LATE  SEPTEMBER  --  1 Hour

• Call Ski Resort (Jack Frost) to reserve date and get pricing.
• Call bus companies (Motor Coaches) for prices & terms

Delaware express usually has the best rates and only a few others have similar rate

EARLY  OCTOBER  --   3  Hours

• At leaders meeting decide how much of  the bus cost will be subsidized by the pack.

• Make reservation for 2 buses.
• Get check from treasurer and mail in the required deposit.
• Put together a flyer / signup sheet with all information and make copies.
• Get the flyer out during the OCTOBER Pack meeting so there is sufficient time for people to sign up.  Address the meeting about the trip and indicate first come first served for the approximately 100 bus seats.  Also get the flyer on the web site. 
• If you need to cancel a bus, the bus companies generally won’t refund the deposit within 30 days of the trip and usually require full payment two weeks before the trip.  So you pretty much need your final roster of participants by New Years Day.

NOVEMBER  PACK  MEETING  --  1 Hour

• Take sign-ups & collect checks at the meeting and answer questions.

Announce at pack meeting that participants need to be signed up by the December pack meeting.

DECEMBER  PACK  MEETING  --  1 Hour

• Before the day of the pack meeting ask leaders to email a reminder to parents about signing up for the trip.
• Take sign-ups & collect checks at the meeting and answer questions.  Pass out detailed info flyer to trip participants. (see page 2)

EARLY  JANUARY  --  6 - 8 Hours

• Tally all sign-ups on a master list with corresponding ski packages and payments.  Get all checks to the treasurer.
• If there are a significant number of unused bus seats, consider opening up the trip to Troop 2 and Pack 2 alumni.  Liability concerns ?? 
• Submit trip permit request to Scout office.  They need it at least 2 weeks before the trip.
• Line up an assistant to handle the other bus on ski trip day. And help with distribution of ski tickets.
• At leaders meeting decide on gratuity amount for bus drivers.

MID  JANUARY  --    4 - 6 Hours

• Get check from treasurer and make payment to bus company per their requirements (usually 2 weeks before trip)
• Call ski resort with tally for tickets.  REQUIRED as tickets must be printed before arrival.
• Print labels and buy envelopes, one for each family, which indicates name of family member and what tickets each person gets (see page 4).  This helps distribution of tickets with minimal mix-ups, which you want to avoid at all costs.
• Get set of instructions to your assistant on what to do when (see page 3).
• 2 days before the trip, pick up the video rentals.

EARLY  FEBRUARY  --  2 - 3 Hours

• Reconcile all payments and provide numbers report to treasurer and cubmaster. 
• Get any remaining checks to treasurer. 
• Issue refund checks (less bus fare) for any cancellations. 
• Collect funds for any added equipment.

PACK 2 – 2006  SKI  TRIP  INFORMATION (Example of details incouded)

SUNDAY, FEBRUARY 5,  ARRIVE AT THE SCHOOL BY  5:15 AM !!!!!

THE BUSES WILL BE WAITING AT………………………. 

This is a BYOF (Bring Your Own Food) trip The bus does NOT make any stops on the way up or backThere are restrooms on each bus

Breakfast :  Bring your own and eat on the bus
Lunch :      The lodge at the mountain has a cafeteria with semi-reasonably priced food, OR you can bring your
own lunch and avoid the VERY LONG lines.  Also, by 12:00 there are very few seats left in the cafeteria.
Dinner:      You will probably be hungry when you get back on the bus.  Bring snacks and drinks.  Extra items may be
left on the bus during the day, but you won’t be able to retrieve them until departure time.
___________________________________________________________________________________

5:15 AM     Arrive at The Independence School parking lot, select a bus and load any personal ski equipment onto
the bus.  Get on and claim your seats.  Parents and guardians must ride on the same bus as your
children.

5:25 AM     Group Leaders take attendance.

5:30 AM     Buses DEPART for 2 hour & 30 minute ride to Jack Frost.  
We will show a family friendly video on the way up.

8:00 AM     Arrive at the Mountain.  Group leaders head into the office to pick up the tickets.  This takes about
15-20 minutes to sort out the tickets so please be patient.  This is a good time to get into your warm
clothes and make sure you have everything you will need.  The bus drivers usually enter the lodge to
relax so don’t plan on coming back to the bus prior to departure.  

A member of the Jack Frost staff will enter each bus and give a brief chat about the mountain and answer any questions.  If you have a child that is in a 3-hour lesson please make sure you are aware of the location you need to take that child.

If you brought your own equipment you may disembark and get your gear. 
Otherwise PLEASE STAY ON THE BUS.

8:15 AM      The first folks to get off the bus to receive their tickets will be those with a child in the 3-hour lesson. 
DO NOT STOP IN THE RENTAL AREA  ---  GO STRAIGHT TO THE CHECK-IN BOOTH FOR THE
      3-HOUR LESSON WHERE YOUR CHILD WILL RECEIVE THEIR EQUIPMENT.  AFTER your child is
      checked-in you can return to the main rental area to outfit yourself. 
The lesson begins promptly at 9:00 AM.  If your child is not checked-in and equipped by then, they
cannot join the lesson.  NO EXCEPTIONS. The next 3 hour lesson is in the afternoon and by the end of
that lesson you will probably miss the bus back home.

10:00 AM    Group Lesson begins

3:00 PM   BUS  DEPARTS

                 By 2:30 PM you should be headed in to return your rental equipment and QUICKLY pick up
any coffee or drinks.  We want to leave at 3 PM to allow sufficient time to get home before the
SuperBowl kickoff.  Please be on the bus at 3 PM.  Your fellow riders and football fans will
appreciate your promptness.

   We will show a second video on the way home and expect to arrive at Independence by 5:30 PM

QUESTIONS:   Call or email  Bill Zubenko   234-2050   or  wzubenko@comcast,net

                        www.big2resorts.com  to check weather and slope conditions

THE  PLAN

5:20     Begin taking attendance
5:30     Depart
5:40     Start Movie --  runs 95 minutes

7:15     Pass out Rental Forms and Tubing Waiver to those who are tubing

Announce     For those who are tubing a parent or guardian must sign the tubing waiver.

Announce     Do not list a credit card number on the rental form as
This is NOT required for the group.

Announce     Ask if there are any changes such as switching from skis
to snow board or vice versa, add or delete helmet, etc.

            Indicate any changes or additions on the attendance sheet
Will worry about any added charges or refunds later

            Collect all tubing forms, as we must present these when picking up the tickets
Renters keep their rental forms

7:45     By this time or after collecting the tubing forms make the following announcements

• When we arrive a Jack Frost representative will board the bus to answer questions

as the trip leaders get the tickets

• It will take the trip leaders about 15 minutes to sort out the tickets and return to distribute them.  Please stay on the bus during this time to avoid confusion.  We plan to get tickets to families in the 3-hour lesson distributed first.  During this time you can dress in any added layers of clothing.  You can leave items on the bus, but you will not be able to retrieve them until the return trip.  Stow any lunches and valuables in a locker in the lodge.

• Remind those signed up for the 3 hour kids lessons to go straight to the sign-in which is in the lodge building beyond the regular rental shop.  The children will be equipped there at the kids school.  They must be checked-in and equipped by 9AM and sometimes there is a long line, so go there first.  After the children are signed-in, go back to the rental shop if you are renting equipment.  Cubs in the one-hour lesson get equipped with parents in the regular rental shop.

• The 3-hour lesson is supervised and includes a supervised break. 

            The one-hour lesson is NOT supervised.  The one-hour lessons begin at 10AM.

• If you encounter a problem such as getting the wrong tickets, go to the group sales office and explain to them you are with Cub Scout Pack 2.  They are supposed to provide Bill Zubenko with a pager so he can be contacted to help resolve any mistakes or problems.

• Buses will depart at 3 PM so we can get you back home well before the kick-off.

            You can board the bus as early as 2:30.
Note the wait at the lift line to get you back up the hill and allow for time to turn in your rental equipment.

We should arrive at Jack Frost between 7:45 and 8:00

2:50     Begin taking attendance
3:00     Depart
3:15     Pass out candy
3:30     Begin second movie --  95 minutes
5:15     Arrive at Independence

LABEL  EXAMPLES:

Scheduling:

Attendance figures from Jack Frost in 2005:

JAN 16  --    4500      (Martin Luther King Holiday)
JAN 23  --     920      Ice Storm kept everyone away
JAN 30  --    4800     This is meaningfully more than Super Bowl Sunday
FEB  6  --     3200     The day we were there
FEB 13  --    3800
FEB 20  --    7800 ??  President's Day Weekend

Super Bowl Sunday or the following week appear to be the least crowded.

Finances: