A Trip Planning Guide for Teachers
RESERVATION PROCEDURES
Contents
1. Create a trip preparation check off sheet.
This is a list of a few of the items that you will need to add to your own list. If you have questions, feel free to contact us.
2. Pick a season to attend.
EARLY FALL (late August to mid-October): Planning the trip helps teachers and parents establish a great rapport early in the year. The weather is still warm so splashing in the creek during stream ecology is refreshing.
LATE FALL (mid-October through mid-November): Leaves are changing and it can be cold, but it gets dark earlier so thers is better stargazing and campfires. Be sure to book early for late fall sessions as this is a popular time of the year for school groups.
EARLY SPRING (early March through mid-April): The weather is unpredictable so be prepared for either near freezing temperatures or very warm days. Since it still gets dark early, evening classes such as astronomy don’t have to start too late. By this time of year, teachers know students well and can predict their behaviors better than at the beginning of the year.
LATE SPRING (mid-April through late May): The weather is warmer than in the early spring or late fall. It gets dark later in the evening so some evening classes are better choices than others.
3. Choose a program package option.
During the Environmental Education seasons, Wahsega hosts 3-day programs, 2-day programs, 1-day programs and groups with customized schedules. The 3-day/2-night program is our most popular offering. However, this longer program does not fit the needs of all schools. For this reason, we also offer 1- and 2-day program package options. Customized variations of the program packages are available including longer 4- or 5-day field studies.
4. Pick a session to attend.
Typically, there are two sessions each week. The first one is from Monday afternoon at 1:30 until Wednesday afternoon at 12:30. The second session is from Wednesday afternoon at 1:30 until Friday afternoon at 12:30. Do not plan to arrive early if your group’s orientation is at 2:00 p.m. Early arrival for a bag lunch is usually not an option. Local parks may be used for a picnic lunch.
5. Contact Wahsega’s Program Coordinator.
Jenny Kvapil
Wahsega 4-H Center
77 Cloverleaf Trail
Dahlonega, GA 30533
Wahsega Website: www.wahsega4h.org
Main Phone: 706-864-2050
Fax: 706-867-2901
6. Make reservations well in advance.
We make reservations as much as 18 months in advance on a first-come, first-served basis. You may book for the next year before attending programs this year. The Important Dates webpage lists dates that our books open each season.
7. Estimate attendance costs.
The fee per person varies according to the length of the field study. See the Rate Schedules section of our website for current rate information. Attendance fees are charged to every youth and every adult in attendance including teachers, parents and chaperones.
8. Complete the class selection worksheet.
Well before your field study, our Program Coordinator will contact you to set up a schedule. You must choose the classes for your students. Follow the format on the Class Selection Worksheet.
When more than one school is on center, we often have the same class being taught at several locations. Because the number of locations to teach certain classes is limited, the first group to contact us with their class selections will receive priority over other groups asking for the same classes. Due to scheduling conflicts with other schools, we reserve the right to refuse last minute schedule changes.
9. Read, sign and return the contract, deposit and class selections.
We will send out a contract by U.S. mail after you call to make reservations. To secure the dates you want, within 90 days of making the reservations return to our office a signed copy of the contract and a non-refundable deposit. A note on the contract specifies the deadline date.
Note: Reservations are not secured until the signed contract and deposit are received in our office.
CANCELLATION POLICY
No fee will be assessed for the first 10% drop from your original numbers or for cancellations when you notify us 120 days (4 months) or more before the field study. Notification of cancellations of 10% or more of your original numbers, including a complete cancellation of the trip, between 120 and 60 days before the scheduled trip will result in a $10 charge per person; less than 60 days is a $25 per person charge.
10. Contact us if attendance numbers change.
BRINGING MORE STUDENTS
Additions to your reservation numbers may be possible. Call us to see if we can accommodate any students who are on your waiting list.
Note: Due to fire safety regulations, we cannot overfill cabins. Do not plan to lodge more individuals per cabin than specified in the Guide to Student Assignments.
CABIN ASSIGNMENTS MAY CHANGE
We may reduce the number of cabins assigned if attendance is lower than originally estimated.
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