2006 groups – changes to activities and excursion programming

Dear Party Leaders

At the Chateau de la Baudonniere we are delighted to be able to provide programmes that reflect the aspirations and abilities of the individual schools and have prided ourselves on this service.  However, we are keen to change the process of how we construct and agree programmes with each school as the existing system is causing increasing difficulties.

We have reviewed and propose to adapt the way on site programming is dealt with to end the last minute changes which have occurred most weeks during the season – a change to one schools programme means that all of the other schools programmes need to be changed AND we need to change the staffing timetables too … this ‘snowball effect’ essentially means that one school changing one aspect of their programme means rewriting 3 school programmes and 3 staff programmes too – 6 programme rewrites!! Currently, these programmes have to be re-written 3 – 4 times per week.

Underlying this procedural change is our desire to have a management team who are able to dedicate their skills to dealing with creating an overwhelmingly successful trip to the château, rather than be tied up in re-writing programmes – and as you can see from the example given above, the management team have not been able to concentrate fully on their more broad roles and responsibilities

The Guillotine – a new way forward !!

We are keen to retain all of our party leader’s creative influence over their timetable, and our new system will maintain this attention, but at a much earlier stage.

We are introducing a timetabling guillotine (a nice French word!) that means we will create a timetable outline for you based on your preferences or previous successful trips to our Château, and once it have been sent to you at school, it has to be agreed at least 2 weeks (preferably) prior to departure.

We will send the timetable outline in the following format – please note that it will NOT be put on to a timetable grid at the earliest outline stage as changes may well occur from your discussions with us – once the ‘Guillotine’ has passed, we will then solidify the timetable in to the familiar grid format when we are confident that there will be no more changes! We can then timetable our staff – and voila! - A full set of perfect timetables that everyone is happy with!  

New Activities Selection Process

During a normal duration stay at the Chateau (Sunday to Saturday) you will have 1 full day excursions and 7 half days activities on site, as well as an evening programme. Variations from this pattern should be discussed with the Chateau team and may incur additional costs

From now on, groups will be allocated activities selected from the following lists, with each list represented as shown below which will give all schools the chance to participate in the at least 2 of the most popular ones (list A)  

Once you have received this outline, which will be in the format shown below, you will have 2 weeks to let us know of any changes – the ‘Guillotine Date’ will be clearly marked. After this date has passed, whether we have heard form you or not, we will formalise the timetables for the week and set this in stone …

So, please look carefully at your timetable outlines when  they arrive, and please let us know at your earliest opportunity if there are any changes that you would like to make and we will do all we can to accommodate your requests!  (Please see the sample below)

Yours with best wishes,

The Château Management Team

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SAMPLE TIMETABLE OUTLINE

May School, Brighton

Arrive Chateau 2^nd July 2006  -  Depart 8^th July 2006

I am delighted to advise you of the following timetable outline for your trip to Chateau de la Baudonniere – please can you review it carefully and let me know of any changes  that you would like to make by telephone, fax or email. Please note that the Guillotine Date for this timetable outline is Friday 16^th June 2006 (2 weeks prior to your arrival at the Château) and we will not be able to make any changes after that date. May I also remind you that we require the following forms to be completed and returned to us by the same date – they are all available on the website: Dietary/medical form, Fire/dorm list, Contact Information, Ferry List

Full Day Excursion; Tuesday 4^th July

Morning            Market at Villedieu

Afternoon            Mont St Michel

The Guillotine Date for this programme is; Friday 16^th June and if we haven’t agreed changes and finalised your programme by the end of that day, your programme will proceed as outlined above. I will then send you the familiar grid with all of the activity groups and timings shown: please note that no changes will be possible after your Guillotine date .

I hope that you are happy with the programme that I have outlined for you above which is based on my understanding of your needs and but if you would like to change anything please contact me quickly and in any case before the Guillotine Date above.

Yours with very best wishes

Bene Lechatellier
Chateau de la Baudonniere

t: 00 33 233 604 695             f: 00 33 233 605 023       e: bene@the-chateau.com