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Field Trip FAQ

ARRIVAL/DEPARTURE

What time should we arrive?

Please plan to arrive by 9:45 AM and no earlier than 9:30.

Where should we gather upon arrival?

Volunteers and staff will be here to direct you when you arrive. If you arrive by car, assemble your group behind the colored columns at the front of the building. This helps us keep visitors safe from approaching cars and buses. Please ask your chaperones to help monitor the kids and send the teacher(s) to the podium out front to check-in. If you arrive by bus, please ask the kids to stay seated while the lead teacher checks in. Then we will unload the bus after check-in is completed.

Can I schedule a late arrival or early departure?

Yes, as long as you notify us in advance. If you anticipate arriving late or need to leave early, please let us know in the comments on your reservation form so we can adjust your itinerary. We will let you know if any parts of your reservation will be impacted.

Will we have time for a snack when we arrive?

Please make sure snacks are completed before you arrive.

What if we run into traffic and anticipate arriving late? Who do we call?

Please be sure to build in enough of a time cushion to account for traffic. However, if something unexpected happens and you anticipate arriving later than planned, please call our Box Office at 510‐338‐7373 and leave a message. They will let us know once they receive it.

Where can I park?

Parking at Chabot Space & Science Center is FREE! Please park in the garage rather than unloading in the circle out front, so that we can keep it clear for buses. Be sure to lock your car and bring all valuables inside with you.

 

Do you have parking for buses?

We have a few spaces for buses in our back parking lot. Volunteers and staff will direct buses to the correct area. Space is available on a first‐come, first‐serve basis. Once our lot is full, buses can park along Skyline Boulevard or Joaquin Miller Road.

Can we exit & re-enter the center on our visit day?

Yes. Before leaving the center, please give the front desk your school group name and check in with them upon re-entering.

 

PAYMENT

When is payment due?

After returning your signed confirmation form to us, we will email you a confirmation packet that includes an invoice and contract. Full payment is due by the date noted on your contract, typically within 30 days from receipt of your confirmation packet.

What forms of payment do you accept?

We accept Visa, MasterCard, Discover & American Express or check (madeout to Chabot Space & Science Center). To pay with credit card by phone email: schoolvisit@chabotspace.org.

Send checks to:

Field Trips ℅ Chabot Space & Science Center 10000 Skyline Blvd Oakland, CA 94619

Do I get a discount for being a Chabot Space & Science Center Member?

Yes! If you are a member at Chabot, you can join the field trip free of charge. Please let chaperones know they will need to show their membership card at check-in. This applies to adults only.

 

 

CHANGES AND CANCELLATIONS

I’m bringing fewer students than I originally anticipated. Will I get a refund?

No. Final headcounts for students and chaperones are due at the time of payment. No refunds will be granted for unplanned absences.

Why is the total count on my reservation different than the count I submitted?

We add 7 chaperones (including your teacher) to each group as a default to ensure that we have enough room for the maximum allowed in our planetarium shows. We will get actual counts from you on the day of the trip.

Is it possible to make a change to our reservation?

Yes, but there is a $50 change fee. Before you confirm your reservation, please check your school calendar for any potential conflicts and confirm transportation in order to reduce the need for changes. Each change requested after you receive your confirmation packet will be subject to a $50 processing fee, including cancellations.

 

What is your cancellation policy?

Please let us know as soon as possible if you need to cancel your reservation. If you cancel 1-14 days prior to your visit date, you will receive a full refund minus the $50 processing fee. Refunds may be applied to a future visit or returned in the original form of payment. If you cancel within 14 days of your visit date, full payment will be charged to your school or district.

Can I combine two or more classes into one group?

Yes, as long as you don’t exceed the maximum of 32 students per class. If you combine classes, please designate one main teacher for that group on the reservation. This main teacher will be responsible for gathering the full group on arrival and making sure everyone is accounted before you head to your starting point on your visit day.

What if I have over the maximum number of students allowed?

If you have more than 32 students, we recommend that you divide your class into two groups. If that is not possible, please reach out to the School Programs Manager to see if an exception can be made. If an exception is granted, extra students cost $12 per extra student over 32 for museum visit, $15 per student over 32 for workshop.

How many chaperones should I bring?

Each field trip package includes up to 7 chaperones (including the teacher). We recommend that you bring a minimum of 1 chaperone for every 5 students, regardless of age. Please make sure all teachers and chaperones know to closely monitor and supervise your students throughout the entire visit, including all exhibit areas and the planetarium show.

Can I bring extra chaperones?

Yes. Extra chaperones cost $15 each. Please email schoolvisit@chabotspace.org if you plan to bring more chaperones so we can ensure that there is enough room for everyone in our shows. We ask the lead teacher to collect this payment and present it in one lump sum at check-in.

 

PLANNING YOUR VISIT

Can I see my itinerary for the day?

Itineraries will be provided with your confirmation packet and may be subject to change. You will receive a copy of your final itinerary at check-in. It is important, for safety reasons, that you follow the itinerary provided.

Can I preview the exhibits to plan my day?

Yes! After booking a reservation, lead teachers may preview the Center for free to plan your day. Let our School Programs Manager know which day you plan to come and we will notify the Box Office.

Can we request a specific show?

Shows are selected based on the needs of the Center each day, taking all of our visitors into account. If there is a specific show you would like to see, please mention it in the comments of your request form. Although we cannot guarantee a specific show, we will do our best to accommodate your request.

Can we purchase lunches from the Cafe?

Our Café is open but it is recommended that students bring their own lunches and snacks, as Café selection is limited. All students must be chaperoned at the Café register.

Where can we eat lunch? Can we store our lunches?

Yes. For COVID safety, lunch and snacks must be eaten outside. We have specifically designated areas for lunch for each school. We ask that students and chaperones clean up after themselves when they are finished with lunch. If you wish, you may take your class to eat in Redwood Bowl park as well. Again, we ask that you have students clean up after themselves in that area as well. Bins will be provided for groups starting in exhibits or a planetarium show. Please empty your bin and return it to the coatroom before leaving. Please also be sure to clean up any trash from your group.

What if it rains?

If it’s raining outside, we will greet you inside for check-in. An indoor lunch space will be provided on your schedule.

Will staff guide us through the exhibits?

Your day will be self‐guided and interactive, so you will explore the exhibits on your own. However, we will give you a complete schedule for the day that must be followed in order to ensure that each area in the museum is staffed appropriately for your visit.

What if I need support during our visit?

Our front desk staff is here to support you if you have any questions or need assistance during your visit. Staff and volunteers dressed in teal-colored Chabot shirts are available throughout the center to assist your needs.

Do you have a lost & found?

Yes. Our Lost & Found is located at our Box Office near the front entrance. Check with them if you lose any items during your visit or call them at 510‐336‐7373 to arrange for pick up after your trip.

Is there an opportunity for students to buy souvenirs?

Yes! We have a gift shop located near the main entrance of the Center. Please note that no more than 20 students are permitted in the gift shop at one time. Students must be chaperoned at all times in the gift shop.