1. Fax in your Booking Request Form
2. Sign your Booking Contract
3. Submit your Initial Payment
4. Confirm your Group Size
5. Submit your Final Payment
6. Come Prepared on Your Program Day

*We begin booking school programs in early December for the next school year*
At this time, a brochure with program descriptions and a Booking Request Form will be mailed to all of our school clients who have participated in one of our programs in the last 2 years. If you would like to be added to our mailing list, please email us at hemlock.gmu.edu.

Be sure to send your Booking Request Form EARLY and follow up with your paperwork promptly. Late paperwork and missing deadlines may result in the cancellation of your program, as we often have a waiting list.

1. Fax in your Booking Request Form
Print out the Booking Request Form, fill it out as completely as possible, and fax it to 703-266-7781. This puts you in line to get a call from us to schedule your program.

Use the program descriptions and sample schedules on our website to help you decide which program to choose and to explain the abbreviations found on the form.

Fax in your Booking Request Form as soon as you know you want to schedule a program with us. If you call us to schedule your program, we will give you general information. However, we still will ask you to fax in your 'Request' before we will send you a contract. We have over 100 requests for programs each season. It is important to us to book programs in the order requested.

Once we agree on a date and time for your program, we will put you on our schedule and fax/mail a Booking Contract to you. This will hold your program date for five(5) business days.
You will also receive an Initial Invoice, Facility Use Agreement, and Program Checklist.

2. Sign your Booking Contract
Read the terms of your Booking Contract carefully. This contains the date(s), times, cost of the program and payment/cancellation terms. Please sign and return fax (703-266-7781) the contract within five (5) business days in order to continue holding your program date. If we do not receive your signed contract on time, your slot will become available to other groups and you may be removed from the schedule. If you need more time to make travel arrangements, etc. before signing, please call us to extend your deadline.

With your Booking Contract you will receive a Program Checklist. USE THIS CHECKLIST – to make sure you have the forms you need, payments are made, and your students are prepared. Write the dates from the checklist on your planning calendar to assist in tracking your program. Using the checklist will enable you to spend quality classroom time preparing your group for their day at Hemlock Overlook.

3. Submit your Initial Payment
School Programs:
Please return* a copy of the Initial Invoice with your non-refundable Booking Fee of $200. This is due within two (2) weeks of the date shown printed on the bottom of your contract. This is part of your program cost, not an additional expense. If you need to change your program date or cancel your program after you have signed the contract, this fee will be forfeited.
*Payment Method:
We prefer that you use a Purchase Order (PO) written for the total cost of the program, with a line item of $200 listed as a non-refundable Booking Fee. For all payment methods, see the directions below:

• Purchase Order: Fax directly to Hemlock Overlook at 703-266-7781.
• Credit Card: Visa, MC only. Call our Bookkeeper at 703-993-9823 to complete this transaction.
• Check: ALWAYS mail checks directly to the Cash Office at George Mason University.
  GMU, Cash Office
  MSN 2E1
  4400 University Drive
  Fairfax, VA 22030
  
  Please include your Invoice number (example: HO6039) on all checks. This number assures that your payment is credited correctly to your Hemlock Overlook account.

4. Confirm your Group Size
Group size is the total number of people participating in your Hemlock Overlook program. This number usually does not include teachers or chaperones except when meals are served.

No later than six (6) weeks before your program date, you need to fill out and fax to us the Group information Sheet. Receipt of this form officially confirms your number of participants. You will not be able to reduce your confirmed number. On your program day if you come with less than the confirmed number you will not be due a refund. If you need to increase your numbers we will try to accommodate you. Call us immediately if your numbers increase by more than 5 students (703-993-4354).

Our schedule always fills up, so knowing how many people are expected each day is critical for us. We understand it is often difficult for our clients to predict this number six(6) weeks in advance, so here are some guidelines:

• If your total group size is over 100, reduce the count by 5.
• If your group size is 50-100, reduce the count by 4.
• If our group size is less than less than 50, reduce the count by 3.

If you need help determining this number please call us. We will work with you to decide your final count. Contact us

Example:
Your school has 85 students enrolled, confirm your number at 81 by filling out the Group Information Sheet and faxing it to us. We will send you a final invoice requesting payment for 81 participants. By program day you have already paid in full for 81 students, but actually have 83 participating because 1 new student enrolled and 3 students are absent this day. After your program is complete we will bill you for the additional 2 students.

When we receive your Group Information Sheet, we will fax the Final Invoice, which will reflect any payments received and your balance due.

5. Submit your Final Payment
This is the amount shown on your Final Invoice. This payment needs to be received one (1) week before your program date. Please mail your final payment to the GMU Cash Office address shown on the invoice two (2) weeks before your program date so that it is credited on time. For schools using purchase orders, follow the payment guidelines determined by your county.

6. Come Prepared on Your Program Day
We know you have put a lot of work and energy into making this day happen for your students.
Here are a few final reminders:

• Bring the signed Medical/Liability Release Form for each participant with you on program day. Please check each one to make sure it is signed by the parent or guardian. If a child does not have the form completed and signed, they cannot participate in the program and should not be allowed to come with the group.
• The students will be OUTSIDE if the weather is within the stated limits. See Weather Policy. It is your responsibility to communicate the importance of this so that the students have a successful day no matter what the weather. Weather and What to Wear/What to Bring
• Finally, if you are new to this process, seek out someone who can share some tips on planning a successful trip. A critical element for a new or seasoned group contact is transportation and arriving on time. Arriving late may cause one of your teams of students to miss their time on the zip wire!

Thank you so much for reviewing this information. This is an incredibly rewarding experience for everyone involved. We look forward to working with your group and we will be happy to discuss this information further with you. Contact us