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Annville‐Cleona High School Major Music Department Trip 2013

To: Annville‐Cleona High School Chorus/Band Students and Parents From: Todd Narehood, Sarah Strouse ‐ High School Music Directors Re: Music Department Trip 2013

Every third year the Annville‐Cleona Music Department, in conjunction with the Annville‐Cleona Music Boosters, organizes an extended departmental performance trip to the Disney Parks on Orlando, . The department will be sending audition tapes to Disney World for their consideration in accepting us for a number of performances. Hopefully, we will be accepted for a concert with Concert Band and Concert Choir participation in the 2013 Christmas Candlelight Processional.

The trip will be open to all students in grades 9‐12 (2013‐14 academic year) that are registered in chorus or band. It will also be open to the eighth grade students that are invited to be in marching band next year. Family members of all students that qualify for the trip are also invited and encouraged to participate in the trip. To be eligible for the trip, students must have been a member of one of the high school ensembles during the 2012‐2013 school year. Ninth graders in 2013‐14 are of course the exception to this rule. All adult family members that go will be expected to help with chaperoning duties. The last time we went, we had quite a few parents go that helped chaperone the students. We hope our response will be as enthusiastic this time. As this is a major trip involving several over night stays in a hotel, all parents attending the trip must have appropriate clearances and be school board approved, per school board policy. Please see the attached list of required clearances and more information. The Annville‐Cleona Music Boosters will assist with the cost of these clearances. If enough parents do not attend the trip, the trip will not be possible.

The trip is scheduled to occur November 30 ‐ December 4, 2013. We have requested quotes from five travel agencies. The following represents our best price and accommodations and a tentative itinerary provided by World Class Vacations which will be updated as Disney finalizes our concert schedules. The A‐C Music Boosters will be donating $100 toward the trip to each participating student as well as provide four fundraising opportunity to help defray the cost of the trip for our students.

Annville-Cleona Music Department Trip World, Orlando, Florida November 30-December 4, 2013

Tentative Itinerary - Four (4) nights / Five (5) days

Day 1 – November 30, 2013

Transfer via Perkiomen charter buses to /Washington International Airport or International Airport Southwest Airlines Charter flight with an early departure Arrive in Orlando approximately 9:00AM, collect luggage/equipment Transfer to Disney’s Blizzard Beach ‐ admission included Lunch in Park (meal coupon provided) Transfer to Disney’s Port Orleans Riverside Resort for check‐in Transfer to for shopping and DisneyQuest Interactive Theme Park (admission included) Group dinner in Downtown Disney at Planet Hollywood restaurant Transfer to hotel Overnight at hotel ‐ bed check, lights out. Security guards on duty 11PM‐6AM to ensure safety.

Day 2 – December 1, 2013

Dining Card ($8) for Breakfast at hotel food court ‐ included Transfer to Disney’s Hollywood Studios ‐ admission included Lunch in park (meal coupon provided) Transfers for Band and Chorus Workshops with Disney Youth Performance Program Dinner in park (meal coupon provided) Attend “Disney’s Fantasmic” Performance Transfer to Disney Resort for overnight Overnight at hotel ‐ bed check, lights out. Security guards on duty 11PM‐6AM to ensure safety.

Day 3 – December 2, 2013

Dining Card ($8) for Breakfast at hotel food court ‐ included Transfer to Disney’s Center ‐ admission included Lunch in park (meal coupon provided) Early evening choir performances in Disney’s Candlelight Processional. Dinner in park (meal coupon provided) Attend Illuminations Laser and Fireworks display Transfer to Disney Resort for overnight Overnight at hotel ‐ bed check, lights out. Security guards on duty 11PM‐6AM to ensure safety.

Day 4 – December 3, 2013

Dining Card ($8) for Breakfast at hotel food court – included AM Transfer to Downtown Disney for Band Performance Morning Concert Band Performance in the Downtown Disney Waterfront Stage Transfer to Disney’s ‐ admission included Lunch in park (meal coupon provided) Dinner in park (meal coupon provided) Transfer to Disney Resort for overnight Overnight at hotel ‐ bed check, lights out. Security guards on duty 11PM‐6AM to ensure safety.

Day 5 – December 4, 2013

Dining Card ($8) for Breakfast at hotel food court Transfer to Disney’s Animal Kingdom ‐ admission included Lunch in Park (meal coupon provided) Early Dinner in Park (meal coupon provided) Charter transfer to Orlando International Airport/Check in for flight home Evening flight back to BWI Return via Perkiomen charter bus to AC

This letter and your response serves as a definite commitment to the trip. Price for the trip is listed below and is based on the number of people per room. With the hotel arrangement that we have with Disney Port Orleans Resorts, the age of a child sharing a room with a parent does not change the price of the trip per person. This is typical when a special price has been negotiated for large groups.

Please note all of the inclusions and the various prices for room categories (per person) and the cancellation schedule listed. A $175.00 per person non‐refundable deposit is required of all participants by February 15, 2013. It will be assumed that if the deposit is not made by the end of the day on February 15, the student and/or parents are not going on the trip and a plane seat will not be secured. Fund‐raising money cannot be used toward this deposit. Fund‐raising money will be deducted from future payments as it is earned by each individual participant.

**If enough students do not sign up for the trip to maintain balanced groups for the performances, the trip will not be possible.** This decision will be made after the deposit due date, and should the trip be canceled for this reason, all deposit monies would be returned.

All checks and money orders for payments for this trip should be made payable to the Annville‐Cleona Music Boosters. All payments should be handed directly to Mr. Narehood or Miss Strouse!

DISNEY TRIP INCLUSIONS

Chartered Air on Southwest Airlines (This is a fine airline with updated equipment and an excellent safety record. We have used them in earlier trips and have been very satisfied with their service.)

Perkiomen Charter Bus transportation to/from Baltimore or Philadelphia Airport Round Trip Charter Air on Southwest Airlines (no baggage fees, limitations apply) Participation in Disney’s Performing Arts Program: Five (5) Day Disney Premium Park Pass including Water Park and DisneyQuest Disney Performing Arts Workshops for Band and Chorus Choir Performances in Disney’s Candlelight Processional Band Performance on the Waterfront Stage in Downtown Disney Four (4) nights Hotel Accommodations at Disney’s Port Orleans Riverside Resort Mears Charter Bus transportation in Orlando Disney Transportation provided where applicable Four (4) $8.00 Disney Dinner Dining Cards for Breakfasts Five (5) Disney Meal Coupons for Lunches Four (4) Disney Meal Coupons for Dinners Group Dinner at Planet Hollywood Restaurant in Downtown Disney Security guards for group 11PM‐6AM each night. Printed hourly itineraries for each participant and their families Baggage tags for luggage and equipment

Price per person for participation students (prices reflect a $100 credit provided by A‐C Music Boosters to each performing student in the band and/or chorus): Quad Occupancy $1079.00* Double Occupancy $1244.00* Triple Occupancy $1134.00* Single Occupancy $1569.00*

*Unless with a parent and/or family, all students will be housed in quad occupancy.

Price per person for parents/family members of participating students: Quad Occupancy $1179.00 Double Occupancy $1344.00 Triple Occupancy $1234.00 Single Occupancy $1669.00

On the form attached, please indicate your intention regarding the trip for next year. If families will be joining us, please list names of all participants. We need this information to make airline and hotel reservations. Please return this form with the $175 deposit per person by February 15, 2013.

PAYMENT SCHEDULE

A $175.00 (two‐hundred dollar) non‐refundable deposit must be made for each participant by February 15, 2013. This amount will be used to make our first airline deposit and will not be refundable. Fund‐raiser monies cannot be used toward this deposit.

The second payment of $200 .00 will be due on March 15, 2013. Fund‐raising monies earned from the January brochure fundraiser will be applied to this payment.

The third payment of $200.00 will be due April 30, 2013. Fund‐raising monies earned from the Spring apple dumpling sale will be applied to this payment.

The fourth payment of $175.00 will be due May 31, 2013. Fundraising monies earned from the Memorial Day Chicken BBQ ($1 per meal sold) will be applied to this payment.

The fifth payment of $150.00 will be due August 30, 2013.

The final payment (balance) will be due September 20, 2013. Any additional fund‐raising monies will be applied to this final payment (August fundraiser TBD).

*Individual trip cancelation penalties after March 30, 2013 will apply.

Annville‐Cleona High School Music Department 2013 Disney Trip Commitment Slip

RETURN BY

February 15, 2013 REGARDLESS OF YOUR DECISION

Student Name______(exact spelling for airline)

Family members attending ______, ______,

______, ______

We have read the material above and understand the terms for the trip. It is understood that the $175.00 deposit payable to A‐C Music Boosters must be paid by each participant by February 15, 2013 and will be used to make guaranteed deposits for reservations, particularly airline and housing reservations, and that this amount is non‐refundable for any reason. If it is determined that there are not enough students and parents signed up to make the trip possible, deposit money will be returned.

Student Signature______

Parent Signature______

Parent E‐mail Address ______

Date ______

______I will not be participating in the trip. Parent/Family Member Chaperone Clearance Requirements

As per school board policy, any adult acting as a chaperone on extended trips must have the appropriate clearances and be school board approved. The necessary clearances are listed below (per the Annville‐Cleona School District website):

______Act 34 Criminal Background Check Cost: $10.00 Available at https://epatch.state.pa.us

______Act 114 Federal Criminal History Background Check Cost: $33.00 Available at https://www.pa.cogentid.com/index_pdeNew.htm (choose “Register Online” option)

______Act 151 Child Abuse Background Check Cost: $10.00 Available at https://www.dpw.state.pa.us (choose Form on right side of page)

______TB Test – obtain from personal physician

As parents and adult family members willing to attend the music department trip are already paying for the trip cost, the A‐C Music Boosters has agreed to reimburse those individuals the amount of $50.00 toward the cost of the above clearances. Music Boosters will reimburse the entire cost of the clearances if the individual also volunteers to assist with one day of Music in the Parks, beginning May 3, 2013 and running through the first week of June. More Music in the Parks information will follow.

**Clearances should be obtained by September 1, 2013 in order for individuals to be school board approved prior to the trip.

In order to obtain reimbursement, receipts for the purchase of each clearance should be submitted with this form to one of the Booster officers:

Helen Papeika, president Esther Zechman, vice president Tammy White, secretary Gina Messenger, treasurer

Name______

Street Address______

______

Phone______E‐Mail______