Forms and Timeline

Below is a checklist of essential deadlines and paperwork.   A detailed suggested timeline for all aspects of coordinating a Headlands Institute trip is also available.

1. Contract and deposit and 90 day number

Your contract and deposit should be mailed to our NatureBridge headquarters office at 28 Geary Street - Suite 650 - San Francisco, CA 94108

• Contract: A signed contract is due within a month after booking your program.
• Deposit:  A 25% deposit is due at different times depending on the dates of your reservation.  Deposits for fall trips (Sept- Dec) are due by May 1.  Deposits for spring trips (Jan.- June) are due October 1st.  Check your invoice for your deposit deadline. 
• 90 day number:  Participant numbers need to be finalized to within 5% of actual participant numbers, 90 days before your arrival.

 2.  Paperwork to be sent home to students and chaperones

• Registration and Medical forms: This form must be completed by all students and adult participants.  Nobody will be permitted to take part in Headlands Institute programs without this form.  (Spanish version)
• Student Behavior Agreements:  All students should sign the student contract.  Ideally this can be gone over in class and sent home with students.
• Packing List: A detailed list of what to bring. (Spanish version)

3.  Due 30 days before your program

Please return these forms to Erica Tucker. etucker@naturebridge.org, fax: (415) 332-5784, address: 1033 Fort Cronkhite - Sausalito, CA 94965

• Pre-Trip Questionnaire:  This form is what your field science educators will use to plan your program.  Be sure to fill this out in a way that accurately reflects your objectives for this experience.
   
• Final Payment: Please send final payment NatureBridge headquarters office at 28 Geary Street - Suite 650 - San Francisco, CA 94108

4.  Due 2 weeks before your program

Please return these forms to Erica Tucker. etucker@naturebridge.org, fax: (415) 332-5784, address: 1033 Fort Cronkhite - Sausalito, CA 94965

• Hiking Group List: This form is where you divide your students and chaperones into the groups that they will be in each day.
• Registration and Medical forms (see section 2 for download)
  
• Student Behavior Agreements (see section 2 for download)

5. Optional Forms

• Scholarship Grant Application: Scholarship applications are due September 24, 2010 for prioritized funding.  You can still apply after this date in case we have remaining scholarship funds.
• Group Accident Insurance: Optional additional insurance for your group during your program.
• Supervision Chart: This chart can help you organize your chaperones for supervision duties throughout your trip. 
• Call of the Sea release form: Must be filled out by students and adults participating in our sailing on the bay field trip. 
• Sample Parent Letter: A sample letter about a Headlands Institute field trip to send to parents.  (Spanish version)