This is a ready-to-use plan for school trip organizers in Krakow. You get a simple system for managing a class in urban space: 5 rules, a signal language, formations while moving and a response plan for unexpected situations. It works for grades 1–3, 4–6 and 7–8 with only minor role adjustments.
Many practical tips below help keep the group calm, together and focused on learning and exploring the city safely. Use them as a baseline and adapt to the needs of your class. By following short routines and clear signals you spend less time managing logistics and more time enjoying Krakow's sights. (If you want a guided visit adapted to your group, contact Małgorzata Kasprowicz.)
Loop rule - plan the route as a loop rather than a zigzag. This reduces the number of street crossings and the risk of the group stretching out.
1-3-1 rule - 1 leader in front, 3–4 teams in the middle, 1 supervisor at the rear. Children walk in pairs.
Visible landmark rule - every stop has a clear reference point: a gate, a monument, a building corner. Always say the landmark name out loud.
10-step rule - if someone is late, the group does not move off immediately; instead take 10 slow steps and stop in the shade. Pace equals the slowest participants.
Short-commands rule - use only 3 words per command: STOP - GATHER - RIGHT/LEFT. Additional information is given after the group stops.
STOP - hand raised, students echo: we stop where we stand.
GATHER - make a small circle over the head with the hand, gather around the leading supervisor.
QUIET - finger to lips + broad downward hand gesture, speak in whispers.
CROSS - arm extended in the direction of travel, walk in pairs behind the leader.
ALARM - two short whistle blasts or an emergency word, everyone looks at the lead supervisor.
Narrow street - tight column, pairs close together, no overtaking. The rear supervisor walks 2–3 meters behind the last pair.
Square or large open space - mark a gathering line parallel to the edge of the square. Children face the supervisor, backpacks on the ground in front of them.
Pedestrian crossing - wait for green, cross as one group. The first pair looks left and right, the rest match the first pair's pace.
Stairs and gateways - one pair at a time, others wait in a straight line, no sitting on steps.
Always outside the traffic edge - choose spots away from carriageways and bike lanes.
In the shade - plan gatherings in the shade or under arcades so everyone is comfortable.
With a visible frame - pick points visible from a distance: a corner, a gate, a wall fragment. It’s easier to point and keep the group tight.
Name the point - e.g., “gather by the gate with the lions,” and have students repeat the name out loud.
Location rule - the student stays where they realize they are alone and calls the supervisor. They should not try to find the class on their own.
Task division - the rear supervisor returns for the student; the leader keeps the group in the shade and counts the pairs.
Phone - phones are used only at the leader’s request. The emergency contact sheet should include parents and the driver.
Report - after reuniting, give a short report to the safety recorder: when, where and what we will improve next time.
Pilot - walks in the first pair with the supervisor and keeps the walking pace.
Bicycle observer - a middle pair signals bikes approaching from behind or the side with the words “bike left/right.”
Safety recorder - notes meeting points, walking times and short observations after each stage.
Spokesperson - reports results or suggested formation changes in 20 seconds.
On the school yard or corridor practice in order: STOP - GATHER - CROSS - QUIET. Everyone knows the gestures and repeats the commands.
Hand out roles, pin team IDs, show meeting point #1 on the map and name it out loud. Practice the short commands once so they sound natural.
Start at a large landmark - quick reminder of rules and roles.
Section 1 - 12–15 minutes walk, 3-minute break in the shade, short paired activity.
Section 2 - walk along water or across a square, team photos, swap roles.
Section 3 - side streets with less traffic, pause for water and toilet break.
Finale - 20-second presentations per team and a group photo. Return to the start point or the nearest exit from the route.
Rain - use rain ponchos instead of umbrellas, gather under arcades and in gateways, plan shorter walking segments.
Slippery - take smaller steps, no running on cobbles, use single-file on stairs.
Heat - shade every 15 minutes, mandatory water, hats and shorter sun-exposed segments.
Map with 3 meeting points marked by name and photo.
Pairs and role assignments, team IDs.
Whistle or bell, tissues, small first-aid kit, water.
Contact list for supervisors, driver and the school office.
Loop plan with segment times and toilet breaks.
A guide knows the places where the class won’t stretch out and where it’s safe to gather. The guide will set the loop, choose shaded meeting points and lead the commands and timings. This lets the teacher and the class reps focus on the children, not the map. Book a visit with Małgorzata Kasprowicz (Margaret Kasprowicz) - we will prepare gestures, roles and meeting points tailored to your class.
Hiring a guide can also include a short, age-appropriate story at each stop to keep students engaged and to turn safety pauses into learning moments.
