Tips for a BAND TRIP Requested

[chartle]

I sure wish our Band could have gone to WDW but we are smaller than all your bands mentioned above... I guess we win the "small band" prize.

How small? We had 42 kids go on the last trip. That was all but about 4 or 5 kids.

 

[Bronte]

Thanks for all the great suggestions ...
We went to a meeting last night and they said we will know the week prior to the trip which way we will be marching (towards or away from the castle ... I am really hoping for away so that we get a great shot of the band coming down Main Street with the castle in the back.)

We are taking a charter bus there and back. Staying off property (I hate that but the travel company said it was a better deal ... $869 per kid.) All meals are included along with tickets for four days. The tour guild told the parents about average costs for extras like soda, popcorn and t-shirts. He also said to pack alot of sunscreen and NO FLIPFLOPS. There are only 32 kids in our band and that includes the guard so I think they will be ok with keeping an eye on the kids ... we have one ICU RN going, the director and three other adults along with the travel company person. There are a lot of families also going down to watch the band ... we are a small band but there will be Aunts, Uncles, Moms, Dads and Grandparents all coming down to see/cheer for our kids.
I am thinking about not allowing the kids to edit the photo pass stuff and to make sure that the director has his own card to give to the photo pass people along the way ... I am really hoping there is at least one shot of them in uniform as a group perhaps in front of the castle that day !!!! My husband and I are paying for the CD and we will use it primarily it to make a DVD movie of their trip as a memento ... Our band only goes on one trip per four years.
We parents are going to try to video tape the parade and the director said he would splice it together later ... Any hints ???

Thanks Again ...
Good Luck to all the other bands going down for Spring Break ...
I was never in band growing up but being a band Mom for the past four years has been the BEST !!!!!!!
I am currently working on blankets for each of the kids with their name and the date on them so that they has something for the bus and as a souvenir of the trip.

 

[Bronte]

Good info. about the first aid stations ...
At last nights meeting the tour escort gave the parents/kids the phone numbers to all the parks first aid stations ... Almost every kids will have a cel phone which is nice but I did say that cel coverage in the parks can at times be spotty.

 

[chartle]

Thanks for all the great suggestions ...
We went to a meeting last night and they said we will know the week prior to the trip which way we will be marching (towards or away from the castle ... I am really hoping for away so that we get a great shot of the band coming down Main Street with the castle in the back.)

We are taking a charter bus there and back. Staying off property (I hate that but the travel company said it was a better deal ... $869 per kid.) All meals are included along with tickets for four days. The tour guild told the parents about average costs for extras like soda, popcorn and t-shirts. He also said to pack alot of sunscreen and NO FLIPFLOPS. There are only 32 kids in our band and that includes the guard so I think they will be ok with keeping an eye on the kids ... we have one ICU RN going, the director and three other adults along with the travel company person. There are a lot of families also going down to watch the band ... we are a small band but there will be Aunts, Uncles, Moms, Dads and Grandparents all coming down to see/cheer for our kids.
I am thinking about not allowing the kids to edit the photo pass stuff and to make sure that the director has his own card to give to the photo pass people along the way ... I am really hoping there is at least one shot of them in uniform as a group perhaps in front of the castle that day !!!! My husband and I are paying for the CD and we will use it primarily it to make a DVD movie of their trip as a memento ... Our band only goes on one trip per four years.
We parents are going to try to video tape the parade and the director said he would splice it together later ... Any hints ???

Thanks Again ...
Good Luck to all the other bands going down for Spring Break ...
I was never in band growing up but being a band Mom for the past four years has been the BEST !!!!!!!
I am currently working on blankets for each of the kids with their name and the date on them so that they has something for the bus and as a souvenir of the trip.

A few things not in any particular order:

There should be PP photographers assigned to the parade to take shots of the band. Your director will get a slip with a number for all the pics taken by all the photographers from your suit (the person who escorts your band back stage and gives them instructions).

If you are planning on collecting the kids PP cards and not letting them edit the pics, you need to let them know that in exchange for giving up their card they get the pics for free. Also don't let them register them. Some of your kids my have laptops and without thinking go online to see their pics. I pretty sure once a code is registered to an account it can't be moved to another.

In the two trips we did there was no opportunity to take a picture of all the kids together in their uniforms. Once backstage there are no photos allowed and once on the parade route you move out, march and then you are backstage again. The only real chance to get a group shot is before one of park days and before you get in the park. There is a good spot outside DHS off to the right.

Also I have done two of these trips and the last one I planned everything and offsite is so much cheaper than on and you get bigger rooms and usually a breakfast of some sort. Also you usually have interior hallways which make it easier to control the kids at night.

One other hint about the video taping if you have a bunch of people taping and have the footage edited together. have some people tape wide shots and some tight shots. I used to tape my sons' half time shows and I had one camera on the field and one high in the stands. That way I synced up the two tracks and then cut between the two of them.

 

[Tinker'n'Fun]

- Make sure the kids have their clothes to change into after they perform if you are staying. They will be behind Disney and will need to change in the bus or near.

- When they say no phones/camera's backstage they mean it. Our director collected all of them prior to the bus going backstage and handed them out after they performed on their way through the doors (next to Pirates of the Carribean)

- If parents are getting their own photopass they can get all the photo's added to their CD also, in the photoshop near the entrance.

- We have had the direction of the parade changed up to 20 minutes up to marching. Have a chain prepared if you get a last minute change.

- You said all the food is included? Are you getting vouchers for inside the parks, if so give them the link to the menu's here or at allears. You will be surprised on how many vegetarians, fussy eaters. It is better for them to find out a place to eat prior to going.

Enjoy!

 

[JenSop]

Awww....thinking about this brings back such good memories for me! We marched down Main Street when I was a senior in H.S. - it the was the week between Christmas and New Year's. (Right after Xmas of '93, so it's been awhile.) We were at the beginning of the afternoon parade.

Our parade route was Main Street to Frontierland. I personally really liked it, because as I marched, I could look right at the castle as I went along. I was one of the drum majors (student conductors), but was chosen for this parade to march at the front to set the pace of the whole group. So I got to be at the very front, marching down Main St, looking at the castle, and having tons of people cheering around me. Man, what a rush! I LOVED that moment and will never forget it.

We had to check in with a chaperone every few hours, but were allowed to walk around on our own. We weren't allowed to leave the park we were in. My friends and I had been regular WDW visitors, so we didn't have to worry about getting lost.

 

[chartle]

- Make sure the kids have their clothes to change into after they perform if you are staying. They will be behind Disney and will need to change in the bus or near.

The parade we did was before the 3:00 parade. We went to the park first thing toured ate lunch and then right after had to meet up for the parade. The bus had all our uniforms and instruments loaded on it and was waiting for us.

There are facilities back stage, built just for the bands, for changing and getting ready. After the parade we went back changed reloaded the bus and the rest of the day was ours. The biggest issue is that for the pre 3:00 parade we had to meet up at 12:15 ish and didn't get back in the park until 3:30, its a huge chunk of time.

Here's one secret tip there may be a vending machine in the area where you can buy pop for real world prices. Like $1.50 a bottle.

 

[Tinker'n'Fun]

The parade we did was before the 3:00 parade. We went to the park first thing toured ate lunch and then right after had to meet up for the parade. The bus had all our uniforms and instruments loaded on it and was waiting for us.

There are facilities back stage, built just for the bands, for changing and getting ready. After the parade we went back changed reloaded the bus and the rest of the day was ours. The biggest issue is that for the pre 3:00 parade we had to meet up at 12:15 ish and didn't get back in the park until 3:30, its a huge chunk of time.

Here's one secret tip there may be a vending machine in the area where you can buy pop for real world prices. Like $1.50 a bottle.

I phrased that poorly. Make sure that the kids have their clothes organized, one year our band changed backstage from street clothes to band outfits. Since they must be "perfect" as in all tucked in and ready, the second year, they went with uniforms at the time expected to be backstage with the bus. Since they were in uniform, they needed to keep their clothes organized so that changing went smoothly. We were a bit larger band than the OP but it does help to be organized, if a girl forgets her shorts, there is not much you can do at that point. Kids are not always the most organized, if you know what I mean!

 

[TinkerbellinLouisian]

How small? We had 42 kids go on the last trip. That was all but about 4 or 5 kids.

Well - this is a GOOD place to step on the "Soap Box"...

In Baton Rouge , Louisiana... the Capitol City and a State Renowned for it's music......and .....
East Baton Rouge Parish.... which according to the latest poll is the LARGEST Parish (County) in Louisiana....

Our Music programs have gone downhill since "no one left behind" has focused a lot of funds on the basics and none on the arts....

My own personal High School Experience was a FULL Band of 300+ students... I encouraged my son to join the band... He LOVED the movie Drumline....

The High School Band in our district underwent severe cuts and a young new band director was hired and told there were 70 band members... there were not... the whole program driven to extinction....

We started the Band Boosters and grew the program from (about) 19 students to (about) 30 within 4 years... but probably only had 23 on the Panama City Trip......but it was a HUGE undertaking...

BUT... it's growing now. Sorry for stepping on the soap box but I am assuming I have an audience of sympathetic readers! (Just to note... this young Band Director brought this band to District with Straight "1's" TWICE ! He is VERY talented and motivational!)

Some of these students can't even afford reeds.....Like I said... some students on the Panama City Beach Trip had NEVER seen a BEACH before.... it brought me to tears.....

Hugs
Mary

 

[Bronte]

Thanks for all the great ideas !!!!!!!!
Keep them coming ... I am taking notes !!!!!!!!

Sad to hear that Disney does not take a group shot in uniform but glad to hear that they will take photos of the kids while they perform !!!!!!!
I will make sure that our band director gets that code and gives it to us to put on the photo CD.

 

[tjlemkuil]

Oh, the memories... Back in 81 did it while in H.S. 150 piece band and only WDW. Fast forward to 2009 and my daughter is marching with almost 200. The parade started on Main St. and ended in Frontierland. Good viewing from Caseys for the the begining of the parade and then take the walkway to Frontierland to get additional photo's as they get to Frontierland. Doing the trip again this year and both son and daughter will be there. The H.S. band goes every 2 years.

 

[hookedonears]

Tip. Leave the clarinets at home.

 

[chartle]

I phrased that poorly. Make sure that the kids have their clothes organized, one year our band changed backstage from street clothes to band outfits. Since they must be "perfect" as in all tucked in and ready, the second year, they went with uniforms at the time expected to be backstage with the bus. Since they were in uniform, they needed to keep their clothes organized so that changing went smoothly. We were a bit larger band than the OP but it does help to be organized, if a girl forgets her shorts, there is not much you can do at that point. Kids are not always the most organized, if you know what I mean!

I know what you mean. For the instrumentalists we made sure each member put their uniform on the uniform rack with their hat in a large bin we have.

Well the band front girls, mostly seniors, had one or two people get their stuff together. We asked them multiple times is this everyone's stuff and they all said yes, but in a "too cool for school" kind of way if you know what I mean. Also for what ever strange reason their Band Front Sponsor, who wasn't there, insisted that we not put names on the uniform bags but only numbers so no one but the girls knew whose was whose.

Well here we are backstage and one of the BF girl's uniforms is not there. We really hoped it was not on purpose.

One other little issue we had. Any band personnel who marches with the band and Disney wants to keep this number to a minimum, must wear the same outfit.

Our band director normally would wear khaki's and his monogrammed polo style band shirt to march in. Well the assistant director was also wearing khaki's but they were Capri's. Well Disney said no go. Also when the band director pulled out his polo shirt it read "Mrs. D" not "Mr. D".

Well our "suit" found a pair of black CM pants they had and they both had to wear the matching t-shirt that everyone had for the day. It looked weird because the shirt was blue and blue is not one the school's colors.

 

[DIS-OH]

I've done numerous trips with a High School Marching Band...and all I can say is to be prepared for the unexpected...which is impossible, of course! But, here are some of my tips:

Check the weather forecast before you go...make sure the kids know to pack for the actual forecast, not the "hey, it's Florida, it's going to be 90 degrees and sunny" concept!

Warn, warn, and triple warn the students that Disney does NOT tolerate shoplifting!! Tell them that there are plain clothes, undercover security all around and to not even think of trying! When they are caught, Disney will press charges and their parents will have to get to Orlando to get them released from custody. Then the student and parent will have to return to Florida for the hearing and if assigned community service, they will have to return to Florida again...the courts may only count community service done in the court's jurisdiction, not in the student's hometown! Have the travel company rep warn them again before they enter the parks every morning.

When something goes wrong, ask a CM for help. During one trip, a student's stepfather passed away. The front desk CM (we always stay onsite) was able to book a very cheap flight home for the student. A CM accompanied the student and a chaperone to the airport in a taxi at no charge. The front desk CM also went to the gift shop and returned with a hugh stuffed Minnie "for you to hug on the trip home."

Be prepared for performances to be cancelled in the event of severe weather...it's a bummer to go all that way and have your performance cancelled, but we can't control Mother Nature...tell the kids in advance that this may happen.

Make sure the students do eat...especially on performance days! And, keep reminding them to keep hydrated!

Make sure the kids know the assigned meeting place for when you are ready to leave the park. We usually pick the hub at the train station in MK, the "donkey cart" near Italy in Epcot, the little side street towards the back entrance of Rainforest Cafe in AK, and in front of Sid's in DHS.

When going back to the buses, we always release the kids in "chaperone" groups and spread them out. It is easier for a chaperone to make sure his/her assigned 5 kids get on the bus if they are alone as opposed to releasing the whole band at once to go to the buses. It is also more polite to the other guests leaving the park at the same time...they don't get stuck behind a big group of rowdy, tired high school kids!

Every trip, no matter how many times we discuss budgeting money, someone runs out of money before the end of the trip. We encourage our students to give their chaperone some cash or a gift card to hold until the last day. (We encourage, but do not require.)

Have fun!!!

The best thing for me is watching the faces of the kids who have never been to WDW before...priceless!

 

[Pembo]

OP, My ds will be marching on March 28 too! They are leading off MSEP at 9 pm. I'm so excited for him. We have over 120 members.

I'm planning on heading to the photopass shop to get ALL the band pics on my own photopass. I told ds to get a pp for himself and to tell his friends.

 

[chartle]

OK one last tip and this may be hard to institute because it may be a new way of doing something.

Whenever we do one of these long trips we use a system of indexs cards to keep track of who is off the bus.

There is a card for every kid. I printed them the last time so I also put the kids picture on them just in case.

As the kids go on the bus for the first time, every kid gets their card. Any time a kid leaves, like at rest stops, they give up their card to a designated chaperon.

As they come back they get their card back. If we are ready to leave and still have a card we have a missing kid.

Now we do all the normal "security" checks at rest stops like clear the bathrooms and such but its just a double check and keeps the chaperons from going crazy thinking we forgot someone.

Also photocopy the backs of the tickets and as they are assigned to the student mark the photocopy and keep it handy.

 

[chartle]

1. I've done numerous trips with a High School Marching Band...and all I can say is to be prepared for the unexpected...which is impossible, of course! But, here are some of my tips:

2. Check the weather forecast before you go...make sure the kids know to pack for the actual forecast, not the "hey, it's Florida, it's going to be 90 degrees and sunny" concept!

3. Warn, warn, and triple warn the students that Disney does NOT tolerate shoplifting!!

4. Every trip, no matter how many times we discuss budgeting money, someone runs out of money before the end of the trip. We encourage our students to give their chaperone some cash or a gift card to hold until the last day. (We encourage, but do not require.)

Have fun!!!

5. The best thing for me is watching the faces of the kids who have never been to WDW before...priceless!

1. x 10

2. Its worked out for the last two trips that we went last week of Feb going into March. First day OK a little warm not really needing a jacket. Second day it rained and I had kids wearing only shorts and their polo shirt and froze. That night I made an announcement that its was going to be 45 degrees in the morning and it wasn't going to get any warmer the CM's that were locals were wearing stocking caps, gloves and heavy coats. But our kids were OK I did freeze at F! that night but I really didn't have any more clothes.

3. It happened to a local band and everything you say is correct.

4. We had an odd situation. One kid was gived a gift card or Debit card that didn't work. Luckily A relative lived near by and gave him some cash.

5. For me it was hearing our band's name being announced by the voice of Disney. I was actually in the same band as my sons and I never got to do trips like this.

Here is the video I took five years ago.

http://www.youtube.com/watch?v=eA1Y7jimQSc

Its a little messed up because I wasn't ready to tape and was taking pictures too.

 

[Tinker'n'Fun]

Maybe some pictures will give you an idea of photopass pictures. I was able to edit, crop of certain children etc...

Because I am a Mom DD is the young lady on the end! Sorry some of the pictures are so small, I am still looking for the CD to show the "whole band", these were in my photobucket, so I thought I would at least give you an idea.

 

[Bronte]

Wow ...
Thanks for the photos ... That makes me feel soooooo good ...

I am getting teared up just thinking about hearing our band's name being announced by the voice of Disney !!!!!!
My DD's are both marching ... Trumpet (Senior Section leader) and Slide Trombone (Freshman.)

Now when you say that everyone has to be in "band cloths" what does that mean exactly ... The guard is in their uniforms and the band has theirs but the director usually wears a polo that says our school name on it with tan pants plus he has two chior kids doing the banner because we are such a small band (they were told to wear any "town/school" t-shirt.)

 

[Tinker'n'Fun]

Wow ...
Thanks for the photos ... That makes me feel soooooo good ...

I am getting teared up just thinking about hearing our band's name being announced by the voice of Disney !!!!!!
My DD's are both marching ... Trumpet (Senior Section leader) and Slide Trombone (Freshman.)

Now when you say that everyone has to be in "band cloths" what does that mean exactly ... The guard is in their uniforms and the band has theirs but the director usually wears a polo that says our school name on it with tan pants plus he has two chior kids doing the banner because we are such a small band (they were told to wear any "town/school" t-shirt.)

Read your contract, the color guard will need to be in the same uniform as the band. The band director and or anyone walking will have to have similar clothing - ours always wore Khaki pants and a school polo.

Disney does and will pull anyone they feel is not dressed to the standards they expect. I would really re-think what you are having the color guard wear. If in doubt, CALL!