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Here is a timeline and info to help you
plan my visit with your group. Please pass along this information
to any other group members who may need it, such as program or
· Provide me with contact
and scheduling information, using the form at www.bethanyreynolds.com/contactform.html.
This gets your information in my database so that I can begin
looking for schedule dates.
Important: if the contact person or any of the contact
info (such as email addresses) changes at any time prior to my
visit, please notify me promptly.
· I will send my teaching info packet. I generally do
this via PDF files, but if you have trouble working with PDF's
I will provide web links or send a hard copy by mail.
· If you would like to share expenses with another sponsor
in your area, please coordinate with them on possible dates and
ask them to contact me using the form listed above.
· We set dates for the engagement. It is not necessary
to specify workshop choices at this time, but the number of full
and half-day workshops should be specified.
· I will send a contract. If workshops have been specified,
supply sheets will be included with the contract.
· Return the signed contract to me with deposit.
· In all email correspondence, please include the name
of your group and the engagement date (for example, "Waterville
QG, 11/05"). This will help me to respond promptly and correctly.
If I get an email like,
"We have misplaced the supply list, could you please send
a new one?
I will have to spend time puzzling over it and searching through
all the Mary's in my files before I can reply!
· Your group should make
workshop selections at least 6 months before the engagement,
so that I can send you the appropriate supply sheets. You may
want to check with me for new workshop offerings before making
a final decision.
· I will list the engagement on my calendar at www.bethanyreynolds.com/schedule.html.
If you have provided a website URL, the listing will include
a link to it. If your organization has booked more than one workshop,
I will also put up a custom web page showing the workshop projects
and link this from the schedule page. The program contact will
be notified of the URL. Please include this info in promotional
materials such as guild newsletters. If you wish to have other
promotional materials, such as digital photos, you may request
these at any time. Unfortunately I cannot provide slides as I
do not have a good 35mm camera. Block samples are available for
some classes. These may be reserved in advance for one guild
meeting. Quilt samples are generally not available, as they are
needed for other engagements.
· Confirm the availability of your workshop location.
If you have not used the facility before, check for adequate
tables, power, and lighting. For safe cutting and student comfort,
each student should have at least 6 sq. ft. of table space, or
approximately half of a folding 6' table.
· If I am flying in, I will
book my flights about 8-10 weeks before the first engagement
date on the trip. I will search for reasonable fares, bill it
to my credit card, and forward the receipt to you via email.
Please reimburse the airfare promptly so that I can pay the bill
when it arrives.
· Once my arrival and departure dates are set, please
make a hotel/motel reservation for me. If I am visiting more
than one group in your area, coordinate this with the other groups
involved to make sure all necessary nights have been reserved.
For safety reasons, I prefer a hotel with inside corridors.
A breakfast bar or in-room refrigerator is a big plus! If these
are not available, please check to see if there is a convenience
store in walking distance where I can get yogurt and juice.
The room should be non-smoking.
Please ask for a quiet room (i.e., not over the cocktail lounge,
and if possible, on the side that is farther from traffic.)
If there is no elevator, please request a ground floor room.
My large suitcases are very difficult to lug up stairs!
An airport shuttle may be needed if I have an early flight out
the day I leave. I don't mind switching hotels for the last night
to move closer to the airport.
· If you have chosen a kit class, I will need to know
the number of kits needed at least 8 weeks before the class date.
· If I am flying, I may
be shipping in trunk show samples, books, and supplies. Please
provide a UPS shipping address. A business address is preferable
as the shipping rates are lower than for residential addresses.
· The deadline to cancel a workshop due to low enrollment
is 45 days before the first date of the engagement. However,
please notify me as soon as possible if you feel there may be
a chance of cancellation. If I have already booked flights, your
group will be responsible for any change fees incurred.
10 days-2 weeks:
· Please provide me with a phone number (preferably
a cell phone) I can use in case of emergency on the day I am
traveling to your location. I will also need the name and phone
number for the hotel, to provide to my family.
· If I am driving, please send clear driving directions.
· Let me know the number of students registered for each
class, so I can be sure to have enough handouts.
· If I am flying, make arrangements for airport pickup.
If I will be taking an airport shuttle, please provide me with
the info. If someone will be picking me up, please note that
I travel with a large rolling suitcase, a large garment bag,
and a rolling carry-on bag. The driver should be prepared to
help load and unload suitcases weighing up to 70 lbs. Because
of the bulkiness of my luggage, a van, wagon, or a car with a
deep trunk is best. Otherwise, if the driver brings along another
passenger, or if my shipped boxes will also be in the vehicle,
it may be very difficult to fit everything in. (I'm small, but
I would rather not have to ride in someone's lap!)
Please let me know the driver's name and phone number, and where
I should meet them at the airport, e.g. at the luggage carousel
or outside at the curb.
During my visit:
Workshops and Lectures:
· For workshops, I prefer to have tables set up in a "U"
arrangement, so that all students face the center of the room.
If this is not possible, tables may be pushed together in pairs
so that students face each other. My least favorite arrangement
is lecture style, with students all facing the front. I move
around constantly during workshops, so every student will get
my attention, provided I can physically get to them.
· It is not necessary for every student to bring an iron,
and this often strains the power limits of the facility. There
should be an ironing set-up for every 3-4 students.
· I am sensitive to smoke, perfumes, and potpourri. If
a person is wearing strong perfume, I may not be able to give
her the individual attention I like to provide. Please let students
know this in advance.
· For lectures, I will need a microphone, and one or two
quilt racks if available. I don't need a slide projector. Please
have two tables set up in front of where I will be speaking for
the quilts, and one table to one side for sales. If your lecture
attendance is usually over 75, please arrange for someone to
help at the sales table. We will also need 3-4 "holders
and folders" during the lecture.
· Evening lectures: if possible, I would like to speak
early in the program, not at the end of a long business meeting.
It is hard to put on a good show when I may be ready for bed!
· I have a number of dietary
restrictions. I cannot eat red meat, fried foods, or anything
with chili peppers. I have to avoid tomato sauces, milk and cream,
mayonnaise, and most higher-fat foods.
Also, like most people, there are some things I just don't like
to eat! These include onions and mushrooms.
I do eat chicken, turkey, and fish. I can find something to eat
on the menu at most restaurants, with the exception of fast food
and Mexican restaurants.
· I get to a lot of Applebee's and other chains in my
travels. If you have a nice local restaurant or cafe, I would
enjoy the change of pace!
· Traveling is stressful.
Please keep this in mind when making social plans for the day
of my arrival. I may prefer to just have a light supper and rest
in my room for a while, especially if I have a lecture that night.
· If I have some free time in my schedule, I would enjoy
visiting local attractions. However, I may also need some time
to do paperwork, work on book project deadlines, etc. It's best
if these plans can be flexible until I arrive.
At the end of my visit:
· Payment for teaching fees
should be made immediately after the last lecture or workshop
with your group. I will usually have an expense sheet ready at
this time too. Checks should be made out to BSR Design, Inc.
· If I have shipped quilts for a trunk show, I will have
UPS labels with me for the Rubbermaid tubs I use. The tubs can
be dropped off at any UPS retail counter and no paperwork will