Band Trip 2012

Band Trip Meeting Minutes

November 13

by Carol Braun

December 01, 2008

BAND TRIP MEETING
November 13, 2008

History of Southern’s band trips
Locations
Colorado Springs, CO 84’ by bus.
Kissimee Fl. by bus, 88’. By plane 96’, 00’, 04’
Los Angeles, CA 92’ by bus, 1 day quick stops in Las Vegas, NV and Salt Lake City, UT = 10 day trip.
Toronto Canada 08’ by plane
Performance opportunities
88’ pep band at water park and Old Town Mall, 92’ Disneyland Parade, 96’ no performance, 00’ concert band performed at Epcot, 04’ concert band performed at Disney World, 08’ band played in ` Wonderland Amusement Park Band Festival
All performances except the 88’ & 08’trip had an audition requirement
Trip package prices:
04’ trip to Florida was $836 for 5 days
Toronto trip was $1,100 plus $100 passport for 5 day trip

Reasons for band trips
Musical and educational growth
Travel opportunities
Reward for being and staying in band
After 2012, I would like to have trips every two years so that students from 2012, 2014, 2016, etc. would get to travel twice with the band.
One change Ms. Gerdes wants to see: Have the trip during a spring break so grading applies.

Types of band trips
Music requirements
competitive/noncompetitive
Ms. Gerdes wants a concert band performance (Not marching)
auditions, invite only, general invitation
The work of learning an instrument and playing well together must happen now, not just on a band trip year. This is a concern at the present time.
Locations determined by
travel expenses
music and educational opportunities
band & parents desire for location site
The trip needs to be intercontinental to be affordable.
A location we can bus or fly to.
Mode of transportation
bus: takes longer, but depending on destination can be cheaper and easier to use compared to flying.
Especially after the 08’ trip, I think its very important we can
bus as an option to flying depending on the economy in 2012.
air: takes much less time to get to where you are going, is more expensive than bussing. Transporting instruments requires a trailer and drivers. We can not afford to fly our instruments and uniforms.

Fundraising
Expected Profits: 30%-40% or more
Types of fund raisers we have done in the past
Work projects
Frozen food products
Raffles
Concessions/Suppers at Basketball games
Bake Sales/Craft Fairs
Raider Wraps
Car Wash
Mass Garage Sale
Haunted House
Bowl-athon
Spring carnival at the community center

Delegating responsibility: Sponsors & Fund Raising Coordinators
Work on commitees and fund raisers (parents & students)
Choosing parent sponsors to travel on the trip - approx. 4-5
These are the same people who will plan and coordinate fund raisers
Ms. Gerdes, staff member (administrator) & spouse and 3 parents for approx.48 students which is about 1 adult per 8 students.
If we get more than 3 volunteers for sponsorship Ms. Gerdes will interview each volunteer and decide with administration which 3 people will be sponsors.
We are looking for parents who can devote time to fund raising projects, be good leaders, work well with high school aged students and already have some experience in this area. These sponsors also need to be in good physical shape because band trips require LOTS of walking and stamina. Sponsors must also be the leaders of the fund raisers especially since the band is paying the price of 2 sponsor packages. The band director’s package is covered by the tour company for bringing them the business. The school administrator and spouse’s packages have been paid by the school since in the past the school board expects an administrator on the trip. Now that our lid failed, the band may need to also pick up the cost of the administrators trip packages (2) since this expense could be cut by the district.

Tracking Student Finances
Students individual accounts
What money can be refunded: personal payments
What money must stay with the school: fundraisers that sell products or prizes, work projects. The tour company can refund some payments but the closer the date gets to the band trip, much of it becomes non-refundable.
Amount of money that needs to be in account:
due dates: each semester 1/8th of the trip package will be due
Example: A $700 pkg. would require $88 each semester to be deposited in the student account. Payments will be due January 15th and June 15th. The last payment will be due approximately March 15th 2012. We have to pay the company 30 days in advance of the trip, unless this changes by 2012.
An example of how much money a student has in their account the first semester of fundraising: Jeff needs to raise $88 a semester. As of Jan. 15th (the date the money is due), Jeff has $50 in cash he deposited, he raised $18 on the frozen food fund raiser, and he has $20 worth of tally marks ($5 x 4 tally marks) which gives him a total of $88.
Money earns interest (not much, but it adds up!)
late payments will not earn the interest.
If a payment is 30 days late, you will be contacted. Its much better if you let the sponsor’s know why you are late so they can be aware of your reason. If you are over 60 days late in payment, we will send out a final notice, and assume the student will no longer be going on the trip unless we see an immediate deposit. We sure hope that does not happen because every student makes our band great !

General Fund Raising
Concessions, bake sales, carnival, haunted house, meals
Earn tally marks for every hour or donation of an item. Tally marks become money. We will conservatively place a $4.00 value on tally marks. Value is determined by the amount of profit from general fund raisers divided by the number of tally marks (1 hour shifts).

Trip Locations (Refer to trip itineraries sheets)
These itineraries are not set in “stone.” They are only examples. We can add and delete activities.
Branson
Chicago
Dallas

View points on the following topics
Price range
2 yr. small trips vs. 4 yr. big trips
Locations
Musical expectations *our trip must be
Amount of time willing to work at this goal approved by
Types of fund raisers the school board
Financial planning of student accounts