Pre-Trip Logistics Planning a school trip to Astrocamp requires a substantial investment of time and effort by dedicated teachers and responsible parents. Between the time you setup your initial booking and arrive in Idyllwild, there are many details needing your attention. Below is a list of the preparation items that need to be taken care of prior to arrival.
1.) T-Minus 6 Months Astrocamp Logistics information - In this information you will find when you are scheduled to arrive at Astrocamp as well as when your initial deposit is due. Please reserve spaces for the actual number of children that you believe will be attending Astrocamp and update us at our Claremont office as early as possible if numbers change. This will insure that the school does not lose any deposit upon arrival. Note: Usually this information will arrive approximately 6 months in advance of your trip if you are a returning school.
2.) T-Minus 6-8 Weeks The Six–Week Packet arrives. It incorporates resource materials to help you prepare for your trip and advice and reminders from teachers, parents, and Astrocamp staff gleaned from our experience with student groups since 1988. This packet will include basic guidelines and support materials, a Logbook containing creative worksheets and interesting facts to help support students’ “minds–on” learning experiences, letters to parents, and important documents that aid our office in preparing for your visit.
3.) T-Minus 6 Weeks a) Make transportation arrangements. Confirm times: groups usually arrive around 11:30 am, depart near 12:30 pm. Astrocamp provides lunches to go. b) Make special arrangements for the drivers, if necessary (lodgings, meals, etc.). Call ahead for reservations if your driver will be staying in town. If they will be staying on campus, advise them that they will need the same supplies as the students: sleeping bags, soap, towel, etc. We cannot guarantee separate housing for drivers. c) Recruit chaperones. A 1:10 ratio of chaperones to students is great, and you get 1 half price chaperone for every 10th student coming on the trip. Male chaperones supervise the boys’ dorm and female chaperones, the girls’ dorm.
4.) T-Minus 4 Weeks a) Send or fax the pink Astrocamp School Survey form at least 4 weeks prior to attendance. The Survey helps our instructors prepare for your arrival. We cannot assign housing until all concurrent schools send these. Early returns get priority. Please include final numbers of students and chaperones and grade level; describe special needs for which we need to prepare (handicapped access, e.g.) and dietary needs (vegetarian options are always available). b) Collect all Student Applications/Medical Forms and Teacher/Chaperone Waiver of Liability forms prior to departure and bring them to Astrocamp. Please make certain they are all filled out and signed on back and include insurance information for each student in case of a need to visit the clinic. Also, identify students with and make arrangements to administer prescribed medications. c) Arrange for payment to Astrocamp by money order or check. Final payment is due on your arrival day. d) Inform the parents of the program and its cost. (Please photocopy applicable pages of this syllabus to assist you with this task. e) Send in Pre-Order for store purchases. If you are interested in having a preorder for you school to ensure the availability of sweatshirts and t-shirts on or before you schools arrival please send in the pre order form and check by this date
5.) T-Minus 2 Weeks a) Call Astrocamp: 1. As soon as your numbers change; 2. If you have not received your letter, schedule, and dorm assignments by fax; or 3. If you have any questions or special requests. b) Discuss the Astrocamp program and your objectives with your students and chaperones. c) Review the "Astrocamp Packing List" (follows) with your students. d) Plan recreation activities (athletic contests, skits, etc.) for your group. See free time section in "Logistics." e) Collect a 2-liter plastic soda bottle in good condition for each student if they will build and launch rockets (a creased bottle may explode!). f) Divide students into research groups of no more than 15 students per group. g) Review rules and “Camper Agreement” with students before arrival. h) Give parents your school telephone number so they may call to see if their children have arrived safely at Astrocamp. Please do not have parents call or fax Astrocamp directly, except in case of emergency. i) Tell parents they can send kids’ mail to:
Name of Camper
c/o Astrocamp
P.O. Box 3399
Idyllwild, CA 92549-3399 j) Be sure to tell them to write the student’s name and school on the envelope - we deliver mail in the dining hall filled with over 200 students. Advise parents to send mail at least one week prior to their student’s arrival date. k) Set up a phone tree to communicate changes in schedule and important information to parents. l) The day before you depart, instruct students to: review Astrocamp Packing List, and bring a sack lunch, drink, and water bottle on their arrival day. Whether your group is new to Astrocamp or returning for another great visit, we welcome your comments and suggestions on how we can help you plan, and help your students get the most out of their experience.
Store Information The Astrocamp Store is open to visiting students after lunch and dinner everyday the group is their excluding arrival and departure day. The Astrocamp Store is stocked with a variety of snacks, drinks, and Astrocamp gear like water bottles, shirts, and sweat shirts. Be sure to have your students fill the pre-order form before they get to camp so they can get Astrocamp shirts in their size.
Daily Schedule 7:00 am - Rise and Shine
7:20 am - Breakfast
9:00 - 10:30 am - Class Period 1
10:30 - 10:45 am - Break
10:45 - 12:15 pm - Class Period 2
12:20 pm - Lunch and Store Time
2:15 - 3:45 pm - Class Period 3
3:45 - 4:00 pm - Break
4:00 - 5:30 pm - Class Period 4
5:40 pm - Dinner/Store Time/Free Time
7:30 - 9:00 pm - Class Period 5
10:00 - Lights Out and Quiet Hours
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