Field Trip Policies & FAQ

You (the educator):

• Submit your request form
• Mark your requested date(s) on your calendar
• Submit your final numbers once when we reach out (three weeks before Opening Night)
• Complete payment before or shortly after your visit

Us (Seattle Children’s Theatre):

• Confirm your booking (within two weeks or by mid-August for early bookings)
• Reach out for final numbers (three weeks before Opening Night)
• Send your invoice + workshop options (two weeks before Opening Night)
• Welcome you and your students on the day of your visit

If you’ve submitted your request and received a confirmation email, you’re in our system—no need to follow up unless something major changes.

• Submit request → You’re done for now
• Within two weeks (or by mid-August) → Booking confirmed
• Three weeks before Opening Night → We request final numbers
• Two weeks before Opening Night → Invoice + workshop form sent
• Field trip day → Attend and enjoy
• Up to 10 school days after → Final payment due

We know plans evolve. To help us keep everything accurate for all schools:

• Please wait to share updates until we request final numbers
• Send your numbers one time by the deadline
• Small changes (±5 students) do not need to be reported

This helps us avoid multiple invoice adjustments and ensures a smoother experience for everyone.

We’ve designed our process to be simple and supportive—once you submit your request, we’ll guide you the rest of the way.

Step 1: Submit Your Request
Complete the Field Trip Booking Request Form for your chosen show and click “Submit.” You will receive an automatic confirmation email letting you know your request has been received and added to our queue.
At this point, your job is done for now.

Step 2: We Process Your Request
– Requests are processed within two weeks (or in July for early bookings)
– You will receive an Official Booking Confirmation with your locked date/time and preliminary ticket numbers

Step 3: Plan Your Visit
Once confirmed, add your trip to your calendar and begin coordinating transformation.
No need to update us on small changes—we’ll check in when it matters.

Step 4: Final Numbers (Three Weeks Before Opening Night)
Approximately three weeks prior to the show’s Opening Night (not your performance date), we will reach out with a form to collect your final attendance numbers.
– Submit your numbers one time by the deadline
– This is your opportunity to make any updates

Step 5: Workshops & Final Invoice (Two Weeks Before Opening Night)
Approximately two weeks prior to Opening Night, you will receive:
– Your final invoice
– A form to request Dramatic Connections workshops
Dramatic Connections workshops are:
– Complimentary for some 1st and 5th grade Seattle Public Schools classrooms
– Tiered-priced for other schools based on Free/Reduced Lunch (FRL) percentage or Title 1 status.

Step 6: Payment
Payment may be made:
– By check (mail or in person on the day of your visit)
– By credit card (phone or secure form)
Payment is due before your visit or within 10 school days after your field trip.

Step 7: Know Before You Go (Orientation & Parking Information)
As your field trip approached, you will receive a Know Before You Go email with everything you need for a smooth visit.
This will include:
– A short orientation video
– Arrival, drop-off, and pick-up procedures
– Parking information for buses and chaperone vehicles
– Additional day-of details
We recommend reviewing this information in advance and sharing it with any staff or chaperones attending with your group.

Step 8: Your Visit
On the day of your field trip, you will receive an Educator Resource Packet with materials and resources to support your experience.

Step 9: After Your Visit
You’ll receive a follow-up email with a thank-you, any payment reminders, and information about future opportunities.

Invoices are sent approximately two weeks prior to the show’s Opening Night, once your final attendance numbers are confirmed.

Payment may be made:

• By check (mail or in person on the day of your visit)
• By credit card (phone or secure form)

Payment is due before your visit or within 10 school days after your field trip.

SCT will not cancel your reservation due to delayed payment; however, future bookings may be paused until outstanding balances are resolved.

All Student Matinee sales are final. SCT does not provide refunds or exchanges for unused tickets, and we do not issue vouchers for absences on the day of performance.

Tickets may not be resold or distributed outside of your organization.

We understand that numbers shift as your field trip approaches.

Rather than updating us with small changes along the way, we ask that you:

• Wait for our Final Numbers Request (sent three weeks prior to Opening Night)
• Submit your complete, final numbers one time

Small adjustments of a few students do not need to be reported in advance.

While we will do our best to accommodate final numbers, additional tickets are not guaranteed and are subject to availability.

We are not able to add tickets on the day of your visit.

You will receive an Official Booking Confirmation within:

• Two weeks of submitting your request (during the school year), or
• By mid-August for early bookings

If you have not received confirmation within that timeframe, please check your spam folder or contact our Field Trip Coordinator at fieldtrips@sct.org.

Please plan to arrive 30 minutes prior to your performance start time.

One teacher should check in with an SCT staff member upon arrival to receive seating instructions and next steps.

Late arrivals will be seated at the discretion of the House Manager.

If you anticipate being late, please call 206.859.4082.

If your group requires accessibility accommodations, please notify us at least one week in advance at fieldtrips@sct.org.

Yes. As your field trip approaches, you will receive a Know Before You Go email with everything you need for a smooth visit.

This will include:

• A short orientation video
• Arrival, drop-off, and pick-up procedures
• Parking information for buses and chaperone vehicles
• Additional day-of details to help your group arrive prepared

We recommend reviewing this information in advance and sharing it with any additional staff or chaperones attending with your group.

SCT provides complimentary tickets for Personal Care Attendants supporting students.

Please include PCAs in your original request or when submitting your final attendance numbers.

Our team monitors weather conditions closely and will communicate directly with schools if needed.

• If the performance is running as scheduled, you will not hear from us
• If a performance is canceled, schools will be notified by 7:00am
• If your school is unable to attend due to your own policies, please contact us as soon as possible

For missed field trips due to weather, we will work with you to reschedule, switch productions, or provide a refund if necessary.

Each student matinee includes a brief talkback with the cast.

If your group is unable to stay or has additional questions, feel free to send them our way—we’re happy to connect you further with the production team.

Photography and videography are not permitted during the performance.

You are welcome to take photos in the lobby or outside before or after your visit.

If SCT needs to cancel your visit due to extenuating circumstances or low capacity, we will email or call you as soon as possible.

We will work with you to provide rescheduling options whenever available. If your schedule does not allow for rescheduling, you may choose to transfer your reservation to a future production or receive a full refund.

Dramatic Connections workshops are offered as a pre- or post-show classroom experience designed to extend your students’ connection to the performance.

You do not need to request a workshop at the time of booking your field trip.

Approximately two weeks prior to the show’s Opening Night, you will receive:

• Your final invoice, and
• A form to request a Dramatic Connections workshop

This is the time to indicate your interest and submit your request.

Workshops are:

• Complimentary for some 1st and 5th grade Seattle Public Schools classrooms
• Tiered-priced for other schools based on Free/Reduced Lunch (FRL) percentage

Availability is limited and scheduled based on Teaching Artist availability and school needs.