POLYTECH BAND TRIP

November 15, 2004

Dear Parents/Guardians and band students:

This year, the POLYTECH Band will be going to Atlanta, GA, for the annual spring trip from Tuesday, April 26, 2005, to Sunday, May 1, 2005. The cost of the trip will be $517. There will be a concert band, marching band, and flag squad performance.

This packet will provide up-to-date information regarding the trip. Please read everything carefully, and keep in mind that some information is subject to change, and there may be addenda to the information.

Also included with this letter are three pages that need to be signed and returned. The first is the REFUND POLICY. This states the rules set forth for refunding money if you decide not to go on the trip after making payments. If you have not done so already, please turn that form in before you leave tonight. The second two pages, AGREEMENT FORM and FINANCIAL RESPONSIBILITY AGREEMENT, need to be signed and returned before you leave tonight, if you have not done so already.

If you have any questions about the trip, please feel free to contact Mrs. Hernandez, Mrs. Matthews or myself.

Thank you,

Eric J. Greco

Director of Bands

[email protected]

(302) 697-3255 x310

Mrs. Sandra Hernandez

Treasurer/Trip Coordinator

[email protected]

(302) 736-3332

2004-2005 POLYTECH Band Trip

Atlanta, Georgia

April 26, 2005 - May 1, 2005

This packet has been put together to hopefully answer all questions you may have regarding the trip and to let you know what is expected from everyone.

STUDENT RESPONSIBILITIES

Understand the purpose of the trip and comply with its regulations
Thoroughly prepare for and put forth 110% effort for performance
Cooperate with and abide by the instructions of the director and chaperones
Care for uniforms, instruments, and equipment
Concern for one’s personal health and rest, and respect the rights of others
Favorably represent the school, the band, and oneself
BE ON TIME!!! If you are not on time, you will lose free time the next day.

GENERAL RESPONSIBILITIES

All organized activities are required
Never leave the immediate area of any activity without the consent of the director
Stay together in all activities. Do not separate from the group unless specific permission is given to do so. NEVER GO ANYWHERE, AT ANY TIME, ALONE. Always be with a group or at least one other person.
No smoking, drinking, drugs, or any other conduct that is contrary to the spirit of the trip. If caught doing any of these activities, you will be punished according to school rules. You may also be removed from the band upon our return to Delaware.
Any student who break trip rules, or who must be spoken to several times for the same negative action, or who have behaved in a manner contrary to the best interest of oneself, the band, the adults, or the school will be dealt with accordingly. Do not be the one that has to be told to behave!
Put forward your best image always. Conduct yourselves to the highest standards of POLYTECH at all times. You are representing YOU, YOUR BAND, and YOUR SCHOOL.
Chaperones are functioning as advisors to help you and to help the director. You will treat them with the respect they deserve.
Please notify Mr. Greco if you are taking any medication(s). A form needs to be completed by your parent or guarding before departure.

*NOTE: THIS IS A SCHOOL FUNCTION. Any Discipline action that must be taken will correspond to the discipline code of the school. Severe problems will warrant severe action. The school Alcohol and Drug Policy will be in effect at all times. If a student violates a rule, he or she can be placed under room arrest. The student will not be allowed to leave the room to participate in any activities. A chaperone will monitor the room at all times.

BAGGAGE

Students will be given one tag for luggage, one tag for their instrument case, and one tag for a carry-on.
No luggage will be permitted on the bus unless it is properly tagged.
Uniforms are to be hung on a hanger and placed in the garment bag. NO UNIFORMS ARE TO BE PACKED IN THE SUITCASE!!!
All garment bags are to be marked on the outside with the student’s name for quick identification.
We are only taking 1 bus this year; we will have less room for baggage. Please use a small to mid-sized suitcase. If your suitcase is too big, you will be asked to call home and have a smaller one brought to you before you can load the bus.

EQUIPMENT

ALL CASES MUST BE TAGGED!
Flag poles will be stored in the lower luggage compartment
Flutes and clarinets will be stored in the upper compartments in the seating area.
EACH PERSON IS RESPONSIBLE FOR HIS/HER OWN EQUIPMENT, INSTRUMENT, LUGGAGE, AND GARMENT BAG. PERSONALLY MAKE SURE THAT ALL OF YOUR POSSESSIONS ARE LOADED AND UNLOADED!!!

CLOTHING/DRESS

Students may wear comfortable clothing when the buses depart Woodside for Atlanta. However, you are to be respectively dressed for when we stop at rest stops.
When in Atlanta, dress respectively. Jeans will be permitted. DO NOT wear anything that is against the dress code of POLYTECH.
Dress for the CONCERT will be CONCERT BLACK: BLACK pants, WHITE button down tux shirt, BLACK bow tie, BLACK socks, BLACK shoes. NO EXCEPTIONS!!!
Dress for the PARADE will be MARCHING BAND UNIFORMS, BLACK socks, and BLACK shoes.
If we attend an Atlanta Symphony Orchestra concert, attire will be no less than casual dress (khakis, sweater, button-down shirt, blouse, etc.).

BUSES

Each time you board the bus, you are expected to sit in the seat you were assigned. Co-ed seating may occur DURING THE DAY ONLY!!!
Board the buses ON TIME after each stop. Do not make us wait for you!
Do not wander away at rest stops. Do not get involved in shopping or any activity that will make you late for boarding.
NO FLASH PHOTOGRAPHY ON THE BUS. This distracts the driver, who is responsible for the lives of everyone on the bus.
KEEP THE BUSES NEAT AND CLEAN. Use the trash containers available and keep the luggage rack neat.
UNLESS PERMISSION IS GRANTED, THE ONLY DRINK ALLOWED ON THE BUSES IS BOTTLED WATER. THE BOTTLE MUST HAVE A LID ON IT.
Be considerate of others who may be resting, doing homework, etc.
Loud or boisterous behavior will not be tolerated.
CD Players, MP3s players, etc, may be used with HEADPHONES ONLY!!!
When someone is using the microphone or giving instructions, sit quietly and pay very close attention so you do not miss any important directions or information. We are on a time schedule with reservations at specific times.
Use bus restrooms ONLY IF NECESSARY. The bus “sewage” will be with us until the end of the trip. There will be several rest stops en route.
Mr. Greco must approve any video/movie before it can be viewed. “R” rated movies are not permitted.

HOTEL REGULATIONS

Room assignments WILL NOT be changed.
CHECK YOUR ROOM WHEN YOU CHECK IN!!! Make sure there are no damages. If anything seems damaged or out of place, report it to a chaperone immediately to avoid any additional charges to your bill.
Everyone in the room will be responsible for the conditions of the room, the equipment in the room (TV, towels, remotes, phone, etc.), and the cleanliness of the room. Any damages or missing items will be paid for by ALL of the students in the room. Keep the room clean!
Do not go exploring in the hotel! Stay within the area of your room, the banquet hall (for breakfast), or the pool (for the pizza/pool party).
NO BOYS ARE PERMITTED IN GIRLS’ ROOMS AND NO GIRLS ARE PERMITTED IN BOYS’ ROOMS.
Be in your designated room at the required times and BE QUIET!
Do not leave your room after final evening check. Your rooms will be taped to make sure you do not leave your room. In the event of an emergency and you need to leave the room, see a chaperone so you and your roommates do not get penalized.
No one is permitted in any room but the one to which he/she is assigned after final evening check.
Outgoing telephone calls and pay television will be turned off in your room so you will be unable to accumulate any unwanted charges. If you need to call home, see a chaperone to take you to the main lobby to use a pay phone. If room-to-room calling is being abused, that will also be turned off.

SECURITY GUARDS will be on site each night. They are there to:

help in case of emergency.
keep people away who are not part of the group.
see that students remain in their rooms after curfew.
quiet any excess noise.

CHECK-OUT PROCEDURE

Pack most of your items the night before.
Set your luggage in the hallway, prop your door open, and have your key(s) ready to give to the chaperone.
Double check that you have everything that belongs to you. Once we leave, we will NOT go back.
DO NOT LEAVE UNTIL A CHAPERONE HAS INSPECTED YOUR ROOM AND HAS GIVEN YOU PERMISSION TO DO SO.

REFUND POLICY

The POLYTECH Band Booster officers adopted the following refund policy on May 21, 2001 and modified on November 8, 2004:

Any request for full individual refunds* must be submitted in writing no later than 91 days before the scheduled day of departure. All other refund amounts* must be submitted in writing no later than 1 day prior to departure.

61-90 days before departure 50% refund*

0-60 days before departure 0% refund

*Note – NO refund will be given for your bus seat payment; this is included in the deposit. Of the total cost for the festival fee, $75 is NON-REFUNDABLE. Any additional costs for activities (site-seeing, amusement parks, etc.) will only be refunded in the event that the company refunds the amount back to the POLYTECH Band Boosters.

Only cash deposits will be refunded. No fundraised money will be refunded to an individual.

NO REFUND OF ANY AMOUNT WILL BE GIVEN UNTIL AFTER MAY 2, 2005.

(STUDENT SIGNATURE) (DATE)

(STUDENT NAME – PLEASE PRINT NEATLY)

(PARENT/GUARDIAN SIGNATURE) (DATE)

(PARENT/GUARDIAN NAME – PLEASE PRINT NEATLY)

AGREEMENT FORM

I have read and understand the rules and regulations. I also understand and agree to any addenda or changes to the rules and regulations while on the trip. I will act according to all rules and regulations of the band trip to Atlanta, GA.

(STUDENT SIGNATURE) (DATE)

(STUDENT NAME – PLEASE PRINT NEATLY)

(PARENT/GUARDIAN SIGNATURE) (DATE)

(PARENT/GUARDIAN NAME – PLEASE PRINT NEATLY)

FINANCIAL RESPONSIBILITY AGREEMENT

The cost of the trip to Atlanta is $517. The payments will be made in four installments. Below you will find a list of payment dates and the amounts due on those dates. Please be sure not to miss any payments. The first payment of $133 includes the cost of the bus. This amount is non-refundable. From the second payment, $75 is non-refundable. If you miss one payment you will forfeit your seat(s) and will be placed on a waiting list. THERE WILL BE NO EXCEPTIONS!

PAYMENT PLAN #1: PAYMENT PLAN #2:

1^st Payment	$133	11/15/2004	1^st Payment	$133	11/15/2004
2^nd Payment	$130	12/13/2005	2^nd Payment	$200	1/10/2005
3^rd Payment	$130	1/10/2005	3^rd Payment	$184	2/14/2005
4^th Payment	$124	2/14/2005

When making a payment clearly write on your check or on a piece of paper when paying cash which installment payment you are paying. Clearly write the student’s name at the bottom of the check, place it in an envelope with the student’s name on it, and put it in the locked box in the band room. You may make a payment at anytime on or before the due date. Payments will be removed daily from the box. If you have money in your student account and are using it to make a payment please fill out the appropriate form stating the amount you would like to pay. Use the attached form requesting payment to come out of your account. This form requires both a student and parent’s signature. This form must also be turned in on time. Mrs. Hernandez cannot transfer any money as an installment payment without the appropriate form being filled out. Students received a slip in homeroom on Friday, November 12, indicating how much money they have in their account. If you have any questions about your child’s balance, you may contact Mrs. Hernandez.

I, as the parent/guardian of (STUDENT NAME)_________________________________________________________, agree to the terms set forth in this form. I also agree that I will be 100% financially responsible for any funds needed to house, feed, and/or transport the above named student in the event of an emergency (i.e. stranded due to road closures, inclement weather, etc.). If the Band Booster Organization should provide any funding for the above named student due to the event of an emergency, I agree to fully reimburse the Band Booster Organization within 30 days of returning.

______________________________________________________________________________

(PARENT/GUARDIAN SIGNATURE) (DATE)

______________________________________________________________________________

(PARENT/GUARDIAN NAME – PLEASE PRINT NEATLY) (DATE)

BAND TRIP PAYMENT VOUCHERS

ATLANTA, GA

PLEASE INCLUDE THE APPROPRIATE VOUCHER WITH YOUR PAYMENT.

THERE WILL BE ABSOLUTELY NO EXTENSIONS ON DUE DATES UNLESS PRIOR ARRANGEMENTS HAVE BEEN DISCUSSED AND AGREED UPON BY THE BAND DIRECTOR AND THE BAND BOOSTER OFFICERS.

PLEASE MAKE ALL CHECKS PAYABLE TO POLYTECH BAND BOOSTERS.