Haverford Band & Orchestra Parents

HHS Band and Orchestra Trip 2020



TRIP CANCELLATION
In alignment with recent CDC recommendations, the HHS Band and Orchestra trip scheduled for April 17-19, 2020 has been cancelled.  Final payment of $315, which was due on 20 March, will NOT be charged.

EMAIL COMMUNICATION
On Monday, March 23rd, the travel company, Bob Rogers Travel (BRT), will send an email with confirmation of trip cancellation to the parents and guardians of all registered travelers.  This email will provide further details of the cancellation of this trip.  

TRIP INSURANCE
BRT will notify the insurance company of the trip cancellation so that those travelers that have purchased insurance can start their claims.  If you don't remember if you purchased insurance, there will be instructions within the March 23rd email from BRT on how you can check your status.  
 
REFUNDS
BRT has a no refund policy, however, given this unprecedented situation, BRT has agreed to work diligently with BOPs Trip Coordinators to secure a refund, if possible. The exact percentage of refund will not be known for approximately eight weeks as BRT must seek reimbursement from their vendors on our behalf.  We are committed to clear communication and will share all information as soon as it is made known.  

QUESTIONS
Questions regarding this trip should be made through tripinfo@hhsmusic.org. Given that potential refunds for this trip are being negotiated with vendors for the group as a whole, Bob Rogers Travel has requested that parents and guardians of travelers do not call BRT directly but rather contact their school trip coordinators.  As you can imagine, the volume of cancellations is quite overwhelming for BRT at this time. If they are flooded with additional calls their ability to chase refunds is further delayed.  Again, all questions should be directed to the BOPs Trip Coordinators through tripinfo@hhsmusic.org if not explained in the BRT email on Monday March 23rd
Thank you for your patience and understanding at this time.

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PREVIOUS INFORMATION- NO LONGER APPLICABLE AS TRIP HAS BEEN CANCELLED

Forms:
The school district permission form is located here and is due back to the students Music Director no later than March 27, 2020.

COVID 19: A Message from Bob Rogers Travel (BRT)

Itinerary
 A draft itinerary for the trip can be found here

Cost:
The cost will be $665 per student. 

Registration/Payment:
If your student plans on attending this trip you will need to setup an online account/ Individual Payment System (IPS account) to register your student, and make payments, for the trip.  This account will need to be set up by October 25th.  The IPS account setup and payment information can be found here.

Deposit:
The initial deposit of $170 will need to be made through the IPS account by October 15th. For late registrants first payment will be due at registration. 

IPS Account:
Payments must be made through the IPS account via VISA, MasterCard, DISCOVER Credit/Debit Card or VISA/MasterCard Reloadable Prepaid Card (available at your local financial institution) and will be automatically deducted from your selected card on the payment due dates ($170 on: 15OCT, $180 on 15NOV, and remaining balance of $315 on 20MAR).

Trip Accounts:
Trip fees can be covered by using funds from your students BOPs Trip Account. It is important that you plan accordingly with your fundraising as trip fees will be sent to the travel company on only two set dates prior to the trip.  Families wishing to use Trip Account funds to cover some or all of their trip cost will have until December 31st to accrue money in their student's Trip Account by participating in fundraising through the purchase of OnLine Scrip (http://www.hhsmusic.org/giftcards.html) and Grocery Scrip (http://www.hhsmusic.org/scrip.html).  Take advantage of the annual OnLine Scrip Bonus...during the months of November and December, the entire rebate amount is applied to Trip Accounts!  In all other months, the rebate is split 50/50 between BOPs and the student Trip Accounts.  An email should be sent to Wendy McCall: tripaccounts@hhsmusic.org to inquire about your student trip account balance and/or to specify the amount that you would like to allocate to this trip.  

Trip Account Disbursements

Two payments are planned from students' Trip Accounts directly to the Trip Company for our Virginia Beach excursion.  You must contact the Trip Accounts Manager, Wendy McCall, at tripaccounts@hhsmusic.org with your request to use these funds.  Deadlines for requesting use of Trip Account funds are Sunday, October 9th and Sunday, January 5th, in order for payments to be made on time.  Plan accordingly to avoid late payment fees.  BOPs will not reimburse families directly for this trip.  Please be aware that the travel company has a no refund policy.

Additional Costs:
Students will need to eat breakfast on Friday before leaving for the trip and bring money for lunch on their own Saturday while spending the day at Busch Gardens, Williamsburg.  Additional spending money may be sent with your student at your discretion. 

Chaperones:
This trip will have a student to chaperone ratio of 25:1. Students will be supervised while in transit, at group meals, at the performance event and at the award ceremony.  Saturday, students will be free to spend on their own at the amusement park.  They will have the contact information of their chaperone, who will have the contact information for the Directors and the School Administrator. Chaperones will also be responsible for ensuring that their assigned students are accounted for in their rooms at lights out each night. Students will be notified of their chaperone prior to trip departure. Chaperone information page here.

Rooming Assignments:

Were due to the Directors 31 JAN. If your student does not yet have a room assignment, please have them see their Director immediately.
Students will self select their roommates in groups of four.  Mr. Hart and Mr. Brennan will notify students when they will begin accepting room assignments.  Students will then be required to come as a group to their Director to register for their room. Rooms cannot be changed once selected so students are encouraged to choose wisely.  Please contact Mr. Hart or Mr. Brennan directly should you have any concerns about your student or this process.

Packing List:
A packing list for the trip can be found here. Parents and guardians, it is your responsibility to make sure that your student is packing everything they should, and leaving out anything they shouldn't.

Medical Considerations/Special Concerns:
A medical professional and a school administrator will be traveling with our group.  Please contact Mr. Hart or Mr. Brennan with any special concerns and they will connect you with the appropriate person.

Trip Insurance:
Trip insurance is optional but is highly recommended by Bob Rogers Travel through Travel Insured International.  Information on and instructions to purchase travel insurance can be found through this link. To purchase the protection plan for your student, with or without 'Cancel for Any Reason', please use this link: AgencyLink Home
You must purchase this optional trip insurance within 14 days of initial deposit (October 30th, 2019 for most).

Important Dates:
    October 25, 2019: Last date to Register (Registration Deadline extended from Oct 12th to Oct 25th)
    November 15, 2019: Second payment of $170 due (credit card charged directly by IPS)
    December 31, 2019: Last day to accrue money into students Trip Account for this trip
    January 5, 2020: Deadline to contact Wendy McCall (tripaccounts@hhsmusic.org) to request Trip Account funds to be sent in second check
    March 20, 2020: Final payment/ trip balance of $350 due (credit card charged directly by IPS)

All communication about the trip will be done through email, so if you don't receive emails from BOPs already then please sign up here.


Still Have Questions?
Please email tripinfo@hhsmusic.org