Important Band Trip Information

Dear Band Students and Parents,

We are about 3.5 months from our band performance tour to Southern California!  The trip is May 23-27.

Please remember that all trip balances must be paid in full no later than March 23.  Please contact Educational Discovery Tours at 1-800-544-4723 or at www.educationaldiscoverytours.com for questions about balances or payments.  As of this email, several travelers have only paid the $200 deposit and nothing more.  While this is completely fine and allowable, please make sure you are making preparations to be paid in full by the due date.

Still want to travel with us?  We still have room!  Please follow this link to view the paperwork and send a registration form and deposit directly to EDT.

Cancellations:  If you are no longer planning on participating in this trip, you need to contact EDT directly to cancel soon.  Please keep in mind EDT’s cancellation policy as stated on the registration form you filled out:

Notification of all cancellations must be received in writing. If your written cancellation is received:

  • From the point of registration until 60 days prior to departure – your deposit is non-refundable and non-transferrable
  • Between 45 and 60 days prior to departure – 30% of the total trip cost is non-refundable and non-transferrable
  • Between 15 and 44 days prior to departure – 50% of the total trip cost is non-refundable and non-transferrable
  • Less than 15 days prior to departure – 100% of the total trip cost is non-refundable and non-transferrable

Fundraising balances:  Several students have raised money over the past year to go toward the cost of this trip.  The HHS Music Boosters will be writing one check directly to EDT at their February 13 meeting.

Here are some important points on this:

  • All students and parents can check their fundraising balances by going to www.charmsoffice.com and logging in.  If you need a reminder on how to log into Charms please view page 11 of the Band Handbook.  All questions on fundraising balances should be directed to Matt Pulsipher at mvpuls4@gmail.com
  • Unless notified in writing prior to that, fundraising balances for all students traveling on the trip will be 100% applied to the trip.  If the fundraising amount exceeds the balance you owe on the trip, EDT will issue you a refund check.
  • The HHS Music Boosters are prevented from writing checks directly to individuals due to their non-profit status.
  • Any students not going on the trip will retain their fundraising balance.  Fundraising money can be used for any band-related expenses such as uniform costs, honor band registration fees, future band trips, and more.
  • Per Music Booster policy, any students who graduate or quit band with a fundraising balance can do the following with their fundraising balance (must be received in writing by the end of the fiscal year, which is July 31):
    • Transfer the money to a sibling or hold onto it for a younger sibling who will be in band in the future.
    • Gift the money to another student (or combination of students).
    • Donate the funds to the Music Booster General Fund (this option is the default selection if no notification is received).

Academic Eligibility

The following rules are part of the Code of Conduct to travel on this trip.  Since we are at the end of finals week and approaching a new semester I thought it would be wise to remind everyone of these rules.  These rules are required by HHS and I fully support them.

  • All students, including Running Start/Private School/Home School students, must meet the same academic eligibility requirements set forth in the HHS Athleticsand Activities Handbook (see page 5).
  • Seniors must be on track to graduate and must have all required coursework for online classes, credit recovery, etc. completed before the travel date.
  • Any student who is not on track to meet these requirements on or after March 15 or who have not met the requirements by the departure date may be required to forfeit their spot on the trip along with any payments made.  A conference may be required to determine eligibility.

If you have any questions, please feel free to email me back.  Thanks!


 
Corey McEnry
Director of Bands
Hockinson High School
16819 NE 159th Street
Brush Prairie, WA 98606
(360) 448-6450 x5594
corey.mcenry@hocksd.org
http://www.hockinsonmusic.com