Nature Field Trips in the Dallas-Fort Worth Metroplex

Heard can accommodate large groups, however students might be split up into smaller groups to ensure the best learning experience possible is provided. For example, a group of 100 students arriving for a guided trail will likely be divided into 2 groups. While one group is out on the trail with their guides, the other group is welcome to explore on their own until time for their guided trail. Your invoice will list the likely number of rotations for your trip, and a rotation schedule will be provided closer to your field trip date with more details as needed.

• Pre-payment is required for all reservations. 
• A minimum group size of 15 students is required to be eligible for the group rate. 
• Fees are non-refundable except in cases of inclement weather (see below).

Please note: groups are required to make field trip requests one month in advance. 

• Reservations made 6+ weeks in advance of your field trip date: a 25% NON-REFUNDABLE deposit is due within 10 days of making your reservation. You will be emailed a confirmation letter/invoice within 3 to 5 business days.
• For reservations made less than 4 weeks prior to your scheduled field trip date: full payment is required within 2 weeks of the event. A Confirmation Letter/Invoice will be emailed to you within 1-3 business days.

• You have up to 3 weeks prior to your field trip date to call and make modifications to your invoice. Please email Central Reservations/Education at education@heardmuseum.org or call 972-562-5566 x 237. Any additional participants after that time cannot be guaranteed a guided tour. Please let us know of any changes as soon as possible.
• Refunds or Credits will not be granted for having fewer participants on the day of your field trip than what is represented on the invoice.
• Additional participants not included in the reservation (including Heard Museum members) must pay the applicable program fees at check-in on the day of your field trip. Please see our “Chaperone Expectations” section below for additional information.

• Inclement Weather: Please DO NOT assume your activity is cancelled. An inclement weather refund will not be issued to “no shows.” We hold programs rain or shine, and cancel only for heavy rain, thunder and lightning, or icy conditions. If we cancel, we will try to reschedule for another date that works for you. If we cannot schedule another time, a full refund will be issued. You will be contacted via the phone number provided on your Reservation Form, and we will contact you as soon as possible. The Heard Museum closes when the McKinney Independent School District cancels and follows delayed openings. Your field trip will be considered cancelled by us under these conditions.
• Cancellations without penalty: the Heard Museum must receive a written cancellation notice 4 weeks prior to your field trip date (by email to education@heardmuseum.org or through the mail at the following mailing address:  Heard Museum Natural Science Museum, Attn: Education Reservations, 1 Nature Place, McKinney, Texas 75069).
• Cancellation Fees
  • 75% Refund: Written notification received at least 4 weeks prior to field trip date.
  • NO REFUND: Cancellations within 4 weeks of field trip date. Includes illness and inclement weather cancellations not made by the Heard Natural Science Museum.
  • NO REFUND: Written notification not received.

• Group Leaders are responsible for arriving ten minutes early for all scheduled activities.
• Group Leaders need to report to the front desk of the main building for check-in.
• Unless you have been notified otherwise, please use the bus drop-off inlet located directly in front of the museum building on Nature Place road.
• After check-in, Group Leaders should station their students in the circular garden directly in front of the building. Groups are to remain in the garden until greeted by a Heard Staff Member or Docent who will direct your scheduled activities.
• We request that all vehicles larger than passenger vans adhere to our parking and drop-off guidelines as advised by signage posted on Nature Place road. Vehicles larger than passenger vans should not park or unload in the first parking lot unless you receive other instructions.

• Groups that arrive over fifteen minutes late cannot be guaranteed a full tour or complete educational program unit.
• Groups that arrive over thirty minutes late cannot be guaranteed a guided tour or complete educational program unit.

• Send your Group Leader inside to the front desk to check-in with the following information
  • Total number of students
  • Total number of adults
  • Name of Group
  • Type of Activity
• At this time, the Group Leader will pay for any participants not accounted for in the reservation (including Heard Museum members) and receive further instructions for the day’s activities. Refunds or Credits will not be granted for having fewer participants on the day of your field trip than what is represented on the invoice.

• Students should be prepared for going outside in all weather.
• Closed-toe shoes and long pants are the recommened attire for a visit to the Museum & Sanctuary for both students and adults.
• Insect Repellent and sunscreen are advisable. Applying repellent is time consuming so PLEASE APPLY REPELLENTS PRIOR TO YOUR ARRIVAL.
• Hairspray, perfume & cologne attract insects!
• Nametags for each group member identifying the person & group name are very helpful.

• Any child arriving or departing from the Museum must be accompanied by a parent or designated adult.
• No one under 18 is allowed inside the Museum or on the Sanctuary unaccompanied. 
• The Museum requires a minimum 1:8 chaperone to student ratio. See chaperone expectations below.
• Smoking is prohibited on The Heard Museum and Wildlife Sanctuary property.
• Help us to preserve our environment. Please do not pick flowers, pull leaves from plants, disturb spider webs, disturb animals, or collect any natural items while you are visiting.

The role of a chaperone is an important one, and while enjoyable, requires accepting certain responsibilities. These guidelines help ensure that Heard field trips result in safe and rewarding experiences for all participants.

• Group Leaders and Chaperones are responsible for ensuring the group’s appropriate behavior throughout the entire visit. To guarantee a pleasant visit for all our guests, the Museum reserves the right to remove any individual or group from the premises.
• Field trip chaperones must be at least 21 years of age.
• Chaperones may be teachers, school staff, or other school-authorized adults (including parents and guardians).
• The students assigned to a chaperone will need the chaperone’s full attention during the entire field trip. Please limit cell phone use and texting during the trip.
• Chaperones should familiarize themselves with the general instructions given to the students prior to the field trip and enforce these instructions throughout the trip.
• If chaperones have questions about any aspect of the field trip or the expectations of chaperones, please ask for assistance from Heard staff.
• Each field trip group will receive 1 free chaperone admission per 10 students. Educational programming fees will be required of all additional chaperones (including Heard Museum members).

• Picnic areas are the only place where food can be consumed.
• Please store your lunches on the bus until you are ready to eat or leave them in your designated picnic area in marked coolers or containers. Lunches may not be stored inside the museum.
• Please use the trash and recycling containers located in the picnic areas. Due to the number of wild animals in our sanctuary, containment and proper disposal of your trash is very important.
• In the case of inclement weather we cannot guarantee an available eating area inside the museum.
• Please make sure that all students use voices comparable to what is allowed in your school cafeteria. 
• Running is not allowed anywhere in the sanctuary.

• The Museum Nature Store is open to your group.
• Chaperones are required to accompany group members at all times in the store.

See General Heard Museum Rules