WYSO WYSO 2014 South American Tour2014 South American Tour

PARENT MEETINGPARENT MEETING

May 4, 2013May 4, 2013

Welcome and IntroductionsWelcome and Introductions Tour CommitteeTour Committee

• WYSO Board members: WYSO Board members:

Ann Groves Lloyd, Steve Rosing, John Walker, Ann Groves Lloyd, Steve Rosing, John Walker,

Charlotte Woods, Rosalind ZerofskyCharlotte Woods, Rosalind Zerofsky

• Parent representatives: Parent representatives:

Teresa Hall, Usha Shankar, Charles ValmadridTeresa Hall, Usha Shankar, Charles Valmadrid

• Music staff: Music staff: Jim SmithJim Smith

• Administrative staff: Administrative staff: Bridget Fraser, Joe BernsteinBridget Fraser, Joe Bernstein

• Advisor:Advisor: Susan Goeres Susan Goeres

The 6 Biggest The 6 Biggest Questions And Answers Questions And Answers

You Have about the You Have about the WYSO 2014 South WYSO 2014 South

American TourAmerican Tour

The 6 Biggest Questions & Answers The 6 Biggest Questions & Answers You Have about the You Have about the

WYSO 2014 South American TourWYSO 2014 South American Tour

#1: WHY Tour?#1: WHY Tour? Touring ObjectivesTouring Objectives

Jim SmithJim 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 The 6 Biggest Questions & Answers You Have about the You Have about the

WYSO 2014 South American TourWYSO 2014 South American Tour

#2: HOW Did We Get Here?#2: HOW Did We Get Here? WYSO Tour HistoryWYSO Tour History Survey ResultsSurvey Results

Bridget FraserBridget Fraser

WYSO Tours the Globe

1986 New York City 1989 Aberdeen, Scotland 1991 Taiwan and Japan 1992 Washington D.C. 1994France and Spain 1997Japan 2000Banff, Alberta, Canada 2005 Budapest, Vienna, Kromeriz, Prague 2012Budapest, Vienna, Kromeriz, Prague 2014Uruguay and Argentina

Parent Survey ResultsSome 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 The 6 Biggest Questions & Answers You Have about the You Have about the

WYSO 2014 South American TourWYSO 2014 South American Tour

#3: WHERE Are We Going?#3: WHERE Are We Going? The ItineraryThe Itinerary

Bridget FraserBridget Fraser

#3 Where Are We Going?Montivideo, Uruguay

Colonia de Sacramento, UruguayBuenos Aires, Argentina

La Plata, Argentina

When Are We Going?When Are We Going?

Tentative dates areTentative dates are

July 23 – August 2, 2014July 23 – August 2, 2014

The 6 Biggest Questions & Answers The 6 Biggest Questions & Answers You Have about the You Have about the

WYSO 2014 South American TourWYSO 2014 South American Tour

#4: WHO & WHAT Are Involved?#4: WHO & WHAT Are Involved? Staffing & LogisticsStaffing & Logistics Tour Staff, Chaperones, BusesTour Staff, Chaperones, Buses Instrument Transport/RentalInstrument Transport/Rental

Joe BernsteinJoe 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 The 6 Biggest Questions & Answers You Have about the You Have about the

WYSO 2014 South American TourWYSO 2014 South American Tour

#5: HOW MUCH Will It Cost?#5: HOW MUCH Will It Cost? Cost & ExpensesCost & Expenses

Bridget FraserBridget Fraser Scholarships & FundraisingScholarships & Fundraising

Teresa HallTeresa 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

InsuranceTravelex 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 basedNeed based Similar application process to tuition requestSimilar application process to tuition request Application form in foldersApplication form in folders Applications due June 12 with first payment; Applications due June 12 with first payment;

late applications considered if funding is late applications considered if funding is availableavailable

Fundraising expected of all scholarship Fundraising expected of all scholarship recipientsrecipients

Timing of award notification to be determined Timing of award notification to be determined by volume and timing of applicationsby volume and timing of applications• Subject to change for job status/income changeSubject to change for job status/income change

Contact Bridget Fraser or Joe Bernstein with Contact Bridget Fraser or Joe Bernstein with questionsquestions

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 The 6 Biggest Questions & Answers You Have about the You Have about the

WYSO 2012 European TourWYSO 2012 European Tour

#6: WHEN Do We Need To Act?#6: WHEN Do We Need To Act? Timeline, Decision PointsTimeline, Decision Points Commitment to GoCommitment to Go

Bridget FraserBridget 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