How It Works
Step 1. Choose your field trip. For a full list of our 2018-2019 SEATS arts organization partners and showtimes, visit the Field Trips tab on our website. Schools can request up to three field trips at a time, but there is no limit to the number of field trips a school can book through SEATS.
Step 2. Place your reservation request. Registration for field trips will open on Monday, August 6th. Complete the online form with information about your school, your top field trip choice and your two back-up field trip choices. Requests will be granted on a first-come, first-served basis.
Step 3. Sign the quote and provide a PO#. The SEATS Team will get in touch with you or your school's representative confirming one of your field trip choices with a quote of the estimated cost of your field trip. You will have up to 14 days to return a signed copy of the quote before your field trip request is forfeited to another school. The signed quote can be sent via mail, email or fax. We will let you know when we receive your signed quote and officially approve your field trip. Please obtain a Purchase Order # through your school's system and provide it to us to hold your seats. We will send you emails periodically as your field trip date approaches to confirm the details of your trip and help you prepare students for the experience.
Step 4. Submit your final attendance numbers. Four weeks before your scheduled field trip, we ask that you submit a final headcount of the students and chaperones you are expecting to attend. Once we receive your final headcount, we will send you an email with the invoice for the trip. The invoice will need to be paid within 30 days of your field trip.
Step 5. Enjoy your field trip! We will send you periodic emails leading up to your field trip confirming the details of your trip. If you have any questions, cancellations, or changes in your reservation, we ask that you contact SEATS as soon as possible. You will also receive a post-trip survey that we would like to use as feedback about your experience with our SEATS program.
Note: Your school is responsible for scheduling transportation to and from your field trip destination, securing permission slips, and organizing the trip around lunches, other classes, and test days.
What if booking a field trip does not go as planned?
We will do our best to accommodate your group with one of your field trip choices. If all the field trips you are interested in attending are full and there are no other field trips you would like to participate in, we will add your group to a wait list for the show. Please let us know if you especially want to participate in a specific field trip so we can add you to the waiting list.
The show must go on … If you must cancel your field trip, it is crucial that you do so several weeks in advance and that you let SEATS know as soon as possible so that we can open those seats up to another group on the wait list. Often, we have to turn groups away because a field trip is full, and if you cancel at the last minute we are unable to fill those seats.
Can schools book multiple field trips through SEATS?
There is no limit to the number of field trips a school can book through SEATS.
How much will the field trip cost my school?
Once your field trip is confirmed, you will receive a quote reflecting the price for the initial number of students and chaperones attending the trip. We will ask for your final headcount 4 weeks before your field trip date. After we receive your attendance numbers, you will be emailed a copy of your invoice. If you need the invoice sooner, let us know.
When is payment due?
SEATS does not require payment to be made before the field trip date, but we request that you provide a PO#. Invoices need to be paid within 30 days of your field trip date unless prior arrangements have been made with our office.
Who do I pay?
Payment for SEATS field trips should be made to Act One directly. Please ensure that payments and purchase orders are made out to Act One and not the venue you are visiting. Do not pay the venue or bring cash with you on the day of the trip as we cannot guarantee SEATS staff will be on site.
What forms of payment does SEATS accept?
SEATS accepts credit/debit cards, purchase orders, money orders, checks and cash. Cash payments need to be made in person at our Phoenix office. All checks need to be mailed to the address below. Card payments need to be made by phone at 602.559.5727.
All mail payments should be addressed to:
Attn: SEATS Coordinator
910 E Osborn Road, Suite C
Phoenix, AZ 85014
Do you accept purchase orders?
Act One accepts purchase orders. Purchase orders can be sent via mail, fax or email.
Why are we invoiced for students who were absent/did not attend?
Your invoice reflects the final attendance given to SEATS. Once you have submitted your final numbers, those seats are reserved for your group and cannot be transferred to another school. Because your seats are being held specifically for the number of students and adults you confirmed, your school is responsible for paying the full invoiced amount.
What if we need to change our final headcount?
One month before your field trip date, you will be asked to submit your final numbers. You will be invoiced based on this headcount, and we ask that you do not make drastic changes to this number. If you need to increase your attendance numbers after submitting the final headcount, please contact us to see if you can accommodate your request. If your attendance numbers are adjusted, you will receive an invoice with the updated total.
How do I book buses for my field trip?
Every school district has different guidelines for booking school buses, and we recommend checking with your school for their procedures. SEATS does not book district school buses, and it is your responsibility to secure your transportation.
How early should I book transportation with my school district?
We recommend booking district transportation as early as possible to ensure your group’s spot. Many of the school districts we work with have limited availability on busing that fills up quickly.
What time should we arrive? Where should we park?
Details for your field trip including recommended arrival time will be provided on your individual field trip’s page. As best practice, plan to arrive between 20 and 30 minutes prior to your show's start time.
Who can I contact for more information?
We're happy to answer any questions you may have. Email us or give us a call at 602.559.5727.