The Ultimate Catalina Island Student Travel Planning Checklist

Planning a student trip to Catalina Island is an amazing way to bring classroom learning to life. From its rugged interior to its colorful marine habitats and rich history, Catalina is truly a natural classroom. But organizing a safe, smooth and memorable trip takes time and care—especially for teachers and group leaders juggling busy schedules.

As a proud member of the Student & Youth Travel Association (SYTA), CatalinaTours.com specializes in helping educators plan student travel with ease. Below you’ll find the ultimate, month-by-month planning checklist—designed to help you stay on track all year, avoid last-minute stress and give your students the trip of a lifetime.

9–12 Months Out: Get Approval and Set Goals

✔ Check your school or district’s travel approval process.
✔ Get initial approval from administrators.
✔ Identify trip goals: science exploration? History? Team bonding?
✔ Discuss preferred dates and seasonality.
✔ Review your school’s policies on chaperone ratios and medical forms.
✔ Talk to CatalinaTours.com about early planning and options.

Pro Tip: Starting early ensures you can pick the best ferry times, book lodging if needed, and secure the right activities for your students’ ages.

6–9 Months Out: Reserve Core Logistics

✔ Choose travel dates—considering school breaks, testing schedules and ferry availability.
✔ Lock in ferry reservations (popular dates fill quickly in spring!).
✔ Decide on overnight or day trip format.
✔ Book accommodations for overnight trips (hotels, dorm-style group housing or campgrounds).
✔ Confirm chaperone team and ratios.
✔ Develop a preliminary itinerary with CatalinaTours.com, tailored to your grade level.

CatalinaTours.com Tip: We can help you balance educational goals, free time and age-appropriate activities so your itinerary works perfectly for your group.

4–6 Months Out: Plan Activities

✔ Select and reserve guided tours or excursions.
✔ Decide on meals: pre-booked group dining, picnic lunches or local restaurants.
✔ Coordinate transportation on the island (if needed).
✔ Choose add-on experiences: Aerial Adventure Tour, Inside Adventure Tour, Kayaking, Skate the Casino Ballroom and more.
✔ Review accessibility and activity suitability for your students.

Pro Tip: Booking activities early ensures you get preferred time slots and enough space for your entire group.

2–4 Months Out: Finalize the Details

✔ Distribute permission slips, medical forms and, if needed, swim tests.
✔ Confirm chaperone assignments and responsibilities.
✔ Schedule an info session for students and parents.
✔ Share your itinerary and rules.
✔ Collect deposits or full payments (depending on school policy).
✔ Review cancellation and refund policies with all vendors.
✔ Make sure all reservations with CatalinaTours.com are confirmed.

CatalinaTours.com Tip: We can help provide sample permission slips or parent letters to make this part easier!

1–2 Months Out: Prep Your Group

✔ Hold chaperone training or planning meetings.
✔ Go over emergency procedures and contact lists.
✔ Discuss student expectations for behavior, safety and participation.
✔ Provide packing lists (sun protection, layers, comfortable shoes, water bottles).
✔ Review any motion sickness plans for ferry rides.
✔ Finalize meal orders or dietary accommodations.
✔ Send home reminders to parents about logistics, meeting times and what students should (and shouldn’t) bring.

1–2 Weeks Out: Check Everything Twice

✔ Reconfirm all ferry times, activities, meals and accommodations.
✔ Double-check transportation schedules to/from ferry terminal.
✔ Finalize student roster and medical forms.
✔ Prepare emergency contact list for all chaperones.
✔ Print boarding passes or arrange ticket pick-up.
✔ Pack first-aid kits and any group gear.
✔ Hold a final student meeting to review expectations and answer questions.

Day of Departure: Smooth Execution

✔ Arrive early at the ferry terminal for check-in.
✔ Review safety expectations and assign student groups.
✔ Distribute tickets or wristbands.
✔ Maintain roll-call sheets for all transitions.
✔ Communicate regularly with chaperones throughout the day.
✔ Build in downtime or bathroom breaks as needed.
✔ Enjoy the trip!

Post-Trip: Wrap-Up and Celebrate

✔ Debrief with chaperones about what went well and what could improve.
✔ Share photos and memories with students and families.
✔ Write thank-you notes to helpers, vendors or tour guides.
✔ Begin thinking about next year’s adventure!

Why Work with CatalinaTours.com?

Planning a student trip shouldn’t feel overwhelming. At CatalinaTours.com, we specialize in making your job easier by:

Offering age-appropriate, vetted activities for all grade levels
Coordinating ferry reservations, accommodations, meals and guided tours
Providing custom itineraries tailored to your group’s learning goals
Ensuring safety, supervision and group-friendly logistics every step of the way
Bringing years of experience as a SYTA member, dedicated to quality student travel

Let’s Make Your Catalina Trip Easy and Unforgettable

No matter where you are in the planning process, CatalinaTours.com is ready to help. Contact us today and let’s start building a safe, educational and truly fun Catalina Island adventure your students will never forget.

Ready to get started? Visit CatalinaTours.com to learn more and connect with our team!