must sign something on your website (an online waiver or registration), add its link under 📄 Your forms → Forms on your website, with a short description (for example "one per child, choose School group"). Every trip coming to you shows it to parents with an Open the form button, and they tap I've signed it afterwards. On a visit's 📝 Signed waivers list (when the school shares it) you can mark students signed or not signed from your own records; that overrides what the parent tapped.

❓ Your FAQ

On the ❓ FAQ tab, write answers to the questions you hear again and again, in two lists. For teachers shows on the trip's 🏛️ Venue tab (parking, bus drop-off, programs, group rates). For parents shows on the parent page of every trip coming to you (what to wear and bring, lunch, accessibility), translated into each parent's language. Move questions up or down to set the order.

🗺️ Info files

On the 🗺️ Info files tab, upload maps, visitor guides, menus or program sheets as a PDF or a picture (JPG, PNG or WebP, up to 15 MB). For each file, choose who sees it: teachers, parents, or both. Forms parents need to sign go under 📄 Your forms instead.

On your phone

The bar at the bottom has Requests, Chat, Calendar and Your forms. ☰ More has Availability, FAQ, Info files and Venue details, and ☰ Menu at the top has Help and Sign out.

For teachers

Open your trip and the 🏛️ Venue tab. Search for the venue by name or city (the nearest to your school are listed first, with the distance) and press Choose. Places that haven't signed up yet show under Not on FieldTripPro yet: press Add & choose to save one and use it (you can ask it to sign up free later). Not there at all? Type the place in ✏️ Trip Details.
Open 📆 Open dates to see the venue's calendar: each day says Open, Closed, Full or how many spots left (when the venue limits group size). Tap a day to put it in your request. When you change the date or number of students, the box under the date tells you if the venue is closed, full, or has fewer spots than your group.
Check the date, times and group size (filled in from your trip) and press Send visit request. You'll get an email when the venue answers, and the tab shows the answer.
If the venue declines or suggests another time, it may offer open dates. They show as buttons on the tab: press Request … and the request goes back to the venue for that date, with the same times and group size.
Chat with the venue in the 💬 Chat box on the same tab (type your message, then press Send; Enter just starts a new line). If they're offline, your message waits and they get an email. Below it are the venue's 🗺️ info files (maps, guides) and ❓ questions teachers ask.
If the venue has a waiver, press Add to this trip. It becomes one of your consent forms: parents sign it with the others, and it can be translated like any form.

📅 Your visit calendar

The 📅 Calendar tab on your dashboard shows approved visits, requests waiting for your answer and times you suggested, by month. Days with groups show 👥 students booked (of your daily limit, if you set one) and closed days say Closed. Subscribe from Google Calendar, Apple Calendar or Outlook so your bookings team sees every school visit there too. You can host as many school groups a day as you like. When a request falls on a day you already have other groups, you'll see "Also booked that day" with each group's size and time and about how many students in total, to help you plan.

Who sees the signed waivers

Off by default. A venue sees nothing about your students unless a teacher turns on Share signed waivers with the venue for that trip.
Even then, the venue only sees the students' names and the signed copies of its own waiver. Never your school's forms, health answers or parents' contact details.
Only after the venue approves the visit, and only until 30 days after the visit. Turning sharing off, cancelling the request or changing the venue stops it right away.
Before you share, check the venue's email and website shown on the tab are really theirs, especially if it isn't ✓ Verified yet. Anyone can sign up a venue.

Need help?

Send us a message or email support@fieldtrippro.app.