Carnegie May 26-30 2016
Costa2Carnegie BAND Joel Carlson, Director Christine Cosner, President Lilly Chang, VP Bands/Carnegie Lead Danielle Anderson, VP Fundraising ORCHESTRA Peter Park, Director Eve Ahlers, President Beth Nicosia, VP Fundraising Pam Damarillo, VP Communication
1. Welcome & Overview Agenda 6:30-7:30PM 2. General Information & Itinerary 3. Finances 4. Fundraising 5. Friends & Family Flyer & Interaction Guidelines 6. Forms: Trip Cancellation Policy, Travel Insurance, Required Parent/Guardian Forms 7. Action Items & Dates 8. Wrap Up & Q&A
Directors: Joel Carlson & Peter Park OVERVIEW
VP Bands: Lilly Chang GENERAL INFORMATION & ITINERARY
General Information May 26-30, 2016; 5 Days/4 Nights # of Students: 104 Orchestra & 161 Band Students # of Chaperones: 43 Orchestra & Band [2:12 ratio] # of Staff: 10 Orchestra & Band SUMMARY: 265 Students & 53 Staff/Chaperones
Draft Itinerary Day 1 6:00 AM 9:00 AM departure times [multiple carriers/flights] Lunchtime 3:00 PM 6:00 PM arrival times latest arrival time to Park Central 6:00 PM 7:00 PM Hotel/check in 30 min walk (1.3 miles) walking to Empire 7:00 PM 7:30 PM State Building 7:30 PM 8:30 PM Empire State Building Heartland Brewery Seating 1 6:30/seating 2 6:30 PM 10:00 PM 8:30 pm back to Park Central Hotel - unpacking and 11:00 PM sleeping
Day 2 Breakfast concert performance - venue to be determined Lunchtime 5:00 PM 7:00 PM Dinner near Broadway show BB Kings reservation - close proximity to Theater district - Buffet style 7:30 PM 8:00 PM line up for Broadway show 8:00 PM 11:00 PM Broadway show [Wicked/Phantom/Aladdin] 11:30 PM back to Park Central Hotel
Day 3 Breakfast 8:00 AM 12:00 PM Four Sequential Rehearsals [2 Band/2 Orchestra] 8:00 AM 12:00 PM Four Sequential Group Photos - Exterior of Carnegie Hall Chaperone Groups may be able to do nearby sight seeing when not taking 8:00 AM 12:00 PM Group photos or in Rehearsal Lunchtime 1:00 PM depart Park Central Hotel for Statue of Liberty 2:00 PM 5:00 PM Statue of Liberty and Ellis Excursion (4.8 miles from Park Central Hotel) [subway metro card 4 trips included] walking over to 911 memorial (1.1 5:30 PM 6:30 PM miles from Statue of Liberty) open later at night subway to Times Square then dinner at John's Pizza - Seating 1 7:45 pm; 7:45 PM 10:00 PM Seating 2 9:00 pm Times Square (.4 miles to Park Central Hotel) 10:00 PM 10:30 PM back to Park Central Hotel
Day 4 Breakfast Lunch Sound check at Carnegie/dress rehearsal at Carnegie - may not be till later in the day as there could be another concert at Carnegie that day won't know dress rehearsal time until 60 days prior light dinner prior to Performance - boxed 6:00 PM sandwiches delivered to the hotel 8:00 PM 9:30 PM Our Performance! Then back to hotel walk back for Carnegie reception for 11:00 PM 1:00 AM performers and chaperones only 1:30 AM walk back to Park Central Hotel
Day 5 Breakfast 11:00 AM Leaving 11 am for 2 pm flight departure times one more lunchtime 12:00 PM Park Central Hotel check out time
VP Bands: Lilly Chang FINANCES
Uncovered Carnegie Expenses Band & Orchestra Financial Assistance $14,600.00 Flight increase for Staff [$250 x 10 staff] $2,500.00 Instruments checked, rental, cartage costs $26,000.00 $25 per checked bag, each way [est $50/pp] $15,900.00 Snacks/Water for Performers $1,000.00 TOTAL PROJECTED EXPENSES $60,000.00
VP Fundraising: Danielle Anderson, Beth Nicosia VP Communication: Pam Damarillo FUNDRAISING
$15,000 Exchange student CORPORATE SPONSORSHIP $20,000 $65K BY 3/15/15
Make checks out to: MBX Foundation Add Carnegie Fund on the memo
VP Concerts: Lilly Chang INFORMATION & FORMS
Information & Forms Travel Agent 1. Friends & Family Flyer and Interaction Guidelines 2. Trip Cancellation Policy & Travel Insurance District Required 1. Student Code of Conduct for Field Trips 2. Student Participation in Voluntary Field Trip 3. Parent Waiver & Release for Images
FRIENDS AND FAMILY INTERACTION WITH PARTICIPANTS All students and chaperones must follow MBUSD overnight field trip guidelines, including: 1. Students must be under continuous supervision of chaperones; 2. Chaperones may not deviate from the established itinerary and assigned group; 3. Chaperones assume a 24-hour day responsibility for students from the time they leave until the time they return; overnight chaperones may not retire until all students are in their rooms. Even though the students are out of state in NYC this is still a Mira Costa High School field trip and all students must remain in their chaperone groups from the time we depart from LAX to the time we return to LAX. That said, all parents will have the itinerary for the 4 nights and if there are parents, family members or friends adjacent to where the students are sightseeing, walking or eating, they are welcome to interact with their students but the student must remain with the chaperone group at all times while on a school sanctioned field trip. In regards to the Park Central Hotel - for the safety of all the participants on the field trip - parents, family members or friends are not allowed into the Hotel rooms of the students but may visit with students in the public areas of the Hotel while the students remain in their Chaperone groups. Sunday is Performance Day! It will include a closed dress rehearsal, The Performance, which the students are so excited to have you in attendance and a Carnegie hosted private reception for the performers.
Action Items & Dates Participate in Carnegie Fundraising! Email/Call Paula Zackeru-ATC for Friends & Family non-air Travel Arrangements Deadline to enroll in Travel Insurance 02-01-16 Deadline to turn in Field Trip Forms 12-01-15 [Student code of Conduct/Student participation in field trip/parent release for Images] Please make installments on time! NOTE: Orchestra and Band have differing schedules