SPECIAL EVENTS, TRIPS & CHARTER ELDERHOSTELS
Presented By:
Curt Spear, Lifelong Learning Society, Christopher Newport University
Virginia Fernback, Lifetime Learning Institute, Northern Virginia Community College
Louise Sousk, Lifelong Learning Institute, Northern Virginia Community College
Mary Ann Pate, Institute for Learning in Retirement, Old Dominion University
Helen Faye Rosenblum, Academy for Lifelong Learning, Carnegie Mellon University
Robert C. Smith, Lifelong Learning Society, Christopher Newport University (Moderator)
Participants in this workshop learned about new experiences beyond the classroom in unique off-campus activities ranging from exploring historical landmarks, museums and theaters, to special social events. They learned how their LLI can select residential
Elderhostel programs and charter them exclusively for their members.
Please contact the presenters for more detailed information.
Curt Spear, Lifelong Learning Society, Christopher Newport University
Tools Available to Broaden and Strengthen the Program of Your LLI Based on the Experience of the CNU Lifelong Learning Society
The local Lifelong Learning Society is one of the best ideas around that nobody knows is in existence. As our life expectancy has become longer and longer, we look for better ways to stay healthy, both physically and mentally. We look to our local YMCA or health club to provide a place and means for the physical exercise our body needs to maintain its health. The perfect place for the exercise that our mind requires is our Lifelong Learning Society. It is becoming more and more accepted that using our mind is an important tool in the effort to delay the effects of Alzheimer’s disease.
Most will agree that the foundation for a strong Lifelong Learning Society is an excellent classroom program and an enthusiastic membership. We can better ensure long range success by using all the tools available to broaden our offerings as much as possible. The Christopher Newport
LLS has tried quite a few different things. They include a weekly lecture series, day trips, overnight trips and charter Elderhostels to name a few. Their purpose is to offer different and broader learning experiences and to foster camaraderie among members. Some of these could be considered hands on experiences.
Where does it all start? Like all things it starts with the steering committee and professional coordinator. They may initiate and must approve the ideas. These ideas might come from the committee itself, the program committee or from input from any LLS member. The steering committee approves the idea and the mechanism by which it should be put into place. They appoint the leadership necessary and approve any finances that may be required.
The office staff, both paid and/or volunteer, is available to provide whatever assistance is required of them. The program committee and the overnight trip subcommittee make the recommendations for the day trips, overnight trips, charter Elderhostels and the weekly lecture series. We have a hard working Hospitality Committee that handles the events that can be considered more social in nature.
Let’s consider the tools that we have at CNU have tried. I will address what we have tried, how we have tried it and some problems that we have encountered.

I will begin with our weekly lecture/concert series. The series is developed and approved by the program committee. A brief statement which includes the lecturer, subject and date are included in our membership application which is sent to each prospective member before each academic session. Each lecture/musical event is also promoted in our weekly bulletin. During a ten-week session we might have six lectures and two or three music events. We make an effort to have our best lecture at opening session for both the fall and spring sessions.
Our opening session comprises a new member orientation, an all-member reception and closes with our first weekly lecture. Since for many this is their first exposure to CNU-LLS we strive to make the best impression possible. Our Monday lectures, like our classroom program, have covered a broad range of topics. We have had lectures from our CNU president which let us know what’s new at CNU and where CNU is headed. We have had lectures from our elected officials, which give us an insider’s view of what is happening in Richmond.
We draw from college professors, both active and retired, NASA scientists, local historians and anybody who has a special expertise. That often includes our own members. The musical sessions are filled by the talented musicians from the CNU Music Department. The problems we have encountered involve filling all the lecture slots. It is necessary to have a variety of topics.
Overloading the series with one particular subject is to be avoided if possible. It is difficult to know if and when a particular lecture should be repeated over the years. Filling all six-lecture slots becomes a challenge.
Our program committee plans a trip for each month we are in session during the fall and spring. This usually works out to three-day trips and one overnight trip each session. Each trip requires a minimum number to be a go and a deadline is set to reach this minimum. If the minimum is not met on time, the trip is canceled and all money is refunded.
The first decision to be made is whether to use a professional travel agent or to make the trip arrangements in house. Our choice was to use the professional. There were two factors we considered in choosing a travel agent rather than in-house staff to do the trip planning and make the necessary arrangements. They were costs and trip planning expertise.
The cost factor depends on the financial arrangement that a society has with its sponsoring institution. Since the money transfers may be handled directly through the travel agent in some cases it could actually be cheaper. The travel agent can be a great help in developing an interesting and educational itinerary. They also have knowledge of nice places to stay and eat. They are best able to balance the cost/quality issues. They send their representative with us on the trips to help keep us on schedule and handle problems that might arise. We have gone to sites where we not expected and been to motels under repair which were not nearly as finished as advertised. They handle these and many other problems with ease.
When selecting places for day trips, these trips are probably best limited to sites that can be reached in three hours or less. If the distance is much greater, either there is little time to spend at the sites visited or the day becomes too long. Routinely on our day trips we have lunch at a nice restaurant. This is included in the cost of the trip.
One problem we face is to find new places to go that are within the three hour driving time limit and create enough interest to attract the required number of people. Every effort is made to hold costs down so that they do not limit a person’s ability to go. All trips planned do not attract the required minimum so we do have cancellations. There does not appear to be a consistent pattern as to where and why trips do or do not work.
Some of the places we have gone that have been successful have been Mount Vernon and
Gunston Hall, the Pamplin Museum of the Civil War Soldier and Blanford Church in Petersburg
(famous for its Tiffany windows), a Shakespeare play at the Folger Theater in Washington, and boat trips to various plantation homes on the James River.
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The choices for overnight trips are recommended by the overnight trip subcommittee and approved by the program committee. Trip destinations should be within an eight-hour driving range if possible. Normally our overnight trips are scheduled to take place during our fall break and are for four days and three nights. A day longer or shorter is workable. The ideal trip length is dependent on the destination.
The cost of the trip can be a limiting factor for some. However one of our most successful trips was to the Hudson River Valley and it was our most expensive trip. Other successful trips have been to Pittsburgh and the Laurel Valley and to Antietam and Gettysburg with a special guide from our local museum. We just came back from a very interesting trip to Buck’s County, Pennsylvania.
An effort should be made to ensure that the trip agenda addresses as broad an interest range as possible. This will hopefully make the trip appeal to a larger number of members.
In the spring, in addition to the overnight trip, we have been successful in scheduling a
“Charter” Elderhostel. This is done through Elderhostel Inc. in Boston, Mass. Our overnight trip committee selects the place and subjects of interest from the latest Elderhostel catalogue (also available on the internet www.elderhostel.com
). A request is made through Elderhostel Inc.
(Christopher Heppner) to see if arrangements can be made with the particular Elderhostel for the time and subjects that we have requested. The people register with our local LLS group and our local chapter arranges the transportation if necessary.
Our policy has been to include transportation only when a reasonable means other than car is not available. Some of our successes have been at the Peabody Institute of John Hopkins in
Baltimore and at Hilton Head Island (Hilton Head Horizons). The participants in the Elderhostel are solely from our Lifelong Learning Society. Again, it is wise to vary the subjects of the
Elderhostels from year to year so that the Charter Elderhostel will have a broader appeal to our members. Both Elderhostels and overnight trips are excellent opportunities for members to get to know each other. I believe the more camaraderie there is among members, the stronger the LLS
Chapter.
Our local chapter plans three seasonal dinners or lunches. These offer an opportunity for veteran members to socialize and for new members to meet everyone. There is usually light entertainment or an art show consisting of the works that members have created in their LLS classes.
We encourage our members to take advantage of everything that Christopher Newport
University has to offer. Our members are avid supporters of everything from the music and arts programs to newly formed Division III football team. (This is the level where they still play for the love of the game.)
In summarizing I would like to emphasize four things.
1. It takes everybody working together to have a successful LLS Chapter.
2. A successful chapter will take advantage of everything the sponsoring institution and community have to offer.
3. A broad program will appeal to a larger number.
4. If one thing does not work then try something else.
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Virginia Fernback, Lifetime Learning Institute, Northern Virginia Community College
Planning a Day Trip - Deciding Where to Go
 Make folders for Virginia, Maryland and Washington.
 Collect information flyers from visitors centers, newspaper articles, AAA Tour Books,
Washingtonian Magazine, Washington Post Weekend Section, suggestions from members and any other available information.
Select a site for a morning visit. After arranging a date, time of arrival, fees, time needed at the site, etc., work on a lunch stop. Then arrange an afternoon site.
For each site, information is needed for the write-up.
 Do they take Visa, cash or check? Visa is preferred.
 Is a minimum number needed? Is there a maximum number?
 Do you have to guarantee with a deposit? Is any deposit refundable?
 How far in advance is the deposit needed?
 Do they send a contract?
 If trip needs to be cancelled, what is the notice time? What amount is forfeited?
 Need directions and any special information regarding entry and bus drop-off and parking.
 How much time is recommended at site?
Lunch
 Ask a.m. and p.m. sites for lunch possibilities
 Contact restaurants. Have menus faxed.
 Select 3 entrée choices if possible and list the choices on the registration form.
 Find out the total price for the meal including gratuities and tax.
 Do they accept Visa?
 How soon in advance of visit do they need a contract, a deposit and a final count for each of the entrees?
 Final payment – when and with Visa or check?
 How long should we allow for the lunch visit?
Afternoon site
 Arrange after lunch plans are in place so time of arrival can be ascertained.
 Same information is needed as a.m. trip.
Record Keeping
 Make a time line starting with time to depart in a.m. including driving time, arrival and departure for each site and return time.
 Make a time line for payment due dates.
Arrange for Bus
 Call bus company for date, times of each trip and price.
 Have bus send contract for each trip.
 Call treasurer to send deposit.
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 Committee chair has authority to sign contract.
 Send contract and deposit to bus company.
 Request a step stool for bus-to-ground exit.
Parking
 All day trips have been leaving from Little River Church of Christ, 8410 Little River Turnpike,
Annandale.
 Call LLI/Church member contact with trip dates to clear with church for parking.
 Stay as far away from the building as possible.
Pricing of Each Trip
 Base price on 30 people.
 Add admissions, lunch and bus fees to come up with a trip price.
 $15 has been allowed for the bus and lunch is usually in the $15 to $25 range.
 A $10 surcharge is added for non-members.
 This is always an educated guess due to uncertainty of number of people signing up for trip.
Write-up for Lifetime Learning Program Catalog
 Day Trip catalog number is the date DT-8-20 (August 20 th )
 Write paragraph describing trip features and lunch, including date, time of departure and price.
 Be sure to request a self-addressed stamped envelop for trip confirmation.
 List Leader(s) for trip
Publicity
 In addition to the catalog write-up, send announcements and dates of all trips to newsletter editor for including in calendar in each newsletter.
 Send announcement of trips to publicity committee to be sent to the Golden Gazette and any other site of their choice.
 Write an article for the newsletter reminding members of trip.
 Send to newsletter editor.
 Take copies of catalog write-up and registration form to Forum Meetings.
 A Trip Committee member sits at a table before and after speaker to hand out flyers and answer questions.
 A Trip Committee member announces upcoming programs, how many spaces left, etc., at the
Forum podium.
Registration Form
 Needs to include the trip name, information on sites and restaurant, price and date.
 Waiver and space for two people to sign waiver, choice of entrees if applicable
 Send a SASE, check, and box with info, for office registration.
Confirmation Form
 Send out about four weeks ahead of trip.
 Needs to include name and date of trip, time bus leaves, name and address of church and to arrive 15 minutes early.
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Registration
 Office keeps registration on computer with columns for name, member, non-member, price paid, etc.
 A waiting list is kept and if cancellations occur, members are given preference.
Cancellations
 Policy states full refund up to four days minus any non-refundable deposits.
 Trip leader is notified of a trip cancellation.
 Treasurer is then notified to refund full amount unless non-refundable deposits have been made and there is no waiting list.
 Full refund is made if there is someone to fill the place, even if it is at the last minute.
 The office is to be notified anytime changes are made with dropouts or add-ons.
Expenses
 Chairperson to keep track of all expenses and tell the treasurer when and where to send a check.
 Receipts are to be kept for all expenses and turned in to the treasurer with the final Trip Balance
Sheet.
 Keep one copy of the trip balance sheet in the trip folder for future reference by auditors.
 Chairperson keeps a copy in the folder of Trip Balance Sheets with all the other trip summaries.
 A list of expenses (long distance calls, photocopying, etc.) for each trip will be turned in for reimbursement.
 Chairperson of Trip Committee has an LLI Visa Card to be used for expenses related to trips.
 Some places will not accept Visa and a check is necessary.
 Checks need to be prepared before the trip for those situations and sent to the chairperson.
Reconfirm
 About one week in advance of each trip, reconfirm with the bus company and all sites.
LEADING THE TRIP
 Arrive at bus stop 30 minutes before departure time.
 Have list of attendees.
 Check off names on list as people arrive.
 Be sure people are parking straight ahead as they enter parking lot.
 You may need to ask people to move their cars.
 Go over directions, map, itinerary, parking, etc. with bus driver.
 Wait no more than five minutes for anyone missing.
 Announce on loud speaker the plans for the day.
 Tell people what time they need to be back on the bus at each stop.
 Get off the bus first at each stop and go into the site to let them know the group has arrived.
 Ask the group to either stay on the bus or get off and stand on the sidewalk by the bus until you return.
 Try politely to move people out to the bus as departure time approaches.
 Check gift shop for stragglers.
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 After each stop announce the next stop.
 Count each time before telling bus driver to drive off.
 If some are missing, you many have to go out and round them up.
 As we head back after the last site, pass around an envelope for a tip for the bus driver.
 When we have returned to the parking lot, and the bus has stopped, use the mike to thank the bus driver on our behalf and hand him the envelope.
 After everyone is off the bus, sign the bus order and give driver the check for the balance of the trip.
PLANNING OVERNIGHT TRIPS
 Make initial decisions: where, when, how long, activities, attractions, etc.
 Investigate and come up with a general plan with the above information and approximate price range.
 Get Board Approval.
 Call travel agent.
 Explore itinerary. Discuss possibilities, dates, price, hotels, single supplement, deposit due date, final payment date, minimum and maximum number of people, fee for less than minimum.
 Get contract.
 Read contract, make corrections, clear up any questions, concerns.
 Sign contact when all details are worked out.
 Get color flyer of trip details, including price, single supplement, deadlines and phone numbers to call for information.
 Usually 400 flyers are requested.
 Tear sheet must include waiver, space designated for two people to sign waiver.
 Send SASE, and a box with information, for LLI office record keeping.
 Flyers are mailed out in newsletter.
 Trip announcement at podium for all Forum meetings.
 Flyers available at table staffed by one or more trip committee members.
 For trips planned without a travel agent, be sure to remember to make plans for the meals and lodging of the bus driver.
 Also luggage tags need to be provided and a roommate list made up for the hotel and the tour leader.
REGISTRATION
 Registration is kept on office computer.
 A box with hanging files is kept in the office with the registration list and the registration forms.
 Deposit checks are turned in to the treasurer and treasurer is notified to send in the deposit and final payment.
EXPENSES
 Chairperson to keep track of all expenses and tell the treasurer when and where to send a check.
 Receipts are to be kept for all expenses and turned in to the treasurer with the final Trip Balance
Sheet.
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 A list of expenses (long distance phone calls, photo copying, etc.) for each trip will be turned in for reimbursement.
 Chairperson of Trip Committee has an LLI Visa card to be used for expenses related to trip.
 Some places will not accept Visa and a check is necessary.
 Checks need to be prepared before the trip for those situation and sent to the chairperson.
ROOMMATES
 Attendees list roommate or check “roommate wanted” on registration form.
 Make a list and call each with names and phone numbers and let them match themselves up.
 If there is an odd number, tell them and usually someone offers to pay for a single room.
BILL/CONFIRMATION
 Bill/Confirmation is sent out about four weeks before trip.
 This lists final payment due (this will vary due to single supplement), time, date and location of departure.
 Participants are requested to arrive 15 minutes early.
 If itinerary is available, it is sent out with this mailing and attendees are requested to bring it on the trip.
FINAL PAYMENT
 Office keeps record of checks received and turns them in to the treasurer.
 Registration list with amount due by each participant is given to treasurer.
 Chairperson contacts any people whose checks are not received by due date.
 Treasurer sends final payment when authorized by Trip Chairperson.
 Luggage tags are the responsibility of the person responsible for the trip if a tour company is not used or if a tour company at the site is used.
DAY OF TRIP
 Be at departure site 30 minutes early.
 Pass out luggage tags.
 Direct cares to correct parking area.
 Discuss schedule, directions, etc., with bus driver.
 After everyone arrives, wait no more then 10 minutes before leaving.
 Use microphone to make announcements.
 Welcome passengers and announce when we expect to arrive at first stop.
 At each stop tell passengers when to be back on the bus.
 Count each time before telling bus driver to leave.
 Check at hotel desk before bringing group into hotel.
 The hotel should have the room list and send the keys with you to give out.
 Luggage should be taken to the rooms by the hotel staff.
 Each day announce where you are going and time to be back on bus.
 Count passengers before leaving.
 Go into each site first to announce that your bus has arrived and find out where to take group.
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 Have group wait on bus or get off bus and stand on sidewalk until you return to direct them to the correct place.
 When ready to leave hotel, check in at desk to make sure everyone has settled up extras and turned in key.
 Return to departure spot.
 On return bus ride, pass envelope around for gratuity for bus driver.
 Thank bus driver and give him the envelope when you have stopped at final destination.
 After everyone is off, sign bus form.
Mary Ann Pate, Institute for Learning in Retirement, Old Dominion University
Examples of four different field trips were presented and discussed.
 Plantation Cruise on the Annabel Lee
 On the Road with ILR: Old & New Towne, Portsmouth, VA
 Lee Hall Village Lunch N’Tour & Tour & Tasting at the Williamsburg Winery
 Winston-Salem Overnight Trip
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