Give each group the right page
Families need arrival notes, what to bring, the public schedule, and the approved place for changes. Chaperones and crew leads need job sheets, trailer lists, and staging notes.
The meal crew needs a serving window, headcounts, supplies, and cleanup jobs. Print only the pages each group needs.
Show which times can still move
Mark itinerary rows as tentative, confirmed, or changed and put the last update time on the printed packet. Use the official director or school channel for final times, bus lists, ride-home rules, and pickup changes.
A printed packet cannot carry last-minute changes. Have one person post those changes in the approved channel.
Pack by job and staging area
Group load rows by truck, trailer, bus, uniform rack, pit, prop area, or meal station. Give each row an owner and a final check instead of leaving one long list for the director.
Use groups, sections, bus labels, and adult role names. Medical details, emergency contacts, parent phone lists, rooming, pickup details, and private rosters stay in approved private systems.
The meal crew needs a serving window
Record when the group can eat, how quickly food must be served, what can be prepared on site, and whether the location has tables, electricity, water, refrigeration, or trash service.
Include coolers, water, a food thermometer, approved hot- or cold-holding equipment, ice or gel packs, paper goods, serving utensils, transport, and cleanup. Follow school, venue, food-safety, and accommodation procedures outside the worksheet.
Write down what happened on the long Saturday
After the buses return, note the actual headcount, leftovers, schedule changes, missing load items, and jobs that needed another person.
Save those notes with the reusable packet so the next competition starts with something more useful than last year's final text thread.
Sources & local guidance
Source links checked July 31, 2026
Follow festival and venue rules plus school or district procedures for transportation, supervision, and safety.