Trip Information

Parent Volunteer Band Trip Supervisor Handbook

This handbook was developed by the 2016-17 QEBPA Executive Board. The purpose is to provide outlines, expectations, and procedures. This handbook is intended to be reviewed and revised after each band trip, ensuring continuous improvement.

"Plans are worthless, but planning is everything."

—Dwight D. Eisenhower


  • The Band Director(s) is accountable for the trip, and has the final word in all circumstances
  • The Band Director will name a Parent Supervisor Coordinator (PSC) for the trip
  • The Parent Supervisors will interact with the PSC, allowing the band director to focus on the Program
  • All pre-existing rules, regulations, and guidelines will be followed, ensuring consistency and common understanding (E.g. Laws, CBE regulations, elevator capacities, movie ratings, etc.)


  • General eligibility is set by CBE Policies, including:
    • Number of supervisors required (ratio of students to supervisors)
    • Gender ratios, depending on the makeup of the band
    • Age
    • Police Clearance
    • QEBPA membership, or staff/selection of CBE
  • Seniority and participation
    • Preference is given to volunteers having shown a longstanding commitment to the band program. Included in this consideration:
      • Years of service
      • Hours of service provided to the program (e.g. QEBPA Executive membership)
      • Medical expertise is valuable
      • Past trip experience
      • To ensure compatible personalities, final selection is at the Band Director's discretion


Well in advance of the trip, supervisors must have completed and secured:

  • Volunteer clearances
  • CBE mandatory Police Check
  • Proper identification (e.g. Passport/visas in the case of international travel)
  • Scheduling away from all duties such as work, other potential conflicting commitments
  • Medical clearance (if applicable)

Behaviour Expectations

  • Model appropriate behaviour for the situation, including language, dress, respect
  • Don't over-react, stay calm
  • Do not make decisions based on your opinion. Your opinion may be weighed against alternatives by the PSC and/or the Band Director
  • Respect privacy, but enforce code of conduct
  • If you are unsure how to handle a situation, just ask!
  • Be respectful to everyone
  • Stay positive, especially if there are challenges.


  • Communication
  • Have cell phone ready to communicate remotely
  • You are always On-Call
  • Ensure you can be reached
  • Ensure someone knows where you are (preferably the PSC)
  • Attend all regular and ad-hoc Supervisor meetings
  • Be ready to give your cell phone number to other supervisors


  • All actions and activities must be viewed with a safety perspective
  • If you feel unsafe activities are happening, take immediate corrective action, inform the PSC and/or the band director.
  • Pay attention for bullying or harassing behaviours. Strive to ensure students feel safe (e.g. hazing, coercion)


  • Be prepared to be flexible; schedules are set months in advance so adjustments are often needed during implementation
  • Ensure you have the latest version of the schedule
  • Ensure your students understand the latest version of the schedule


  • Pre-Trip
    • Attend mandatory parent meeting and any other trip preparation meetings
    • Muster
    • Communications agreement
      • Agree to the communication method to be used for the trip (e.g. Text, What's App, etc.)
      • Exchange communication information (e.g. phone number, email address) with all other supervisors
      • Prepare an exchange of contact information with supervised students
  • Bussing
    • Supervise student loading of the bus to ensure students participate, coordinate, and that everything is loaded
    • There is no need to assist with loading, as students can and should do the work
    • Ensure roll-call is performed to ensure everyone is on the bus
    • Model appropriate bus behaviour, and ensure students do as well
    • At end of each trip or segment of bus trip, ensure students have cleaned up the bus
    • Do a final look-through to ensure nothing is left behind
  • On-site
    • Shepherding
      • Help students get to where they need to be at the right time
      • Provide appropriate notice and reminders with time to prepare and travel in order to be on time at destination
      • Monitoring at venues
      • Mentor students on appropriate etiquette for each venue (e.g. noise, no running, proper attire, etc.)
    • Hotel Hallways
      • Regulate student hallway traffic, ensuring no running, or loud behaviour
    • Hotel Rooms
      • Ensure no student of the opposite gender are in rooms together (unless cleared under special circumstances)
      • Ensure students are in their own rooms at lights out
      • By lights-out, ensure students are informed of night-time behavioural expectations, and the schedule for following day
      • Monitor room activity for at least 1 hour after lights out
    • Checkout
      • Ensure students have collected all gear (e.g. device chargers)
      • Ensure students have cleaned rooms, note and report any damage to PSC and/or Band Director
      • Ensure rooms keys are returned
    • Down-time
      • When students are fully under the care of the band director (e.g. during full group rehearsals) you may take time away from the students
      • Ensure you inform the PSC if you will be away from the group
      • Ensure you stay available for, and pay attention to, incoming communications
      • Ensure you adhere to the group schedule for next event
  • Discipline
    • Minor - behavioural
      • Take opportunity to provide mentoring/guidance on appropriate behaviours
      • If you are not sure whether behaviour warrants discipline, consult with the PSC
      • If you are sure behaviour warrants discipline, inform the PSC and the Band Director
    • Major - infractions "larger" than Minor
      • Band Director or other School Administrators handle disciplinary actions
  • Post-trip
    • Ensure students unload and properly stow the gear
    • Make sure that no students are left without a ride home

General Considerations

  • Teenagers don't always think clearly and responsibly, help them stay safe
  • Don't ignore inappropriate behavior (Be aware of couples)
  • The parent Supervisor Role is not a personal vacation opportunity
  • The parent Supervisor Role is not an opportunity for a family vacation
  • No other family members of Parent supervisors may come along. Reasons include:
    • Split focus
    • Liability/insurance
    • Unfair subsidization
    • Poor optics
  • No alcohol, no drugs

Trip FAQ's

How do I use my child's fundraising credits to pay for trip expenses?

E-mail and indicate that you would like to apply your child's credits to his/her trip expenses. The QEBPA Treasurer will respond letting you know what your remaining credit balance is or your remaining trip expenses owing.

Can I pay for my child's trip electronically?

Yes, if you are registered with QEBPA to submit e-transfers then you can pay trip expenses this way. If you are not registered sign-up using the e-Transfer sign-up form.

I would like to volunteer for the band trip. Do I need a criminal record check?

Yes. You need to submit the paperwork with Queen Elizabeth's main office. Please allow 3-4 weeks for processing.

If I volunteer for the band trip as a Parent Supervisor will my expenses be covered?

Yes. Meals, travel, and accommodation will be either paid for or reimbursed by the QEBPA. Please contact the volunteer coordinator for the trip and they will provide you with more details.