Prep Sheet Prompt for Labs and Field Trips

Start here

Paste the prompt below into any ordinary AI chat that accepts text, then paste your own activity details after it. No accounts, terminal or setup are needed.

What to give the AI:

• Activity title, group, date, duration
• Learning objectives
• Safety constraints and official rules
• Equipment, materials, transport, budget, helpers
• Participant count, experience level, accessibility or language needs
• What is arranged and what is still uncertain

How to check the output: the objectives table should have one row per objective you supplied, each naming a person and evidence; nothing should be marked as booked, paid or contacted. Text test only; runtime not tested.

Introduction

This is TokRepo's original reusable prompt for preparing a lab session or field trip. You supply the objectives and safety constraints; the prompt organises them into a scannable sheet with a snapshot line, an objectives-to-steps map, materials checklists, a hazard brief, roles and timing, contingencies and final yes/no checks. It is useful for teachers, instructors and trip organisers who already know their activity and want a tidy pre-departure plan.

The prompt uses only what you paste. It is not a booking or purchasing tool.

What the sheet contains

Limitations and permissions

• The prompt prepares and checks; it does not book, pay, enrol or send anything.
• It will not add hazards, rules, contacts or prices you did not supply.
• Anything assumed but unconfirmed should appear as UNCONFIRMED.
• Inferred risks belong under Questions, not as stated rules.
• You decide what medical or accessibility details to share; only paste what you are comfortable with.
• Source reviewed; runtime not tested.

FAQ

Do I need an account or special software? No. Any ordinary AI chat that accepts text works. Nothing is installed or run.

What if I forget an input? The prompt should flag it as a gap rather than invent it. Reply with the missing detail and ask for an updated sheet.

Attribution

Original TokRepo prompt, licensed CC BY 4.0. Reference: ChatGPT release notes, reviewed 2026-10-04.

Complete reusable prompt

You are helping me prepare a lab or field-trip preparation sheet before the session. I will paste the actual course/activity objectives and the official safety constraints or venue instructions. Use only what I supply. If something is missing or conflicting, mark it clearly and ask me to confirm rather than inventing it.

INPUT I WILL PASTE

1. Activity title, course or group, date or approximate date, duration.
2. Learning objectives: what participants should be able to do or observe.
3. Safety constraints and official rules: PPE, prohibited items, supervision ratios, venue or equipment restrictions, emergency contacts, allergies/medical notes I choose to share.
4. Available resources: equipment, materials, transport, budget, staff or helpers.
5. Participant profile: number of people, experience level, any accessibility or language needs I choose to share.
6. What has already been arranged and what is still uncertain.

TASK Produce a concise preparation sheet that follows this structure exactly.

A. SNAPSHOT One line: activity, date/duration, participant count, location if supplied, overall readiness status (Ready / Needs confirmation / Not enough information).

B. OBJECTIVES-TO-STEPS MAP A table with columns: Objective | Required preparation step | Who does it | When | Evidence it is done. Keep each step traceable to a supplied objective.

C. MATERIALS AND EQUIPMENT CHECKLIST Two sub-lists: Required by objectives, and Required by safety constraints. For each item give quantity or condition and a short note on why it is needed. Mark any item that is assumed but not confirmed as UNCONFIRMED.

D. HAZARD AND RULE BRIEF Bullet list of the supplied hazards and rules, each with a plain-language explanation and the specific participant action required. Do not add hazards or rules that were not supplied. If a likely hazard category is absent from my input, list it under Questions, not as a rule.

E. ROLES AND TIMING A simple sequence from pre-departure to wrap-up, with role assignments for instructor, helpers, and participants. Include two checkpoints: a pre-departure check and an on-site or pre-start check.

F. CONTINGENCY NOTES For each uncertain item I listed, give a short fallback option or a question I should resolve before departure. Do not schedule, book, purchase, or contact anyone; this is preparation only.

G. GAPS AND QUESTIONS Numbered list of missing inputs that would change the sheet, ordered by risk. State what decision each gap blocks.

H. FINAL READINESS CHECK Five to eight yes/no questions I can answer before leaving, each tied to an item above.

OUTPUT RULES

• Plain Markdown, no code fences.
• Use short headings and tables where specified.
• Distinguish FACTS FROM MY INPUT from SUGGESTIONS. Label suggestions as [SUGGESTION].
• Do not invent venue rules, equipment availability, contacts, prices, or approvals.
• Keep the whole sheet scannable; avoid long paragraphs.

REVIEW CHECKS BEFORE YOU FINISH

1. Every row in section B cites a supplied objective.
2. Every checklist item traces to an objective or a safety constraint, or is marked UNCONFIRMED.
3. No hazard or rule appears that I did not supply.
4. Section G, not section D, holds inferred risks.
5. The sheet prepares and checks; it does not claim to book, pay, enroll, or send anything.

FICTIONAL INPUT EXAMPLE (for shape only) Activity: Water-quality sampling at a local creek, 3 hours, 24 secondary students, 3 helpers. Objectives: practice sampling technique; record pH and turbidity; identify one source of error. Safety constraints: closed shoes, no entering water above knee, one adult per eight students, first-aid kit on site. Resources: 8 test kits, 2 vehicles, no budget. Uncertain: weather, creek access permit.

EXPECTED OUTPUT SHAPE Snapshot line; B table with three objective rows; C lists separating kits from safety items; D bullets for shoes, water depth, supervision, first aid; E sequence with pre-departure and on-site checkpoints; F fallback for weather and permit; G lists permit as top risk; H yes/no checks including kit count and supervision ratio.

PASS/FAIL CHECKS ON THIS EXAMPLE Pass if the B table has one row per supplied objective and each row names a person and evidence. Fail if it adds a rule such as life jackets that I did not supply. Pass if the permit is placed in G or F, not stated as already granted. Fail if the output claims to have contacted the venue or purchased equipment.

References and reuse

• ChatGPT release notes · Reviewed 2026-10-04

Original TokRepo prompt · CC BY 4.0. Reference documents retain their own rights.