The Paul Laurence Dunbar Band Program is excited to announce that we are taking a special trip to Washington DC April 19-23, 2023.
It’s been a tradition of the band to take a special trip every four years and we are excited to make this opportunity available to our students.
In choosing a big trip, it has always been important that we have a band performance and that we have fun.
This is a chance for band members to travel and perform with their friends. (For school purposes, this will be an official field trip meaning that students will be able to make up missed assignments and tests for the days school is missed.)
WHAT: PLD Marching Band Trip to Washington, DC
WHEN: April 19-23, 2023 WHO: To be eligible for this trip you must be enrolled in band for the 2022-2023 school year. Marching up 7th and 8th graders are eligible to attend this trip! Parents are able to go on the trip as chaperones, but will be required to pay the full cost of the trip.
TRANSPORTATION: Transportation will be provided by Wise Transportation of Nashville.
HOTEL: We will be staying at the Sheraton Pentagon City Hotel located at 900 S. Orme Street, Arlington, VA 22204. The phone number is 703-521-1900.
TRIP COST: The full cost of the trip is $1,015 per student based on quad hotel room occupancy. (The price for chaperones will be higher if a single, double, or triple occupancy room is chosen).
INCLUDES: This includes hotel, all meals, entrance fees, and transportation. It does not include extra spending or souvenir money.
ACTIVITIES PLANNED: We believe this will be a special experience of making memories for our band students! The trip will involve performing as a band as well as sightseeing in DC. We are working with Taylor Tours on this trip and they have a great deal of experience in organizing trips such as this for band programs. Highlights of this trip are likely to include: Mt. Vernon Illumination Tour of Memorials Holocaust Museum Arlington Cemetery National Archives Dinner Dance Cruise Capitol Building and White House Smithsonian Museums Performance at either the Marine Museum and/or Lincoln Memorial
SCHOLARSHIPS: The band boosters want to make this trip available for all band students regardless of ability to pay. We anticipate that some band families will be able to pay the full cost of the trip while some families may need a partial or full scholarship. Each band student will be required to complete a commitment form, letting us know if you are able to pay or if you need to request a partial or full scholarship. You can find the form here. It must be returned by Friday, September 16.
FUNDRAISING: This trip involves significant expenses. We’ll need families who can contribute to the cost of the trip to do so and we’ll also need to do some special fundraising to cover the band’s overhead costs related to the trip. Stay tuned for more information on how you can help fundraise to make this trip possible for all our band students.
CHAPERONES: We will need a set of chaperones for the trip. Chaperones will be chosen closer to the trip based on the needs of the band and previous chaperone experience. Chaperones are required to cover the cost of the trip. Note that chaperone costs may be a bit higher given the type of room chosen (the base cost is based upon 4 people per room).
PAYMENT SCHEDULE: Families can pay in full or make partial payments according to the schedule and methods below. We are working with a tour company, it is imperative that all deadlines related to the trip are met. The band will be making a deposit and confirming details with the tour company. and we can only do that if families meet the commitment and payment deadlines.
Deadlines: Deposit :DC Trip Commitment Form (also listed below) & $75 non-refundable deposit: September 16. Form & deposit MUST BE RETURNED by September 16 in order to secure your spot on the trip. Payment 1: October 31 Payment 2: November 30 Payment 3: January 15 Payment 4: February 15
Payment Methods: Venmo: @pldband (last 4 digits of the phone # are 3925). (Note: there are no fees on Venmo payments). Band Website:The option to pay via the website will be available by August 5th. Check the website for payment options at that date.(Note: The band pays a fee on payments made through the website.) Paypal: @pldband (Paul Laurence Dunbar Band Parents’ Association) (Note: The band pays a fee on payments made through Paypal). Red Box: place a check in the red box in the band room. Mail: mail a check to PLD Band, PO Box 910068, Lexington, KY 40591 In Person: Email the treasurer at [email protected] to make arrangements to pay in person. ** For any payment method, please include the student’s name and “DC trip” and whether this is a partial or full payment.
CANCELLATION POLICY Based on the tour company’s cancellation policy
The $75 deposit is non-refundable.
If you cancel 46 days or more prior to departure (before March 5), you can receive a full refund minus the $75 deposit. If you cancel within 45 days of departure (on or after March 5), no refund is possible. This is because the band will have already paid the full expense and cannot be refunded by the tour company. It is your responsibility to find a replacement if possible.
Tour company cancellation: When COVID hit, Taylor Tours did a good job of processing refunds for canceled trips and will do so in the event of another COVID-type cancellation. Furthermore, parents can purchase trip insurance if desired by going to this website.
BAND PARENT MEETINGS: Band Parent Meetings are held the fourth Thursday of the month at 7 pm in the band room. We’ll provide regular trip updates. There will also be a band trip meeting to cover details and review expectations a few weeks prior to departure.
QUESTIONS: If you have general questions about the trip, please reach out to the trip coordinator, Adrienne Hatton, at [email protected]. If you have questions about the trip cost, payment schedule, or scholarships, please contact our treasurer, Heather Mahoney, at [email protected].
2023 PLD Band Washington DC Trip Commitment Form Must be completed for each band student by Sept. 16
The PLD Band will be traveling to Washington, DC April 19-23, 2023. This trip will involve performing as a band as well as sightseeing in DC. For school purposes, this will be an official field trip. More information about the trip can be found here.
The band boosters want to make this trip available for all band students regardless of ability to pay. That said, this trip involves significant expenses. We’ll need families who can contribute to the cost of the trip to do so and we’ll need to do some special fundraising in order to cover the band’s overhead costs for the trip. We believe this will be a special experience of making memories for our band students!
The full cost of the trip is $1,015 per student based on quad hotel room occupancy. (The price for chaperones will be higher if a single, double, or triple occupancy room is chosen). This includes hotel, food, entrance fees, and transportation. It does not include extra spending or souvenir money. Parents are able to go on the trip as chaperones, but will be required to pay the full cost of the trip. Scholarships will only be provided to band students who need and request financial assistance.
This form must be completed for every band student (even if they are not going on the trip) and must be returned to the red box or [email protected] by Friday, September 16.
The form must be accompanied by a $75 non-refundable deposit. If your form and deposit are not returned by the September 16 deadline, your spot cannot be guaranteed for the trip.
Student Participation: Yes, my child will be participating in the DC trip and we can pay the full $1,015 fee. We will:
Pay in full _____
Pay according to the payment schedule below.
We have paid the $75 deposit by check, cash, venmo, paypal, etc.
Yes, my child will be participating in the DC trip. We can pay a portion of the total fee, but would like to request a partial scholarship. We can pay: $_________ toward the cost of the trip. We will:
Pay in full
Pay according to the payment schedule below.
We have paid the $75 deposit by check, cash, venmo, paypal, etc.
Yes, my child will be participating in the DC trip and we need to request a full scholarship. Students requesting a full scholarship do not need to submit the $75 deposit.
My child will not be able to attend the DC trip. If possible, please let us know the reason. We don’t want any student to be left out if possible._______________________________________________
Chaperone Support:Parents are welcome to join the trip as chaperones. Each parent who wishes to chaperone must pay the full cost of the trip. Note: The cost for chaperones may be a bit more than the base cost depending on the room type chosen. The base cost is based on 4 people in a room. Yes I’d like to chaperone. I know that as a chaperone I will be expected to pay the cost of the trip (and possibly extra depending on my room type). Chaperones will be chosen closer to the trip based on the needs of the band and previous chaperone experience. Number of parents willing to chaperone: ______ Names of parents willing to chaperone: ____________________________________________
I/we will pay the following:
Base Cost (4 per room): $1,015
Triple Occupancy Cost: $1,082
Double Occupancy Cost: $1,217
Single Occupancy Cost: $1,623
We will:
Pay in full
Pay according to the payment schedule below.
We have paid the $75 deposit by check, cash, venmo, paypal, etc.
Fundraising Support:
I can make a special donation to help with scholarships and trip expenses. I’ll add this on to my total fee. Amount you can donate: $___________
I’m willing to help plan fundraisers to help with the trip expenses.
Payment Schedule & Cancellation Policy: Paying in Full: If you marked above that you plan to pay in full, please submit the amount you are paying by the first due date. Payment Due Dates:
September 16, 2022: $75 non-refundable deposit
Payment 1: October 31, 2022
If paying the full amount, $235 is due at this time.
If requesting a partial scholarship, ¼ of what you’re able to pay (minus the $75 deposit) is due.
Payment 2: November 30, 2022
If paying the full amount, $235 is due at this time.
If requesting a partial scholarship, ¼ of what you’re able to pay (minus the $75 deposit) is due.
Payment 3: January 15, 2023
If paying the full amount, $235 is due at this time.
If requesting a partial scholarship, ¼ of what you’re able to pay (minus the $75 deposit) is due.
Payment 4: February 15, 2023
If paying the full amount, $235 is due at this time.
If requesting a partial scholarship, ¼ of what you’re able to pay (minus the $75 deposit) is due.
Payment Method:
Venmo: @pldband (last 4 digits of the phone # are 3925). (Note: there are no fees on Venmo payments).
Band Website: The option to pay via the website will be available by August 5th. Check the website for payment options at that date.(Note: The band pays a fee on payments made through the website.)
Paypal: @pldband (Paul Laurence Dunbar Band Parents’ Association) (Note: The band pays a fee on payments made through Paypal).
Red Box: place a check in the red box in the band room.
Mail: mail a check to PLD Band, PO Box 910068, Lexington, KY 40591
In Person: Email the treasurer at [email protected] to make arrangements to pay in person.
** For any payment method, please include the student’s name and “DC trip” and whether this is a partial or full payment.
Cancellation Policy:
The $75 deposit is non-refundable.
If you cancel 46 days or more prior to departure, you can receive a full refund minus the $75 deposit.
If you cancel within 45 days of departure (on or after March 5), no refund is possible. This is because the band will have already paid the full expense and cannot be refunded by the tour company. It is your responsibility to find a replacement if possible.
Tour company cancellation: When COVID hit, Taylor Tours did a good job of processing refunds for canceled trips and will do so in the event of another COVID-type cancellation. Furthermore, parents can purchase trip insurance if desired by going to this website.
Remember this form is due by Friday, Sept. 16 and must be completed by every student.