Chaperone Handbook
The Finishing Touches
In case of emergency in Costa Rica,
call our Tour Central Office:
2293-6314 (toll free for calls made inside Costa Rica)
1-800-999-4542 (in the U.S.)
© WorldStrides 01/12 PO 333704b
Important Program Reminders
For Your Safety
Adhere to the daily departure and return times indicated on your itinerary.
These are set to help you make the most of your time in Costa Rica.
Additionally, adhering to your planned schedule of activities allows your
Motorcoach Driver and/or Course Leader to get plenty of rest.
Flexibility is Key
Your itinerary has been carefully written to maximize your time during your educational
travel program. However, due to weather, unexpected closings, and overcrowded sites,
your Motorcoach Driver and/or Course Leader may make suggestions for rearranging your
itinerary. Please accept the advice of these trained professionals; their goal is to provide you
and your students with the best possible experience.
Be on Time
It is especially important that you keep to the meeting times set forth by your Course Leader.
Being on time in the mornings and for meals is especially important.
Table of Contents
Professional Development.................................................................................................................................... 4
Introduction............................................................................................................................................................. 5
Before Your Departure
1.1
1.2
1.3
1.4
Pre-program Review with Account Manager..................................................................................... 6
Conduct a Final Pre-program Meeting.............................................................................................. 6
Program Leader Pre-program Checklist............................................................................................. 8
Rules of Behavior.............................................................................................................................. 9
Your Travel Arrangements
2.1
2.2
2.3
2.4
Travel to Your Destination................................................................................................................ 10
Return Flight Home......................................................................................................................... 11
Tips for Travel ................................................................................................................................. 11
Student Behavior.............................................................................................................................. 12
Your Hotel and Lodge Accommodations
3.1
3.2
3.3
3.4
Check-in Made Easy........................................................................................................................ 13
Hotel/Lodge Tips............................................................................................................................. 14
Safety in the Evenings...................................................................................................................... 15
Student Behavior.............................................................................................................................. 15
Your On-site Experience
4.1
4.2
4.3
4.4
4.5
4.6
While Traveling................................................................................................................................ 16
Weather............................................................................................................................................ 16
Money and Foreign Currencies......................................................................................................... 17
Course Leader Responsibilities......................................................................................................... 17
Program Leader and Chaperone Expectations ................................................................................. 17
Student Behavior.............................................................................................................................. 17
Your Meal Plan
5.1 Paying for Your Meals....................................................................................................................... 19
5.2 Be on Time...................................................................................................................................... 19
5.3 Student Behavior.............................................................................................................................. 19
In Case of Emergency
6.1 Emergency Contacts......................................................................................................................... 20
6.2 Medical Emergencies........................................................................................................................ 20
After Your Return
7.1 Post-program Checklist.................................................................................................................... 21
Appendix
Appendix A: Your Relationship with WorldStrides................................................................................... 22
Appendix B: Costa Rica Packing List....................................................................................................... 23
Appendix C: Behavior Guidelines Handout............................................................................................. 25
Appendix D: Costa Rica Contingency Plan.............................................................................................. 27
Appendix E: Chaperone Meeting Agenda................................................................................................. 29
Appendix F: Top 10 Steps to Guarantee a Successful Trip......................................................................... 29
Costa Rica Chaperone Handbook, The Finishing Touches 3
Earn Professional Development with WorldStrides
WorldStrides continuously strives to aid in the professional development
of educators. As a chaperone, you play a vital role in the implementation
of student travel programs. We are pleased to offer educators professional
development points/hours and the opportunity to earn graduate credit!
Professional Development Points
Through this program, you can earn 35 professional development points/hours
or 3.5 CEUs on your Costa Rica program. WorldStrides has already issued over
18,000 transcripts to educators worldwide!
To claim your professional development points/hours, simply accompany
students on one of our educational travel programs. Your Program Leader can
request your transcript on your behalf through MyTrip after you travel.
Your transcript will be mailed within 7-10 days upon receipt of request.
Each transcript is tailored to your state’s requirements for recertification and
includes State Board of Education approval codes, if applicable.
Graduate Credit
We are proud to offer the opportunity to earn graduate credit through our
professional development program in cooperation with Learner’s Edge.
Choose a course like 901: CSI – Creative Science Instruction Through Inquiry
to develop effective teaching strategies designed specifically for science
courses. WorldStrides/Learner’s Edge self-paced courses are a flexible,
relevant, engaging way to earn the graduate credit you need to excel in your
classroom and in your career.
How it Works
1. Choose a course from the options outlined in the PL Resources section of
MyTrip (found on www.worldstrides.org). Your Program Leader can access
relevant course and registration documents for you after you travel.
2. Register for your chosen course by completing the graduate credit
registration form at www.learnersedgeinc.com. Select Partners/
Educational Organizations and click on WorldStrides. There you will find a
list of courses and the registration form for graduate credit.
3. Participants must register for their coursework and also register through
the University. There is no additional cost beyond the course credit fees.
4. Once registration is complete, Learner’s Edge will send you all course
materials.
For more information, contact your Account Manager
or email WorldStrides’ Director of Education, Amy Westby,
at [email protected].
4 Costa Rica Chaperone Handbook, The Finishing Touches
Introduction
As your departure date approaches, we understand there are many final touches to be addressed. The enclosed
information will address these topics in an organized and concise fashion. Please take a few minutes to
review sections one through seven and the appendices before departing on your WorldStrides DiscoverNow!
program. We look forward to assisting you in providing a rewarding program for your students.
The Finishing Touches:
Before Your Departure: Don’t let any last minute details escape you. Use these guidelines to prepare
for your program.
Your Travel Arrangements: This section explains how to get your group safely to your destination
and back, including student behavior guidelines and tips for travel.
Your Hotel and Lodge Accommodations: This section reviews your stay at the hotel and covers the
role the Course Leader plays in ensuring a safe and enjoyable program experience.
Your On-site Experience: This section covers your travel experience, from the responsibilities of your
Course Leader and Motorcoach Driver, to tips on student behavior.
Your Meal Plan: This section outlines the various meal options available to you during
your program.
In Case of an Emergency: A WorldStrides employee is just a phone call away, 24 hours a day, seven
days a week. This section lists all important phone numbers, as well as information on how to handle
a medical emergency.
After Your Return: Once your program is completed, refer to this section for information about
documents your Account Manager will need from you.
Costa Rica Chaperone Handbook, The Finishing Touches 5
Before Your Departure
Language
• Spanish is the primary language of most Costa Ricans, but many speak
some English as well.
Electricity
• Costa Rica’s electricity is the same as the United States, and travelers
should need no special converters for electrical appliances.
Helpful Facts
about
Costa Rica
Time difference
• Costa Rica is in the Central Standard Time Zone. Daylight savings time
is not observed.
Communication
• Public pay phones are available for international calls.We recommend
that travelers buy phone cards in Costa Rica or bring AT&T calling
cards to use for their calls home.
•
Call your cell phone company to inquire about coverage and rates
while in Costa Rica.
U.S. Embassy
• The U.S. Embassy in Costa Rica is located at Calle 120 Avenida 0, Pavas,
San José. It is at the intersection of Avenida Central and Calle 120 in
the Pavas Section of San José, tel (506) 2519-2000 or (506) 2519-2280.
From the U.S.: 011-506-2519 or 011-506-2519-2280.
1.1Pre-program Review with Account Manager (for Program Leaders only)
Program Leaders should call their WorldStrides Account Manager upon receipt of this
handbook and set up a time to review program details. It is important to do this before your final
pre-program meeting.
Give your Account Manager your cell phone number or share the best way to reach you during
your program. This number will only be used in an emergency.
Complete the Program Leader Expectation Form and passport details, then return them to
your Account Manager at least 30 days prior to your departure.
1.2 Conduct a Final Pre-program Meeting
We recommend the Program Leader holds one last student/parent meeting to review the program.
Below are several suggestions of things to go over at this meeting:
Review assembly information, transportation, and hotel specifics.
Review student behavior expectations with students and parents, and distribute the Behavior
Guidelines Handout found in Appendix C and on MyTrip.
Review and distribute copies of your itinerary. Remind parents and students that while the group
will make every effort to follow this itinerary, some items may change during the program due to
weather, closings, or other unexpected events.
6 Costa Rica Chaperone Handbook, The Finishing Touches
Review the recommended packing list for Costa Rica (see Appendix B).
Give parents the Tour Central office phone number in case of an emergency only:
703-933-6143. (The toll-free number listed on the front page of this book is only for the use and
convenience of Program Leaders, chaperones, and students while traveling.)
Distribute WorldStrides Identification Badges, lanyards, and luggage tags for the students to fill
out. Please emphasize the importance of luggage tags. All luggage, including carry-on pieces,
should have a luggage tag.
Review travel documentation requirements for traveling to Costa Rica.
Remind parents and students that WorldStrides, the Program Leader, and chaperones are not
responsible for lost, damaged, or stolen items, nor the cost of transportation or shipping to
recover these items. Students should leave expensive items such as jewelry, high-priced cameras,
and electronics at home.
Remember that any airline-imposed baggage fees are not included in your program price and
need to be paid upon check-in.
When registering, parents and students must provide their full names as listed on official
identification that will be presented at airports, or other travel checkpoints. Remind travelers
that under TSA requirements, a parent must submit each traveler's full name (including middle
initial), date of birth, and gender matching information on a government-issued ID.
Every participant must have the required documentation necessary to
participate in the trip prior to the date of departure. The participant
is solely responsible for obtaining a passport in order to travel. If a
participant is unable to travel due to the lack of a passport,WorldStrides'
standard cancellation policy will apply. Passports must be valid for
at least six months after the end of your scheduled travel. It is the
responsibility of the participant to check the requirements for travel
Travel between the United States and Costa Rica.
Documentation for
Travel to Costa Rica
Parents and students registering must provide their full names as listed
on official identification that will be presented at airports or other travel
checkpoints. Under new TSA requirements, a parent must submit each
traveler's full name (including middle initial, date of birth, and gender)
as it appears on their passport.
Non-U.S. citizens must contact the embassy or consulate of their
home countries in Costa Rica for specific entry requirements.
Visit the United States Department of State at www.travel.state.gov for
more information.
Remind parents and students about the opportunity to earn credit through the Discovery for
Credit program. Visit mytrip.worldstrides.org for more information.
Distribute a copy of the Discovery Journal to all participants, as well as answer keys to Program
Leaders and Chaperones.
Remind parents and students to keep medications in their original containers and to hand them
to the Program Leader before departure.
Remind all chaperones and students that WorldStrides DiscoverNow! programs generally involve
a heavy amount of walking, and to be prepared with appropriate clothing and comfortable shoes.
Costa Rica Chaperone Handbook, The Finishing Touches 7
A Message from our Director of Education:
The WorldStrides Costa Rica program was created to provide an opportunity for students
to become part of a vibrant atmosphere of flora, fauna, and amazing animals. The students
who participate in our program work hard, have fun, are taught well, and achieve a
newfound appreciation of the world around them. Our students emerge from our program
with both idealism and a practical outlook, feeling compelled to try to change for the
better the world around them. What they bring to Costa Rica, what they experience there,
and what they take away certainly prepares them well for this worthy task.
This preparation for life, however, doesn’t begin and end in Costa Rica. It begins with
you, through leadership and preparation. To do this best, we ask that you introduce the
program to your students by using our Teacher’s Guide and Discovery Journal. These two
tools will provide a program focus and resources to help you instruct on the topics and
objectives that will be covered on your program to Costa Rica. The Discovery Journals are
an integral part of our travel programs and will be used by your students throughout their
stay in Costa Rica. Please contact your Account Manager with any questions regarding
WorldStrides’ educational activities.
Enjoy your travels!
Amy Westby
Director of Education
1.3Program Leader Pre-program Checklist
Listed below are several tips to keep in mind as you prepare for your program:
If applicable, confirm your inbound and return airport transfer with the coach company a few
days before departure. Be sure to ask for detailed instructions regarding your return transfer.
Set up a phone tree so parents can be contacted in case of an emergency. For example, the
Program Leader will call three parents at the top of the phone tree, those parents will each call
the next parents on the list, those parents in turn call the next set of parents, with the process
repeating until all parents have been called.
Ensure students’ home phone numbers and parents' cell phone and work numbers are on
each of their Medical Release Forms and that all forms have been returned to you.
Bring Behavior Contracts and Medical Release Forms and carry them with you at all times.
Take an emergency kit (e.g., bandages, tissues, change, etc.).
Be sure all students wear their WorldStrides Identification Badges at all times so that they
have the Tour Central emergency numbers in their possession.
Make a list of student food allergies and dietary restrictions. Despite our best efforts, several
factors make it impossible for WorldStrides to make a reliable commitment ahead of your
8 Costa Rica Chaperone Handbook, The Finishing Touches
program that a specific meal will be arranged according to the health requirements for each
participant. Make sure you are aware of any food allergies or dietary restrictions of participants
prior to your trip, so that you are prepared to explain these restrictions to the establishment
manager upon arrival at your meal location.
Remind participants to bring their passports to the airport. Travelers will need to bring two
black and white copies of their passport. One is for the Program Leader to keep secure and one is
for the student to hold in their luggage.
Remind students to bring their Discovery Journals on the program with them.
Understand that your itinerary was created for educational purposes and for the safety of
participants. Under no circumstances may a group deviate from their itinerary.
Understand that groups often travel during Costa Rica's rainy season, and it is important to
be flexible in the event of bad weather.
Review packing checklist with students and remind them that all packing lists are available
online at www.worldstrides.org. Choose your destination on the Browse by Destination menu on
the right side of the page and the packing list will be found in the Travel Essentials section.
1.4Rules of Behavior
Establish rules of behavior for the duration of the program. The rules set forth in the Chaperone
Handbook, the Behavior Guidelines Handout found in Appendix C of this handbook, and the
Behavior Contract represent general expectations for student behavior and should be supplemented
by the Program Leader and chaperones, as appropriate.
A copy of the Behavior Guidelines Handout should be given to each child before departure.
Program Leaders can print these handouts from the "Planning your Program" section of PL
Resources on MyTrip. The Program Leader should review this information with the students and
encourage them to go over the guidelines with their parents.
All students and parents should sign and return the Behavior Contract to the Program Leader
prior to departure.
All students, Program Leaders, and chaperones should sign and return a Medical Release Form
prior to departure.
Students are expected to follow the directions and rules established by the Program Leader,
chaperones, and WorldStrides prior to departure.
Students who violate any of the rules established by the Program Leader and chaperones or in the
Behavior Contract may be sent home at the discretion of the Program Leaders, chaperones, or
WorldStrides representatives. In such cases, the parent/guardian is contacted and the student will
be sent home at the parent’s expense.
Many factors contribute to making your program meaningful and enjoyable. Responsible chaperones
and appropriate student behavior are major contributors to a successful program. We want students
and adults to enjoy themselves on their educational travel program. Inappropriate behavior begins
when a student’s actions infringe on the rights of others. It is the responsibility of the Program
Leader and chaperones to supervise student behavior throughout the program.
Costa Rica Chaperone Handbook, The Finishing Touches 9
Your Travel Arrangements
2.1Travel to Your Destination
 Label all of your luggage with the WorldStrides luggage tags before you depart for the airport.
 Advise all participants to pack one copy of their passports in checked baggage and return one
copy to the Program Leader to keep during the trip.
Packing
Tip
Pack personal items that are difficult to replace (e.g., airline tickets,
passports, contacts, glasses, labeled medications, cash, etc.) in your carryon bag, not in your checked baggage. Only one carry-on bag is allowed
per passenger. Please observe TSA's regulations for items allowed to
be packed in carry-on bags, including liquids. You may check luggage
regulations at www.tsa.gov.
 Arrive at the airport at least three hours prior to your departure time.
Do you have
a Transfer
Motorcoach?
If you are using a transfer motorcoach, please keep all students on
the motorcoach when you arrive at the airport. We recommend that
two or three students per motorcoach assist the driver with unloading
the luggage. Students can then get off the motorcoach and carry their
own luggage to the check-in area.
Know the exact number of students and adults in your group.
At the ticket counter, present only those airline tickets of the traveling participants. (If
you are using e-tickets, present the updated manifests.) If your group is on separate flights,
exact breakdowns are needed for each flight.
Enjoy your flight.
Upon arrival in Costa Rica, all U.S. citizens must present valid passports. Lead your
group to the baggage claim area once you have arrived at your destination. After you pass
through Customs, exit the arrivals area through the door on the right side. A WorldStrides
representative will meet you and assist you with boarding your motorcoach. If for some reason
your baggage does not arrive, do not leave the baggage claim area without first filing a claim with
the airline.
NOTE
Remember that any airline-imposed baggage fees are not included
in your program price and need to be paid upon check-in.
10 Costa Rica Chaperone Handbook, The Finishing Touches
2.2Return Flight Home
Report to the ticket counter area at least three hours prior to your flight home and have your
group remain in one spot until departure. Your WorldStrides Course Leader will accompany you to
the airport and assist you with the payment of departure taxes for your group. The departure tax is
included in the price of your program.
2.3Tips for Travel
For the most up-to-date travel information, Program Leaders and chaperones are encouraged to visit
the Transportation Security Administration’s website at www.tsa.gov. The website provides a
great deal of useful information on security procedures, permitted items, and travel preparation. Be
sure to visit the “For Travelers” section, specifically “Air Travel” and “Traveling with Children.”
Security
Before arriving at the airport, let students know that it is against the law to make threats about
bombs or explosives at the airport or on the airplane. Threats made jokingly (even by a young
person) can result in delays, denied boarding, and fines.
Speak to the students about the security screening process so that they will not be frightened or
surprised. Advise them that the bags they take with them on the plane will be put in an x-ray
machine and will come out at the other end and be returned to them.
WorldStrides recommends that travelers avoid wearing metal items or placing such items in carry-on
baggage before getting in line. Any metal detected at the security checkpoint must be identified. If
the alarm is set off, the traveler will be required to undergo additional screening, which may include
a hand-wand and a pat-down inspection that includes the torso.
Access beyond security is restricted to ticketed passengers only. A WorldStrides representative will
not be able to meet your group at the arrival gate or escort you to the departure gate.
Identification
In accordance with the latest Transportation Security Administration (TSA) security procedures,
passengers age 18 and over must present one form of photo identification issued by a local
state or federal government agency (e.g., passport, driver's license, military ID). Without proper
identification, these individuals will not be allowed to travel. Since all passengers traveling to Costa
Rica will need to have their passports with them, supplying a form of identification at the security
line should not be a problem. They will simply need to show this again when they reach security.
Baggage Restrictions and Fees
All baggage will be screened and possibly hand-searched as part of the new security measures. Visit
www.tsa.gov for the latest in baggage restrictions. Please keep in mind that although certain items
may be permitted by the TSA, stricter security restrictions, as mandated by each individual airport,
may prevent these items from being allowed in carry-on baggage. WorldStrides recommends stowing
any questionable items in checked luggage to avoid possible confiscation. WorldStrides cannot
assume responsibility for confiscated items.
Additional regulations place a limit on the amount and size of bottles containing liquid that are kept
in a passenger’s carry-on baggage. The 3-1-1 rule states that all liquids must be placed in a threeounce bottle or less (by volume) and kept in a one-quart, clear, plastic, zip-top bag. Only one bag of
Costa Rica Chaperone Handbook, The Finishing Touches 11
this size is allowed per passenger. All bottles should be consolidated into one bag and put through
the x-ray separately from other carry-on items. The security screening will be much smoother and
quicker if all travelers are prepared for this rule and have their one-quart bag of liquids separated
and ready to scan. Another way to avoid complications is to pack all liquid items in checked
baggage. For more information on the 3-1-1 rule, visit www.tsa.gov/311.
It is becoming more common for airlines to charge travelers an extra fee for checking their luggage.
Please make sure that your students and other travelers in your group are aware of these fees. The
cost of checking baggage is not included in WorldStrides’ program costs. Before you depart,
be sure to remind your travelers that they will need to be prepared to pay these fees upon check-in
for both your departing and returning flights. The price for checking a bag varies from airline to
airline, and the baggage policy can change at any time, so please visit your airline’s website to check
their current rates and carry-on size limits before your program departs.
Regulations require that name identification be securely affixed to the outside of all pieces of
luggage. Additionally, we recommend placing identification on the inside of baggage. Luggage tags
must match the name of the passenger.
2.4Student Behavior
Listed below are several tips to keep in mind as you prepare for your program. These guidelines can
also be found on the Behavior Guidelines Handout in Appendix C. Please read this aloud to your
students.
 NEVER make flippant remarks or joke about threats in the airport. You may be denied
boarding if overheard by an airport security officer.
 Remain in your assigned seat on the airplane. Groups may not have a say in their seating
assignments. Although airlines do try to keep groups seated together, this is not guaranteed.
 Stay seated with your seat belt fastened on the plane unless you are going to the restroom.
 Always follow the instructions of airline employees and airplane instruction lights.
 Refrain from using the flight attendant call button unless assistance is required.
 When your flight arrives at its destination, remain seated until all other passengers deplane.
This is important for both courtesy reasons and to keep your group together.
FYI
Where possible, it is advisable to prohibit co-ed seating arrangements, especially
on long flights. Additionally, please encourage chaperones to sit among students
to ensure appropriate student behavior for the duration of the flight.
12 Costa Rica Chaperone Handbook, The Finishing Touches
Your Hotel and Lodge
Accommodations
3.1 Check-in Made Easy
WorldStrides strives to make your hotel and lodge stays as easy and enjoyable as possible.
Your WorldStrides Course Leader is with you at the hotel or lodge at all times, making sure
your rooms are properly set up, your room keys work, and all the details of your stay are
coordinated with the staff.
 Your Course Leader will hand you the room keys, brief you on hotel or lodge policies, inform
you of the location of the pool (if applicable), and answer any of your questions.
 Inform your WorldStrides Course Leader in your pre-tour communication of any changes
to your rooming list. Last-minute changes are strongly discouraged and the rooming list should
be finalized prior to arriving in Costa Rica. In the event that there are changes, the Account
Manager will assist but cannot guarantee that the changes will be made.
 Distribute the room keys to students inside the hotel.
Just a
Suggestion
Many hotels only provide one key per room. It is often a good idea
to have one student from each room responsible for the room key.
 Check all of the rooms for any minor problems. Have a chaperone compile a list and present
it to the WorldStrides Course Leader. Please do not approach the front desk with each
individual problem.
 Familiarize yourself with the hotel or lodge’s layout (exits, breakfast location, etc.).
 Supervise your group as students participate in various activities at the hotel or lodge. A
chaperone must be present with the students at all times.
 Review the next day’s itinerary with the WorldStrides Course Leader. If you are traveling
with other groups, please make arrangements with the other Program Leader(s) to review your
itinerary together.
 Remind students that they should have a buddy with them at all times, even in the hotel.
 Please make a thorough inspection of the rooms the morning you check out of the hotel for
forgotten cameras, phone chargers, handbags, and suitcases. Please report any damages to the
Course Leader prior to departure.
Costa Rica Chaperone Handbook, The Finishing Touches 13
DID YOU KNOW?
Your WorldStrides Course Leader is there not only to provide an educationally enriched
experience, but also to ensure that your program runs smoothly and your hotel stay is enjoyable.
THE COURSE LEADER’S RESPONSIBILITIES INCLUDE:
 Briefing you on hotel/lodge policies
 Working with hotel/lodge personnel
 Assisting with any difficulties that may arise
 Reviewing your itinerary with you prior to the next day’s activities
 Ensuring that the hotel/lodge breakfast runs smoothly
 Assisting with your group’s check-out
In addition, your WorldStrides Course Leader is available to help with any minor health or
medical emergencies. In the event that a trip to the hospital or a physician becomes necessary, a
chaperone, preferably of the same sex, should accompany the student to be treated. The Course
Leader must remain with the group.
We recommend having an adult in the group responsible for collecting participants’ passports
upon arrival and store them in a locked safe until the final evening. It is strongly recommended
that participants take advantage of this opportunity, in order to avoid problems related to
misplacing or losing a passport. Replacing a passport can cost up to $300 and can take up to two
days to process, resulting in a student and chaperone missing a portion of the program.
3.2 Hotel/Lodge Tips
 Telephones – Upon arrival, your Course Leader will notify you of the phone situation at your
hotel/lodge. Chaperones and students are expected to pay for their personal calls or any other
room charges prior to checking out. Hotels often charge a high fee for in-room calls. It is
recommended that students use a calling card to call home. Students can either purchase a local
calling card when they arrive in Costa Rica or dial an AT&T operator from Costa Rica. Local
calling cards are encouraged, as they are generally cheaper and more reliable.
 Morning Wake-Up – The Program Leader and chaperones are responsible for ensuring that
students are awakened each morning. Generally, students should be awakened about 90 minutes
prior to your scheduled departure time. It is extremely important that students are ready to go
on time in order to accomplish all items on your itinerary.
 Breakfast – Hotel breakfasts are served buffet-style in a breakfast area. Your WorldStrides
Course Leader will inform you of your breakfast time and location when you check in.
 Valuables – Neither the hotel nor WorldStrides will assume responsibility for items brought on
the program. A notice of the hotel policy is posted on the door of each room. Valuables should
not be left in a room unattended! WorldStrides is not responsible for items missing from guest
rooms. Program Leaders or chaperones who want items stored in a safe place are asked to check
with the front desk for availability of hotel safety deposit boxes or safes.
14 Costa Rica Chaperone Handbook, The Finishing Touches
3.3Safety in the Evenings
Quiet hours at hotels and lodges will be observed from 10:00 p.m. until 6:00 a.m. All hotel and
lodge accommodations are gated, secure properties located in safe areas. Your group’s safety will be
monitored 24 hours a day by hotel security.
 Program Leaders and chaperones are asked to be near their rooms between 10:00 p.m.
and 6:00 a.m.
 Call your WorldStrides Course Leader or the hotel's front desk should you have problems
with a group not associated with WorldStrides.
 Program Leaders and Chaperones are asked to manage a hotel sign-in sheet for students to
sign each night at curfew.
In the Sarapiquí and Arenal regions, your group may stay in lodge accommodations
as opposed to traditional hotels. These lodges were chosen on the basis of their
service, location, and standards of operation.
FYI
The lodges were designed to be ecologically friendly establishments and often
the facilities are not as sophisticated as traditional American hotels. All lodges
will have private bathrooms, but keep in mind that some locations may not have
amenities such as televisions, vending machines, hair dryers, and alarm clocks.
The lodges may have walkways, canopy bridges, gardens, and trails around the
property. Students should exercise extreme caution when on the grounds of the
lodge and should be accompanied by an adult chaperone at all times.
3.4Student Behavior
Listed below are several tips to keep in mind as you prepare for your program. These guidelines can
also be found on the Behavior Guidelines Handout in Appendix C.
 The use of hotel facilities carries with it the responsibility of leaving them in the same
condition in which they were found. No tampering with hotel property is allowed. The
student is responsible for any damage.
 Throwing of any object is a physical threat that will not be tolerated.
 Students are to use the lobby area only when necessary.
 All students should sign a hotel sign-in sheet each night at curfew.
Students must wear shoes and proper attire outside their hotel room.
 Students may not leave the hotel or lodge unless accompanied by a chaperone.
 Quiet hours are observed from 10:00 p.m. until 6:00 a.m. All students are required to be
in their assigned rooms by 10:30 p.m. (unless on tour). Permission to leave the room after this
time should be given judiciously by Program Leaders and chaperones. Students must remain in
their rooms until awakened by the chaperones.
 The noise level in any hotel or lodge is the most frequent annoyance to other guests and
personnel. Closing doors properly, talking in a low tone of voice, staying on assigned floors,
and walking (rather than running) are a few practices that will minimize this problem.
Costa Rica Chaperone Handbook, The Finishing Touches 15
Your On-site Experience
4.1While Traveling
WorldStrides wants you to have the best possible travel experience. This is why we hire the most knowledgeable and professional Course Leaders and Motorcoach Drivers.
 The Course Leader will coordinate with your Motorcoach Driver the amount of time
to be spent at each activity. If more than one motorcoach is involved, make sure this is
communicated to all Motorcoach Drivers and the lead Course Leader.
 Please adhere to the daily departure and return times indicated on your itinerary. These
times are set to meet legal limits.
 Be on time for all appointments.
 Be sure to count your group before departing from any stop.
 Remember to reserve a seat at the front of the motorcoach for your Course Leader.
 It is a good idea for chaperones to be seated throughout the motorcoach, rather than just in
the front, to ensure that all students behave appropriately.
FYI
To make the program enjoyable and safe for everyone, it is important that each
student exhibits responsible behavior at all times. Rules for behavior will be
established by the Program Leader and chaperones and passed on to the students.
Any violation of these rules may result in the student being sent home at the
parent's expense.
4.2Weather
Costa Rica’s climate varies by region, but in general, Costa Rica has only two seasons:
 Dry season (verano, or summer) lasts from January to April.
 Wet season (invierno, or green season) lasts from May to December.
There is also a “mini-dry season” (veranillo) during the months of June and July.
Costa Rica is a tropical country, situated between 8° and 11° North latitude, fairly close to the equator.
Although in the mountains the temperatures are cooler, the average annual temperature for most of
the country lies between 71°F and 81°F. The coolest months are from November through January,
and the warmest from March through May. San José, the capital, has a mean annual temperature of
69°F. Please see the recommended Costa Rica Packing List in Appendix B to ensure that you and your
students pack the appropriate clothing. In the Arenal and Monteverde regions, evenings can be cooler,
so it is recommended that students bring sweaters and rain jackets for layering.
16 Costa Rica Chaperone Handbook, The Finishing Touches
4.3Money and Foreign Currencies
The national currency in Costa Rica is the colón. U.S. currency is widely accepted by most shops,
stores, and restaurants throughout the country; however, some establishments may require payment
in colones. Students will have the opportunity to exchange money on the first night of the program
at the hotel in San José; however many students and teachers find it is not necessary to exchange any
money. Most vendors will accept U.S. currency unless you have $50 bills or higher. If your students
do choose to exchange money, it is recommended that students exchange no more than 50 U.S.
dollars as that is the maximum that can be exchanged for dollars on leaving the country.
Credit/Debit cards are also widely accepted in Costa Rica and using credit cards usually gives you the
best exchange rate. Please remind parents and students that they should contact their bank prior to
departure to ensure that they will be able to use their credit card or ATM card in Costa Rica to make
purchases and/or withdraw local currency. Traveler’s checks are not recommended.
4.4 Course Leader Responsibilities
The Course Leader’s responsibilities are to:
Educate, inform, explain, and enlighten.
Work closely with the Program Leaders to ensure a smoothly run program.
Adjust the schedule when necessary to maximize the program.
Be professional at all times.
Please note: It is not the responsibility of the Course Leader or Motorcoach Driver to discipline or
maintain order on the coach or at various sites.
4.5Program Leader and Chaperone Expectations
The Program Leader/chaperone is expected to:
Inform students of the proper behavior for visiting trails, labs, and other sites.
Work closely with the Course Leader to ensure a smoothly run program.
Set rules of behavior and ENFORCE THEM STRICTLY.
Know how many people are on your motorcoach/in your group and be sure everyone is
accounted for at all times.
Instruct students to call the Tour Central office number, listed on the back of their WorldStrides
Identification Badges, should they get separated from their groups.
Discuss with students the importance of being prompt.
Stress consideration for others in hotels, lodges, and restaurants.
HAVE FUN!
4.6 Student Behavior
Listed below are several tips to keep in mind as you prepare for your program. These guidelines can
also be found on the Behavior Guidelines Handout in Appendix C. Students are expected to:
Obey the rules of behavior in the Behavior Contract, the Behavior Guidelines Handout, and those
established by the Program Leader and chaperones.
Costa Rica Chaperone Handbook, The Finishing Touches 17
Show respect to the Course Leader and Motorcoach Driver.
Exhibit appropriate behavior at trails, labs, hotels, lodges, and restaurants. Due to the nature of
some of the adventure sites in Costa Rica, it is extremely important that participants pay close
attention to the rules set forth by that site. These rules have been established for the safety of all
participants.
Handle equipment properly and safely, following the Course Leader’s instructions.
Have a buddy at all times. NEVER GO ANYWHERE ALONE!
Stay with the group – but know what to do if separated (Program Leaders and Course Leaders
should establish these guidelines).
Be on time and follow directions.
Arrive with a willingness to listen and learn. Students should not use cell phones, listen to music,
or play handheld video games while the Course Leader or Motorcoach Driver is speaking.
HAVE FUN!
18 Costa Rica Chaperone Handbook, The Finishing Touches
Your Meal Plan
5.1Paying for Your Meals
WorldStrides carefully selects meal locations that are able to provide quality meals while also being
strategically located to accommodate your schedule. All meal arrangements and payments are
handled by your WorldStrides Course Leader.
Some hotels do not open room charges for student groups. Please be prepared to pay cash for any
extra service or items that are not included in meals. If a student wishes to have a soda during a
meal, he or she will be responsible for paying for that beverage.
5.2Be On Time
Some of your meals are scheduled by appointment so make every effort to arrive at the
restaurant by the assigned times or you may lose your reservation.
5.3Student Behavior
Please share these general meal guidelines with your students:
Respect other customers at all meal locations, particularly at sit-down meals requiring a
reservation.
 Throwing any object, including food, is a physical threat that will not be tolerated.
Please take only what you can eat from the buffet. You can always go back for more.
Costa Rica Chaperone Handbook, The Finishing Touches 19
In Case of an Emergency
6.1Emergency Contacts
Should an emergency occur while on tour, contact the following WorldStrides on-tour staff
members:
At the Airport
(in the U.S.)
Contact our U.S. Tour Central office: 1-800-999-4542
At the Airport
(in Costa Rica)
Contact our Costa Rica Tour Central office: 2293-6314
At the Hotel
Contact your Course Leader
While on Tour
Contact our Costa Rica Tour Central office: 2293-6314
After Hours
WorldStrides has a staff member in Costa Rica on call 24 hours a day. Contact our Costa Rica Tour Central office: 2293-6314
As always, if an emergency occurs requiring police, fire, or ambulatory assistance,
first dial 911.
6.2Medical Emergencies
WorldStrides is proud to offer up to $15,000 in medical and accident insurance coverage free of
charge to all Costa Rica participants. This unique inclusion for international travel gives you peace
of mind by assisting with emergency evacuation and medical expenses. A detailed brochure about
this free benefit was provided upon registration.
 Carry the students’ medical release forms with you throughout the entire program. All
ailments or permanent conditions must be brought to the Program Leader’s attention prior to
the program and the Program Leader must communicate this with their Account Manager.
This information should be provided in the Medical Release Forms the students are required to
complete prior to the program departure.
 Course Leaders have emergency numbers for all sites on the itinerary. In case of an emergency,
Course Leaders or hotel staff will contact professional help and assist Program Leaders and
chaperones.
 In the event that a trip to the hospital or physician becomes necessary, a chaperone, preferably
of the same sex, should accompany the student to be treated. The Course Leader must remain
with the group.
FYI
As stated in the student invitation, our insurance policy does not cover preexisting conditions. Any claims for a student with a history of the complaint
involved must be paid by the parent.
20 Costa Rica Chaperone Handbook, The Finishing Touches
 Doctors on Call: WorldStrides has an exclusive partnership with the George Washington
University Department of Emergency Medicine. A George Washington University doctor serves
on our staff as the WorldStrides Medical Director, overseeing medical response planning for
the organization and providing direct case management in the event of a medical response issue
anywhere in the world. Our partnership gives us access to doctors who are available 24 hours
a day to provide phone consultations and treatment recommendations for traveling students,
parents, and teachers.
 Please handle medical payment in the following order:
Pay by Cash or Credit Card: Please pay by cash or credit card and obtain a receipt. Forward the
receipt to your Account Manager at WorldStrides and you will be reimbursed for out-of-pocket
expenses.
After Your Return
7.1Post-program Checklist (for Program Leaders only)
Once you have returned from your program, there are several important details to attend to:
 Call your Account Manager to review your program and to set up the dates for your next
program.
 Complete your post-trip evaluation survey online as soon as possible.
 Mail your Behavior Contracts and Medical Release Forms to your Account Manager.
 Submit a review of your program on the new WorldStrides review site by logging onto MyTrip
after your program. Encourage your students to submit their trip photos and videos here too.
 Encourage your students to complete a Discovery for Credit course.
Visit mytrip.worldstrides.org for more information.
Costa Rica Chaperone Handbook, The Finishing Touches 21
Appendix A
YOUR RELATIONSHIP WITH WORLDSTRIDES (for Program Leaders only)
As a Program Leader for WorldStrides, you are an independent contractor and not an employee.
However, you are responsible to operate within WorldStrides’ parameters. These parameters have been
designed to promote safety and to maintain the excellent reputation enjoyed by WorldStrides and
its Program Leader family. As an independent contractor, you are solely responsible for the payment
of all income taxes, workers’ compensation, or any similar types of payment associated with your
employment. The chaperones you select are also independent contractors. As chaperones, they must
also comply with WorldStrides’ parameters and are responsible for payment of all taxes.
22 Costa Rica Chaperone Handbook, The Finishing Touches
Appendix B
COSTA RICA PACKING LIST
Read these guidelines carefully and refer back to them frequently. This information was gathered to assist
you in packing efficiently and effectively.
Packing Checklist
Passport (packed in carry-on bag)
Two black and white photocopies of passport (one packed in checked baggage and one to be given to
Program Leader)
Rain jacket/poncho
Two shirts per day – some long-sleeved for mosquito protection during night activities (plus one for
each day of airline travel)
Two pairs of socks per day
Undergarments
Three pairs of lightweight pants for hiking (jeans strongly discouraged)
Waterproof pants
Shorts (for activities not in rainforest)
Lightweight sweater/jacket for layering
Two pairs of walking/hiking shoes (at least one pair will get wet; sandals and flip-flops are not
permitted for daytime activities)
Spending money (about $50)
Hat (for sun protection; a clip is helpful to prevent it being blown off when on the boat)
Sandals and flip-flops for downtime
Closed-toe waterproof shoes
Swimsuit
Optional Items
Sleepwear
Prepaid phone card and postcard stamps
Camera and batteries
(purchase in Costa Rica)
Watch
Travel alarm clock
Toiletries
Dramamine pills (not patches; look for 'less
drowsy' formula)
Towel for outdoor activities
Snacks for plane ride
Waterproof sun block (minimum 30 SPF)
Mask, snorkel, fins* (for Coastal Conservation)
Sunglasses with strap
Small backpack or daypack
*NOTE: Snorkel equipment is provided to students
who do not have their own. If you already own
Plastic water bottle that fits in pack
equipment, you may bring it on your program.
Flashlight
Pen or pencil
Insect repellent (wipes are recommended – work well and don’t spill)
Packing Tips
• Put student’s full name on all personal items.
• Don’t overpack! A common mistake is to take too many clothes, unnecessary toiletries, etc. Each
student must be able to carry his or her own luggage. Usually one suitcase and backpack are sufficient.
• Use quart-sized Ziploc® bags to hold (3 ounces or less) shampoos and other toiletries that could leak.
• Pack extra plastic bags for storing wet bathing suits or dirty clothes.
• Don’t forget your passport!
Costa Rica Chaperone Handbook, The Finishing Touches 23
Baggage Guidelines
WorldStrides Identification Badges and Luggage Tags
About two weeks prior to travel, WorldStrides will provide one Identification Badge and two luggage
tags per traveler. After being filled out, these tags may be collected by your Program Leader until final
roll call prior to departure. Additionally, many travelers find it helpful to attach a unique ribbon or tag
to baggage, to avoid confusion between bags of similar appearance.
Baggage Restrictions
Airlines restrict travelers to a maximum of three total bags, including equipment. One carry-on is
allowed, as long as it fits under the seat or in the overhead bin. Specifically, it must not exceed 22” x
14” x 9” or 40 pounds. The Transportation Security Administration restricts the amount of liquids
that can be packed in carry-on bags. Each passenger is limited to bringing a single 1-quart-sized ziptop clear plastic bag with 3-ounce bottles or less. Any liquids or gels (including sun block) must be in
3-ounce bottles or less for unchecked luggage.
For international flights, passengers are allowed one checked bag, which must not exceed 50 pounds.
Baggage fees apply to excess baggage and oversized baggage. WorldStrides accepts no responsibility for
additional fees and discourages you from traveling with these items. Baggage policies vary by airline, so
please check your carrier’s website for more details.
Please remember, students must be able to carry all of their own luggage.
Baggage Fees
Many airlines are now charging baggage fees for the first and/or second checked bag. These fees are
not covered by WorldStrides and are the responsibility of the traveler on both the departing and
returning flights. Baggage policies vary from airline to airline and are continually changing, so please
check your carrier’s website regarding the most up-to-date baggage fees.
Travel Documentation
Every participant must have the required documentation necessary to participate in the trip prior to
the date of departure. The participant is solely responsible for obtaining a passport in order to travel.
If a participant is unable to travel due to the lack of a passport, the Standard Cancellation Policy
will apply. Passports must be valid for at least six months after the end of your program. It is the
responsibility of the participant to check the requirements for travel between the United States and
Costa Rica.
Non-U.S. citizens must contact the embassy or consulate of their destination countries for specific
entry requirements.
Visit the U.S. Department of State website at www.travel.state.gov for more information.
24 Costa Rica Chaperone Handbook, The Finishing Touches
Appendix C
Behavior Guidelines Handout
WorldStrides has established the following guidelines to promote your safety and enjoyment of your
program. The violation of any of these and any other rules laid out by your chaperones is considered
a violation of your Behavior Contract and may serve as a basis for your dismissal from the program.
Remember, the overall goal of your WorldStrides program is for you to learn a lot and have fun doing it!
General Guidelines
• Students may not be involved in any way with smoking, alcohol, illegal drugs, vandalism, theft, or
any type of behavior judged by the Program Leader, chaperones, or WorldStrides Representatives
to be detrimental to the health, well-being, safety, or reputation of themselves or anyone else in the
group. This includes Program Leaders, chaperones, and WorldStrides.
• Drugs – All WorldStrides participants are warned that the international laws and penalties with regard
to the possession and usage of narcotics are more severe than those in the United States. Whether a
juvenile or adult, you are out of U.S. government jurisdiction. All drug use is strictly prohibited.
• Arrests – WorldStrides participants arrested by foreign authorities for criminal acts or misdemeanors
are no longer the responsibility of WorldStrides. Parents and guardians will be informed of the phone
number and address of the appropriate law enforcement agency to contact.
• Always show respect to your Program Leader, chaperones, Course Leaders, Motorcoach Drivers, law
enforcement, and other authority figures.
• Comply with all rules and regulations of each site visited during the program.
• As always, good common sense, respect, and consideration for others and their property should be
practiced daily.
• Always exhibit appropriate behavior, especially when on your own in small groups.
• Stay with the group, but know what to do if you get separated (your Program Leader, chaperones, and
Course Leader should establish these guidelines). At selected sites, you may be allowed to go off on
your own in small groups.
• Have a buddy at all times. NEVER go anywhere alone.
• Respect other customers at all meal locations, particularly at sit-down meals requiring a reservation.
• Dispose of litter properly in all places.
• In all locations, the throwing of any object is a physical threat and will not be tolerated.
• Be on time and follow directions.
• Arrive with a willingness to listen and learn. Do not use cell phones, listen to music, or play handheld
video games while your Course Leader or Motorcoach Driver is speaking.
• HAVE FUN!
Air Travel Guidelines
• NEVER make flippant remarks or joke about threats in the airport. You may be denied boarding if
overheard by an airport security officer.
• Remain in your assigned seat on the airplane.
Costa Rica Chaperone Handbook, The Finishing Touches 25
• Always follow the instructions of airline employees and airplane instruction lights.
• Stay seated with your seat belt fastened on the plane unless you are going to the restroom.
• Refrain from using the flight attendant call button unless assistance is required.
• When your flight arrives at the gate, remain seated until all other passengers deplane. This is
important for both courtesy reasons and to keep your group together.
Hotel Guidelines
• The use of hotel facilities carries with it the responsibility of leaving them in the same conditions in
which they were found. No tampering with hotel property is allowed. The student is responsible for
any damage.
• Use the lobby area only when necessary.
• Always wear shoes and proper attire outside of your hotel room. This rule applies when traveling to
and from the hotel pool (if applicable).
• Do not leave the hotel unless accompanied by a chaperone.
• Quiet hours at the hotel will be observed from 10:00 p.m. until 6:00 a.m. At 10:30 p.m., students
must be in their own rooms. Students must sleep in their assigned hotel rooms each night and must
remain in their rooms until awakened by the chaperones.
• The noise level in any hotel is the most frequent annoyance to other guests and hotel personnel.
Closing doors properly, talking in a normal tone of voice, staying on assigned floors, and walking
(rather than running) throughout the hotel are practices that can minimize this problem.
Sightseeing Guidelines
• Exhibit appropriate behavior at parks, museums, hotels, lodges, and restaurants. Due to the nature
of some of the adventure sites in Costa Rica, it is extremely important that participants pay close
attention to the rules set forth by that site. These rules have been established for the safety of all
participants.
• Handle equipment properly and safely, following the Course Leader’s instructions.
• Leave all backpacks and large bags on the motorcoach when instructed by Program Leader,
chaperones, or Course Leaders.
• Chaperones must stay with their group throughout the entire visit. Students will not be permitted in
museum areas or gift shops without a chaperone.
Motorcoach Guidelines
• Always follow the motorcoach company’s cleaning policy. Littering on the motorcoach is strictly
prohibited. Do not throw any trash, paper, food items, cans, etc., on the floor.
• A trash receptacle is located at the front of the motorcoach, and others may be placed throughout the
coach. Please place all trash items in these receptacles.
• Many insurance and safety policies mandate that Motorcoach Drivers cannot proceed with
transportation services in the event that the motorcoaches are littered. If this occurs, it is the group’s
responsibility to clean up before the motorcoach can proceed.
• Except when your Program Leader, chaperones, Course Leader, and/or Motorcoach Driver instruct
you to stay on the motorcoach, exit quickly when you arrive at your various destinations.
26 Costa Rica Chaperone Handbook, The Finishing Touches
Appendix D

CONTACT LIST
While traveling to Costa Rica, you need to create two contact lists: one for domestic contacts and one for
international contacts. Currently, U.S. phone plans and cellular data plans are very expensive to use while in Costa
Rica. It is advised that you work with your cell phone carrier to plan ahead if you desire to use your personal cell
phone while in Costa Rica. If not, however, you should create a contact list and be ready to use local phones to
make calls in an emergency situation. Please make sure you have the following contact information available when
you arrive, gather upon arrival, or upon check in at the hotel. Note that some of this information already appears on
your itinerary. Keep this contingency plan with you at all times during your trip.
Domestic Emergency Numbers
U.S. Tour Central Phone Number: 800-999-4542 (call this
number if you are located in the United States and need
help with flights, connections, lost bags, etc….)
Parent Information Number: 888-236-4447 (provide this
toll-free number to parents who need to contact our
emergency help line in the United States)
Course Leader Name__________________________________
Costa Rica Emergency Numbers
Costa Rica Tour Central Phone Number: 8881-7000
(call this number if you have arrived in Costa Rica
and are using a hotel phone, or local payphone for
help)
Costa Rica Tour Central Phone Number: 2293-6314
(this is the same emergency Tour Central as above,
but toll-free number ONLY in Costa Rica )
Cell Phone________________________________
Chaperones’ Cell Phones (to be used while in the United States. *If you call a US phone number from a cell phone in
Costa Rica, international rates will apply).
Name
____________________________________________
Phone__________________________________
Name
____________________________________________
Phone__________________________________
Recommended Touring Guidelines
•
Be certain that all students and chaperones have an emergency information card with them at all times.
•
As always, we recommend that an adult be with students at all times. If your group splits into smaller groups at
particular sites, an adult will participate with each group.
•
For groups touring any locations where the group may be split apart into smaller groups, account for your
group(s) at the end of each attraction tour before going to your next site/venue.
•
Do not let students wander off on their own without at least one adult chaperone. Never leave a site without
accounting for all students.
•
We also recommend that you setup a parent phone tree prior to your departure date. A phone tree will assist in
disseminating timely information to parents regarding changes while on tour.
•
Parents should be directed to call the parent information number at 888-236-4447 for tour information.
Costa Rica Emergency Procedures
While on tour in Costa Rica, your guide is with your group 24/7. When you arrive at each hotel, your guide will help
your group check-in and provide students with your (or adult chaperone) room number and directions how to use
the hotel phone to call room-to-room. In the case of an emergency in the middle of the night, students are required
to contact the adult first and request help. Please make sure all students know where the Program Leader’s room is
located at each hotel. As the Program Leader, you will be informed of the guide’s room locations and will contact
them if help is needed. Immediately, the guide will respond and help to contact Tour Central in Costa Rica, medical
facilities, or other solutions needed.
Flight Emergencies
If your group experiences flight problems either on arrival day or departure day, you will want to contact Tour
Central. In the US (departure day to Costa Rica), you will want to call the US Tour Central office for help. Once you
arrive in Costa Rica, please call the Costa Rica Tour Central Office if you have any questions regarding your flight or
lost bags. On the departure day from Costa Rica, you should first work with the airlines to resolve the problem and
your Course Leader who will wait for your group at the airport until you are cleared through security. There are
computers in the departure (from Costa Rica) hotels to check on flight status for your return home. The Costa Rica
Tour Central office is available up until you are en route home from Costa Rica.
Costa Rica Chaperone Handbook, The Finishing Touches 27

CONTINGENCY PROCEDURES WHILE ON TOUR
In the unlikely event that an evacuation from your program location is required, please follow these procedures to
help ensure the safety of your group.
•
If not already on your motor coach, proceed to your coach with your group as quickly as possible. Plan ahead
with your driver so that you know where your coach will be when not with your group. Take roll in order to
account for all participants.
•
In case of an emergency, Course Leaders or hotel staff will contact professional help and assist you. Course
Leaders have emergency numbers for all sites on the itinerary.
•
If the Course Leader is unable to do so, contact our Costa Rica Tour Central for additional information and
instructions at 8881-7000. Someone will be there 24 hours a day to assist you. In the case of a real emergency
you can call Costa Rica’s National Emergency Number 911.
•
Proceed to your hotel if you deem that to be a safe option.
•
If you are at your hotel, and cannot locate your Course Leader for instructions, contact our Costa Rica office for
information and instructions. If you are unable to contact our Costa Rica office, contact the Washington, D.C. or
Charlottesville office.
•
Emphasize to students to use their Emergency Card if needed.
•
If you determine that returning to or remaining at your hotel is not safe and you elect to evacuate, or if you are
instructed by local authorities to evacuate, please follow the instruction of local authorities and contact Tour
Central as soon as practical with your whereabouts.
Our Offices
Costa Rica WorldStrides Office
From inside Costa Rica: 2508-5000
From outside Costa Rica: 506-2508 5000
Toll Free from the United States: 888-236-4447
24/7 from inside Costa Rica: 8881-7000
24/7 from outside Costa Rica: 011-506-8881-7000
Toll free from inside Only In Costa Rica: 2293-6314
If you are unable to contact anyone in our Costa Rica office, you may
contact our Washington, D.C. office. To dial outside the country,
dial: 0-0-1 before dialing the number.
Washington, D.C. WorldStrides Office
www.worldstrides.org
28 Costa Rica Chaperone Handbook, The Finishing Touches
800-999-4542
Appendix E
Chaperone Meeting Agenda
1.
2.
3.
4.
5.
6.
7.
8.
9.
(two weeks prior to departure)
Conduct meeting approximately two weeks prior to departure.
Distribute Chaperone Handbooks.
Review chaperone responsibilities.
Review roster of students (and include photos, if possible).
Review contingency plan and other important forms (Medical Release Forms, Behavior Contracts, etc.).
Review evacuation procedures at hotel and bus boarding procedures.
Set behavior rules and enforce them (you may use the Behavior Guidelines Handouts on MyTrip
as a guide).
Discuss the importance of punctuality.
Review airport maps to ensure that everyone gets to the proper gate and baggage claim.
Appendix F
Top 10 Steps to Guarantee a Successful Trip
WorldStrides has established a few steps to make certain that all trip participants understand basic guidelines
and enjoy the program. Completing these steps will guide you along the path to a successful WorldStrides
DiscoverNow! program.
1. Hand-select chaperones who enjoy working with students and are excited about the experience.
2. Host a chaperone meeting two weeks prior to your departure date to review chaperone roles and
responsibilities.
3. Host a student/parent meeting two weeks before your departure date to review the program.
4. Review your itinerary and rank your “MUSTS.” Communicate these to your Course Leader upon arrival
at your destination.
5. Review the Program Leader Pre-program Checklist found on page 8 of the Chaperone Handbook.
6. Review air travel policies posted by your airline(s) and the Transportation Security Administration (TSA).
7. Determine and communicate how you will handle trip participants who are late meeting the group.
8. Establish and communicate the parameters of boy/girl visitation in hotel rooms.
9. At the conclusion of each day, review the itinerary highlights and weather for the following day with all
trip participants.
10. Communicate any changes to the itinerary with the On-site Coordinator at the hotel (if applicable).
Costa Rica Chaperone Handbook, The Finishing Touches 29
30 Costa Rica Chaperone Handbook, The Finishing Touches