Transcript WYSO 2012 EUROPEAN TOUR

WYSO
2014 South American Tour
PARENT MEETING
May 4, 2013
Welcome and Introductions

Tour Committee
• WYSO Board members:
Ann Groves Lloyd, Steve Rosing, John Walker,
Charlotte Woods, Rosalind Zerofsky
• Parent representatives:
Teresa Hall, Usha Shankar, Charles Valmadrid
• Music staff: Jim Smith
• Administrative staff: Bridget Fraser, Joe Bernstein
• Advisor: Susan Goeres
The 6 Biggest
Questions And Answers
You Have about the
WYSO 2014 South
American Tour
The 6 Biggest Questions & Answers
You Have about the
WYSO 2014 South American Tour
#1: WHY Tour?
 Touring Objectives
Jim Smith
Touring Objectives



Provide opportunities for
students to achieve a deeper
mastery of music
Contribute to building
student's musical and
personal self-confidence and
maturity
Provide opportunities for
audiences to experience
great music, expertly
performed by exceptional
young musicians
The 6 Biggest Questions & Answers
You Have about the
WYSO 2014 South American Tour
#2: HOW Did We Get Here?
 WYSO Tour History
 Survey Results
Bridget Fraser
WYSO Tours the Globe










1986
1989
1991
1992
1994
1997
2000
2005
2012
2014
New York City
Aberdeen, Scotland
Taiwan and Japan
Washington D.C.
France and Spain
Japan
Banff, Alberta, Canada
Budapest, Vienna, Kromeriz, Prague
Budapest, Vienna, Kromeriz, Prague
Uruguay and Argentina
Parent Survey Results
Some observations:





The survey was sent to 136 families from Youth and
Philharmonia Orchestras. (All families except current
seniors)
87 families responded (64% return rate)
74 families responded as attendance certain to somewhat
likely
Only 5 families responded very unlikely to attend
Destination preference is divided between Spain and South
America
• Only one absolute no for both destinations

China is third most chosen preference
• Some families have major concerns about China


Many families have various summer conflicts, mostly
occurring in June
Cost is largest concern
The 6 Biggest Questions & Answers
You Have about the
WYSO 2014 South American Tour
#3: WHERE Are We Going?
 The Itinerary
Bridget Fraser
#3 Where Are We Going?
Montivideo, Uruguay
Colonia de Sacramento, Uruguay
Buenos Aires, Argentina
La Plata, Argentina
When Are We Going?
Tentative dates are
July 23 – August 2, 2014
The 6 Biggest Questions & Answers
You Have about the
WYSO 2014 South American Tour
#4: WHO & WHAT Are Involved?
 Staffing & Logistics
 Tour Staff, Chaperones, Buses
 Instrument Transport/Rental
Joe Bernstein
Staffing


Classical Movements provides trained
tour managers for each bus and has 24
hour support services
Chaperones – pay their own way
• Minimum 1:10 ratio
• Drawn from staff, Board members, parents
• Will include medical personnel

Strict WYSO Code of Conduct has
minimized safety risks and provided
safe tours in the past
Instrument Rental

WYSO covers the cost of
renting:
•
•
•
•
•
•

Cellos
String basses
Harp
Timpani
Bass Drum
Other large percussion
instruments (as dictated by
repertoire)
Quality of rental instruments
and references will be checked
in advance
Transporting Instruments


Any instrument that will fit in the
overhead compartment should be carry-on
WYSO will pay oversize/overweight
checking fees for instruments that won’t
fit in the overhead:





Trombones, Tuba (oversize)
Percussion trap case (oversize, overweight)
Others? (Horns?)
Sturdy cases recommended for all
instruments
Classical Movements will help coordinate
with the airlines
Instrument Information


WYSO will keep detailed information on all
instruments traveling
WYSO will purchase a carnet, which:
• Keeps detailed list of all instruments shipped
• Speeds up the customs procedure
• Eliminates payment of duties and value-added
taxes


Upon arrival, large instruments will be
transported in a climate controlled truck
Carry-on instruments will be carried on
buses
The 6 Biggest Questions & Answers
You Have about the
WYSO 2014 South American Tour
#5: HOW MUCH Will It Cost?
 Cost & Expenses
Bridget Fraser
 Scholarships & Fundraising
Teresa Hall
Family Tour Costs

$3,850– assumes 80 registrations

Includes:













Round trip airfare
Hotels
Four performances (booking, logistics)
Sight-seeing
Attendance to one concert event
Visit to estancia (Gaucho ranch)
Tango show and dinner
Two meals daily (breakfast and dinner or lunch)
Buses and tour managers
Instrument truck and driver
Basic trip insurance
Entrance fee for Argentina ($160)
Air/fuel surcharge
Family Tour Costs

What can vary –
• Cost if fewer than 80 members and
chaperones register
• Cost if more than 90 members and
chaperones register
Family Tour Costs

Costs not covered:
• Passport (Don’t wait!)
• Checked baggage fee
• Comprehensive trip cancellation coverage
& other optional insurance
• One meal per day & snacks
• Incidentals/spending money
• Optional single room supplement: $375
• Any changes (name or other) after airline
ticketing
• Special diet (other than vegetarian)
WYSO Tour Costs












Scholarships
Instrument rental/shipping
“Ringers”
Additional air/fuel surcharge
Gratuities
Staff costs
Buses to/from Chicago
Carnet fees
Music purchase/rental
Tour T-Shirts
Concert program annotation, translation, and
printing
Raffle ticket printing
Payment


Families pay WYSO directly
WYSO will track all payments and
pay Classical Movements on your
behalf from payments, scholarships,
and funds raised
Payment Schedule






$500
June 12
$500
Sep 7
$750
Nov 1
$900
Jan 10
$1200
Mar 15 (Or balance minus funds raised)
Scholarships will be handled on an
individual basis
Payment Methods


Personal check preferred
Credit card accepted


3% fee applied to all credit card payments
Note:


Late payment fees: $50 after each due date
Returned check fee: $35
Insurance
Travelex 360 Protection Plans & Refund Policy
 Basic Protection Plan – provided in trip cost
 Comprehensive Plan – $70
• Both cover:








Trip interruption
Travel Delay
Baggage and Personal Effects
Baggage Delay
Emergency Medical Expenses
Emergency Medical Evacuation
24-Hour AD&D
Travel Assistance & Concierge
• Comprehensive includes Trip Cancellation
Other Insurance

Instruments should
be insured
• Homeowners may
cover


Check your own
health plans for
international
coverage
Check credit cards for
possible coverage
Scholarships






Need based
Similar application process to tuition request
Application form in folders
Applications due June 12 with first payment;
late applications considered if funding is
available
Fundraising expected of all scholarship
recipients
Timing of award notification to be determined
by volume and timing of applications
• Subject to change for job status/income change

Contact Bridget Fraser or Joe Bernstein with
questions
Fundraising Opportunities
• Three Night Getaway for Two to Rome Raffle!
• WYSO has received a FREE Trip for Two to Rome to be used
as a raffle fundraiser, compliments of Classical Movements.
• Ensembles have raised over $20,000 with this raffle!
• 100% of the money each member raises will apply towards
their Musical Notes fund raising goal.
• Raffle open to all WYSO members to be used toward the
member’s individual musical notes goal.
• Annual Musical Notes Campaign
• For each Youth Orchestra member, all money raised over
the $150 expected Musical Notes fund raising goal will be
applied to the member’s international tour account.
More Fundraising Ideas!
•
Musical Notes Fundraising Ideas:
•
•
•
•
• Letter Writing
• Facebook presentations and requests
• Volunteer Opportunities (earn $8 per hour for WYSO):
• Taste of Madison – Labor Day Weekend
• Bratfest – Memorial Weekend
• Madison Marathon – Memorial Weekend
Concert/Silent Auction
Spaghetti Dinner/Dance
Mow lawns/Babysit
Garage/Rummage Sale
More Fundraising Ideas!
• Search ‘free fundraising ideas’ on the internet
• eFundraising.com
• Restaurant cards, Cookie Dough, Popcorn, Chocolates,
and more
• Can be sold online or in person
• Other ideas that have been successful?
The 6 Biggest Questions & Answers
You Have about the
WYSO 2012 European Tour
#6: WHEN Do We Need To Act?
 Timeline, Decision Points
 Commitment to Go
Bridget Fraser
Participant Registration Packet







Required registration form
Scholarship application
Meeting slides
Pre-commitment form
Insurance information
Trip raffle FAQ
Ask questions
Registration

Requires
• WYSO Commitment Form
• $500 commitment fee (non-refundable)



Scholarship form (if applying)
Due by June 12
Please fill out the pre-commitment form
and submit before leaving
• This will give us a general sense of interest