This article is for organizers of school trips to Krakow by coach. You get a complete, practical set of procedures: how to board and disembark calmly, how to divide adult roles, where to seat pupils, how to prepare for motion sickness, when to plan stops and how to talk with the driver so the day is safe and on time.
It works for grades 1-3, 4-6 and 7-8 with small adjustments to ride segments, number of supervisors per sector and activity intensity during the trip.
T-14 to T-10 - choose the carrier and confirm the coach standard. Put on one page: times, route, location of first and last stop, contact for the duty driver. Note that the class boards and disembarks only on the pavement/kerb side.
T-9 to T-7 - collect parental consents and information about medication and susceptibility to motion sickness. Assign adult roles: Leader, Closer, Liaison, Mobile.
T-6 to T-3 - prepare the seating plan and coach sectors, print lists, pack a first-aid kit and bags for possible nausea, gloves, tissues, paper towels.
T-2 to T-1 - reminder to parents: meeting point, coach rules, still water in bottles, breakfast at home, request to limit sweets before departure.
T0 - departure. Do a 60-second test before boarding: STOP - GATHER - SILENCE, read the rules script, count pairs, board by sectors.
1. Exact time and place of vehicle arrival and the direction the coach will face at the kerb.
2. Phone number of the duty driver and the carrier. Additionally, a number for technical backup.
3. Boarding and disembarking only from the pavement side. Students must not open doors toward the roadway.
4. Seatbelt regime - reminder before departure and after every longer stop.
5. Stop plan and minimum times: first short stop after 60-90 minutes from departure, subsequent stops according to route rhythm.
6. Air conditioning and ventilation - comfortable temperature and short airing breaks at stops.
7. Quiet zones in the front part of the vehicle - no loud conversations near the driver.
8. Put rubbish into one bag per sector - the driver is not responsible for cleaning up after the class.
9. Breakdown procedure - where we wait, who calls, how we secure the class at the roadside.
10. Information about walking time from the drop-off point to the first program location - allow a 5-10 minute buffer.
Before boarding - STOP - GATHER - SILENCE. Backpacks on the ground, count pairs, remind everyone of the meeting point after disembarking.
Boarding - by sectors and using all doors on the pavement side. Leader boards first, Closer last. The Mobile adult stands at the bottom step and lets in two people at a time.
Inside - pupils immediately take assigned seats and fasten seatbelts. Backpacks under the seat or between legs; aisles must stay clear.
Disembarking - announcement 2 minutes before the stop. The vehicle stops first, then unbuckle belts. Sectors disembark in order, Closer exits last. Gather at the vehicle on the pavement side, count pairs, then proceed in column.
Front of the vehicle - quiet zone and adults. More restless children are seated further from the driver but not at the very back to avoid creating a "club zone".
Middle - most of the class sits in pairs according to pace and comfort, not by friendships.
Rear - pupils with steady behavior, the team photographer and chronicler. The Mobile adult checks periodically.
Student roles: Sector Pilot coordinates boarding and disembarking, Timekeeper watches stop times, Chronicler notes route points, Spokesperson contacts the supervisor on behalf of the sector.
Fasten seatbelts right after taking a seat and check again after every stop. Aisles and exits must remain clear.
Do not walk around the coach during the journey. Water bottles stay in the seat pocket or at your feet, not in the aisle.
Open windows only at an adult's request. Set air conditioning and vents so they don't blow directly into faces.
Headphones for music or audio guides only in the middle of the vehicle and at moderate volume. The front is a quiet zone.
Large luggage goes in the hold - only the driver or an adult handles it. Daypacks under the seat, not on the overhead shelf unless it is secure.
Labels - name, class and supervisor phone number on a tag. Rubbish bags in every sector and one spare in the aisle.
Before a stop - announcement: "in 2 minutes we stop, put rubbish in the sector bag, check pockets and belts."
After return - quick adult sweep with the seating list to check nothing was left behind.
Before departure - light breakfast, not too much sugar and no fizzy drinks. Carry still water and crackers.
Seating - sensitive pupils sit near the center of the vehicle and face forward. A slightly opened window helps some children.
Helpful kit - bags, tissues, gloves, small paper towels, wet wipes, water. After an incident, air the coach briefly and let the pupil sit quietly for 2-3 minutes.
Message to the class - speak calmly and briefly. The sector Spokesperson helps restore order; the rest of the class stays seated.
First stop after 60-90 minutes, then as the route requires. Two short stops are better than one long, stressful break.
Parking rule - disembark only on the pavement side. The Leader points out direction and the meeting place. Backpacks stay on seats unless it is a longer break.
Toilets - enter in pairs, the Sector Pilot ticks off returns. Before reboarding: two sips of water and a reminder to fasten seatbelts.
Adult channel - short SMS updates: departure, first stop, arrival. One adult reports to the others every 60-90 minutes.
Parents - three ready messages: departure at X time, break on the way and arrival. If plans change, send one group message after stopping, not while driving.
Driver - talk during breaks, not while driving. Clear instructions relate only to class organization and safety. Leave route decisions and vehicle operation to the driver.
Class audio guide - an 8-10 minute recording with questions followed by 2 minutes of silence.
Paper games and route-detail bingo - hand out halfway through the trip, not at the start.
Music only with headphones and in the middle of the vehicle. No loud movies on speakers.
Before departure: "Belt up, backpack under seat, aisle clear, phone on silent."
Before a stop: "In 2 minutes we stop. Put rubbish in the sector bag. After we stop we will disembark only on the pavement side."
After a stop: "Everyone seated, belts fastened, bottles under seats, we will move off in silence for 2 minutes."
Coach delay - the Leader keeps the class in the shade; the Mobile adult negotiates with the next program point to delay entry by 15-20 minutes.
Vehicle breakdown - children stay on the coach until the driver gives instructions. If evacuation is necessary, form a line on the safe side and move to shade or shelter. The Liaison calls the carrier and sends a short update to parents after stopping.
Lost item - the sector Spokesperson checks immediately after returning to a spot. Before the end of the day an adult does a final sweep with the seating list.
Boarding and disembarking: STOP - GATHER - SILENCE, count pairs, board by sectors, belts, aisle clear.
Adult equipment: first-aid kit, bags, tissues, gloves, water, phone list, marking tape, marker for ticking off.
Seating plan: front quiet zone, sectors A-B-C, student roles, adult placement.
Stop procedures: order of exit, toilets in pairs, water, gathering at the vehicle, belt check.
SMS messages: departure, stop, arrival, plan change.
Can pupils eat during the ride: short snacks yes, but avoid crumbly mess and fizzy drinks. Better to eat at a stop.
What about a movie on board: only if it does not distract the driver and you are sure the sound will not be heard on speakers. Prefer short educational clips on headphones.
Change seats halfway through: yes, if it helps group energy, but only during a stop and after belts are refastened.
How to handle noise: the Sector Pilot asks for 2 minutes of silence. If that fails, the Closer moves the two loudest students to the front quiet zone.
A guide coordinates stop timing, keeps order during boarding and disembarking, enforces the front quiet zone and leads short, engaging activities during the ride. This allows the teacher and class representatives to relax, and the class arrives in Krakow focused and ready to explore. Book a guided visit with Ma42gorzata Kasprowicz - we will set roles, seating plans and scripts so the coach runs like a well-managed classroom.
You can ask the guide to provide audio guide sets for large groups, tailor short on-coach activities for pupils, and coordinate smooth handover to the on-site program leader.
Top program points for school groups: Wawel Hill and Castle, the Royal Route and Main Market Square, St. Marys Basilica, Kazimierz district and the Oskar Schindler Factory - plan walking time and small buffers between coach drop-off and the first location.
Suggested group-friendly places to eat near Wawel and the Main Square: Pod Wawelem and Pod Leliw5 - large portions and good for groups; agree reservations in advance for a class-sized lunch.
Public transport note: Krakow trams are frequent and useful for transfers inside the city; buy tickets in advance or use an app where available. Leave a margin for boarding a tram with a large group.
Weather and clothing: check forecasts and bring light raincoats or umbrellas; comfortable shoes for walking on cobblestones.
Safety tip: keep a photocopy or photo of each pupils consent form and medical notes, and carry a small foldable first-aid kit and spare masks or wipes.
