Transcript Trip Planning For Choirs - Indiana Choral Directors

2011 ICDA Conference
Butler University
Presented by Greg Moore
Welcome!
Let’s “Talk Travel…”
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About Your Presenter:
26-Year Veteran of Performance Group Travel
Planned Tours & Accompanied Groups to Various
Domestic & International Destinations
Traveled to all 50 United States, all 10 Canadian
Provinces, and nearly 30 Countries
Participated in Various Bands & Performance
Groups throughout High School & College
Reside in Fishers, Indiana with wife, Kelly, and four
children – all students of music education
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About Your Presenter:
Graduate of Indiana University with B.A. in
Germanic Studies
President of Student & Youth Travel Association
(SYTA) 2002 – 2003
Senior Sales Manager for MusicAmerica and the
WorldPass Travel Group
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Why Travel with your Choir?
Give them the Opportunity to Perform their Craft in
front of a New/Different Audience
Travel will Broaden their Horizons
♫ Experience New Cultures – Domestic or International
♫ Break down Barriers – Eliminate Stereotypes
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Allows for Greater Bonding within Group
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Is it a lot of Work to Plan a Trip?
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Getting Organized and obtaining the proper
assistance will certainly help, but it is rewarding!
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What To Consider:
Performance
What do you as the director need to get from it?
What do the students need to get?
Destination
Time of Year
♫ Approved Time Off from School?
♫ Spring Break vs. Fall Break vs. A Three-Day Weekend vs. …
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Budget $$$
♫ Determine what is realistic – know what the group’s
limitations are
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Performance
Formal or Informal?
Festival or Non-Festival?
Competitive or Non-Competitive?
Single or Multiple?
Performance can also determine Destination
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Performance – “Informal”
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Performance – “Formal”
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Concert Halls
♫ Carnegie Hall
♫ Lincoln Center
♫ Kennedy Center
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Churches & Cathedrals
♫ Washington National Cathedral
♫ St. John the Divine – New York
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Performance – “Festivals”
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Performance…and then there’s “Disney!”
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Destination – Domestic
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Destination – International
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Searching for a Tour Operator
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But wait, do I really need one???
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Yes, unless you have unlimited hours of free time…
Will save you Time
Can even save you Money
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But I thought they are more expensive!
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Can provide Liability Coverage & Insurance Options
Experts in the Field…
You don’t allow just any teacher to teach choir, why would
you allow just anyone to plan your travel? 
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Searching for a Tour Operator
How Do I Find One??
Call a Colleague or Friend…
Who do they travel with and why?
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Student & Youth Travel Association (SYTA)
“The Voice Of Student & Youth Travel”
www.syta.com
SYTA is to the Student Tour Operator what MENC & ACDA are to
the Choir Director…
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Searching for a Tour Operator
Call Me… 
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What’s Next?
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You’ve Determined your Desired Budget
You’ve selected a Destination and/or
Performance Venue
You’ve Determined which Group of Students
the trip is for…
You’ve selected a Tour Operator
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Time To Get Organized!
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Getting Organized:
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Request Your Tour Proposal
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Be Specific: State the anticipated number of tour participants,
number of director packages required, number and type of
meals, etc.
Special Services Needed?
Private Security Guard(s) @ Hotel
Individual Payment Program
Optional Travel Insurance Plan(s)
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Getting Organized:
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Getting Administrative Approval
Consider an “In-House Trip Coordinator”
Fundraising???
Determine a Deposit Due Date & Payment Schedule
Review Cancellation Policy and Non-Refundability Issues
Set a Meeting with Tour Operator and Trip Coordinator
Set a Meeting with Tour Operator, Parents & Students
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Communicate! ...with Students, Parents, Tour Operator
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(also arrange a mandatory pre-trip meeting with all tour
participants, chaperones, parents, & staff approx 1 – 2 weeks
prior to departure)
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Questions?
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Thank You!
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Performance Group Travel is Rewarding… 
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Thanks to ICDA…
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Greg Moore – Contact Info
Greg Moore, Senior Sales Manager
800.553.4723 – x 147
317.432.6636 – cell
[email protected]
www.musicamericaevents.com