1. travel
2. tourist facilities
3. hotel

How to become
your own
Tour Director!
Information Packet
FMEA Clinic IConference
January 9, 2009
Donald Langland - presenter
Considerations in planning a trip
School Board Policies - make sure you are current on the policies set forth by your local
School Board, and also your own school, is there a chaperone policy
Dates of trip (things to consider)
School breaks
Local weather at destination
Number fo days missing class
General school calendar
Type of Trip (what do you want to accomplish)
Music Festival - the feel good kind where everyone is a winner
Music Competition - more stringent jUdging or audition to participate
Public Perofrmance - Holiday Parades, Bowl games, Avery Fisher Hall, Carrnigie Hall
Fun Trips - Disney Busch Gardens, Six Flags
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Transportation (how do we get there, and then do what we want to accomplish)
School bus - this usually is dictated by your county as to how far you can travel
Motor Coach - how many hours is it going to take to get to you destination
do you need to stay over night enroute, do you travel at night, how
many coaches will you need, is there parking at your destination
Arilines - what is the cost of air verses ground then look at the time factor, you
also will need to add in ground transprotation once you arrive at your
destination how often are you going to need ground transport, can you
use local transportation such as subways, buses, other
Lodging (what type of hotel/motel can you afford)
City Hotels - usually are more costly, but more secure - it is much easier to take
groups out sightseeing and get around using local tramsportation
they can usually feed your group and provide rehearsal space
Suburban lodging - usually less expensive and secure - however you
will need to use gorund transport everywhere you go to sightsee
depending on the property they may not have rehearsal space, or be
able to provide food service
Food (this is a major concern we are feeding teenagers)
Fast Food - There is always a good old fast food standby, but if your trip is
longer than two days this will get old for you, your chaperones and kids
One Site - most hotels have a food and beverage department, and can design a menu
that is in your price range
Local Culture - there are many fine resturants in most cities that can accomidate groups
you will need to check with the hotel for suggestions
Sightseeing - what should your students see or learn
Size - should your group go places together or be split up into smaller group
What local sight are of improtance
Is there a cost envolved
Are you going to need rehearsal time
Other (this is where a crystal ball comes in handy)
Do I need to rent equipment
Is there any extra shipping costs
Do I need to rent an equipment truck
Trip planning Check List
Dates ~ftrip
Destination
-------------lFestival
---­ - -----iCompetitio-n----­
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--~~=---~ Perform~6~Ei -~
IFun!~~
Transport~ti(~>n
_
~
-r ­ --­ -­ --­
~~~~~~~~~h
-=1·Airli.rl_~
___
-1 Ground
- - -.­
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.
--
-
Tran~p'c?rt.
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;Local Transport
-- -.
IP~rfo!man-ce-Tra!!sport
Lodging- =~---I~~~urbS ----=(
-_-_-~ __
Ig~~~~s---
f­
----------------+--­
:Sing-Ie­
--------------
____ ~f3eh~~~~I_§pace
Meals
Breakfast
------- - ------
--·-----~i
Fasf-fo·od
------~--
--·1 Loacal culture
-IOn Site
-
~
---
- - ------,--- ­
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IL_unCh
-
'Fast food
Loacal culture
------------+- -
-
--.~------------
_~~I Di~ner _~~~__ -~,~~:£t~~lture--- -. --~----~~~I
_
~ights_~eing.__
jQay!ime activities -
------:­
~ - ----­
-j~,ii~~~~~
-------------~~~s~l~par~~~ __~!
iZOOS
--~-=-l-~--_
~.Rehearsals
___~ Evenin.g a~tivities
-1--­
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_ _
_l~.c:>ncert
Other
__ .
_
__
-1i::~~~~itY ----=-I----=-­
------.-." --
--_··-----1--
Equipment Rental
Shipping Costs·
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----t-J-­
0 _ _
1------ -
- -+--- -
---~-==-~---
Airline Group Sales
American Airlines
1-800-221-2255
Continetial Airlines (America West)
1-800-525-1700
Delta Airlines (Northwest)
1-800-532-4777
United Airlines
1-800-426-1122
US Arilines
1-877-874-7687
Air Tran
60 days out
Southwest
120 days out
USA 3000
120 days out
Hotel Group Sales
Hilton Hotels
1-800-321-3232
Hiton, Conrad. Astoria, Embassy Suties. Double Tree, Hampton, Hilton Garden Inn, Homewood Suites
Marriott Hotels
1-800-831-4004
Marriott, JW Marriott, Ritz Carlton, Residence Inn, Fairfield Inn, Rennaisance, Coultyard
Radisson Hotels
1-800-447-7011
Radisson, Regent, Pari< Plaza, Country Inn. Park Inn
Starwood Hotels
1-888-201-4482
Westin, W Hotel, 4 Points, Shelton, Sf. Regis,
1-800-633-8464
Holiday Inn
Holiday Inn, Crown Plaza, Intercontenintal, Holiday Inn Express
Ground Transport
The Bus Bank
1-866-428-7226
Music Festivals
Dixie Classic Music Festival
Dixie Classic Adjudicators Invitational
Festivals of Music
Heritage Music Festival
Heritage Sound of Gold Festival
Smokey Mountain Music Festival
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nationwide
Helpful hints & terms used in the Hospitality Industry
Some of the information and terms listed and defined below may help you in your planning or to
at least know what someone is referring to in their conversations with you.
Hotel terms
F & B - means a properties food and beverage department
+ + or plus Iplus - means tax and tip
Inclusive - means that taxes and gratuity are included
Flat rate - means all rooms, single, double, triple, or quad are the same price
Rack rate - means the normal rate a property charges per night per room
Convention space - refers to meeting room space on property
Portage - movement of bags within hotel - if you stay at a union friendly hotel you may be
charged a portage fee usually $5.00 per bag. Some hotels will waive this fee, or
charge a flat rate this is negotiated and is part of your contract
RestaurantlF&B terms
Plated - is a meal pre ordered where everyone eats the same thing
Pre-set - refereeing to the part of a meal that is already set at the table when you arrive, usually
drink, and salad
Family Style - food brought out on large platters that everyone serves themselves from
Pre Ordered - if you have a large group to feed many restaurants ask that your group decides
on their menu a week before arrival
Tipping
Housekeeping - usually $1.00 per person in a room per day
Meals - 18%) to 20% per person for table service, groups of 6 or more at the same table usually
are automatically charged 18%
Be aware of different State Laws
Your group may be tax exempt in Florida, however most States will not accept your tax status
so be prepared to include tax in everything
Rehearsal space sometime can be free if you are flexible with your times and are willing to set
the room your self. If the property you are staying at is union there will be a minimum charge.
Brandon High School Orchestra
Fact Sheet
Director:
Donald Langland
School address:
Brandon High School
1101 Victoria Street
Brandon, FL 33510
Contact numbers: 813-744-8120 x 275
813-541-3435
81 3-661-5896
813-774-9752
Email address
school
cell
home
home office
Donald. [email protected]
[email protected]
school
home
References:
Embassy Suites New York
Jeanette Roe
102 North End Avenue
New York, NY 10282
1-212-945-0100
Hilton Hotel Fisherman's Wharf
Cara Allen
2620 Jones Street
San Francisco, CA 94133
1-415-885-4700
Palmer House Hilton Hotel
Dalia Cargill
17 E. Monroe Street
Chicago, IL 60603
1-312-726-7500
The Brandon High School Orchestra is one of the most traveled student groups
in the Tampa Bay area. Ages of the students participating are from 15 to 18
years old. Chaperones are assigned 1 to every 6 - 8 students depending on our
trip destination. The enrollment in the orchestra is over 110 members, however,
only a portion of them elect to travel each year. Every business that has
provided lodging, transportation or food for this group has requested that we
return .
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Music Festivals
Orchestra Trip - April 2005
Information Packet for:
I have read the following information and agree with the guidelines set forth both in the trip
information and the cost involved with this under taking.
(Student signature)
INVe the parenUguardian of the above named student agree to let our student participate in the
Brandon High School Orchestra Spring trip to the Music Festival Competition in New York/New
Jersey. Furthermore, INVe understand that if there are any behavior problems with my
son/daughter they will be sent home at my expense. I understand the financial arrangements
in regards to the cost for my child to participate.
(Parent/guardian signature)
The cost of this trip is estimated to be 897.00 per student (based on 48 - 50 student
participants). This includes: Festival registration and awards, round trip air fare from Tampa
International Airport to either (JFK, LaGuardia, or Newark), all ground transportation and
transfers to and from the airport, to the hotel and to the competition, unlimited subway use for
3 days, lodging for 3 nights in lower Manhattan (quad rooms) at the Embassy Suites Financial
District, 3 hot cooked to order' breakfasts, 3 hot dinners in different areas of Manhattan (T'ime
Square, Greenwich Village, Broadway District), $10.00 meal allowance per day for lunch in the
city, entrance to the Empire State Build.ing, Guided tour of Lincoln Center for the Arts, Circle
line boat tour of Lower Manhattan, Brooklyn Bridge, Ellis Island, Statue of Liberty, admission to
a Broadway Show, the awards ceremony at Medieval Times, and 2.5 days of sightseeing in
Manhattan - Macys, Rockefeller Center, Radio City Music Hall, the UN, China Town, Little
Italy, St. Patrick's Cathedral, Central Park, Ground Zero, Times Square, and much more!
Trip payments made in cash or check:
September 3 rd
October 1st
November 1st
December 1st
January 25th
February 15th
March 10th
April 10th
150.00 - cash or check non refundable deposit
125.00 - or what is not fund raised
125.00 - or what is not fund raised
75.00 - or what is not fund raised
125.00 - or what is not fund raised
125.00 - or what is notfund raised
125.00 - or what is not fund raised
47.00 - or what is not fund raised
Trip payments made with credit card:
September 3 rd
November 1st
January 20th
March 10th
April 10th
150.00 225.00 225.00 225.00 72.00 -
cash or check only non refundable deposit
credit charge
credit charge
credit charge
cash or check
All Checks for the trip and fundraising should be made out to: BHSOB
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;
Music Festival Competition
New York City
Orchestra Information & Rules
1. We will be flying with a national carrier non-stop into the New York metro area. All flight
information will be provided at the final parent/student meeting in March.
2. We are tentatively planning to stay at the Embassy Suites in the Financial District in
Lower Manhattan. The final information for the hotel will be listed below:
3. All airport transfers are being provided by a licensed and insured interstate charter
company. Motor coaches will have air/heat and a restroom.
4. The hotel is a 4 star property and is a business class hotel. All noise should be kept to a
minimum.
5. Soda in the hotel is $2.00 a can
6. Any long distance phone calls that you need to make must by dialed on your cell phone or
the pay phones in the lobby. Student room phones will not have access outside of the
hotel proper.
7. All movie channels will be disconnected from your room TV's. In the event that they are
not you will be responsible for all charges upon check-out. (Pleading ignorance will not
work!!!)
8. Our Charter coach company requests that no food or drink be brought aboard.
9. Please remember that there are no orchestra members of the opposite sex allowed on
your f100r. ... NO exceptions! If co-ed groups wish to play games or cards do so in the
lobby area.
10. Students must wear their 10 bracelet at all times. This way security at the hotel knows
you belong to our group.
11. Do not leave the group by your self without permission from your chaperone. While
sightseeing stay in groups and do not wander off by yourself.
12. Relatives and immediate family members are not allowed to visit you while we are on this
trip unless prearranged in advance (by 4/1/05) with our school principal and director.
13. Make sure all of your medical slips are filled out; the proper one is notarized, and are
turned in on time. If your parents have a medical insurance card you can carry, it may be
a good idea.
14. Bring a watch - we will need to sayan time!!
15. Remember, the primary reason for the trip is performance.
16. All School and County ruIes appIy for th e duratio n of the tri p, as to student behavior and
discipline.
;
17. Spending money: you will only need money for incidentals (souvenirs) (30.00 -75.00 is
suggested). All of your meals are paid for in advance. You will be given $10.00 each day
for lunch, if you think you will spend more than that please plan accordingly.
18. Please look over the "What to Pack" list before you start throwing things into a suitcase.
19. Please Iimit your luggage to one 21" - 29" suitcase for under the plane and one carry on.
Each of you will be asked to carry on, or check in one other piece of equipment.
20. You will need a wire stand (folding) along so either buy one or borrow one from
somebody.
21. We are attempting to procure "fragile stickers" for our instruments. Specific instructions
will be given in the final information sheet as to the packing of your instrument.
22. You may bring personal disc-mans along for in the plane and the hotel (make sure you
read the warnings in the safety brochure on the plane before you tum them on though).
However, Disc-mans are not allowed while sightseeing and at the music competition.
23. Make sure everything you take is tagged with the correct color yarn before you check
your suitcase or any other luggage with the Airlines. You also need to have a name tag
with your name, address, city, state, and phone# on everything you are taking.
24. Specific airline instructions will be spelled out here.
25. Many of the places we will be visiting have dress codes. Please try to make every effort
to dress and act accordingly. Refer to the itinerary for specific suggestions. (This does
not mean you need a new wardrobe - but, just plan ahead.)
26. We eat all meals in our Hotel together; meal times are posted well in advance. No one is
excused from any group meal.
27.lt is important that you remember you are not only representing yourself but, also
Brandon High School, and basically the Tampa Bay area. (Especially at the Hotel and
with the Airlines and Charter Coach Company.) Please think before yo.u actlllll
28.Any student misbehaving, missing scheduled events (rehearsals/meals). violating
curfew or showing disrespect to a chaperone will be sent home immediatelv to
their parents/guardians. (Remember you then be referred to school administration
when we get back to schooL)
29. The following pages give you some suggestions for what to pack - of course if there are
things not on this list you wish to bring, that is great (within reason). As far as what type
of coat to bring - I can only recommend some type of lightweight jacket. The weather in
Manhattan can be anywhere between 25 degrees to 80 degrees, with snow, sleet, ice,
rain, wind, clouds, or sun!
What to Pack
Your brain
Money
Deodorant
Comfortable walking shoes
Lightweight coat
Collared shirt (guys)
Dress or skirt/blouse (girls)
Belt/hose
Shaving stuff
Camera/film
Instrument
Photo ID
shampoo
tooth bru sh/paste
Concert uniform (all of it)
collapsible umbrella
a watch
tie (guys)
dress shoes (all)
make-up
cards
wire stand
music/rosin
sunglasses
What to leave home
Unnecessary jewelry
Attitude
grubby clothes
HATS
If there is something you have forgotten you probably will be able to purchase it in Manhattan,
but remember you will be paying a big city price.
If you are bringing any medication you must check them with our Medical Chaperone. No
students are allowed to carry any meds (ate or prescription) on their person.
Note: All luggage, instrument cases, and carry on items will be examined
for inappropriate items at the Brandon check-in table before students are
allowed to proceed to the airline check in counter.
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Tentative Itinerary Spring Trip - New York City
Wednesday - April 13th oress:
5:30 am
9:00 am
11 :30am
11:45 am
12:15 pm
1:15 pm
1:30 pm
2:00 pm
5:30 pm
6:30 pm
7:00 pm
8:30 pm
10:00 pm
10:45 pm
11 :00 pm
Luggage check to BHS table inside TIA
Depart for New York
Arrive at JFK airport
Baggage claim area
Load bus for ride into Manhattan
Arrive at Hotel- Meet with your group in the lobby
Purchase your subway ticket - eat lunch
Explore mid-town Manhattan (with your group)
Return to Hotel and start the check in process
Depart for Dinner in the West Village
Dinner at the Garage Restaurant
Night visit to the Empire State BUilding
Return to Hotel
Room Check
Lights out
Thursday - April 14th
6:30 am
7:30 am
8:30 am
9:15 am
10:45 am
5:30 pm
7:30 pm
8:00 pm
9:30 pm
10:45 pm
11 :15 pm
12:00 am
Dress: Casual in am, then Concert Uniform in pm, and dressed up evening
Rise and Shine
Breakfast in Hotel
Depart for Competition (dressed in Uniform)
Arrive at New Providence HS in Jersey
Warmup
Perform
Leave Jersey for Manhattan
Arrive at hotel (change)
Lunch with your groups in Manhattan -sightsee
Return to hotel (change)
Dinner in Little Italy
Curtain time for Hairspray
Return to Hotel
Room Check
Lights out
Saturday - April 16th
7:00 am
8:00 am
10:00 am
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Dress: Casual
Rise and Shine
Breakfast in Hotel
Depart for Lincoln Center
Attend a rehearsal of the New York Philharmonic at Lincoln Center
Small group site seeing - Lunch with your group
Rehearsal in hotel
Depart for dinner in Times Square
Dinner at Johns Pizzeria on 52"d
Time square night life
Return to hotel
Room Check
Lights out
Friday - April 15th
5:00 am
6:00 am
6:45 am
7:45 am
8:30 am
9:00 am
10:00 am
11 :00 am
11 :30 am
4:00 pm
5:00 pm
8:00 pm
10:30 pm
11 :00 pm
11 :30 pm
Casual (nice jeans, t-shirt or dress shirt)
Dress: Casual
Rise and Shine
Breakfast
Depart for Awards Ceremony
11 :00 am
1:30 pm
5:30 pm
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Awards ceremony and dinner show
Depart for airport
Arrive at Tampa International Airport
General Parent/Guardian & Student information
1. Students will sign up for roommates in the first several weeks of February. Please note
that rooms not having four (4) students assigned will be assessed the difference in cost
between a quad room and the type of room they are assigned to. This cost will be
somewhere between $130.00 and $195.00 per night per student.)
2. Each student room will be assigned a specific chaperone for the duration of the trip.
Any concerns or question should be addressed directly to that chaperone.
3. There will be a required meeting of all students and parents before Spring Break to
hand out the final itinerary, correct medical forms, and answer any questions.
4. Parents/guardians interested in chaperoning should check the parent volunteer form in
the appropriate box. Note: not all persons wanting to go will be asked to chaperone.
The cost for chaperones is approximately $200 - $300 more than the student cost.
5. No student is allowed to carry their own medication. This includes any over tne counter
med as well as prescriptions. All meds are labeled, carried, and dispensed by our
Medical chaperone.
6. All chapero,nes must go through a backglround check with the School District of
Hillsborough County and the Sheriffs· Office. All chaperones are required to
attend 12 to 20 hours of training classe·s with Mr. Lang land before departure.
7. While sightseeing in Manhattan students will be in group of less than 8 per chaperone.
No student is allowed to leave their group. These groups will be assigned before we
depart.
FAQ's
Do I need to take my child to the airport? - Yes, or carpool with someone else
Where do I pick up my child at the end of the trip? - Tampa International Airport
Will my child be supervised all the time? - Yes, they are not allowed to leave the group,
and our chaperones are on duty 24 hours a day even at the hotel.
May I pay the balance of their trip with my credit card if my child does not fundraise enough
to cover the cost of the trip? - No, but you can pay cash or check
Can I use my credit card to pay the first deposit? - No, because this deposit needs to be
split between the airline company and the hotel.
What if my child does not eat breakfast? - We expect every student to attend all planned
meals, and eat something.
I am concerned about my child's medications? - You will be able to meet with both our
medical person and your child's chaperone to clarify any concerns or questions in March .
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