This article is for organizers of school trips to Krakow who want to confidently handle attraction bookings: the castle, museums, temporary exhibitions, undergrounds and city walks. You get a step-by-step timeline, ready email and phone templates, a method to split the class into entry groups, checklist controls and Plan B for delays. No guessing, everything step by step.
We want this guide to be friendly and practical so teachers and class reps can focus on students and learning, not on logistics. If you need help with reservations and tailoring the plan to your class, contact Małgorzata Kasprowicz - she prepares check sheets, roles and Plan B-C-D for your group.
1. Define the educational goal and the students' age - this determines choice of exhibits and visit length.
2. Collect class data - group size, chaperones, allergies, accessibility needs.
3. Choose 2-3 main attractions and 1-2 shorter stops en route.
4. Check availability and group rules - opening hours, capacity per entry, payment methods, baggage rules.
5. Make reservations and get written confirmation - add email and reservation number to your spreadsheet.
6. Plan the split of the class into shifts and walking routes - time everything down to 5 minutes.
7. Prepare Plan B-C-D - alternative orders, short shaded breaks, moving lunch if needed.
T-30 to T-21 days - book main attractions. Set arrival time windows. For groups of 25-50 people plan 2 shifts of 45-60 minutes instead of one long visit. Ask about cancellation terms and payment method.
T-20 to T-14 days - confirm the preliminary schedule and subgroup division. Collect parental permissions, allergy info and accessibility notes. Order lunches or boxed meals. Collect contact numbers for additional chaperones.
T-13 to T-7 days - finalize entry times, check walking routes, meeting points and any cloakroom needs. Send parents a short note about what to bring and how to dress.
T-6 to T-3 days - close the lists. Send final numbers and the names of chaperones to the attractions. Prepare role IDs for students and the trip log.
T-2 to T-1 day - send a reminder email to the attractions with arrival time and the day contact phone number. Print the day plan, loop map and Plan B. Check the weather forecast and make micro-adjustments to timing.
Number of people per shift and maximum room capacity. Whether to split the class into 12-15 person subgroups.
Length of one entry and gap between shifts. Whether a second shift can start 10 minutes after the first.
Ticket purchase method - online, bank transfer, collective invoice, payment on site.
Baggage rules - backpacks, water bottles, coats. Is there a cloakroom and how long does service take.
Photo and recording policy - where it is allowed or prohibited and whether special consents are needed.
Accessibility - lifts, ramps, seating for breaks, accessible toilets.
Emergency contact on the day of the visit and directions from nearest stop or parking.
Model 2x25 - a class of 50 split into two shifts of 25. Shift A enters at 10:00, Shift B at 10:15. After 45-60 minutes swap or move to the next point.
Model 3x16 - for tight exhibits. Three short shifts of 30-40 minutes. Important that the waiting subgroups have quiet tasks in the shade and a clear meeting point.
Roles in the subgroup - leader, timekeeper, chronicler and spokesperson. Rotate roles each task to keep attention without raising voices.
Entry and exit rule - always use the same route, no cutting ahead, count pairs and have a short water break immediately outside the doors.
Availability inquiry: Hello, we are planning a school group visit of [number of students] + [number of chaperones] on [date] in the time window [time-from] - [time-to]. We are interested in two shifts of [number] people. Please provide availability, entry duration, baggage rules and group payment options. Day contact: [phone].
Reservation confirmation: I confirm the reservation for the school group [school name, class] on [date, time]. Headcount: [number] students + [number] chaperones. Division: [shifts and times]. Please send the group visiting regulations and payment details. See you soon.
T-1 reminder: Hello, I confirm tomorrow's entries: [times and shifts]. Our day contact: [name, phone]. We will arrive at approx. [time], meeting point is [brief place description]. If anything changes, please SMS this number.
1. Introduce yourself and say you are calling about a school group visit on [date].
2. Ask about available time windows and realistic comfortable capacity.
3. Ask about baggage, photography, toilets and payments.
4. Agree the day contact person and confirm you will follow up by email with a summary of the call.
5. After the call send the confirming email and add the reservation number to your control sheet.
Attraction name, address, contact person, day phone.
Date and entry times, walking time from previous point and to the next one.
Number of shifts and group split, names of chaperones for each shift.
Baggage, photo and payment rules, accessibility and nearby toilets.
Plan B for delays, staff shortages or room closures.
A column to tick at entry, exit and for financial settlement.
Technical entry 5 minutes - gather in the shade, water bottle check, remind the photographer role.
Visit 30-60 minutes - short pauses for questions, pace set to the slowest students.
Exit 5 minutes - count pairs at the door, one-sentence summary, two sips of water.
Walk to the next point 10-15 minutes - take a side route, avoid rushing through crowds.
Buffer 10 minutes every 90 minutes - time for toilets, unexpected queues and weather surprises.
Collect accessibility needs before departure and add them to the sheet. Mark lifts, ramps and quiet rooms if available.
Allergies and diets - mark students in subgroups and inform the venue in advance. Plain still water at the start and end is recommended.
Micro-breaks in the shade rather than one long noisy pause. This keeps attention and energy steady.
The team photographer takes 2 shots per task, others put phones away. Photos in landscape, avoid capturing bystanders' faces.
The subgroup chronicler writes one sentence per point with the time. This makes the post-trip report ready in about 10 minutes.
Class presentations are best at the end of the day in a quiet spot or on the coach, not during transitions.
B - change the order of points: do a walk or courtyard first, then the interior visit when the crowd eases.
C - shorten one shift and give a quiet outdoor task to the other half of the class.
D - move lunch by 20 minutes and use the nearest arcade or hall for shelter. Always inform parents with one SMS after the block of visits, not mid-transit.
Before entry: STOP - GATHER - SILENCE. Count pairs and remind about the photo rule.
Entry: pairs close together, no overtaking, leader next to the venue guide.
Inside: questions at the far end of the room, not in passageways. Volume at whisper level.
Exit: pairs gather by the doors, two sips of water, information on what comes next and the route.
Is one long shift better or two shorter ones: two shorter shifts usually keep attention and logistics under control.
Should you split by interest: not in the city; better split by walking pace and accessibility needs.
What about younger classes: shorten visits, increase micro-breaks and allow more tactile tasks where permitted.
Should you take audio guides: only if you are sure you can manage headsets and device exchanges without delays.
Reservations list: attraction name, time, shifts, contact, baggage and photo rules.
Subgroup cards: names, roles, entry and exit point, chaperone phone number.
Announcement scripts: entry, exit, plan change, SMS to parents.
Loop map: 3 shaded spots, 2 toilets, 1 emergency shelter.
Trip log: entry and exit times, short task summaries, what worked best.
Before departure: Dear Parents, we have confirmed entries to [attractions] between [x-y]. Please send comfortable shoes, layered clothing, a raincoat and 0.5-1 l of water. Phones on silent, photos taken by the team photographer. Questions: [phone].
On the day if the plan changes: Hello, due to high visitor numbers we have changed the visit order. Children are resting in the shade and we are following Plan B. New times: [x-y].
After the visit: Thank you for today. We completed [items], children worked in pairs and collaborated well. See you on the next trip.
Booking one long shift for the whole class - split into 2-3 shorter shifts to avoid stretching attention and noise.
No time buffer - insert a 10-minute reserve every 90 minutes.
Late confirmations - remind attractions T-1 and save the day contact phone number.
No Plan B - have an alternate order and a covered rest point.
Taking photos on the move - move photography to the meeting moment. It calms corridors immediately.
A guide knows realistic room capacity and the rhythm of a day in Krakow. They will set time windows, arrange shifts and routes so the class gets the most learning with the least fatigue. The teacher and class reps can focus on students instead of tickets and phones.
Book a guided visit with Małgorzata Kasprowicz - she will handle reservations, prepare control sheets, assign roles and build Plan B-C-D tailored to your class. This keeps the day educational and smooth.
