Reservations, Invoices, and Scheduling
Our reservation process starts on April 15th each year for the upcoming school year. More information
Reserve dates as soon as possible on/after April 15th. Popular spring dates (such as March-June) are normally first to be reserved. Check your school’s master calendar and work with the staff to choose dates that do not conflict with vacations, testing, minimum days, etc as an alternate date may not be available at a later time.
We offer a few discounts that you can read more about on our pricing page.
Your County’s travel fee amount may be found on the Daily Travel Fee/County Chart on our pricing page. Travel fees are per day. For example, if your travel fee is $50 and we will be visiting your school for 3 days, the total travel fee would be $150.00
Cancellations/changes must be completed at least 60 days prior to your presentation. If a cancellation/change is made after this time period, your school is responsible for the full cost of the original invoice. Please note that some date changes are difficult as calendars fill quickly. Similar dates may not be available.
If you pre-ordered presentations for the next school year, booklets will be sent during the first few weeks of September. Even if your presentation is in June, the booklet will arrive at the beginning of the school year.
If you make a reservation once the school year is under way, your booklet(s) will be sent out within 1-2 business days. Please open your booklet and check the contents for accuracy, distribute booklets to each teacher. Please update any presentation details at this time. (see below)
You can view your existing reservations by logging into your account and selecting ” View or Update Itinerary Details“. From that page you can update any of your presentation details. You may complete these Details up to seven days prior to your presentation.
You can view your existing reservations by logging into your account and selecting “View or Update Itinerary Details“. Please note that cancellations must be completed at least 60 days prior to your program date.
Click “I forgot my password!” from the mail login page. If the retrieval email is not coming to your Inbox, check you Junk Folder. If our emails are not coming through to a district assigned email address please consider “Creating a New Account” to be sure that our confirmation and reminder notices will reach you.
There is a pro forma invoice available online as soon as the reservation has been placed.
Your invoice will be mailed within 30 days of the reservation being placed, to the person listed on your reservation form as “Billing Person”. If you would like a copy of the invoice for your records, please contact our office and we will be happy to send you a copy.
Payments are due on the last day of the last program scheduled for your invoice. Please do not give payment to our presenters. Please mail payment directly to our offices.
A suggestion is to book programs to take place late in the year. That way, you will receive dates that will work best with your school’s schedule. As soon as your school knows whether funding is available, you can decide to keep or cancel your programs. As long as the cancellation occurs at least 60 days prior to your program dates, no payment or penalties are incurred.
No deposit is needed to reserve your dates. However, we do offer a 5% discount if payment is made in full before July 31st for the next school year.
We suggest that you book for the largest amount of classes that your school may have. It is much easier to cancel an extra presentation than trying to find available dates once you return to school in the fall. Please keep in mind that cancellations/changes must be made at least 60 days prior to your program date.
Presentations are designed for 36 students or less. The maximum number of students allowed is 36. Please contact our office and we can discuss options.
I ordered the programs and I have received all of the teacher preparation booklets. When should I distribute them to the other teachers?
Preparation booklets should be distributed as soon as they are received. Often teachers have told us that they received their teacher preparation booklet a few days prior to program date and have not had adequate time to prepare the class. If you cannot locate your booklets, we can provide you with your UPS tracking information. Replacement booklets may be ordered for $15 each.
Yes, our presentations are 2 ½ hours. Our presenters cover a lot of history in that time and keep the students active and engaged. We need a full 2½ hours for each program, and our presenter needs a full 30 to 45 minutes between programs to eat lunch and prepare for the afternoon program. If the morning program starts late by even a few minutes, something will be left out of it so that the afternoon program will be complete, and our presenter can eat, rest and prepare properly for the second program.
Classroom Setup Diagram
The presentation can take place in a classroom, multipurpose room, library or portable. In order to avoid distractions, we must have exclusive use of the facility during the day. If your program will be in a classroom, please be sure that there is adequate space as outlined in the setup diagram. To avoid conflicts, please remind those who might normally have use of the room during the day that it will not be available. We cannot perform the presentation outside. Amplified sound, loud music, and party poppers are used in the presentation. It is not possible to present the program to its fullest potential in a room where the sound level needs to be restricted.
Since every school we visit has different schedules, we cannot adhere to that schedule. Your children will be given a “restroom break” about half way through the program. There will not be time for normal recess activity. (They will have plenty of movement in program.) Please plan for snack to be taken before or after the program.
Students should eat lunch before coming to the program. We cannot break for lunch during a program and maintain the students’ energy and interest. This will likely require an adjustment to their normal lunch schedule. Many teachers find it helpful to speak to the lunch supervisors to allow their students to eat lunch with the lower grades.
Presenters arrive 45-60 minutes prior to the start of the program. The presenter will need all of this time to set up his/her equipment. Please be sure that the room is ready and that a responsible person in the office knows the location of the program.