• Reservations, Invoices, and Scheduling

    When can I reserve my Walk Through presentations?

    Our reservation process starts on the First Three Tuesdays in May each year for the upcoming school year. They are divided up into three categories – Southern California Counties on May 7th, 2024 after 7:30 am. These include Imperial, Los Angeles, Orange, Riverside, San Bernardino, San Diego, and Ventura Counites. Northern California Counties on May 14th, 2024 after 7:30 am. These include all other counties. Lastly, the First Time Schools on May 21st, 2024. These include All Counties. More information

    How can I reserve dates that work best for my school?

    Reserve dates as soon as possible on/after your county’s date from above. 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.

    What discounts are available?

    We offer a few discounts that you can read more about on our pricing page.

    How are my travel fees determined?

    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

    What is the cancellation policy?

    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.

    How will I receive my Teacher Preparation Booklets?

    If you pre-ordered presentations for the next school year, will be available online to download in the first few weeks of September. Even if your presentation is in June, the booklet will be available for download at the beginning of the school year.

    How can I update my presentation details (presentation times, teacher names, student numbers)?

    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.

    How do I change my reservation?

    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.

    I don't remember my password.

    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.

    When will my invoice be sent?

    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.

    When is payment due for my presentations?

    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.

    What if I am not sure about funding for our school?

    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.

    Do I need to send a deposit to secure my dates?

    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.

    What if I am not sure how many classes I will have next 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.

    What if I have more than 36 students?

    Presentations are designed with a 36 student maximum per presentation. When booking a reservation please consider the number of students in your entire grade level including combo classes and SDC or SAI students.

    Please do not plan on having student observers during the presentation. All students in the presentation room need to be those directly participating as student observers often become a distraction to those participating. Teachers with combo classes will need to plan on having the students who are not participating in a different location for the 2.5 hours.

    Certain accommodations can be made for SDC or SAI students to aid in their inclusion or who are unable to attend the entire presentation. Please contact Melanie Piñon at programs@californiaweekly.com with any questions.

    Is the program really 2 ½ hours long?

    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 presentation, and our presenter needs a full 60 minutes between presentations for required lunch break and to prepare for the afternoon presentation. If the morning presentation starts late, something will be left out in order to complete the afternoon presentation on time.

    Where can the presentation take place?

    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.

    What about recess and snack times?

    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.

    How should we handle lunch time for the afternoon group?

    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.

    What time will your presenter arrive at the school?

    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.

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