Travel - Meeting Summary

February 12, 2025, 4:00pm ET (Created by AI)

Present: Dan Miller, Justin Rabbach, Megan Vanderbloemen, Jeff Jones, Cat Jones

Quick Recap

The team discussed the logistics of organizing transportation and travel arrangements for an upcoming event, including the use of buses, ride-sharing services, and potential central flight hubs. They also considered the coordination of adults during group events, the use of communication apps, and the importance of packing light for the trip. Lastly, they discussed the preparations for an upcoming trip to Miami, including the creation of PowerPoint presentations, packing lists, and checklists for an info session.

Next Steps

Dan to update the registration form to include questions about preferred travel and airport.

Cat to create an updated packing list and video for Miami. (The group agreed that limiting luggage to a carry on and a personal item was a good idea.)

Dan to investigate the Remind app for group communication during the event.

Dan to develop a plan for communicating schedules and necessary info to attendees during the event.

Dan to consider an incentive program for a reduced cost for attending adults who recruit a certain number of attendees.

Planning team to determine the adult-to-participant ratio required. (The group thought 1 to 6 for international tours, 1 to 10 for domestic.)

Dan will follow up with Eulencine to see if they have a church van and if it will need to leave early to transport Laurel Ridge attendees.

Megan will begin recruiting in the Western District for attendees.

Summary

Organizing Transportation for Events

Jeff and Cat shared their experience from organizing transportation for a previous event in Prague. He suggests using a banner with the organization's logo to identify arrivals at the airport, grouping people on flights when possible, and utilizing a combination of buses and ride-sharing services for transportation.

Cat recommends incorporating airport transfers into the contract with the bus company and exploring options such as university buses or renting 15-passenger vans.

The group discusses potential travel arrangements, including the possibility of organizing bus routes from different states to Miami, though flying is considered optimal. They also consider establishing central flight hubs for participants from various areas to streamline travel logistics.

Group Travel Logistics & Arrangements

The team agreed to collect information on preferred airports and flight details from participants to facilitate group travel and avoid potential issues with credit card purchases. They also discussed the need for unaccompanied minors to be handled separately, with a focus on children under 15 (who may be determined by airlines to need accompaniment while flying). The team decided to keep the responsibility for travel arrangements with the participants until they arrive at the airport or the event venue. They also considered the possibility of participants booking their own flights, with the team providing guidance and support as needed.

Adults Needed For Event

The team discussed the coordination of adults during group events, particularly in relation to a church group. They agreed on a ratio of one adult to six children for international tours and one adult to ten children for domestic tours. Jeff shared his experience of providing each group leader with a list of each child's insurance, ID, and allergies, and suggested using an expanding coupon book for this purpose.

Dan recognized the need for administrative planning, including communication procedures and the distribution of materials, and suggested that this could be a staff responsibility.

The Use of the Remind App

Cat discussed the use of the Remind app for communication, emphasizing its two-way nature and the ability to send messages to individuals or groups without revealing personal information. She also mentioned its potential for scheduling and sharing information. Dan expressed interest in exploring the app further and considering its use for sharing schedules and other necessary information.

Cat agreed to share a Google slide presentation with Dan that provides more details about the planning team and their roles.

Packing Strategies

Cat emphasized the importance of packing light for the upcoming trip, suggesting a carry-on only policy to avoid luggage issues. She also mentioned the need for sturdy shoes and the possibility of laundry facilities at Laurel Ridge. Dan agreed with these suggestions, and Justin shared his past experience with a traveler packing too much luggage. The team also discussed the logistics of early departures for those going to Laurel Ridge. Cat promised to send a packing demonstration video to Dan, and she also mentioned the possibility of filming another one.

Event Logistics and Promotion Planning

Dan, Jeff, and Justin discussed the logistics of transporting participants to and from the event, particularly those leaving early for Laurel Ridge. They also discussed the need for more communication and promotion of the event, including potential use of social media and church lists. They agreed to continue planning for these aspects once Dan comes on board. The team also acknowledged the potential challenge of getting the senior high camp list from Laurel Ridge due to concerns about participants choosing the event over camp.

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