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2024 Band Trip: Atlanta, GA

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Band Trip

Where are we going in the spring?

We are going to Atlanta, GA!  Locations on the preliminary itinerary (subject to change!):

  • Aquarium
  • World of Coke
  • Six Flags
  • Atlanta Symphony Orchestra
  • SO many college visits
  • Martin Luther King, Jr. locations

Which students are eligible to sign up for the band trip?

  • Any band student who does not owe fees from previous years
  • Any band student making regular payments on this year”s band fees
  • Any student that is academically eligible (2.0 GPA or higher)
  • Any student without referrals

What you need to know before committing to this.

We have a system in place for band trips that we created, developed, and improved over the last 12 years.  We have a record of safe, successful, incredibly fun, and yes, even educational trips all over the eastern US.  We will discuss policies and procedures further at the preliminary trip meeting, but want you to be aware of them so as not to be surprised.  Here are some of the hard and fast rules we have in place to ensure our successful record continues.

  • Binding contracts: Once you pay the deposit and sign the trip contract you must pay the full amount of the trip whether you and/or your student travels with us or not, regardless of reason.  
    • After student and chaperone trip contracts are collected we submit numbers to our travel company.  The boosters sign a contract based on that number of travelers, and that is the amount we pay – period. If you are unable to travel, you are still required to pay or try to sell your spot to a student/chaperone on the wait list (if there is a wait list).
  • Removal from trip roster by directors, administration, or the district is final: Students can be removed from the trip roster for many reasons: expulsion, suspension, academic ineligibility, referrals, financial ineligibility (non payment of band fees or trip fees), misbehavior outside of school, arrest, etc.
    • Again, if your student is removed from the trip roster by directors, admin, or the district you will have to continue paying for the trip.
  • It might be possible to sell your spot:  If you or your student are unable to travel with us after signing a contract and making the deposit, your best chance to not lose your money is to ask instructors about the wait list – if one exists. 
    • PLEASE NOTE: instructors are only to provide you with the names and contact info of folks on the wait list – it is entirely up to you to contact and make arrangements with the wait list people to buy your spot.  Once the wait list person has paid you the amount you’ve paid us, we need both of you to contact instructors so we can adjust payments in Charms.  We will remove the trip from your account, add it to the wait list person, and return your contract to you.
  • Required meetings: Every student planning to attend the band trip must attend both the preliminary trip meeting and the final trip meeting.  They must attend both meetings with a legal guardian that can sign paperwork on their behalf.  Students and legal guardians are required to attend both meetings.  Please make plans NOW to be able to attend.
    • Preliminary meeting 8/24/2023 @ 6pm:  At this meeting we will further discuss our policies and procedures and answer any questions you may have, as well as our preliminary itinerary.  Students and chaperones planning to travel with us will sign and turn in a trip contract and a cash/money order deposit to reserve their spot.
    • Final trip meeting 3/12/2024 @ 6pm: We will post room and chaperone assignments, discuss the final itinerary, share the name & contact info of the hotel we’ll be staying in, and signing so much paperwork.  Legal guardians will need to bring a blue/black ink pen and a photo ID to show the notaries that will be on hand to notarize the paperwork.
  • Medication: as I say every year, if you leave your students on their daily/weekly medication, *I* will stay on *my* medication and everyone will be much happier.  Students are not allowed to carry any medication on their person (except daily oral prescription birth control, some inhalers, and some epi pens).
    • Over the counter medication: fill out the OTC med form at the beginning of the school year and you’ll be golden.  Your student will be able to take any of the following OTC meds you allow on the form: Tylenol, Advil, Benadryl, or Tums.  If you do not complete this form and turn it in to the band office your student will not be able to take those OTC meds. OTC meds will be administered by our medical chaperone.
    • Prescription medication: I can’t guarantee the rules won’t change between now and March, so please take this with a grain of salt.  Any daily meds the student takes outside of the OTC meds listed above must be turned into the nurse in the clinic of the BTWHS front office. 
      • All meds must be in the original container.
      • Only provide the doses needed to be administered during the trip.
      • All prescription medication containers must feature the pharmacy label, showing the student’s name and the dosage.
      • This must be turned in to the BTWHS nurse by a legal guardian.  Students are not allowed to turn in medications.
      • I will provide the due date for medications to the clinic at a later date.
    • Our nurse will provide training and all medications to our medical chaperone before we leave.  Our medical chaperone will sit in a prominent place at meal times for students to meet them to take their meds.

Which adults are eligible to chaperone the band trip?

Chaperones are not to bring any dependent children or pets.  These kids need to be your entire focus.  Chaperones will ride the bus with the band.  No smoking, drinking, illegal drugs, clothing outside of the school dress code, etc. 

Any adult is eligible to sign up:

  • Whose student is eligible to go on the trip
  • That completed a BTWHS Band Volunteer Meeting in August
  • That filled out and submitted the ECSD Volunteer Application at the Volunteer Training meeting
  • That has chaperoned at least 2 football games and other events. 

What do chaperones do on the trip?

  • keep track of students via text messages or chat apps
  • check in around curfew at night and before breakfast in the mornings
  • escort groups of students in some locations
  • answer questions

A few things chaperones do NOT do on band trips:

  • Contact guardians of students they are chaperoning
  • Carry giant stuffed animals, souvenirs, leftovers, or anything else for the students they are supervising.
  • Pay for student meals or souvenirs.
  • Administer medication

How much does this cost?

We’re still working on that – the itinerary has changed a couple times and we’re finalizing totals.  The deposit (due at the meeting on 8/24) will be between $100-$150 for both students and chaperones.  I’ll send another email as soon as we get the final numbers.

How do I get on the trip roster?

There is a limited number of seats available.  These seats will be assigned first-come-first-served to students and chaperones that submit their deposit and signed contracts after the meeting on 8/24.

Dates to remember (or just put them on the calendar)

  • 8/24/23 @ 6pm: Preliminary trip meeting, required attendance of each student planning to attend with a legal guardian.  Deposit must be made at this meeting and a signed contract turned in to reserve your spot on the trip roster.
  • 3/1/24 all band fees and trip fees must be paid in full in order to travel with us.  Students and chaperones must have a $0 balance in Charms.
  • 3/12/24 @ 6 pm:  Final trip meeting, required attendance of each student planning to attend with a legal guardian.  Guardians must bring a photo ID and a blue or black ink pen to fill out and sign contracts in front of the notaries that will be on hand.
  • 3/22/24 @ 4:30am: all students and chaperones going on the trip report to the bandroom
  • 3/24/24 @ 6 pm: bus returns to the BTWHS campus – band trip is over!

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