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Create a Student Handbook

Creating a participant handbook is an excellent pre-trip activity for group organizers and participants to undertake together. A personalized handbook will allow each participant to keep his or her itinerary, emergency procedures, phone numbers, rules and regulations and other important information in one complete document, and will also serve as a journal to record daily impressions. After the trip is over, the handbook will be a meaningful souvenir.

Suggestions for Content in the Participant Handbook

We suggest that the following sections be included in the handbook:

  1. Rules and Regulations
  2. Code of Conduct
  3. Itinerary and City Map
  4. What to Bring
  5. Useful Vocabulary
  6. Word Games, Puzzles
  7. Souvenir Page
  8. Autograph Page
  9. Participant Journal
  10. Emergency Procedures and Phone Numbers

1) Rules and Regulations

Set the rules of behaviour for the visit. Emphasize the importance of the school or organization's reputation, local pride and the repercussions of the actions of any one person.

Prepare lists of DO's and DONTs covering such areas as good manners, their role as ambassadors, curfews, and use of drugs, cigarettes and alcohol. You might also want to elaborate on the following topics:

  • Hotel behaviour: curfews, keys, phoning other rooms, running from room to room, etc.
  • Restaurant behaviour: noise level, staying seated at the table, table manners, etc.
  • Amount of luggage, essential items to pack, amount of spending money, shopping time, etc.
  • Always listening to the directions and other information given by the group organizers, chaperones, SEVEC-RVC guides or any other guide
  • Respecting meeting times set by group organizers, chaperones and guides
  • Wearing a watch and keeping track of time, and if some do not have one make sure they are with a friend who does
  • Never going anywhere alone! Never leaving their buddy! Waiting for each other when going to the washroom or stopping to buy anything
  • Being responsible for their own personal belongings and being careful with their backpacks, cameras and jackets
  • Not using an IPod, cell phone or other personal electronic device during scheduled activities
  • Knowing the procedures to follow if lost. For example, participants should always have the emergency telephone numbers and a few quarters in their wallet in case they have to make an emergency phone call
  • Sticking to the schedule and remaining with the group. Participants understandably look forward to opportunities for souvenir shopping, but shops at museums and attractions are often busy and there may not always be time to visit the gift shop

2) Code of Conduct

Make sure all group members understand the consequences of bad behaviour (loss of privileges, free time, etc.) In extreme circumstances, they can even be sent home at their parent’s expense.

3) Itinerary and City Map

All participants should have a copy of the itinerary in their handbook, plus any background information they have collected about any of the sites and attractions to be visited. A city map is also very useful.

4) What to Bring

The best kind of luggage is the lightest. Participants should not bring luggage or accessories that they cannot carry themselves. We suggest one piece of luggage so that participants are able to carry their own bag.

It is recommended that you consult the airline you are traveling with to confirm their luggage policy.

Here is a useful checklist of personal items that you will want to customize for your trip:

For All Seasons

  • toiletries
  • camera/film/batteries
  • light backpack
  • bathing suit/towel
  • money belt/fanny pack
  • lock
  • watch
  • spending money

Winter

  • warm sweaters
  • hat
  • mittens/gloves
  • scarves
  • winter coat/hooded parka
  • winter boots
  • wool socks
  • long underwear

Fall/Spring

  • warm sweater
  • wool socks
  • walking shoes
  • rubber boots
  • waterproof rain jacket

Summer

  • light clothing
  • shorts and tee-shirts
  • walking shoes
  • windbreaker/waterproof rain jacket
  • sunhat
  • sunglasses
  • sunscreen

5) Useful Vocabulary

It may be useful to have participants make a list of vocabulary and sentences that they may want to refer to during the trip.

6) Word Games, Puzzles, etc.

Word puzzles, crosswords and other games are great to occupy participants on the bus, train or plane.

7) Souvenir Page

Participants may want to have a few pages in their handbook to keep special souvenirs from their visit (plane tickets, brochures, photos, restaurant menus, etc.).

8) Autograph Page

Having an autograph page always seems to be very popular.

9) Participant Journal

Having participants write about their daily activities helps them remember what they have learned and makes for interesting reading in later years.

10) Emergency Procedures and Phone Numbers

Even with constant supervision, participants can occasionally get lost. It is a good idea to discuss this possibility with them beforehand, and to have them take note of the proper steps to follow if it happens. Emergency contact forms are available here.