Washington, D.C.

Spring Washington, D.C.  Meeting Info

Trek Travel agency is who we use to book this trip to ensure it goes smooth. One of the owners, Dobson, travels with us.

We will be leaving on a Sunday, November 1 and getting back on Friday, November 6. The itinerary from the agency is tentative… eating places and times will most likely still be changed somewhat. Final itinerary will be given in September/October.

Cost is determined by how many people are in a room. The agency will automatically assume your child will be in a room of 4 students and adults in a room of 2 unless you tell them differently. So, if you plan on rooming with your child, please let them know when you register. You will be paying for TWO DOUBLE occupancies if so. If you plan to share a room with another adult and child you, they will bill you for TWO QUAD occupancies. I will confirm those requests with the agency. The ONLY thing you cannot request is who your child can stay in a room with if they are in a student ONLY room. I will decide that in September once we see how many kids are not staying with their parents. They will have some choice in who they would like to stay with… but I have the final say.

The travel agency handles ALL money! Costs for this year are as follows:

$1995 (4 person occupancy)

$2095 (3 person occupancy)

$2265 (2 person occupancy)

$2695 (single occupancy)

Use the QR code from the agency’s information to register! You will find deadlines there but it is most important to register ASAP!

$250 reserves your spot and it is imperative you get that in so we can start to look at accurate numbers for booking purposes.

You many pay online through agency using credit card, or a bank draft….. but be aware there is a 3% fee applied for using credit card. You can mail checks in to the agency if you want to avoid that extra cost.

The agency suggests the deadlines given just as a reminder to you to pay along the way. However, if you want to pay in a lump sum at the last minute that is fine. The deposit is the only thing necessary to reserve your spot!

It is a small agency so they take some time to get back to you if you call or email, so please plan accordingly if you’re trying to reach them.

Airfare is EXTEMELY high right now and the agency asked me to inform you that they are working on getting our block of tickets and hoping they can lock in lower prices. They will know in the next month or so. If there is a change in airfare cost, then the price of the trip could be reduced slightly…. So, we’re hoping for that.

Rooming assignments for rooms with students only will be determined by me in the fall. Students will be able to choose 5 people that they would like to be in a room with (that are NOT rooming with a parent) and I will place them with at least ONE of those people.

It is extremely important to get initial reservation in!!!! We start reserving tickets in June and need as accurate numbers as possible. We will cut off reservations at a 2 bus capacity limit. For this reason, only one adult per child because of this class size. We hope to be able to accommodate all adults wanting to go, but a “first come, first serve” will be used if we go over capacity. All students who want to go will be prioritized over any adults who signed up at later dates.

The itinerary is tentative…. I am considering a few changes this year. Flight times are not correct at this point but we will have those confirmed in the fall at Open House. Gettysburg is not on itinerary for this year, a couple new eating places are. Final itinerary will be sent in September or October!

New hotel I’m excited about this year- very close to the city!

Medicines- If you will be traveling with your child, you can handle medications. However, if you are NOT traveling with your child, I will need documentation on your child’s meds and need to know if they are responsible to take them on their own or if they will need me to distribute accordingly.

Dress- We will have 2 uniform days. The other days will be “casual” but presentable. Boys will wear collared shirts (long or short sleeve). NO T-SHIRTS are allowed for boy or girl. No tears in jeans. No “work out” clothes or athletic gear for girls or boys. (Adults may whatever they want). I tell the girls to look cute. How you dress reflects how you should potentially behave. Leggings for girls can only be worn with school uniform, and they are required with the uniform. I will give the kids more specific info on dress closer to time depending on weather.

Medical release forms and liability forms will be given out during the meeting after Open House in the fall. I need to know of ANY ALLERGY or medical conditions prior to the trip if your child is traveling without you.

Security and safety- We have personal hotel security each night to monitor floors. We use counting groups to keep track of everyone. Kids spend time with me for several days ahead of time and KNOW the rules of the trip very well!!

Students will NOT be allowed to have their phones on this trip throughout the day. They are given their phones before they go to their rooms at the hotel IF they have earned that privilege. Pillow Academy reserves the right to deny a student their phone at any time and for any reason. They will be allowed to check in and call home before they are checked in for the evening in their room if their phone is taken. You are not allowed to keep your child’s phone for them.

Students will NOT be able to have their parent’s phones on the trip either.

Food- the majority of meals are covered with vouchers or buffet style eating. You do NOT go on this trip for the amazing food…..but, no one will starve either. ;) There will be about 5 meals that will need to be covered either en route traveling and a couple lunches during the trip. You will need at least an extra $80-$90 per person to cover these meals.

Spending money- They will spend whatever you give them…….literally, down to the dime. ;) Souvenirs are available at every single place we go. Sweatshirts/tshirts average around $45. If you do give your child a lot of spending money, please let me know so I can keep it or give to a teacher chaperone to manage.

Shoes- bring a couple pairs of comfortable shoes….especially, if it’s raining. There is a lot of walking on this trip (average 6-8 miles most days).

This is going to be an amazing trip! I can’t wait to get to know your kiddos and share this experience with them. Any questions please feel free to email me at [email protected] or text/call 662-897-0002. I will get back to you as quickly as possible.