Pre-arrival Community Group checklist

We are currently not accepting new applications to become a Community Group Visits partner.

Approved partners, log in to your account and choose an available date for your Community Group Visit. You’ll receive an email confirmation right away.

• Bring at least one chaperone for every 10 youth or children (age 15 and under) in your group.

*If you arrive with fewer than one chaperone for every 10 students, your group will not be admitted to the Aquarium. All visitors aged 15 and under must stay with their chaperones while inside the Aquarium. Minors are not permitted to explore the Aquarium unsupervised nor are they allowed to re-enter the building without their chaperone. This policy is for the protection of your group and the safety and comfort of all visitors. Groups violating this policy will be asked to leave.

Before your visit

• It is helpful to meet with the chaperones before the day of the visit. If that is not possible, make sure you provide them with written information and a schedule ahead of time.
• Send the guide for chaperones to each of your chaperones before your visit.
• Make sure the chaperones understand their responsibilities.

The day of the visit

• Explain the schedule for the day. Be sure your chaperones know:
   
  1. The times and places to meet for lunch and to leave for home.
  2. How you will communicate with one another once you have arrived at the Aquarium.
  3. What learning activities you have planned for the group and their role in those activities.
  4. Whether or not youth or children in your group will be allowed to visit the gift shops.
      
• Provide each chaperone with a list of group members for whom they are responsible and remind them that they must stay with their group at all times.
• Introduce the chaperones to other group members.
• Ensure that everyone enters the Aquarium as a group.

Be sure your chaperones know:

• The times and places to meet for lunch and to leave for home.
• How you will communicate with one another once you have arrived at the Aquarium.
• What learning activities you have planned for the group and their role in those activities.
• Whether or not youth or children in your group will be allowed to visit the gift shops.
• Provide each chaperone with a list of group members for whom they are responsible and remind them that they must stay with their group at all times.
• Introduce the chaperones to other group members.
• Ensure that everyone enters the Aquarium as a group.

Provide all chaperones with the group leader's contact information.

Collect chaperone contact information in case of an emergency.

Provide your chaperones with your organization's phone number to contact in case of an emergency.

Communication between chaperones and group leaders is vital to a well-organized visit. Be sure to:

• Provide all chaperones with the group leader's contact information.
• Collect chaperone contact information in case of an emergency.
• Provide your chaperones with your organization's phone number to contact in case of an emergency.

• If your group is traveling by bus, review and share directions and bus parking instructions with bus drivers.
• If traveling by car, review and share parking instructions with drivers.

For Community Group Visits partners bringing youth groups aged 15 and under (without parents), you'll need 1 chaperone per 10 youth.

Review the orientation video above and share it with any chaperones.

If coming with other chaperones, meet to design the visit experience, determine the schedule, and make plans for lunch and pre-visit activities. 

Share the information in the emails you receive, since you are the only one who receives them on behalf of the whole group.

Share the chaperone guide with your chaperones.

• For groups visiting during the school year on a weekend day, if you want to bring your own lunch, you may utilize the covered picnic area along the Recreation Trail near the Aquarium. See your confirmation email for details and your assigned time.
• We strongly encourage you to pack a “zero waste” lunch as a learning experience and to do your part to inspire conservation of the ocean.
• Join us in the journey toward a cleaner, greener planet by remembering to sort your waste into the designated bins in our picnic area: recyclables, compostables, and general waste. 

• Check out our self-guided booklets for fun, educational activities you can do with your group while at the Aquarium.
• Explore using our live web cams or YouTube videos for preparing your group.

• Share the chaperone guide with your chaperones.
• Assign a chaperone to each group prior to your arrival.

• Watch the Community Group Visits orientation video above with your group.
• Conduct pre-visit learning activities.

• Re-read all emails from us to confirm the date and time of arrival.
• Bring medical records or instructions for any children who are on medication or who require special medical attention.

• We kindly request that participants arrive promptly at the scheduled arrival time—which is 15 minutes before your program start time.
• Please be aware that in order to ensure that all scheduled programs stay on track and run smoothly, if you are later than 10 minutes after the scheduled arrival time, it will result in the cancellation of your program. Your punctuality is greatly appreciated, and we look forward to having you join us on time for a successful and engaging program.