GVM Group Tour Request Form 25-26

Great Valley Museum School Tour Request Form

2026-2027 School Year
Before you begin...
Please ensure you are familiar with the type of program you wish to book by visiting our GVM Group Tours Page.

All required paperwork is included in this application for you to download, complete, and upload to submit. For guidance, we recommend watching our School Tour Request Tutorial video, which provides a step-by-step example of how to successfully complete your application.

For assistance, please contact a Visitor Experience Specialist at 209-575-6196.

Important Notes for This Request
- All paperwork will be required up front.
- This form covers one (1) field trip date only. To book additional dates, you must submit a separate request for each visit date.
- For groups with multiple classes or teachers: we strongly recommend that all instructors complete this form together, as each educator’s contact and class information is required.
- All required documents for the site visit must be signed by one designated Lead Teacher or Organizer who will be present on the day of the event.
- Please coordinate with your team to select this responsible individual in advance.
A successful museum experience depends on strong collaboration—both within your group and with our onsite Docents and Student Staff.

Thank you for your teamwork and leadership. We look forward to welcoming you!

Designated Lead Teacher/Organizer

Your name will appear on all field trip documents. Please ensure you are present on the day, or arrange a separate lead to complete this form and receive all GVM correspondence.
Teacher/Organizer Name

First NameLast Name
Email of Teacher/Organizer
Provide your official school/organization email address (e.g., name@school.edu) for field trip documents and announcements. Personal addresses cannot be accepted.
Phone number of Teacher /Organizer
Provide a direct phone number where you can be reached during the entire field trip in case of emergencies. Format: (000) 000-0000.
School/Organization Information

Enter the information of your K-12 School visiting the museum
Name of School
School District
School Phone Number
Please enter your schools main phone number.Format: (000) 000-0000.
Did your school visit the GVM during the 2025-2026 School year?

Acknowledgement of GVM Group Tour Policies

Tour and Reservation Policies, GVM Terms and Conditions.
{teacherorganizerName} and {nameOf} acknowledge and agree to the following:

Group Supervision and Conduct:
- Groups must maintain a student/chaperone ratio of 8:1.
- The school staff is responsible for providing an adequate number of chaperones.
- Chaperones not included on the original group reservation are not allowed unless they pay separately upon arrival.
- All instructors must share our Visitor Code of Conduct with their students.
- Monitoring student behavior is the responsibility of the group. Groups that fail to properly supervise their students will result in a suspension of your program activities.
Reservation Policies:
- Teachers must plan their visit a minimum of 4 weeks in advance and review the group tour description and requirements on the GVM Group Tours Web Page.
- All required paperwork will be required before you select a date.
- Requests are processed on a first-come, first-served basis. Please allow one (1) business week for processing.
- After completing this application successfully you will receive a confirmation via email confirming your date and tour.
Tour Policies:
- All tours are subject to having outside members of the public present in the museum during the tour.
- If a docent is not available for your Docent Led program, your tour will be modified into a Self-guided tour at no extra cost.
- Groups arriving more than 30 minutes late forfeit their Docent.
Billing & Cancellations
- All tours are a flat group price, we do not invoice individual admissions.
- The Modesto Junior College Business office will invoice your school district directly at the end of the month.
- Pre-payments are not accepted and will be returned to your school/organization.
- Cancellations made with less than 14 days notice are subject to a $50.00 cancellation fee.
- Cancellations made with less than 2 days notice or no-shows will be invoiced for the full price of the tour.
Parking:
- Campus parking is currently free in unmarked spaces (do not park in stalls marked "STAFF"). Lot 207 is the closes lot in proximity to the museum.
- Buses may not stay parked in loading zones. A campus map can be found here.
By signing and booking a tour date, you hereby agree to these terms and conditions.
Sign Name to Agree to Terms and Tour Policies

First NameLast Name

Required Documentation
{teacherorganizerName}, please provide your District Certificate of Insurance (COI) valid for 2026-2027, and sign and complete the MJC Facilities Application Form (FA). Both documents must be on file and approved by the MJC Events Planning/Facilities Department before your event can be scheduled.

Important: The Facilities Department only approves documents and does not schedule or manage tours. For assistance/questions regarding the COI or FA documents, you may contact:

MJC Facilities Department
(209) 575-6020 or
Julie Ayala at ayalaj@yosemite.edu
Certificate of Insurance (COI)
For example purposes only, your certificate of insurance (COI) is required to mirror the EXACT wording and specifications of the sample provided. Please seek the necessary approval and documentation from your Administration, a Risk Manager, or the appropriate personnel to obtain your required insurance materials.
You can download a sample COI and our requirements below. You may share these documents directly with the personnel who will obtain your COI (e.g., your school district office, principal, admin team etc.) Example document only. Your certificate may look similar or different, but it will have the explicit verbiage .
Upload your 2026-2027 School District COI.

Failure to provide correct documentation will result in a dismissed request.
Cancelof
Facilities Application Form

Download the Facilities Application (FA). The fieldtrip lead/organizer must complete all form(s) in full, provide their signature, and upload the finalized forms into the section provided below.
Download the Facilities Application (FA). Ensure you fill out the form completely and sign the second page. Most entries have been prefilled for you; please edit/complete all remaining fields or write "N/A" where not applicable.
Upload your completed Facilities application form.

Failure to provide correct documentation will result in a dismissed request.
Cancelof

Invoicing
Please provide the name and email of the contact who will process your invoice and payment. Invoices are issued by the MJC Business Services on the 30th of each month and sent to your school district purchasing department.

Important: Do not send any pre-payments to the Museum, as we cannot accept them. You must wait until you are officially contacted by the MJC Business Services with your invoice before submitting payment.

Cancellations made with less than 14 days notice are subject to a $50.00 cancellation fee. Cancellations made with less than 2 days notice or no-shows will be invoiced for the full price of the tour.

Business Services Contact:

Tiffany Howry
209-575-6828
howryt@yosemite.edu
Invoice/Purchasing Contact

First NameLast Name
Email
example@example.com
Purchase Order Number
If you require your PO # listed on your invoice please provide it here.

Group Profile

Enter overall group details (not individual class information, you will be prompted to complete it in a different portion of the form)
Total Number of Students
Your total number of participants cannot exceed the maximum allowed for your selected program.
Total Number of Adults
Your total number of participants cannot exceed the maximum allowed for your selected program.
Your Total Number of Participants
Field Trip Details

Please add additional time to your bus schedule if you plan to have lunch or visit the nature shop after your tour.
Will you be having lunch on campus?
Will you be visiting the Nature Shop to complete purchases?
Transportation

Other
Will more than one classroom be in attendance? If so, how many classrooms will visit the GVM?
Enter the Number of Classrooms that will be in attendance. Additional Instructor contact information will be required.

Classroom Profile (Lead Instructor Classroom)

If multiple classrooms will be visiting, please provide additional contact information for each accompanying instructor. This helps us ensure all group leaders receive important updates and know how to access our services. We appreciate your help in keeping everyone informed!
Additional Instructor Contact Information
Instructor/Organizer Name

First NameLast Name
Email of Instructor/Organizer
Provide your official school/organization email address (e.g., name@school.edu) for field trip documents and announcements. Personal addresses cannot be accepted.
Phone number of Instructor/Organizer
Provide a direct phone number where you can be reached during the entire field trip in case of emergencies. Format: (000) 000-0000.
Individual Class Details
Grade Level
Class Size
Total number of students in this individual class.

Classroom Profile #2

If multiple classrooms will be visiting, please provide an additional contact for each accompanying instructor. This helps us ensure all group leaders receive important updates and know how to access our services. We appreciate your help in keeping everyone informed!
Instructor/Organizer Name

First NameLast Name
Email of Instructor/Organizer
Provide your official school/organization email address (e.g., name@school.edu) for field trip documents and announcements. Personal addresses cannot be accepted.
Phone number of Instructor/Organizer
Provide a direct phone number where you can be reached during the entire field trip in case of emergencies. Format: (000) 000-0000.
Individual Class Details
Grade Level
Class Size
Total number of students in this individual class.

Classroom Profile #3

If multiple classrooms will be visiting, please provide an additional contact for each accompanying instructor. This helps us ensure all group leaders receive important updates and know how to access our services. We appreciate your help in keeping everyone informed!
Instructor/Organizer Name

First NameLast Name
Email of Instructor/Organizer
Provide your official school/organization email address (e.g., name@school.edu) for field trip documents and announcements. Personal addresses cannot be accepted.
Phone number of Instructor/Organizer
Provide a direct phone number where you can be reached during the entire field trip in case of emergencies. Format: (000) 000-0000.
Individual Class Details
Grade Level
Class Size
Total number of students in this individual class.

Great Valley Museum School Tour Request Form

Before you begin...

Important Notes for This Request

Designated Lead Teacher/Organizer

School/Organization Information

Acknowledgement of GVM Group Tour Policies

Required Documentation

Certificate of Insurance (COI)

Facilities Application Form

Invoicing

Group Profile

Field Trip Details

Classroom Profile (Lead Instructor Classroom)

Additional Instructor Contact Information

Individual Class Details

Classroom Profile #2

Individual Class Details

Classroom Profile #3

Individual Class Details

Program Selection

Memberships

Select Your Museum Program

Select your Planetarium Program

Select your Show

Date and Time Selection

A Friendly Reminder

If your date is unavailable....

Additional Notes