The worst thing that can happen when you are responsible for organizing a group outing is to leave somebody behind. Fortunately, there is an easy solution that helps prevent that catastrophe from ever happening: Taking attendance.
When you are running a group outing — whether it’s for a sports team, a school field trip, a social group, or any other type of bus journey — the first thing you need is a roster of attendants. Then all you need to do is to check to make sure everybody on your list is present and accounted for before the wheels of the bus turn.
Building Your Roster
So your attendance list typically will be built prior to the trip. Usually, it’s simply the sign-up sheet. But this is just the starting point because some people may not show up on the day of the outing. Others who are not on the list may turn up at the last minute. So your actual group roster needs to be finalized as people are getting onto the bus.
In addition to your list, you also will need a pencil and a clipboard. The pencil will work even if weather conditions are freezing or raining, while an ink pen may be useless. A clipboard helps keep the list intact throughout the day.
Taking Attendance
You want to check to make sure everybody on your list is present right before the wheels of the bus turn. That means at the outset of your trip, after any rest stops, and at the end of the day before leaving for home. If any person is missing, they will need to be located prior to the bus moving.
Today, nearly everybody has smartphones. So including their phone numbers along with their names will help make it easier to find people who are missing.
