Transportation 101: The Basics of Busing

A panel presentation by the Conference Coordinators from the

University of Florida (UF) Institutes of Food & Agricultural Sciences (IFAS)

Office of Conferences and Institutes (OCI) http://conference.ifas.ufl.edu/

Phase 1 – Introduction, the RFP and Contract - by Mandy Stage (Pgs. 1-6)

Phase 2 – Initial Setup and Communication - by Shelby Sowder (Pgs. 7-9)

Phase 3 – The Onsite Logistics - by Tracy Nininger (Pgs. 10-12)

Phase 4 – Local RTS - by Sharon Borneman (Pgs. 13-17)

Busing Resources - Florida Buses, Motor Coaches, & Shuttles (Pgs. 18-21)

SGMP Central Florida Chapter Monthly Meeting July 21, 2005

Hippodrome State Theatre 25 SE 2nd Place / Gainesville, FL 32601 (PH 352-373-5968)

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Phase 1 - Introduction, the RFP and Contract Introduction

1) Types of Charter 2) Things you should know before chartering a bus 3) Charter Bus Safety Regulations 4) Define Needs

a) Purpose b) Audience c) Where? d) General information e) Specific information f) More information!

RFP Development and Distribution

1) Inquiries about the company 2) Specifics about the bussing event 3) Procure specifics about the quote 4) Contingency questions 5) Distribute to lists (obtained from CVB, Busrates.com, previous usage, etc).

Finalizing the Contract

1) Compare returned RFPs (compile into spreadsheet or review manually) 2) Further negotiations 3) Go to contract stage 4) Compare contract to RFP 5) Signing Contract

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Source courtesy of http://www.busrates.com/

Types of Charter

Charter Bus / Deluxe Motor Coach = Tour bus; Most Common Seating: 47 and 55; Range of Seating: 36 to 68 Restroom: Almost Always; Air Conditioning: Almost Always; TV/VCR: Common; Capable of Long Trips

Minibus –Used for shuttling, airport transfers and local travel, but some are used for trips over the road. Common Seating: 25; Range of Seating: 18 to 36; Restroom: Rare; Air Conditioning: Almost Always; TV/VCR: Sometimes

Trolley - Tours or local events; Common Seating: 32; Range of Seating: 32 to 35; Restroom, Air Conditioning & TV: Rare

Van - Mostly used locally, but a few companies will take them over the road. Most Common Seating: 10; Range of Seating: 10 to 15 ; Capable of Long Trips: Sometimes

School Bus - Short, local movements on a low budget. A majority of school bus companies only work with schools or non-profit organizations. Most Common Seating: 50; Range of Seating: 45 to 84

Entertainer Coach/Sleeper - Typically leased by musical groups & celebrities for extended touring, and include 9 or 12 bunks to accommodate sleeping. Usually leased for 30 days or more; Most Common Seating: 9 and 12

Executive Coach/Day Coach - Typically booked for one-day or one-evening excursions and is characterized by plush perimeter seating, tables, TV monitors, and an on-board concierge to serve drinks from the on-board bar. Most Common Seating: 21; Restroom: Sometimes

Limo Bus - Usually a smaller version of the luxury executive coach; Most Common Seating: 21; Restroom: Sometimes; Air Conditioning: Always; TV/VCR: Almost Always

Double Decker – Closed or open-topped - usually only found in large metro markets in the US and Canada; Open-topped harder to find since insurance on these vehicles is higher. Seating: 64; Restroom: Rare

Current National Average Bus Rates, July 2005* Bus Types Transfer 5 Hours Day Rate Deluxe Motor Coach $255 $415 $770 Minibus $200 $325 $650 School bus $135 $225 $450 Entertainer N/A N/A $850 Executive N/A $600 $1200 Trolley $360 $550 $900 Double Decker $400 $600 $950 Van $135 $225 $450 *Rates vary from city to city. National average rate for trips priced by mile is $2.66/mi.

Top 10 Things to Know Before Chartering a Bus

1. Check a company's government safety rating & insurance: www.safer.fmcsa.dot.gov/CompanySnapshot.aspx. 2. Availability varies depending on season, day of week, and area and may require booking 21 to 90 days in advance. 3. Charter bus companies will typically deadhead (travel empty) in from up to 1 hour away for multi-day trips. 4. The average deposit to book a bus is 10% for trips over the road. 5. Full-size coaches averaged $2.66/mile in 2004 for trips over the road from Destinations Magazine ‘04 Industry Survey. 6. Bus operators cannot drive more than 10 hours following 8 consecutive hours off-duty. 7. Prices do not typically rise as the travel date draws near or in times of low availability. 8. Charter bus companies may subcontract your trip out to another bus company if they become over-sold. 9. Charter bus rental is typically priced by the hour for local use, and by the mile when trips average > 300 miles per day. 10. A majority of companies will allow alcohol on-board with a refundable deposit of $150.

Charter Bus Safety Regulations The Department of Transportation (DOT) regulates the charter bus industry. Bus operators are required to carry a current DOT Physical Exam Card, be drug tested under DOT rules and regulations, and maintain a log for miles and hours of service. Coaches are not required by state or federal law to have seatbelts. Some states require that operators be certified for all school-sponsored trips, grades 12 and under. The DOT regulation 395.10 restricts the bus operator's driving time. There are three parts:

• 10-Hour Rule. The bus operator cannot drive more than 10 hours following 8 consecutive hours off duty (except in emergencies)

• 15-Hour Rule. After 15 hours on-duty (driving and non-driving tasks), an operator cannot continue driving until 8 consecutive hours of off-duty time is taken.

• 70-Hour Rule. On duty time cannot exceed 70 hours for any period of 8 consecutive days.

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Define Needs – What, Who, Where, When, and How Many? What is the Purpose of the Trip or Type of Trip/Tour? A) Commercial– to industry site(s) to view: work/product intended for commerce; emphasizing skills and subjects useful in business B) Academic – Teaching or Research Excursion (could also be cultural) C) Special Events – Pleasurable Outing (could also be cultural, could be academic) Who is the Audience? Examples: General Public; Conference Attendees; Conference Attendees and Guests; Conference Attendees, Guests/Spouses and Children, Specific Groups (VIPs, AA members, Senior Citizens, Molecular Biologist, 4-H Club) Where are you going? Be specific if possible – examples: Disney vs. to the Magic Kingdom; Everglades vs. Big Cypress Preserve General Information Start Location: Start Date: Start Time: Departure Time: End Destination: End Date: End Time: Specific Information Number of Field Trip/Tour Stops/Destinations: List stops/destinations if more than one stop. Important: Be sure to include distances (mileage and time) from one stop to the next stop. Duration of stay at each stop. Any entrance fees for each stop? If so, specify how payment to be made. For travel/bussing purposes: type of roads to each site. (I.e. any hazardous areas such as potholes; is there plenty of parking space for buses? etc.). Any limits on transportation width, height, and length?

For each stop: a) Is there a maximum number of people allowed at any given stop? b) Is there a minimum number of people required at any given stop? c) Are there restroom facilities at each stop? d) If outdoors, are there cover facilities in case of inclement weather? e) Does each stop guarantee equal opportunity for individuals with disabilities? f) What and where is the nearest emergency center(s)? g) Who is the contact at each stop? More Information - If more than one bus, will there be a tour guide on each bus? (Be sure to allow space for a bus captain for each bus) - Will participants be allowed to follow the buses on the trip/tour? - If refreshments involved, are refreshments to be provided at one specific site, at each site, or transported on the bus? - If meals involved, are meals to be: provided at a site, a “meal stop” (specifically for food)*, transported on the bus or prior to departure?

*if a ‘meal stop’, are participants to purchase own meals or are they supplied? - Are there items that individuals should/will bring, or do we supply? (e.g. baggage, bug spray, sunscreen, binoculars, wading boots, skis, etc.) Note: Development of a tour agenda is strongly advised. It will: allow participants to know what the tour is about, help promote attendance, assist with emergency situations-both with family at home and individuals on tour; helps keep tour on time, and….

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Leadership and Education Foundation, Inc. (UFLEF) Building 639 Mowry Road Office of Conferences and Institutes (OCI) PO Box 110750 Gainesville, FL. 32611-0750 (352) 392-5930 Fax (352) 392-9734 Website: http://conference.ifas.ufl.edu/ TO:

American Coach Lines Annett Bus Lines Mears Transportation Group 4950 L.B. McLeod Road 130 Madrid Drive Karen Pitcherello Orlando, FL 32811-6400 Sebring, FL 33876-8105 324 West Gore Street Phone: (407) 826-9999 Phone: (941) 655-6226 Orlando, FL 32806 Toll Free Number: (800) 781-8999 Toll Free Number: (800) 282-3655 Phone: (407) 839-1570 Fax: (407) 826-5880 Fax: (941) 655-6207 Fax: (407) 244-2928 karen.volel@coachusa.com charter@annettebuslines.com kpitcherello@mearstransportation.com http://www.coachusa.com http://www.annettebuslines.com Best Coach USA BTM Charters Orlando Pegasus Motorcoaches Larry Crisman Orlando Juliana Curi 215 Hickman Drive 11052 Satellite Boulevard 9800 Recycle Center Rd. Sanford, FL 32809 Orlando, FL 32837 Orlando, FL 32824 Phone: (407) 260-5800 Phone: (407) 855-6321 Phone: (407) 812-8812 Fax: (407) 862-2906 Fax: (407) 855-5789 Fax: (407) 812-8813 rsteele@bestcoachusa.com mailto:Orlando@bmttravel.com Juliana@pegasusbus.com

FROM:

Mandy Stage, Conference Coordinator Email: mstage@ifas.ufl.edu; Tel: 352-392-5930; Fax: 352-392-9734

RE:

1) Quotes for Bussing to Field Trips, June 30, 2004 2) Quotes for Bussing to SeaWorld, Thursday, 2 July 2004

Today’s Date: Input here Total number of pages (including this cover page): three (3) Hello, I am requesting bus quotes to transport a group to two separate functions occurring on two separate days. The group is participants of the Forestry Congress event and they will be staying at the Hilton in the Walt Disney World Resort, Orlando, FL. The group is comprised of US state and federal government employees, national and international university academic scientists and researchers as well as some associations. It is estimated 40% will be international from the following countries: Europe, Asia, South America and Center America. The families of the above, including children will also be invited to participate in both functions. For your reference, here is the Forestry Congress web site. http://conference.ifas.ufl.edu/xxxxx/ Please respond by completing and returning the requested information by (deadline date)___________. Thank you and if you have any questions, please feel free to contact me.

SSAAMMPPLLEE PPRROOPPOOSSAALL

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University of Florida / IFAS Office of Conferences & Institutes - Forestry Congress Page 1 of 2 Bus quote deadline: May 1, 2004; Return to: Mandy Stage, Email: mstage@ifas.ufl.edu, fax: 352-392-5930

Bus Company Contact: Phone No.

Please answer the following questions about your company Does your bus company have its own maintenance program? (yes/no)

Does your bus company own the bus we will use, or will this be brokered out?

What is your cancellation policy?* [Please note as a government entity, we cannot sign an attrition or cancellation clause. Please initial your understanding and willingness to waive both clauses Initial Approval _____]

Is the bus company available for inspection before chartering the bus? (yes/no) Can you provide your insurance certificate showing you have the state required $5 million in coverage? (yes/no)

Do the bus operators have cell phones & your company has a 24-hour line in case of a breakdown? (yes/no)

Request for 1st Quote – Bussing for Field Trips – June 30, 2004 Number of people: Estimate 200 passengers (congress participants). Number of Field Trips: Two (2) different field trips. Participants will have the option to choose one (1) trip Departure: Both trips will depart from the Hilton in the Walt Disney World Resort, Orlando, FL Return: Both trips will return to the Hilton in the Walt Disney World Resort, Orlando, FL • Destination(s) Passengers will be traveling to various counties such as Lake-Volusia-Sumner-Marion-

Polk-Hernando; the field trip destinations are still to be determined, but will be approx. 150 miles radius for each trip.

Bus arrival times to Hilton: 8:00am - Buses for the field trips are to arrive at the Hilton by 8:00am for loading of supplies and instructions prior to departure at 9:00am

Field Trip Departure Times: Each field trip will depart at 9:00am Field Trip Duration: Approx: 9:00am -5:00pm Remember: The field trip duration does not include bus arrival time prior

to field trip (8:00am) Mileage: Each field trip will be approx. 150 miles round trip from the Hilton Additional Information: Lunch and refreshments will be loaded on buses for all 200 passengers once the buses

arrival at 8:00am. The lunches will be distributed off the bus during stops and by bus captains. (The bus driver will also be provided with lunch). The refreshments will be available during all stops for passengers as desired.

Based on the above, please provide a quote by filling in the blanks directly below. 1 Number of buses needed based on 200 passengers 2 Bus capacity (Number of passengers for each bus) 3 Based on arrival at 8:00am and return at 5:00pm, cost per bus: 4 List additional cost per bus based on possible food consumption on bus 5 Are buses handicap accessible? (ADA - Wheelchair elevator on board) (yes/no) 6 What is the currently suggest gratuity for drivers if desired (based on percentage) % 7 Circle amenities that would be included on each bus: Rstrm; VCR (monitors); DVD (monitors); CD; PA 8 Year. Specify the year of the bus modes. 9 Include any additional charges that could be incurred – describe and specify expenses 10 Would a deposit be required? If so, how much?

Sum all charges for Total Estimate Cost (#s: 1, 3, 4, & 9) $

Contingency Questions Only (Not to be used for quote at this time. Thank you for completing). a) Do you have mini buses available? (yes/no) b) If yes, how many do they hold? c) What would be the charge for one minibus based on numbers #3 & #4? c) Are minibuses handicap accessible? (yes/no)

Please include any additional comments:

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University of Florida / IFAS Office of Conferences & Institutes - Forestry Congress Page 2 of 2 Bus quote deadline: May 1, 2004; Return to: Mandy Stage, Email: mstage@ifas.ufl.edu, fax: 352-392-5930 Bus Company Contact: Phone No.

Request for 2nd Quote – Bussing to SeaWorld– July 1, 2004 Number of people: Estimate 200 passengers (congress participants and guests). Departure: Buses will depart from the Hilton in the Walt Disney World Resort, Orlando, FL Return: Buses will return to the Hilton in the Walt Disney World Resort, Orlando, FL Destination: SeaWorld of Orlando, Florida Approximate Event time: 5:00pm-11:45pm

o Depart Hilton for SeaWorld: 5:00pm (arrive SeaWorld 5:30ish??) o Depart SeaWorld for Hilton: 10:30pm (arrive Hilton: 11:00ish?)

Additional Information: Buses to drop off passengers at SeaWorld and then return to pickup passengers at 10:30pm. One bus to be used as shuttle to transport passengers back to the Hilton should passengers wish to depart SeaWorld early. The “Shuttle” will begin after first hour (6:30pm), and then every 40 minutes afterwards (a shuttle agenda will need to be provided to attendees in advance). The remaining buses will not be needed until pick-up time.

Based on the above, please provide a quote by filling in the blanks directly below.

1 Number of buses needed based on 200 passengers 2 Bus capacity (Number of passengers for each bus) 3 Cost per bus, based on pickup and drop off (5:00pm; 10:30pm) 4 Cost for ‘shuttle’ bus (to continually shuttle between SeaWorld & Hilton every 40 minutes after the first hour) 5 Are buses handicap accessible? (ADA - Wheelchair elevator on board) (yes/no) 6 What is the currently suggest gratuity for drivers if desired (based on percentage) % 7 Year. Specify the year of the bus modes. 8 Include any additional charges that could be incurred – describe and specify expenses 9 Would a deposit be required? If so, how much?

Sum all charges for Total Estimate Cost $ Please list any additional comments: Contingency Questions Only (Not to be used for quote at this time. Thank you for completing).

a) If available, do you suggest using a mini bus as a shuttle instead of one of the existing charger buses? (yes/no) b) If yes, please indicate why and or savings: c) Are minibuses handicap accessible? (yes/no)

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Phase 2 - Initial Set-up and Communication

AFTER CONTRACT HAS BEEN SIGNED: 1. Contact client: obtain the tour guide names and contact info

Tour guide – person who leads the participants on field trip 2. Call tour guides: request detailed agenda, passenger un-loading & loading location, bus parking area, map

and directions to field trip site. Will they meet the bus at meeting site or field trip site?

8-12 WEEKS BEFORE CONFERENCE: • Make contact with client: receive list of bus captains and volunteers with contact info

Bus captain – Coordinator point of contact on the bus, navigator for the bus driver and the tour guide on-site contact Volunteer – person directing participants to loading area and assists bus captain

• Speak to hotel property: bus boarding location, provide itinerary • Call tour guides: verify itinerary; meet bus at meeting or field trip site?; security concerns? • Email bus captains: send list of responsibilities (SEE SAMPLE) and field trip itinerary • Contact volunteers: send list of responsibilities (SEE SAMPLE) and boarding itinerary

**Note: If changes to field trip, contact bus company & email field trip participants 4-6 WEEKS PRIOR TO CONFERENCE:

• Make contact with tour guides: updates, coolers off load, lunch location, security issues • Contact bus company: field trip passenger numbers; adjust bus # or size; directions to meeting site;

arrival time/location for buses for each field trip; location logistics schedule – food loading & special needs; contact list; send detailed itinerary, map & directions for each field trip location; on-site arrival contact; location for un-loading, parking bus and loading

• Get in touch with the hotel property and/or caterer: numbers and distribution of food & beverage

7-10 DAYS BEFORE CONFERENCE: • Print color-coded participant tickets, signs for buses, & coolers (each field trip assigned a color) • Print bus captain packets: includes itinerary, map, directions, contact list e.g. tour guide, coordinator,

hotel, field trip site contact, etc. - color coded label with name • Email field trip participants: include the boarding location, itinerary, attire, weather, etc. KEY STEP! • Get in touch with bus captains: on-site meeting details • Contact volunteers: on-site meeting details • Make contact with tour guides: provide list of bus captains & their role in the field trip.

2-3 DAYS BEFORE CONFERENCE: • Create passenger manifest: filter database and print report (SEE SAMPLE) • Print copies of the passenger manifest and insert appropriate manifest into the bus captain packets • Keep copies of each manifest: coordinator notebook • Stuff color-coded tickets into namebadge holders • Reconfirm times, dates, and locations with bus company: request bus driver names and cell phone

numbers, if available. • Verify details with hotel property and/or caterer

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Bus Captain Duties: 1 Day Prior to Field Trip (Meet with coordinator to discuss responsibilities):

o Responsibilities: conducting head counts, directions, point of contact for coordinator, tour guide and volunteers, passenger manifest and contact list, food & beverage distribution, trash pickup

o Time and location to report for duty o Review Bus Captain Packet

Field trip itinerary Directions & map List of contact numbers (of each bus driver, bus captain, coordinator, hotel, and field trip site) Passenger manifest Listing of responsibilities; head counts, food & beverage distribution, trash pickup

o Discuss the emergency plan (call 911, then call coordinator or hotel)

Day of Field Trip (1 hour prior to departure):

o Report to coordinator (bring Bus Captain Packet) o Meet the bus driver and volunteers o Conduct head count and passenger manifest (check of names while boarding)

(Have volunteer make one copy of the “checked-off” passenger manifest for the coordinator)

During Field Trip:

o Point of contact for bus driver (assist with directions), tour guide, and coordinator o Distribute food & beverages o Distribute any other materials (bug spray, sunscreen, hand-outs, etc) o Conduct a head count and passenger manifest once passengers re-board (check-off on passenger

manifest) o Assist with trash pickup on the bus

***************************************************************************************************************************************

Volunteer Duties: 1 Day Prior to Field Trip (Meet with coordinator to discuss responsibilities):

o Responsibilities: help bus captain with head counts, food and beverage distribution, trash pickup) o Time and location to report for duty (volunteers will be stationed to help direct participants to the correct

bus)

Day of Field Trip (1 hour prior to departure): o Report to coordinator o Meet the bus driver and the assigned bus captain o Go to assigned station to direct participants o Assist Bus Captain with conducting a head count and make the copy of the “checked-off” passenger

manifest to pass along to the coordinator before bus departure

During Field Trip:

o Assist with the distribution of food & beverages o Assist with the distribution any other materials (bug spray, sunscreen, hand-outs, etc) o Assist Bus Captain with conducting a head count once passengers re-board o Assist with trash pickup on the bus

SSAAMMPPLLEE BBUUSS CCAAPPTTAAIINN && VVOOLLUUNNTTEEEERR DDUUTTIIEESS ((CCHHEECCKK LLIISSTT))

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Forestry Conference Field Trip 1: Agroforestry

June 30, 2004 / 8:30am – 5:00pm

Locations: (Silvopasture Site, Clermont FL and Ernon Camilia Nursery, Plymouth FL) Total Number of Participants: 8

BOARD DEPART FT FIRST LAST GUESTS EMERGENCY NAME EMERGENCY PHONE MEAL Jo Allen Bob Sarah Ellen 111-222-3333 Chicken Brian Deal Miranda Deal 777-444-5555 Vegetarian Tim Carn Dina Sue Clark 333-888-4444 Beef Hilary Jenkins Justin & Bo Jocelyn Jenkins 999-333-9999 Vegetarian

SSAAMMPPLLEE PPAASSSSEENNGGEERR MMAANNIIFFEESSTT

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Phase 3 – The Onsite Logistics 1-DAY PRIOR:

1. Contact Bus Company: Reconfirm and verify bus arrival time and location for boarding passengers. Get bus driver contact information (name and cell phone number)

2. Re-connect with each bus captain: • Distribute bus captain packets (with color coded label with name):

Packets include the responsibilities; itinerary, head counts, directions, point of contact for coordinator, passenger manifest and contact list, food & beverage distribution, trash pickup

• Bus arrival times and location • Go over the passenger manifest procedures • Give list of contact numbers (of each bus driver, bus captain, coordinator, hotel, and field trip site) • Discuss the emergency plan (call 911, then call coordinator or hotel)

3. Re-connect with any volunteers: • Bus arrival times and location • Where each volunteer is to be stationed for directing participants and which bus each volunteer should

travel on • Responsibilities; help bus captain with head counts, food and beverage distribution, trash pickup) • Discuss the emergency plan (call 911, then call coordinator or hotel)

4. Re-connect with tour guides: • Bus arrival times and location • Verify which bus each tour guide will be on • Re-confirm any materials the tour guides may need to be loaded on the bus

5. Re-confirm with the field trip site contact: • Time of arrival, bus unloading area and lunch area

6. Verify with hotel property: • Bus loading and unloading locations and times. Be sure to verify that no other busses or vehicles will be

in the loading and unloading area. • Staff available to load coolers, box lunches, utensils, napkins, trash bags, etc. And later to unload all

coolers and trash bags upon return • Placing of signage (directional signs for bus loading). Use color-coordinated signage to be consistent

with sign on each bus and on participant ticket. • Use color-coordinated labels on coolers

7. Announcement to participants: (SEE SAMPLE) • Oral announcement - general session • Written announcement in flyer included with registration materials or in program agenda • Email announcement sent out to participants ~ 1-2 weeks prior

DAY OF DEPARTURE: BUS ARRIVAL (~30min -1hr prior to departure time) 1. Meet and greet your drivers

• Re-direct the drivers to correct loading zone (if necessary) • Obtain each driver’s name and cell phone number (if you have already received this information from the

bus company, just verify that it is correct) • Introduce drivers to each bus captain • Confirm with bus drivers that the company is tipping them

2. Place color-coordinated signs on each bus. (SEE SAMPLE) 3. Station bus captains, volunteers, and tour guides – reconfirm everyone’s roles 4. Contact your caterer (or the banquet manager) for loading of food on to the buses in the color-coordinated labeled

coolers • Confirm what food goes on which buses and any other supplies and/or materials

5. Once all participants are on the buses and each bus captain has been over the passenger manifest and has conducted a headcount, send the buses on their way.

*Be prepared for any phone calls regarding directions or emergencies, so keep your file of information on hand.

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Use this sample to email participants ~ 1-2 weeks prior to field trip, announce in the general session, and/or print in program agenda

The Forestry Congress: Field Trips

June 30, 2004

** Don’t forget to wear comfortable walking shoes and clothing, and bring a hat and sunglasses! (Sunscreen and bug spray will be provided.)

_____________________________________________________________________

Field Trip 1: Agroforestry Description: This tour will be guided through two examples (Silvopasture Site, Clermont FL and Ernon Camilia Nursery, Plymouth FL) in which agroforestry has been successfully applied by producers as part of their strategy to access niche markets, diversify production, and reduce costs, which is exceedingly critical as farmers struggle to survive amid development pressure from Orlando’s rapidly expanding urban population. Tour stops will look at options to maintain rural landscapes and will include discussions on the role of non-timber forest products, silvopasture, and streamside management zones in the southeastern U.S. *Boxed lunches will be distributed at 2nd tour stop Agenda: 8:30 AM Meet in lobby for morning refreshments, Start to board bus 9:00 AM Depart Hilton hotel 10:15 AM Arrive at Silvopasture Site, Clermont FL 12:15 PM Depart and travel to second stop 1:15 PM Arrive at Ernon Camilia Nursery, Plymouth FL (*Boxed lunches distributed) 3:15 PM Depart and travel to Hilton hotel 5:00 PM Arrive at Hilton hotel ____________________________________________________________________________________________________________

Field Trip 2: Non-Timber Forest Products Description: The field trip will visit a forest farming (lucrative fern production) area northeast of Orlando and travel back through the Ocala National Forest to see how collection permits for 'crooked wood' and other special forest products (NTFPs) fit in timber and public land management plan. *Boxed lunches will be distributed at 2nd tour stop Agenda: 8:30 AM Meet in lobby for morning refreshments, Start to board bus 9:00 AM Depart Hilton hotel 10:30 AM Arrive at Forest farm, Deland FL 12:00 PM Depart and travel to second stop 1:00 PM Arrive at Ocala National Forest, Ocala FL (*Boxed lunches distributed) 3:00 PM Depart and travel to Hilton hotel 5:00 PM Arrive at Hilton hotel

SSAAMMPPLLEE AANNNNOOUUNNCCEEMMEENNTT TTOO PPAARRTTIICCIIPPAANNTTSS

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**Print each sign in a different color to correspond to participant tickets and any other signage

Field Trip 1:

Agroforestry

Field Trip 2:

Non-Timber Forest

Products

SSAAMMPPLLEE BBUUSS SSIIGGNNAAGGEE

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Phase 4 – Local RTS Regional Transit System -- Gainesville, Alachua County Bus Compound Address: 100 SE 10th Avenue Local Bus Information Center: 104 SE 1st Avenue -- (352) 334-2600 Important Planning Facts: • The client must be a UF Department--RTS does not work with non-UF groups. • RTS receives federal funding and therefore is not allowed to compete with "local bus companies". Since

RTS has a partnership with UF, they can work with us as long as the other bus vendors listed in a Request For Proposal (RFP) are located in another county.

• RTS will transport passengers round-trip to an event up to 50 miles away from the Gainesville vicinity. • RTS busses cost $60.90/per hour, per bus with a 2-hour minimum required Six Months before event:

-Once you have an itinerary/schedule developed, call Gerald Fleming (Supervisor for Special Service) at RTS - 352-334-3684 and request a Request for Special Service Form.

-Fill out form, add your field trip schedule and a map of field trip location for RTS and fax back to Gerald- (SEE SAMPLE)

-Request a written quote be sent to you (SEE SAMPLE)

-Contact Gerald about two weeks after you fax the documents to discuss the form and any special needs concerns

One week before event:

- Contact Gerald Fleming to get the names and cell phone numbers of the bus drivers AND the phone number to the bus compound. - Contact hotel CSM or meeting location Event Coordinator to determine where the busses are to park for loading and unloading passengers

The day before:

-Call Gerald to reconfirm all bussing details and to get his cell phone number and make arrangements for him to call you personally when the busses arrive. -Have staff/volunteers present to meet the busses onsite

30 days after event:

-RTS Invoices the planner within thirty days after the event. If invoice has not been received after 30 days, contact Gerald Fleming.

Other Florida Charter Bus Companies – see resource list

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SSAAMMPPLLEE RREEQQUUEESSTT FFOORR SSPPEECCIIAALL SSEERRVVIICCEE FFOORRMM

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RTS SCHEDULE Date: Tuesday, October 25, 2005 Times: 1:00pm-1:45pm; 4:30pm-5:30pm Number of people: 400 (5 Buses - 43 passengers per bus) Depart: UF - J. Wayne Reitz Union - Museum Road Arrive: UF Butterfly House & Museum - Hull Road Travel Time: Approx 10 minutes Description: From 1:00pm-1:45pm: 5 Buses to shuttle 1/2 of group to UF Butterfly

House & Museum and return to shuttle 2nd half of group [Do not send 10 buses at one time] [MENTION THE MG CONFERENCE IN 2003]

From 4:30pm-5:30pm: 5 Buses to shuttle 1/2 of participants back to the J. Wayne Reitz Union (return to shuttle second ½ of group)

PER WRITTEN AND VERBAL QUOTE FROM GERALD FLEMING: Afternoon Shuttle Costs: (INCLUDES 1/2 HOUR BEFORE ARRIVAL TIME AND 1/2 HOUR AFTER EVENT) 2 HOURS @ $60.90 PER HOUR PER BUS. SEATING 43: 5 BUSES = $609 Afternoon Shuttle Costs: (INCLUDES 1/2 HOUR BEFORE ARRIVAL TIME AND 1/2 HOUR AFTER EVENT) 2 HOURS @ $60.90 PER HOUR PER BUS. SEATING 43: 5 BUSES = $609. RTS CHARGES A MINIMUM OF TWO-HOUR DURATION. TOTAL $1,218.00

SSAAMMPPLLEE FFIIEELLDD TTRRIIPP SSCCHHEEDDUULLEE

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SSAAMMPPLLEE MMAAPP FFOORR RRTTSS SSEERRVVIICCEE

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SSAAMMPPLLEE RRTTSS QQUUOOTTEE

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FLORIDA BUSES, MOTOR COACHES, & SHUTTLES A Florida Tour & Bus Service* Gainesville Based P.O. Box 5926 Gainesville, FL 32627 Phone: 352-335-6700 Fax: 352-335-0579 Email: afltour@yahoo.com URL: http://www.afloridatour.net/ We are a locally owned and operated charter service. Our company provides personal tours, tours for other tour agencies, & bus charters. We use the latest model coaches and professional, courteous drivers, all at competitive prices.

A J Transportation James Gauntlett 6509 Gamble Drive Orlando, FL 32818- Phone: 407-435-3613 Fax: 407-297-4127 Email: nikigauntlett@aol.com URL: www.aj-transportation.com A J Transportation provides a reliable and courteous service throughout central Florida because our customers come first. Annett Bus Tours Suzanne Boggs 130 Madrid Drive Sebring, Florida 33870 Phone: 941-655-5547 Fax: (941) 655-6207 Email: charter@annettbuslines.com URL: http://www.geocities.com/CapeCanaveral/1020/annett/ We have motor coaches and reservation offices located throughout Florida and South Georgia so we can give you more personalized and cost-effective service. We specialize in organized tours & group transportation at an affordable price.

Atlantis Limousine & Transportation, Inc. Kerry Meltcher 7512 Dr. Phillips Boulevard Orlando, FL 32819- Phone: 407-855-8983 Fax: 407-816-1234 Email: info@atlantislimo.com URL: www.atlantislimo.com For the individual traveler or large corporate events, we provide world-class transportation and management services to Orlando and Central Florida. Live, Love Life and enjoy the ride!

Atlas Motor Coaches John Perez 1477 West Gore Street Orlando, FL 32805-3713 Phone: 407-540-1006 Fax: 407-540-1098 Email: john@atlasmc.com URL: www.atlasmc.com Deluxe motor coach transportation company, servicing Central Florida and entire U.S. Specializes in corporate, association and convention shuttles, as well as school and youth group transportation.

Basik Shuttle Beth Christie 1814 North Acadian Drive Deltona, FL 32725 Phone: 407-249-1177 Fax: 407-249-7751 Email: bchristie@basikshuttle.com URL: www.basikshuttle.com Providing door-to-door service throughout Central Florida. Serving homes, attractions, hotels & the ports. Never a shared ride. BTM Charters Miami 8245 NW 93rd. St. Miami, Fl 33166 Phone: 305-805-5754 Fax: 305-805-5676 Email: maimi@btmtravel.com URL: http://www.btmtravel.com/Miami/Default.htm Special attention to group tours in the Miami area and other Florida destinations. Multilingual guides on request. Convention Planning Services, Inc. Mike Day 2453 Orlando Central Parkway Orlando, FL 32809-5619 Phone: 407-851-5122 Fax: 407-851-8313 Email: mday@cpsorlando.com URL: www.cpsorlando.com A full-service destination management and professional transportation company. Services include themed events, guest tours, spouse programs, hospitality staffing services, and off-site dinner and attraction events.

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Convention Store, Inc., The Laurie Perera 2981 Solomons Island Road Edgewater, MD 21037- Phone: 410-959-0001 Fax: 410-959-6592 Email: lperera@theconventionstore.com URL: www.theconventionstore.com National transportation company specializing in the design and management of full service citywide shuttle systems for conventions, tradeshows, sporting, political and special events. Offer shuttle bus sponsor programs to help defray costs.

Escot Bus Lines Debbie Skaggs 6890 142nd Ave Largo, FL 33771 Phone: 727-545-2088 Fax: 727-536-7848 EMail: debbie@escotbuslines.com URL: http://www.escotbuslines.com We feature fully equipped Luxury Motor Coaches and Mini-Buses! Express Transportation, Inc. C.W. Newman 9572 Sidney Hayes Road Orlando, FL 32824 Phone: 407-351-8868 Fax: 407-351-4882 EMail: cw@expresstransportation.com URL: www.expresstransportation.com Express Transportation has 10 years of practice in making our customers happy. We take pride, not only in our late model European style motor coaches and professional drivers, but the relationships that we have maintained over time, let us start a new relationship with you.

E-Z Bus, Inc. Jose Velez 1150 Jetport Drive Orlando, FL 32809 Phone: 407-857-1007 Fax: 407-857-0126 EMail: tenorjvelez@msn.com URL: www.ezbusinc.com Ground transportation specialists providing superb service. We offer local & national shuttles, charters, & city wides. Gatortrax Adventure Tours, Inc Buddy Novak 71 N.E. 97th Street Miami, FL 33138 Phone: 305-756-1000 Fax: 305-756-0001 Email: gatortrx@netrox.net URL: http://www.gatortrax.com/buddy.php Gatortrax Adventure Tours/Motor coach Division has owned and operated luxury Van and motor coaches since 1992. Good Time Tours - Luxury Motor Coach Tours and Charters Glenn Hill 455 Corday Street Pensacola, Florida 32503 Phone: 850-476-0046 Fax: 850-476-7637 Email: glenhillflorida@aol.com URL: http://www.goodtimetours.com/ A family owned business since 1985, Good Time Tours travels the Continental U.S. and Canada through its chartering service with schools, churches, organizations, and individuals. Some buses are video and restroom equipped. Gray Line-First Priority of Tampa 12301 40th St N Clearwater, FL 33762 Phone: 727-592-0377 Fax: Email: URL: www.king-transport.com Motor Coaches, Mini Buses, Local & Long Distance Charters, Handicap Vehicles Lake Limo Bob Lane 321 Southridge Industrial Dr. Tavares, Florida 32778 Phone: 352-378-8975 ext. 21 Fax: 352-742-9799 EMail: lakelimotours@atlantic.net URL: http://www.lakelimo.net/index.html Lake Limo uses luxurious MCI 47 Passenger Coaches with A/C, TV, VCR and PA systems reclining seats and restrooms. Available for IN or OUT of state charter

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Lynx Joe Saviak 445 West Amelia Street Orlando, FL 32801 Phone: 407-841-2279 Fax: 407-245-0322 EMail: jsaviak@golynx.com URL: www.golynx.com Public bus service throughout Orange, Seminole and Osceola Counties as well as commuter service that includes car pool matching, van pools and door-to-door transportation for disabled and senior citizens. Mears Transportation Group Bret Voisin 324 West Gore Street Orlando, FL 32806 Phone: 407-839-1570 Fax: 407-841-6851 EMail: bvoisin@mearstransportation.com URL: www.mearstransportation.com Full-service ground service transportation provider. Taxi and shuttle service available to all area hotels and attractions from baggage claim level of Orlando International Airport.

Meeting Movers, Inc. Nora Miles 2120 Howard Drive Orlando, FL 32814 Phone: 407-644-1601 Fax: 407-644-2425 EMail: nmiles@meetingmovers.com URL: www.meetingmovers.com Providing premier transportation management services to both the association and corporate/incentive markets. Regardless of group size, we provide shuttle systems, special event transfers and airport transfers.

Mr. Charter* - Gainesville based Ken Wilson 805 NW 13TH ST Gainesville, FL 32601 Phone: 352-375-1866 Fax: 352-375-9994 EMail: kwilson01@hotmail.com URL: http://www.premierparties.com/charterBus.html With more than eight years experience in providing quality coaches to organizations from all over North Central Florida, we work hard to understand & strive to exceed your expectations.

Parnell Worldwide, Inc. 450 N.E. 91 Street Miami Shores, FL 33138 Phone: 305-759-0044 Fax: 305-675-3837 EMail: info@aplustransportation.com URL: http://www.buscharter.net/ As a charter bus company, Parnell Worldwide, Inc. has been serving the Miami & Fort Lauderdale metropolitan area since August 1994. We take pride in our well maintained fleet of clean, comfortable vans, minibuses, & motor coaches.

Pegasus Transportation Claudia Menezes 9800 Recycle Center Road Orlando, FL 32824 Phone: 407-812-8812 Fax: 407-812-8813 EMail: claudia@pegasusbus.com URL: www.pegasusbus.com Transportation company-with brand new fleet of European buses, 14-passenger vans, mini bus and town cars. With multi-lingual staff. Providing round-trip to airport, parks, charters and all transportation needs 24 hours a day.

Production Transport, Inc. Vicki Mitchell 1891 The Oaks Boulevard Kissimmee, FL 34746 Phone: 407-931-3030 Fax: 407-931-3013 Email: vmitchell@prodtrans.com URL: www.productiontransport.com Full-service, citywide shuttle bus programs for trade shows, conventions, and events in all convention destinations. Shuttle systems, ground operations, transportation consultants. Advertising/sponsorship programs.

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Quality Coach Tampa Bay 11970 Automobile Blvd. Clearwater, FL 33755 Phone: 727-561-9766 Fax: Email:

Showtime Limousine & Transportation Kim Krebsbach Post Office Box 2483 Winter Park, FL 32790-2483 Phone: 407-699-6060 Fax: 407-699-9497 Email: showlimo@aol.com URL: www.showtimelimo.com Serving corporate, VIP and specialty customers since 1987, we provide quality ground transportation services throughout Central Florida. Offering luxury sedans and limousines to multi-passenger vehicles.

Space Tours Maurice Vargas 5381 Watervista Drive Orlando, FL 32821 Phone: 407-903-9996 Fax: 407-363-1440 Email: SPACETOURS@GBRonline.com URL: www.spacetoursbus.com Motorcoaches & Mini-Buses for charters, shuttles & tours. Meet & Greet. Airport, dinner & attraction transfers.

Transportation Management Services (TMS) Carol Betz 7777 Leesburg Pike Falls Church, VA 22043 Phone: 703-821-8001 Fax: 703-821-8007 Email: cbetz@tms-llc.com URL: www.tms-llc.com TMS is your nationwide leader in shuttle operations for conventions, corporate meetings and special events. TMS travels with clients to all convention cities throughout North America and Europe. USA Bus Charter Phone: 1-800-979-4498 Fax: 888-467-4214 Email: sales@usabuscharter.com URL: http://www.usabuscharter.com We have hundreds of buses available all throughout the sunshine State for your transportation needs. Call us for some of the best prices, service and buses in this area.