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Firey Trails

Has Hosted All These Event Types Below

 

 

 

Coordinator / Contact Person

 Event Questionnaire

If you (as the contact person or coordinator) have been sent a link to this page or asked to go to the Checklist Page, this must mean that your group will be visiting Firey Trails sometime in the next few days.  Please review the Reminders Page which reviews last minute details we'd like you and your group to know.  In addition to this, please fill in the blanks below and submit at least 2 days prior to your event to give us the information we need.  If you have any other questions or comments please call or email us at info@fireytrails.com.

In the email we just sent you carrying this link, we listed your day/date and scheduled time frame (please confirm this information below).  Since we are now at "Event Time", we also ask you to project a final number of people that will be coming to your event.  As stated below, we base the rate and prepare based on this projected number (please review our Rates pages).  Once you submit the answers to this checklist, we will either email to you a PDF invoice and statement showing the balance (less the deposit paid) before you come to the event OR if time did not allow this, we will present an invoice and statement during your event*.  In either case the full balance of your event (less deposit) must be paid on Event Day before your group leaves our grounds.  *An invoice may not be emailed in time depending on how late information was submitted to us  -  or the busyness at our end with current groups.

As the contact person, please request of those from your group that no one come out too much earlier than the scheduled starting time.  Because of our otherwise very busy schedule, we are many times prepping right up until the time we are scheduled to receive your group.  The exception to this would be for the purpose of someone needing to decorate for a birthday party, etc.  Thank you for your cooperation.  (This rarely is a problem, but thought we'd mention it.)

Please fill out and submit as soon as you have decided on your answers below.  In the bottom box, you can also ask any last minute questions not covered in the questionnaire and we will reply promptly.  We'd like to receive this form at least a couple of days before your event.  For those spaces that do not apply to your group, please skip and leave blank.  Thank you.

Before we get started, how did you come to learn about Firey Trails?  Internet Search Engine        Word of Mouth   Repeat Group

If you used an internet search engine, what search word did you use?                                                    Hayrides          Birthday Parties   Other (describe)

Could you navigate our website easily and was it informative enough?

Thanks for the information,  now please tell us about yourself:

Your Group Name

Please confirm the date/day and 3 Hour Time frame we listed in the link email.  Is this correct?            YES   NO  (If "NO" was checked, what time frame do you show?   (Please request that those coming from your group not arrive too much earlier than the starting time arranged.)  

Final Number of people you are currently projecting for your event      (We prepare for and base the rate on this projected number.  Preparation includes lighting the grounds, cleaning the correct number of prongs, prepping the restrooms, configuring and cleaning covered tables and chairs, parking, providing peanuts in the shell, etc.)  If there is time after you submit your information, we may email you an invoice and statement upon receipt of this information.  In any case, full payment balance is due at the conclusion of your event before your group leaves.

Will your group be using the bonfire to roast wieners and smors?   YES     NO

Will your group be using the gas grill we provide in addition to the bonfire?  YES  NO

How many of the following are you bringing:       Number of Water Heaters?  

                                                        Number of Crock Pots or Cookers?  

                                                        Describe any other electrical need  

We offer a bucket of complimentary peanuts in the shell around the fire.  Do you want these?  (We know that some people have allergy concerns.  Please let us know if peanuts could cause a problem.)           You want the peanuts     NO-Please exclude peanuts

We can arrange amplification for your MP3 player or iPod?  Will this be needed?YES     NO  (IMPORTANT  -  Only Music rated "E" for Everyone allowed to be played, please.  This has been stipulated briefly in the past but not taken too seriously by a group or two.  We reserve the right to prohibit amplification of any explicit music in nature or rating on our private property (music containing offensive or profane language & sexually graphic or otherwise inappropriate material - not suitable for all ages.)  We market ourselves as a family friendly enterprise & environment and prefer that this important issue be dealt with BEFORE a group chooses to schedule with us rather than it be a possible conflict later while an event is going on. Also we do not mind at all setting up amplification for you, but please be realistic as to whether music will played or not before requesting.)

We can offer a one mic PA system for announcements at no charge.  Will a PA be needed?  (We will not set this up unless arranged beforehand.)    YES  NO   (Same rule applies as the iPod above, we are glad to set it up, but please be realistic as to its use.  Instead of a PA to assemble your group at any time, we request that the old fashioned dinner bell be used.  However, you may need a sound system for other purposes.)

Is anyone coming early to decorate for your party or to set us for your event?  YES  NO

What time would you like to come to prepare for your event?  (You may come out an hour early to set up or decorate for your event while we are onsite preparing for your event.)

What would best describe the Adult/Child Mix of your group?  Adults Only  Teens with Adult Chaperones  Families with Adult/Kids & Teens mixed.  (We like to know especially if there will be small children that would enjoy hand feeding the ducks and goats.  If we know that kids are coming, we hold off feeding the animals until your group arrives.)

Is your group coming by cars or bus?  Cars    Bus  (We will plan a turn around and parking space for a bus if we know one is coming.  We will be on hand to coordinate with the bus driver and the first car of your group to outline how we would like you to park.)

Have we forgotten to mention anything?  You can give us a general outline of the order of your event (feed animals, eat, hayrides, group photo, smors, etc.) IF you are planning it in an organized fashion....this is all up to you and your group.  You can also just play things by ear within the 3 hour time frame.  We will coordinate with you also to see what you have in mind when you get here.  Please enter any additional questions or comments below

 and we will reply promptly.

Confirmation and Checklist Information is being submitted by (name): 

Email Address of Person submitting information: (In case we do not have your contact information - if different from SCHEDULER.)

Please tell us who to submit email invoice & statement to:  Name:  

                                                                                 Email:  

Full payment is due upon your Event Conclusion before your group leaves whether an early invoice has been emailed or not.  We will have an invoice and statement copy available at your event.  Thank you. 

   

     

Please submit at least 2-3 days before your upcoming event.  We will reply promptly on any questions in the above box. Thank you.

 

Event Coordinator  -  PLEASE READ & ADVISE YOUR GROUP OF THE ROUTE INFORMATION BELOW

Since the issue below still comes up on a regular basis (to our continued frustration), we have added extra text for extra emphasis.

Please read our "Wordy" but "Worthy" Advice on the Best & Simplest Route

We would like to doubly emphasize that we encourage you taking the fully paved 41st Street route (a main cross street in the area and a straight and smooth lined highway) from south Sand Springs (aka Prattville  -  You will see a Quik Trip on the southwest corner of 41st & Hwy 97  -  We are 8.8 miles - 6.2 west, 1.9 miles south and then slightly over a half mile east - of the QT location - only 2 Left Turns from the 41st Street route to the Right Turn In of our Firey Trails driveway).

If traveling from the Creek or Turner Turnpikes at Sapulpa, you will be tempted to take the 71st Street short-cut that you will come to first (according to what all the gadgets will say) but it will be worth your while to pass it up and go on north 3 miles to the better 41st route at South Sand Springs instead and then head west toward Firey Trails.

We have a lesser "Back Roads" route mapped out  just because some computer based mapping sites and GPS navigational programs will compute that this is the best route and tell you to go this way-especially if coming from the Creek/Turner Turnpike in Sapulpa.   The back roads route is slightly shorter only by two or three minutes, but this definitely does not make it the best route overall. Time and time again, no matter how much we go overboard in informing on the website, unsuspecting visitors end up going the more difficult way and 10 times out of 10, they tell us they haven't been on our website to be adequately educated and warned about the vast difference in routes.  Google Maps, GPS and Mapquest does not take everything into account when computing what they show is the best route to take.  Let's just say, all these technological devices are full of high tech information but don't input any common sense into the equation when computing their directions.

What the high tech devices will not compute is first of all, 71st Street is absolutely nothing like 41st Street.  Of course, the locals know this but to out-of-towners reading a map (or MapQuest for that matter), one street is just like another.  Although 71st has a blacktop surface, it is a lesser and narrower unlined "side street type" country road with some potholes and the westward bound street finally turns into an even lesser meandering dirt road at 177th - .  (Whereas 41st is a main road in the area and main cross street with traffic signals and is a lined highway going west and east through Sand Springs.)  Sometimes MapQuest says to take the 71st route and then other complicated twist and turns (to avoid taking the dirt road up ahead.)  But if you do not turn off, 71st Street turns into a 2.3 mile stretch of an late 1800's ancient, narrow and winding dirt and gravel road (177th) that winds along Rock Creek and will make any out-of-towner feel they've started their Firey Trails adventure before they ever arrive (especially after dark).  (There is "no charge" for this unintentional part of the FT experience, by the way.)  Also if you have a nice car, you probably don't want little bits of road gravel flying up against your nice paint job.  Also, the dirt portion of the road is only slightly wider than a bus in places, so we definitely do not encourage any larger vehicle coming this way (plus the turn in cannot be made this way with a larger vehicle.)  We have a couple lesser Firey Trails signs on the back roads and the cross streets are marked with small street signs (most of the time-including the small 71st Street sign on Highway 97) but these street signs can be very challenging to see after dark.   We cannot stress enough that you'll be much more confident of your route if you choose what we call the "High Road" which is the well marked, fully paved and lined, 41st Street highway route -  which include three large metal reflective Firey Trails signs for the final 3.5 miles.  These large reflective signs begin at the 41st Street/Coyote Trail fork just slightly west of the large Discoveryland billboard on the north side of 41st a little over 5 miles from the 41st Street/Highway 97 (Quik Trip) Junction in south Sand Springs.  They show direction arrows and remaining mileage to Firey Trails.

Say  -  When you get here , ask us what we REALLY think - about the route we think you ought to take - if you can't figure it out by now!  (Ha Ha)           Hopefully, we've convinced you. 

 

 

 

 

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Last Updated: 11/15/2011 01:43 PM

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