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First Year Trip

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Guide to Organizing First Year Service Trips

Choosing Your Destination

Choose a destination wisely. Campuses generally try to take first-year students to a place that will be culturally rich and expose them to a community that is different from the place where they live. Some campuses give students a few selections to consider. Set parameters (such as maximum cost and distance) beforehand.

Consider these questions:

• Where should we go, and when?
• What is unique about the city and what can we learn?
• How practical is it for us to visit this community?
• How far will we have to travel? How much will it cost for us to get there?

Planning the Focus

Carefully choose a key agency partner. Important factors are the quality of the program and staff, the ability of the agency staff to provide an educational and meaningful experience, and exposure to the community.

Consider these questions:

• Do we want to focus on a certain issue or community? Are there Bonner partners with whom we could work?
• What organization(s) could we work with?
• What project(s) might need our assistance?
• Is there an existing weeklong service-learning program we can participate in?

Securing Resources and Funding

Consider these questions:

• What existing resources are available for trip planning?
• Will we have to go out to eat or might there be facilities available for our own meal preparation?
• What lodging options exist?
• What fun activities are accessible?
• Will we need to raise more funds? If so, what are our options?

Note: Bonner Scholar Programs should complete a Request for Proposals (RFP) and submit to the Bonner Foundation for funding approval.

Managing Logistics

Build in adequate time for travel, reflection, re-orientation, breaks, and sleep. Always have a backup plan for conflict resolution and crisis management—experiences of this intensity and constant contact often require identifying and addressing problems that arise.

Key logistics to address:

• Does our campus require liability waivers? If so, who do we work with on campus to obtain them?
• What training and trip preparation is necessary?
• Contact Residential Life if Bonners need clearance for an extended stay on or an early return to campus.
• Ensure emergency contact information and medical considerations are documented.
• Confirm campus approval processes beyond liability waivers.

Delegating Student Leadership

Delegate student leadership roles from the planning phase through conclusion of the trip. Student roles during the planning phase could range from educational research to organizing meals. Also give students roles during the trip, whether serving as activity schedulers or trip photographers.

Recommendations:

• If possible, involve the Bonner senior intern in the planning and implementation of the trip.
• Involve upper-class students, especially placing them in stronger leadership roles such as designing the activities for the entire week or planning reflections.
• Involve students in their cultural learning by delegating research and teaching roles throughout the group.

Preparing Students for the Trip 

Provide students with a range of preparatory materials. Various documents should include:

1. An educational or cultural piece
2. The agenda itself
3. Information about what type of accommodations and food will be available
4. Packing list and packing limits
5. A list of additional items or materials students should bring

Some schools communicate with students' parents or guardians during the service trip planning phase to ensure they understand the purpose and logistics of the trip.

Before the trip, participants should be fully prepared for the intensity of the trip and told of the expectations for their own participation. Set ground rules well in advance and discuss the rules for the trip before and during the trip. Be sure to address expectations around sleeping, eating, packing, discussion, listening, visits with agencies, and other components that will be crucial for a successful trip for the entire group.

During and After the Trip

Designing the Experience

The activities and agenda of the trip should be designed to provide students with a full immersion into the culture and place. Participants should be given the opportunity to learn about the history, current population, and culture of the place where they will be serving.

The activities and agenda should provide a variety of student engagement, including:

• Service projects
• Cultural learning
• Organizational exposure
• Social and fun activities
• Time for reflection and rest

Keep in mind that food and relaxation are important elements of the immersion experience, too. Try to expose participants to the typical foods and cultural pastimes of the area.

Staffing the Trip

Bring at least two staff members if possible. Trips are demanding and tiring for staff, and it helps to have additional support or backup staff involved.

Incorporating Education and Reflection

Before the trip:

• Provide students with an opportunity to learn about the place, community, and region they will be visiting. Make sure they know about the history and culture of the place.
• Introduce students to relevant frameworks, such as community asset mapping and approaches that avoid "service-learning tourism."

During the trip:

• Community residents and agency representatives should be involved as teachers, leaders, and resources.
• Take the opportunity to meet with civic leaders or policy makers whose work shapes the issues in the community you are visiting.
• Incorporate a variety of reflection activities and styles. Discussion with community agency staff and community residents is particularly valuable for student learning.
• Written journaling can provide more introspective focus or quiet time.
• Service-based reflection can help students make connections to larger issues of root causes and policy.
• A daily reflection and evaluation is strongly recommended.

After the Trip Returns

Remember, the trip doesn't end when you return to campus. Post-trip activities are essential for processing the experience and maximizing its impact.

Recommended post-trip activities:

• Host a debrief session within the first week after returning
• Create opportunities for students to share reflections with the broader Bonner team and campus community
• Facilitate presentations or storytelling events about the experience
• Plan subsequent reunions for trip participants to reconnect and reflect on how the experience continues to shape their service
• Consider follow-up projects or ways to maintain connections with the community visited