Annandale High School Band Boosters

Chaperone Guidelines

General chaperone information ....................................................................................... 2

First Aid kit requirements ...................................................................................... 2

Emergency Contact/Care forms ............................................................................ 2
Guidelines for First-Aid Kits .................................................................................. 3
Supplies in the First Aid Kits ................................................................................. 3

Marching Band ................................................................................................................ 4

Home Football Games.4

Competitions ......................................................................................................... 5
Away Games ........................................................................................................ 6
Summer Away Retreat .......................................................................................... 6

Concert Band................................................................................................................... 7

State Assessment Concerts.................................................................................. 7

Spring Trip ............................................................................................................ 7
Graduation ............................................................................................................ 8

Fairfax County Public School Chaperone Guidelines ...................................................... 9

1
 General Chaperone information

Thank you for volunteering to be a chaperone. We hope that this guide provides you the
information you need to successfully enjoy your trip with the band students. Your main
responsibility is to help the Director to ensure the safety of the students once they leave the
school until they return back to the school.

Parents or guardians of band students may serve as chaperones. Generally, no younger

siblings may accompany a chaperone as the focus should be on the band students and their
safety.

Per FCPS recommendation, we should have at least 1 chaperone for every 10 students. The
chaperones should divide themselves amongst the buses that are being taken and be
available to the students for the duration of the event.

Specific details requiring chaperones follow in this packet. If you have any additional
questions, please ask the chaperone coordinator or the specific event coordinator prior to
departure.

Emergency Contact/Care forms

There is a binder(s) with a form for every student on each trip. The Director (or other band
staff) is required to have these forms with them, both in the buses and carried with them for
all events. Please help the Director to ensure the binders are in the buses and that they are
with the band for the duration of the event. Further specifics about the binder and each event
can be found below.

First Aid

A First Aid kit should be taken on each bus on all trips. The kits look like large tool boxes and
are located in the band locker room or Director's office. Additionally, a backpack is available
for ease of carrying from the bus to the stadium and can also be found with the large first aid
kits. Please ensure that you place them in the buses prior to departure and return them to the
band locker room upon your return.

All kits should already be appropriately stocked. There should be extra supplies in the
cabinet of the band locker room. However, if you find that something is lacking or you use up
something during your event, please notify the chaperone coordinator, or the Boosters, so
that the kit can be restocked.

2
Guidelines for ALL first aid kits:

Kits cannot contain any ingestible items.

Kits should not contain items with alcohol.
Gloves should be non-latex (and marked if they are so they can be avoided by those
with allergies).
There should be no multi-use containers/bottles/tubes of anything. Everything should
be single-use.

Supplies in the First-Aid kits:

Bandages of various sizes

Gloves
Antiseptic wipes
Antibiotic ointment packets
Gauze pads
Gauze wrap
Tape
Ice packs (large kits only)
Feminine products
Scissors and tweezers
Splinter remover
Ace bandages
Moleskin (large kits only)
Sling (large kits only)
Cotton swabs (large kits only)

Please be sure these items are in the kits prior to departure and replaced upon return to
Annandale HS if used during the trip.

3
 Marching Band

Home Football games

Report to band room by 6 pm.
Help students with uniforms as needed
Check with director for anything he needs help with.
Take black backpack located in bottom cabinet of the locker room with you to the
stadium. It should contain basic first aid products, feminine hygiene products,
emergency uniform kit (green draw string bag), a couple of trash bags and hand
wipes.
Get black plume bags from uniform room and help pass out as needed.
Check that there are 2 road marshals to stop traffic as the band marches out. If not
you will have to do it. (see notes below)
Locate the metal rolling cart with net bags in it and pull it along as you follow behind
the marching band as they march to stadium.
Stay in the band section throughout the game. There should be no non band students
in the band section. You may need to redirect people as they come up the ramp. At
half time someone should move to the upper part of the stands to keep people from
sitting there. (There will be equipment we dont want knocked off). If there is a visiting
band at the game they may come over and sit there to watch the performance.
Keep a general eye out if students leave the stands to go to the bathroom. You dont
have to go with them just know who went and that they have returned in a reasonable
time.
After the game follow the band back. Grab the plume bags and stand by the door and
collect plumes. The non-metal part goes in the tube first. Do a fast look around for
any shakos (hats) or plumes left in the band room. Return plume bags to uniform
room.
If any supplies are needed to restock the bag please let chaperone coordinator know.

Road Marshal

In the locker room cabinet, under the sink, are bright safety vests and flashlights (may
also be in black chaperone backpack). Please take one.
When band begins to line up in parking lock, one person moves to intersection of
Medford and Four Mile Run and other moves up Four Year Run to intersection with
road leading to stadium. As band is called to attention stop/clear all traffic in the
intersection and dont allow anyone down Four Year Run. As band passes you fall in
behind them.
At the end of the game one person should be in front of the band and one behind.
There should be police/school personal stopping trafficif no you will need to.
Return vests and flashlights to the locker room.

4
 Competitions

Be in the band room at least 30 minutes before departure time to help the Director with
any last minute needs and to gather items to take.
Help students with the uniforms.
First aid kits - one in each bus with a chaperone. One kit must be with the band at all
times. Do not leave in the bus. It is suggested you use the backpack first aid kit to
carry into the venue.
Emergency Contact binders - one on each bus with Band Staff. One binder must be
carried with band at all times. Make sure they are not left in the bus.
Always check the band room once everyone has left -- to be sure no one left behind
any needed items (instruments, shoes, shakos, etc.).
Personal Water jugs and two large orange jugs located in the band locker room -- all
filled with clean water and placed on bus. Make sure kids have access to water when
needed. Contact the hospitality committee to coordinate filling of the jugs.
Find out food and/or snack arrangements from the Hospitality committee - you may
need to pass out food upon arrival or at some point during the day.
Ask the student leader(s) to bring the string backpack with all needles, thread, and
safety pins in case of Uniform malfunction. Extra shako, black shoe polish and black
electrical tape for plumes should be in the bag. Sometimes a lint roller is in there for
band director/drum major touch ups.
Feminine hygiene products need to be in the first aid kits - double check.
Each section leader needs to make sure everyone is on the bus.
Bring the plumes (2 big black bags) and help put it on the students shakos before
competition.
Bring paper towels and trash bags on each bus. They are generally in the first aid
backpack and/or first aid kits. Alternatively, a plastic container containing these items
will be available.
Baby wipes in case you need to clean the student's shoes on muddy days.
Appearance always important for competition.
Prior to departure ensure you have the following:
o First aid kits,
o Emergency care card binders,
o Plumes, and
o Uniform extras backpack.
At the competition: make sure everyone is off the bus. Escort the students -- front
and/or side and behind the students during the march to the field, etc. Sit by the band
and be with them at all times.
When boarding the buses to return home, have section leaders take attendance.
Inspect the bus upon return to the school to ensure no items were left behind.

5
Away Games

Be in band room at least 30 minutes before departure time to help the Director with
any last minute needs and to gather items to take.
Help students with the uniforms.
First aid kits - one on each bus with a chaperon. One kit must be with band at all
times. It is suggested you use the backpack first aid kit.
Emergency Contact/care binders - one in each bus with Band Staff. One binder must
be carried with band at all times.
Always check the band room once everyone has left -- to be sure no one left behind
any needed items (instruments, shoes, etc.).
Students should take their assigned water jugs. At least one large orange jug filled
with clean water should be placed on one of the buses. Make sure kids have access to
water when needed.
Find out food and/or snack arrangements from the Hospitality committee often times
there are snacks that are taken to give out during the 3rd quarter
Each section leader needs to make sure everyone is on the bus
Sit by the band and be with them at all times.
When boarding the buses to return home, have section leaders take attendance.
Inspect the bus upon return to the school to ensure no items were left behind.

Summer Away Retreat

Several chaperones are needed for this week long event including ones to ride the
buses to and from camp.
A First aid kit and an emergency contact/care form binder must be on each bus. Upon
arrival at camp, the first aid kits are kept near the practice field and the cafeteria.
Overnight, one first aid kit and one binder is kept in a female chaperone's cabin (to be
identified at camp).
Buses should be inspected for any items left behind both upon arrival at camp and
again upon return to school.
Additional specific responsibilities will be provided at Away Retreat Chaperone
meeting over the summer.
See Away Retreat Coordinator with any questions.

6
 Concert Bands

State Assessments

Be in band room at least 30 minutes before departure time to help the Director with
any last minute needs and to gather items to take.
Help students with the uniforms.
First aid kits - one in each bus with one chaperon. Carry the backpack inside in case
needed.
Emergency Contact/Care binders - one in each bus with Band Staff. One binder must
be carried with band at all times.
Always check the band room once everyone has left -- to be sure no one left behind
any needed items (instruments, shoes, etc.)
Take attendance both leaving the school and again leaving the assessment.
Inspect the bus on return to school to ensure no items were left behind.

Spring Trip

Be in band room at call time to help the Director with any last minute needs and to
gather items to take.
First aid kits - one in each bus with chaperon. One kit must be with band at all times.
Do not leave on bus. It is suggested you use the backpack first aid kit for walking
around. Notify all trip attendees where the kit will be overnight in the hotel.
Emergency Contact binders - one in each bus with Band Staff. One binder must be
carried with band at all times.
Always check the band room once everyone has left -- to be sure no one left behind
any needed items (instruments, shoes, suitcase, etc.)
Take attendance on the buses prior to leaving the school and when re-boarding after
all stops along the way. There may be a seating chart or location requirements for
females/males.
Be present during all group activities and monitor your assigned students as requested
by the Director during check in times/locations.
On check-out, you must inspect all hotel rooms prior to departure.
Take attendance on the buses prior to departure and when re-boarding after all stops
along the way.
On arrival, ensure the students clean up the bus, putting all trash in bags and
removing bags from the bus. Inspect the buses for any items left behind.

7
Graduation

Be in the band room at call time to help the Director with any last minute needs and to
gather items to take.
First aid kits - one in each bus with chaperon. One kit must be with band at all times.
Do not leave on bus. It is suggested you use the backpack first aid kit.
Emergency Contact binders - one in each bus with Band Staff. One binder must be
carried with band at all times.
Always check the band room once everyone has left -- to be sure no one left behind
any needed items (instruments, shoes, etc.)
Ensure there is water stocked in the buses. It can be a very hot and a long day for the
students. They will need this when they board the buses after the graduation.
Chaperones generally sit on the stands near the choir during the graduation event.
Chaperones will want to make sure that they have their own water and possibly a
snack as it is a long night.
Take attendance prior to departing the venue.
Inspect the bus on arrival at the school to ensure no items were left behind.

8
FCPS Chaperone Guidelines
Effective supervision is critical to ensure the safety and success
of field trips and activities.
Adults who volunteer as field trip chaperones should adhere to the following guidelines:

Parents or guardians who currently have children enrolled at Fairfax County Public Schools
(FCPS) may volunteer to chaperone school sponsored field trips. At the principal or program
managers discretion, other adults who are a minimum of twenty-one (21) years of age may
volunteer.
Any individual who is listed in the Virginia Sex Offender Registry or has been convicted of any
offense related to children will not be permitted to chaperone a field trip.
A ratio of one chaperone per ten students is recommended for all FCPS sponsored field trips.

Note: Museums, tours, and other venues may require a smaller chaperone to student
ratio (i.e. one chaperone per eight students). Verify this information with the tour
operator when planning your trip.

Chaperones are expected to support the FCPS trip organizer/director at all times, in all
decisions, and policies. Any discussions about decisions and policies should be held in private
and not in the presence of students. Chaperones are expected to put the needs of the students
and trip organizers ahead of personal preferences during the trip.
Chaperones are expected to arrive on time, remain with the group, and report to designated
assignments.
If a student is ill and unable to participate in planned activities, at least one chaperone must stay
at the hotel with the student. Never leave a student alone at a hotel.
Students are prohibited from smoking or drinking alcoholic beverages. Chaperones are asked
not to drink alcoholic beverages for the duration of the trip and to avoid smoking in close
proximity of the group.
Chaperones are expected to assist in supervising students in the hallways, lobby, and
recreational areas of the hotel. If students are allowed to use the hotel pool, supervision by a
lifeguard and/or CPR certified chaperone is necessary.
In accordance with Regulation 2102, First Aid, Emergency Treatment, and Administration of
Medication for Students, only trained FCPS staff members are allowed to distribute
medications to students. Chaperones should not administer medication to students.