Reservations, Forms, Invoices and Scheduling

When can I reserve my Walk Through presentations?

Our reservation process starts on April 15th each year for the upcoming school year.  If you are interested in dates for the current school year, please contact the office for available dates. 
More information

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

Reserve dates as soon as possible on/after April 15th.  Popular spring dates (such as the last two weeks of May) 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.

What discounts are available?

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

How do I calculate my travel fees?

You can find your travel fee on the Zip Code Chart.  Travel fees are per day.   For example, if your travel fee is $40 and we will be visiting your school for 3 days, the total travel fee would be $120.00

What is the cancellation policy?

Cancellations/changes must be completed at least 60 days prior to your event.  If a cancellation/change is made after this time period, your school is responsible for the full cost of the original invoice.  Please notify the office as soon as possible with schedule conflicts or change in the number of classes.   We try our best to accommodate your school, but please note that some date changes are difficult as calendars fill quickly.  Similar dates may not be available.

When will my booklets be sent to my school?

If you pre-ordered programs for the next school year, booklets will be sent during the first few weeks of September.  If your booklet in September or later of the current school year, they are sent up to two weeks after we receive your reservation form.  Even if your presentation is in June, the booklet will arrive at the beginning of the year.  This gives you ample time to review your reservation and begin to prepare.  Teachers are so organized and love to file the un-opened package until later in the year.  Please open your booklet and check the contents for accuracy, distribute booklets to each teacher and fill out and return the confirmation form before filing!

What do I do with the Confirmation Forms that was sent with the teacher preparation booklets?

This confirmation form is an important step in completing your reservation.  Fill out all of the requested information (teacher names, emails, number of students, start and end times), sign it and return the white copy to us within 5 days of receipt.  Keep the other copy for your records and share the information with all teachers involved.

When will my invoice be sent?

Your invoice will be mailed during September 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 office.

How do I change my reservation?

Please contact our office to discuss the changes that are needed.  You will be given an authorization code for your change.  After the change is discussed, you will be asked to complete a Change Form to secure the change and update your invoice.  Please note that changes or cancellations must be completed at least 60 days prior to your program date.

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 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?

As soon as possible. 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. They are surprised to hear that the booklets were at the school weeks earlier than when they actually received them.

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 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.

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.