GRANTS PASS HIGH SCHOOL MARCHING BAND / SHADOW TOUR · 2018. 5. 16. · World Projects...

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GRANTS PASS HIGH SCHOOL

MARCHING BAND / SHADOW TOUR

JASON GARCIA, DIRECTOR

2018 NEW YORK CITY PERFORMANCE TOUR

2018 MACY’S THANKSGIVING DAY PARADE

NOVEMBER 18 – 23, 2018

Tour Produced By:

World Projects Corporation Deborah Gibbs, CEO

Brandon M. Smith, Production Manager

Current as of April 21, 2018




GRANTS PASS HIGH SCHOOL HS Marching Band / Shadow Tour




NOVEMBER 18 – 23, 2018

Current as of April 21, 2018 – itinerary details are subject to change

DAY ONE: Sunday, November 18, 2018 – GRANTS PASS DEPARTURE

Evening Arrive at the airport at least 2.5 hours before departure

according to flight group. You will be met by a World

Projects staff member who will assist with your check-in

with the airline.

Pass through security and proceed to your departure gate.

Depart for New York City!

Flight Group #1 (up to 54 travelers)

9:30pm Depart Portland International Airport via Alaska flight #450.

5:55am Arrive into John F. Kennedy International Airport.


9:55pm Depart Portland International Airport via United flight #2417.

6:13am Arrive into Newark Liberty International Airport.


10:10pm Depart Portland International Airport via American flight #1929.

6:04am Arrive into Charlotte Douglas International Airport and change to next gate.

7:35am Depart Charlotte Douglas International Airport via American flight #217.



9:50pm Depart Seattle-Tacoma International Airport via American flight #149.



10:30pm Depart Seattle-Tacoma International Airport via United flight #1695.

6:20am Arrive into Newark Liberty International Airport.


11:12pm Depart Seattle-Tacoma International Airport via Delta flight #2590.


Additional Flight Groups TBC




DAY TWO: Monday, November 19, 2018 – NEW YORK CITY ARRIVAL (B, D)

Note: This day’s activities may occur at different times of day than what is listed

depending on flight group and confirmations from the restaurants, Museum of

Modern Art, and Top of the Rock.

Morning Arrive into New York City!

Proceed to baggage claim, collect all luggage and instruments, and load the

coaches.

Depart for the Sheraton New York Times Square Hotel.

Arrive at the hotel, unload the coaches, and store baggage and instruments in the

designated storage rooms.

Load the coaches and depart for a local restaurant.

Breakfast as a group (split between Buca di Beppo, Planet Hollywood, and

Applebee’s (50th St) – TBC).

After breakfast, load the coaches and depart for the Museum of Modern Art

(MOMA).

Enjoy time to explore one of the world’s greatest museums

of 19th, 20th and 21st century art, MOMA (TBC).

Afternoon Walk to Rockefeller Center where you will enjoy lunch on

your own (in approved groups).

After lunch, enjoy stunning views of Manhattan from the

Top of Rock, 650 feet above street level (TBC).

Afterward, walk to the Sheraton New York Time Square

Hotel where you will obtain your room keys, collect your

luggage, and check-in to your rooms.

Walk to a local restaurant.

5:00pm Dinner as a group at John’s Pizzeria or Virgil’s BBQ (those

that eat at John’s Pizzeria on this day will eat at Virgil’s

BBQ tomorrow and vice versa).

After dinner, return to the hotel for an early evening and

well-deserved rest.

DAY THREE: Tuesday, November 20, 2018 – NEW YORK CITY (B, D) – Rehearsal

Morning Walk to a local restaurant.

7:00am Breakfast as a group at Applebee’s on 50th St.

~8:45am After breakfast, load the coaches and depart for Battery Park.

10:00am Entry time at the Screening Facility for the ferry to Liberty

Island and Ellis Island (TBC).

From here, you will load the ferry to Liberty Island where you

will have time to explore and embark on an audio tour. From

there, load the ferry and depart for Ellis Island where you will

also explore and take an audio tour.

~12:15pm Return to Battery Park via the ferry, load coaches, and transfer to

Brookfield Place/Fulton Center for lunch on your own.

~1:15pm After lunch, meet your local tour guides then enjoy a walking

tour of Lower Manhattan including the 9/11 Memorial, Trinity

Church, and Wall Street.

~3:00pm Afterward, load the coaches and continue on a guided coach tour

of Manhattan.

At the conclusion of your tour, unload the coaches, say goodbye to your tour guides, and walk to a local

restaurant.

5:00pm Dinner as a group at John’s Pizzeria or Virgil’s BBQ (those that ate at John’s Pizzeria the day before

will eat at Virgil’s BBQ this day and vice versa).

SHADOW TOUR – The rest of the evening is free.

MAIN GROUP – After dinner, return to the hotel and prepare for rehearsal.

~7:30pm Enjoy your group rehearsal in the Metropolitan Ballroom at the hotel.




DAY FOUR: Wednesday, November 21, 2018 – NEW YORK CITY (B, D)

Note: Due to group size, the group will be split

between multiple Broadway shows and three

dinner reservation times and by main

group/shadow tour due to the parade the next

morning.

Morning Breakfast on your own nearby (in approved

groups) with a $10 cash handout.

The morning is free to enjoy New York City (in

approved groups).

Possibly shop along Fifth Avenue, explore Central

Park, or take in the bright lights and shops of

Times Square (all additional costs on own).

World Projects suggests visiting the Empire State

Building on this day as tickets are not date- nor

time-specific.

Afternoon MAIN GROUP – Lunch on your own nearby.

Enjoy a Broadway show this afternoon (possibly Aladdin, School of Rock, and/or Wicked – TBC).

5:15pm/6:30pm Enjoy dinner as a group at Ellen’s Stardust Diner.

Evening After dinner, return to the hotel (by 8:00pm) – time to rest prior to your early morning rehearsal.

Afternoon SHADOW TOUR – Lunch on your own nearby.

This afternoon is free.

4:00pm/5:15pm Enjoy dinner as a group at Ellen’s Stardust Diner.

Evening Enjoy a Broadway show this evening (possibly Wicked, Kinky Boots, or Phantom of the Opera – TBC).

The rest of the evening is free.




DAY FIVE: Thursday, November 22, 2018 – NEW YORK CITY (B & L for staff-perf., D for all) – Performance

STAFF-PERFORMERS

Time TBD Load the coaches and transfer to the Macy’s Thanksgiving

Day Parade rehearsal area.

Time TBD Arrive at the Macy’s Thanksgiving Day Parade rehearsal

area and get ready for parade rehearsal.

Early Morning Macy’s Thanksgiving Day Parade rehearsal (can be

scheduled between 3am and 5am).

After the rehearsal, load the coaches and transfer to the Hard

Rock Cafe.

5:30am Breakfast and time to utilize restrooms at the Hard Rock

Cafe (for students and marching band staff only).

After breakfast, transfer to Macy’s Staging Area.

Get in line for the Macy’s Thanksgiving Day Parade.

9:00am-12:00pm PERFORMANCE as part of the Macy’s Thanksgiving Day

Parade.

After the parade, take group picture, put away instruments, load the coaches, and return to the hotel.

Afternoon Box lunch will be provided at the hotel (for students and marching band staff only).

Pack up instruments, equipment, and uniforms at the hotel.

Time to rest this afternoon after a very long morning.

NON-PERFORMERS / NON-MARCHING STAFF-CHAPERONES / SHADOW

Morning Breakfast on your own with $10 cash handout.

For those with tickets to the grandstands, a coach will be provided to

transfer to the Upper East Side. (Macy’s allots a limited number of

tickets to each band for grandstand seats on the Upper East Side – ticket

allocations will be the responsibility of GPHS – please note, grandstand

tickets are NOT for sale.)

For those without grandstand tickets, World Projects encourages you to

take positions along the parade route along 6th Avenue.

Afternoon After the parade is finished, make your way back to the hotel.

Lunch and free time on own.

EVERYONE

5:00pm/7:30pm This evening, enjoy Thanksgiving dinner together. Due to group size,

the group will be split between Carmine’s Restaurant and Virgil’s BBQ

at two different reservation times.

Those that have not visited the Empire State Building by this day should visit this night before/after

dinner to see the stunning nighttime views of New York City.

Afterward, return to the hotel.




DAY SIX: Friday, November 23, 2018 – NEW YORK CITY → PORTLAND (B)

Morning Breakfast on your own nearby (in approved groups) with a $10 cash handout.

Check-out of the hotel with all belongings and possibly store baggage (depending on your flight group).

Depending on your flight group, you may have the opportunity to enjoy “Black Friday” shopping in New

York City in approved groups (any additional costs/transportation on own).

Afternoon Lunch on your own nearby.

Retrieve your bags from the hotel, load the coaches, and depart for the airport.

Upon arrival at the airport, check-in with the airline, pass through security and proceed to departure gate.

You may wish to purchase food to bring on the flight.

Depart New York City.


3:55pm Depart Newark Liberty International Airport via Alaska flight #053.

7:05pm Arrive into Portland International Airport. Collect luggage and depart for home via own transportation.


7:00pm Depart Newark Liberty International Airport via United flight #1551.



5:00pm Depart John F. Kennedy International Airport via American flight #2291.

7:22pm Arrive into Charlotte Douglas International Airport and change to next gate.

8:15pm Depart Charlotte Douglas International Airport via American flight #1736.



5:25pm Depart John F. Kennedy International Airport via American flight #2522.

9:02pm Arrive into Seattle-Tacoma International Airport. Collect luggage and depart for home via own

transportation.


2:25pm Depart Newark Liberty International Airport via United flight #1932.


transportation.


6:48pm Depart John F. Kennedy International Airport via Delta flight #460.


transportation.

Additional Flight Groups TBC

WELCOME HOME!








NOVEMBER 18 – 23, 2018


PACKAGE INCLUSIONS

ESTIMATED roundtrip airfare from a Portland area airport to/from NYC area including estimated taxes and surcharges

1st bag fee up to $50 per person roundtrip (subject to weight-size restrictions)

$10,000 towards equipment/instrument transportation (2nd checked / overweight-oversize air baggage fees, shipping fees,

and/or truck-trailer costs)

Note: Should group choose to ship or transport instruments, equipment, and uniforms by truck/trailer, these funds may

be utilized to defray costs of transportation

Hotel accommodations:

Four (4) nights’ hotel accommodation at the Sheraton New York Times Square Hotel

Meals:

Four (4) breakfasts for all participants (two (2) at restaurants and two (2) with $10 cash handout)

One (1) breakfast at Hard Rock Cafe – Thanksgiving (performers & marching staff only) / additional $10 cash

handout for non-marching staff, chaperones, shadow tour, etc.

One (1) box lunch – Thanksgiving (performers & marching staff only)

Four (4) group dinners in New York City (including Thanksgiving Dinner)

Coaching in NYC area as necessary per itinerary – including airport transfers in NYC

Coordination assistance with the Macy’s Thanksgiving Day Parade organizers

Rehearsal space (Metropolitan Ballroom) at the Sheraton New York Times Square

Sightseeing and admissions per the itinerary:

Museum of Modern Art

Top of the Rock Observation Deck

Statue of Liberty / Ellis Island including audio tours

Guided Manhattan Tour (including 911 Memorial)

Empire State Building Observation Deck

Ticket to a Broadway Show (up to an average of $85 per ticket value – group may be split between 2 or more shows)

One (1) World Projects Tour Manager PER COACH group while in the New York City area (5-6 WP TMs to travel with

group to/from NYC)

Custom tour lanyard and badge with important contact information (color coded by bus group) for each participant

Certificate of Liability Insurance (upon request)

All taxes, tips, and tolls where applicable

PACKAGE EXCLUSIONS

Ground transportation to/from Home Airport

Fees for 2nd checked / overweight-oversize bag fees, shipping and/or truck-trailer in excess of included $10,000

Any fees associated with the Macy’s Thanksgiving Day Parade

Meals not indicated in “Inclusions”

Sightseeing not indicated in “Inclusions”

Parade Instrument Rental (if necessary)

Items of a personal nature (such as laundry, internet and phone charges, souvenirs, etc.)

Medical or Trip Cancellation Insurance








NOVEMBER 18 – 23, 2018


NUMBER OF TRAVELERS: 440-499 total paid travelers (students, chaperones, shadow) + 22-24 Gratis

= 462-523 Total Travelers

ESTIMATED PACKAGE COST PER PERSON – STUDENTS/STAFF/CHAPERONES

STUDENT STAFF-ADULT STAFF-ADULT STAFF-ADULT

MULTI-SHARE TRIPLE DOUBLE SINGLE

480-499 paid + 24 gratis $ 1,908.00 $ 1,958.00 $ 2,168.00 $ 2,848.00

460-479 paid + 23 gratis $ 1,918.00 $ 1,968.00 $ 2,178.00 $ 2,858.00

440-459 paid + 22 gratis $ 1,918.00 $ 1,968.00 $ 2,178.00 $ 2,858.00

ESTIMATED PACKAGE COST PER PERSON – SHADOW TOUR – CHECK DISCOUNT

QUAD TRIPLE DOUBLE SINGLE

480-499 paid + 24 gratis $ 1,958.00 $ 2,018.00 $ 2,178.00 $ 2,858.00

460-479 paid + 23 gratis $ 1,968.00 $ 2,028.00 $ 2,188.00 $ 2,868.00

440-459 paid + 22 gratis $ 1,978.00 $ 2,038.00 $ 2,198.00 $ 2,868.00

ESTIMATED PACKAGE COST PER PERSON – SHADOW TOUR – REGULAR

QUAD TRIPLE DOUBLE SINGLE

480-499 paid + 24 gratis $ 2,028.00 $ 2,088.00 $ 2,258.00 $ 2,948.00

460-479 paid + 23 gratis $ 2,038.00 $ 2,098.00 $ 2,268.00 $ 2,958.00

440-459 paid + 22 gratis $ 2,038.00 $ 2,098.00 $ 2,268.00 $ 2,958.00

AIR REDUCTION (applies to Shadow Tour only – see notes below): $500 reduced from above package costs

PAYMENT SCHEDULE:

PAID Deposit: US $5,000 group deposit Nonrefundable

PAID (288 main group) Progress Payment #1: US $200 per person 50% refundable to Jan. 15, 2018

PAID (282 main group) Progress Payment #2: US $400 per person 50% refundable to Mar. 15, 2018

BY: June 1, 2018 Progress Payment #3: US $600 per person 50% refundable to July 15, 2018

BY: Sept. 15, 2018 Final Payment: Balance in Full 50% refundable to Oct. 1, 2018








NOVEMBER 18 – 23, 2018


NOTES:

▪ Payment Methods – STUDENTS-CHAPERONES-STAFF: all payments for students-chaperones-staff will be

handled via GPHS – GPHS will collect payments and forward 1 payment to WP on indicated payment dates. Individual

billing does not apply / credit cards are not an accepted form of payment.

▪ Payment Methods – SHADOW TOUR: Payments will be based on Individual billing – Shadow Tour members will be

billed and pay World Projects directly. Checks, money order, bank transfer and credit cards will be accepted as payment.

Please note to qualify for CHECK DISCOUNT, ALL payments must be made by check, money order, or bank transfer –

should any payment be made by credit, the regular cost will apply.

▪ Gratis: Gratis is based on double room occupancy.

▪ Rooming – Students: Package cost is based on the majority of students in quad occupancy where triples are utilized

should student numbers not divide evenly / staff-chaperones-adults may opt for triple (three (3) to a room), double (two

(2) to a room) or single (one (1) to a room) per the costs listed above.

Please note – quad and triple occupancy is two (2) beds per room – sharing beds will be necessary.

▪ Rooming – Shadow Tour: Please note – quad (four (4) per room) and triple occupancy (three (3) per room) is two (2)

beds per room – sharing beds will be necessary. Double occupancy (two (2) per room) and single occupancy (one (1) per

room) is one (1) bed per room.

▪ Airfare: ACTUAL roundtrip airfare has been included in the above costs. 425 seats are currently being held across 4

airlines and 2 airports with an additional 50 seats to be confirmed. One gratis air ticket for every 20 paid participants is

included. Only the base fare is guaranteed – taxes and surcharges are subject to change until ticketing – should additional

taxes or surcharges be levied, World Projects retains the right to pass on all such surcharges to Grants Pass High School.

▪ Air Baggage Fees: Included in the cost quote is the 1st checked bag fee (up to 50 lbs / 62 linear inches) up to $50

roundtrip.

▪ Air Reduction – SHADOW TOUR: Shadow Tour members will be allowed to book their own air should they wish –

there will be a $500 reduction off the tour cost for any Shadow Tour member booking their own flight. Please note, those

booking their own flights will be responsible for their own airport transportation in NYC to/from the hotel as well as any

and all air baggage charges.

Only Shadow Tour members may book their own flights – students, staff, chaperones must fly with the group to NYC

– a deviation on the return flight (return on a different day) may be possible (depending on airline policies) with

permission from GPHS staff.

▪ Instrument/Equipment/Uniform Transportation: Included is $10,000 towards instruments/equipment/uniform

transportation. These funds may be utilized towards 2nd bag fees / overweight-oversized fee for checked instruments-

equipment, towards shipping costs, and/or towards costs for trailer/truck transportation. Grants Pass HS will be

responsible for any costs above $10,000 for instrument/equipment/uniform transportation.

▪ Availability / Ground Costs: This quote is based on 2018 price quotes. World Projects retains the right to surcharge as

necessary should there be unexpected price increases. This quote is subject to availability of accommodation and

vehicles at the time of booking.

▪ Group Travel Protection (Post-Departure Protection): World Projects will purchase the Group Protection Plan on

behalf of all participants. Details of the plan will be sent to the group leader/director.

▪ Numbers: World Projects reserves the right to re-cost the tour should the numbers be different from those detailed

above. Traveler numbers and pricing is based on an estimate of 275-300 students, staff, and chaperones plus 200-225

shadow tour, however, final pricing will be determined by the total number of travelers (students + staff + chaperones

+ shadow tour).

▪ Agreement: Once the tour has been deposited on, World Projects will issue a Performance Agreement detailing the

costs, inclusion/exclusions, payment and cancellation schedule, and terms of the tour proposal for the director to sign.

GRANTS PASS HIGH SCHOOL MARCHING BAND / SHADOW TOUR · 2018. 5. 16. · World Projects...

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