November 23, 2020 update - Disney trip information
After a great deal of thought and discussion, Gull Lake Community Schools Administration and the Gull Lake High School Band staff have decided to cancel the 2021 Spring Break trip to Disney. When the original 2020 trip was rescheduled for 2021, it was with the hope that life would have returned to 'normal' over the next year. While closely monitoring the situation over the following months, we had remained hopeful that conditions across the United States would improve enough to allow the trip to go forward. The pandemic has instead worsened and even the reports of a spring vaccine are not enough to make this trip feasible. We cannot proceed with group travel and guarantee the safety of our travelers at this time. In the interest of protecting the financial investment of our families and obtaining the highest refund amount possible, we have begun the refund process with our tour operator and vendors.
At this time, we have not rescheduled the trip for 2022.
Refunds in an amount yet to be determined will be processed as soon as possible. If travelers have used GLBPA 'trip account' credits, the refunded amount will be returned to the student's trip account, where credits may be applied to next year's Marching Band fees (excluding apparel). If a student will graduate in 2021, their trip account credits are automatically transferred to a sibling in the GLCS Band program. Trip account credits for any graduating student who does not have a younger sibling in the program will transfer to the GLBPA Director's Scholarship fund. IRS regulations do not permit a cash payout. Please contact the GLBPA Treasurer if you have any questions regarding trip accounts, treasurer@gulllakeband.com.
We thank you for your patience during this process, and understand how disappointing this is for our students and families. More information will be provided in the weeks to come as details are finalized. If you have any questions, please email Gull Lake High School Band Director Mr. Burris at bburris@gulllakecs.org; Gull Lake High School Principal, Mr. Eastman at deastman@gulllakecs.org; or Gull Lake Community Schools Superintendent, Mr. Rittenhouse at rrittenhouse@gulllakecs.org.
Please see the letter below with full details.
Dear Gull Lake High School Band Families,
Many families have asked where plans stand for the 2021 Disney trip. Your Gull Lake High School Band staff and Gull Lake Community Schools Administration have been closely monitoring the Covid-19 situation and how it has evolved over the past several months.The Covid-19 pandemic continues to affect not only West Michigan, but the entire United States and nearly every country across the globe. We have all seen how the situation has worsened since our postponement decision in March, and all reports indicate that we may remain in the current state for some months to come. We have had to once again face the difficult decision of whether we can hold a school Band trip in 2021. In discussions with our tour operator, Explorer Tours, we focused on two things:
The focus on safety and financial investment led us to discussions that centered around two options: adopting a ‘wait and see’ response or cancelling the 2021 trip. In our present and foreseeable future environment, we cannot guarantee the safety of our students, adult chaperones and staff. As with ANY Band trip, safety is the number one priority. After much discussion and weighing of all of the pros and cons, we have decided to cancel the 2021 Disney Band trip for the safety of our travelers, and in order to secure the best possible refund for all families.
Reasons for cancelling and important details for all families:
We wanted to get this information out to families as soon as possible, knowing that many details have yet to be finalized and more information will be forthcoming. We understand that some families may wish to book their own family Spring Break vacations, and this gives them the opportunity to do so without being tied to the Band trip. We will continue to work with Explorer Tours to secure the highest refund possible for each traveler in the coming weeks.
We thank you for your patience, comments and support as we evaluated the ongoing Covid-19 situation and the best solution going forward. We have never seen a crisis like this in our lifetimes. We are in a tough, constantly evolving situation, where everyone has had to make some hard choices. Knowing that this will be a disappointment to our students and families, we believe that the decision to cancel the 2021 trip is the best way to meet our priorities of traveler safety and protecting the financial investment of our families.
If you have any questions or concerns, please email Don Eastman at deastman@gulllakecs.org or Raph Rittenhouse at rrittenhouse@gulllakecs.org.
With Pride,
Branden Burris, GLHS Director of Bands
Raph Rittenhouse, GLCS Superintendent
Don Eastman, GLHS Principal
Lisa Anderson, GLCS Assistant Superintendent
Cindy Stark, GLHS Band Office Assistant
August 31 update - Disney trip information
Seniors Disney refunds have been processed and mailed to families of Seniors who graduated in 2020 and are no longer eligible to particiate in the Disney trip.
We continue to work with our tour operator, Explorer Tours, and Disney Youth Programs administration to solidify the details of our rescheduled trip. At this time, our applications for a parade and workshop slot are confirmed in the Disney system, and we hope to receive a rescheduled slot for a modified performance option once group performances are reinstated at the Disney parks. Disney Youth Programs is still working on new plans for youth performances in the Disney parks. Our hotel and transportation has been rescheduled to the new dates (March 26 - April 2, 2021). Our tour operator continues to research options for our community performance. Many questions remain, as the COVID-19 situation across the country, but especially in Florida, remains fluid. We appreciate your patience as we work through the details of safety, logistics and costs.
Funds paid toward the 2020 trip will remain in each traveler's account for their 2021 trip. Final trip cost may be adjusted from 2020 rates due to Disney and Universal park price changes and the number of 2021 travelers.
New this year - students will not be required to participate in all three trimesters of Band to be eligible for the 2021 trip. All other trip parameters, such as cancellation deadlines and penalties, trip insurance, paperwork requirements, etc, remain the same as for the 2020 trip. We hope to host a virtual parent meeting this fall to discuss the Spring Break 2021 trip details - watch for updates!
June 9 update - Disney trip information
Our plans to reschedule the 2020 Disney trip remain on hold while the Disney Corporation begins to re-open following the COVID-19 shutdown. Work continues behind the scenes to secure refunds for our graduating seniors. We appreciate your patience while we work through the process; we will keep you updated as soon as more details are available!
2020 Trip information - will be updated for 2021 trip once new information is finalized:
Important Dates for all 2020 Disney trip travelers:
CANCELLED Friday, March 20, 2020 at 7:00 PM - mandatory meeting for all travelers and parents
Paperwork may be turned in at the meeting or to the Band Office; all paperwork is due Friday, March 27 at 3:00
CANCELLED Friday, March 27, 2020 by 3:00 PM - all paperwork due to Mrs. Stark
CANCELLED Thursday, April 2, 2020, 5:00 - 6:00 PM - mandatory luggage drop for all travelers
CANCELLED Thursday, April 2, 2020 at 6:00 PM - mandatory meeting for all travelers and parents.
Final details and paperwork check before departure on Friday morning!
CANCELLED Friday, April 3, 2020 by 7:00 AM (call time to be confirmed)
All travelers arrive at GLHS for departure
Disney Trip Required Paperwork - links to forms
All Disney trip travelers, including all students and adult volunteer chaperones, are required to complete and return a paperwork packet before departure. This packet includes:
GLCS Responsibility Contract for Overnight Trips
GLCS Parent Consent for Trip
Medical Forms Review Sheet
* GLCS Trip Medical Form
* GLCS Medication Prescriber/Parent Authorization Form for Self-Administration/Self-Possession
* GLHS Marching Band Over the Counter Medications Permission Form
* GLHS Marching Band Photo/Media Release Form
The four documents marked with a * above are part of the 2019-2020 Marching Band paperwork. We will be using these documents for the Disney trip.
If their student's information has changed since completing the Marching Band packet, parents will need to complete a new form.
It is critical that all information, but especially emergency contact information, current medications and insurance information is accurate. If a student has been prescribed a new prescription medication since originally completing the "Medication Prescriber/Parent Authorization Form for Self-Administration/Self-Possession", a physician's signature on the new form is required.
In the event of an emergency, it is essential that we know how to reach you. If you will also be traveling during our trip, please ensure that we have a phone number where you can be reached.
No traveler will be permitted to participate in the Disney trip without a completed paperwork packet on file. There will be no exceptions or refunds for any traveler who has not submitted the required paperwork prior to the trip.
If your student WILL NOT be traveling to or from Orlando with the band on the buses, please let Mrs. Stark by email know as soon as possible. Because we pay for each seat on the bus, there is no reduction in the package price for any student who elects to travel with their family rather than on the buses.
Reminder about Trip Insurance:
Trip insurance is not included in the cost of the trip, but is a recommended optional purchase from a third party vendor. Policies vary by company and may cover cancellation due to illness, luggage loss, or other items as detailed in their individual policies. We strongly recommend that families research their trip insurance options, costs, the deadlines to purchase, and the items covered by the individual policy chosen. Neither Gull Lake Community Schools nor Explorer Tours sell trip insurance or endorses any specific insurance company; it is the responsibility of each traveler to decide if they wish to purchase trip insurance through the company of their choosing. Each company that provides trip insurance for purchase has their own specific rules, policies and coverage limitations, and it is up to the individual traveler(s) to understand the coverage that they have selected.
Explorer Tours offers a link to InsureMyTrip.com on their website as a convenient way to start researching available policies. Please click on the "Payment Schedule and Costs Per Person" button on the Trip Costs and Payments drop down page above for information about cancellation deadlines and penalties and trip insurance.
After a great deal of thought and discussion, Gull Lake Community Schools Administration and the Gull Lake High School Band staff have decided to cancel the 2021 Spring Break trip to Disney. When the original 2020 trip was rescheduled for 2021, it was with the hope that life would have returned to 'normal' over the next year. While closely monitoring the situation over the following months, we had remained hopeful that conditions across the United States would improve enough to allow the trip to go forward. The pandemic has instead worsened and even the reports of a spring vaccine are not enough to make this trip feasible. We cannot proceed with group travel and guarantee the safety of our travelers at this time. In the interest of protecting the financial investment of our families and obtaining the highest refund amount possible, we have begun the refund process with our tour operator and vendors.
At this time, we have not rescheduled the trip for 2022.
Refunds in an amount yet to be determined will be processed as soon as possible. If travelers have used GLBPA 'trip account' credits, the refunded amount will be returned to the student's trip account, where credits may be applied to next year's Marching Band fees (excluding apparel). If a student will graduate in 2021, their trip account credits are automatically transferred to a sibling in the GLCS Band program. Trip account credits for any graduating student who does not have a younger sibling in the program will transfer to the GLBPA Director's Scholarship fund. IRS regulations do not permit a cash payout. Please contact the GLBPA Treasurer if you have any questions regarding trip accounts, treasurer@gulllakeband.com.
We thank you for your patience during this process, and understand how disappointing this is for our students and families. More information will be provided in the weeks to come as details are finalized. If you have any questions, please email Gull Lake High School Band Director Mr. Burris at bburris@gulllakecs.org; Gull Lake High School Principal, Mr. Eastman at deastman@gulllakecs.org; or Gull Lake Community Schools Superintendent, Mr. Rittenhouse at rrittenhouse@gulllakecs.org.
Please see the letter below with full details.
Dear Gull Lake High School Band Families,
Many families have asked where plans stand for the 2021 Disney trip. Your Gull Lake High School Band staff and Gull Lake Community Schools Administration have been closely monitoring the Covid-19 situation and how it has evolved over the past several months.The Covid-19 pandemic continues to affect not only West Michigan, but the entire United States and nearly every country across the globe. We have all seen how the situation has worsened since our postponement decision in March, and all reports indicate that we may remain in the current state for some months to come. We have had to once again face the difficult decision of whether we can hold a school Band trip in 2021. In discussions with our tour operator, Explorer Tours, we focused on two things:
- Traveler safety
- Protecting the financial investment of our band families
The focus on safety and financial investment led us to discussions that centered around two options: adopting a ‘wait and see’ response or cancelling the 2021 trip. In our present and foreseeable future environment, we cannot guarantee the safety of our students, adult chaperones and staff. As with ANY Band trip, safety is the number one priority. After much discussion and weighing of all of the pros and cons, we have decided to cancel the 2021 Disney Band trip for the safety of our travelers, and in order to secure the best possible refund for all families.
Reasons for cancelling and important details for all families:
- While ‘wait and see’ would give us the opportunity to assess the situation in a few months, monitoring the status of the expected vaccines, watching the numbers of cases, etc., this would also have the potential to provide a significantly lower refund to families if the trip were to be canceled at a later date.
- To keep the costs of the 2021 trip as close to the original price as possible, we would need to book the same number of travelers as the originally planned 2020 trip. We would have to replace the open traveler spots from the senior class of 2020, as well as any travelers who are not comfortable participating in this trip. If we did not replace all of the original traveler spots, the cost for current travelers would be higher. In group travel, where you pay for each seat on a bus, a smaller group = a larger price tag per person.
- Assuming current conditions, mask wearing would be mandatory at all times, on both of the 20+ hour bus rides, at the attractions, and in the shared hotel rooms. With 50+ travelers per bus and 5 students sharing a room, social distancing as recommended by medical professionals would not be possible. Spring Break at Disney is typically their busiest time of the year; we would be facing crowds of unknown sizes.
- Disney has announced that there will be one performance per school, but with parades and workshops currently suspended with no date announced to resume, we do not know what that performance would be. It may be difficult to provide a musical educational experience, as mandated by GLCS School Board policy.
- The possibility of quarantine existed if a traveler was exposed to Covid-19 or became ill. This could have been limited to one hotel room, or extended to a full bus load, or even the entire group of travelers. The expense and logistics of such a quarantine would be considerable and fall on the traveler’s families.
- We anticipate that travelers will receive a refund of 75-85% of monies paid. We recognize that while not a full refund, this covers the costs of non-refundable items and is above the average for school groups in our area that find themselves in the same situation.
- Amount paid by GLBPA ‘trip account’ funds will be returned to the student’s trip account in the same percentage as the refund amount (ie, if refunds are 80%, then 80% of the trip account amount paid will be refunded to the trip account). If a student will graduate in 2021, their trip account monies will be transferred to a younger sibling in the GLCS Band program. If there is not a younger sibling, then trip account funds revert back to the GLBPA. IRS regulations do not permit cash payouts.
- Families that purchased trip insurance should file claims with their individual insurance provider.
We wanted to get this information out to families as soon as possible, knowing that many details have yet to be finalized and more information will be forthcoming. We understand that some families may wish to book their own family Spring Break vacations, and this gives them the opportunity to do so without being tied to the Band trip. We will continue to work with Explorer Tours to secure the highest refund possible for each traveler in the coming weeks.
We thank you for your patience, comments and support as we evaluated the ongoing Covid-19 situation and the best solution going forward. We have never seen a crisis like this in our lifetimes. We are in a tough, constantly evolving situation, where everyone has had to make some hard choices. Knowing that this will be a disappointment to our students and families, we believe that the decision to cancel the 2021 trip is the best way to meet our priorities of traveler safety and protecting the financial investment of our families.
If you have any questions or concerns, please email Don Eastman at deastman@gulllakecs.org or Raph Rittenhouse at rrittenhouse@gulllakecs.org.
With Pride,
Branden Burris, GLHS Director of Bands
Raph Rittenhouse, GLCS Superintendent
Don Eastman, GLHS Principal
Lisa Anderson, GLCS Assistant Superintendent
Cindy Stark, GLHS Band Office Assistant
August 31 update - Disney trip information
Seniors Disney refunds have been processed and mailed to families of Seniors who graduated in 2020 and are no longer eligible to particiate in the Disney trip.
We continue to work with our tour operator, Explorer Tours, and Disney Youth Programs administration to solidify the details of our rescheduled trip. At this time, our applications for a parade and workshop slot are confirmed in the Disney system, and we hope to receive a rescheduled slot for a modified performance option once group performances are reinstated at the Disney parks. Disney Youth Programs is still working on new plans for youth performances in the Disney parks. Our hotel and transportation has been rescheduled to the new dates (March 26 - April 2, 2021). Our tour operator continues to research options for our community performance. Many questions remain, as the COVID-19 situation across the country, but especially in Florida, remains fluid. We appreciate your patience as we work through the details of safety, logistics and costs.
Funds paid toward the 2020 trip will remain in each traveler's account for their 2021 trip. Final trip cost may be adjusted from 2020 rates due to Disney and Universal park price changes and the number of 2021 travelers.
New this year - students will not be required to participate in all three trimesters of Band to be eligible for the 2021 trip. All other trip parameters, such as cancellation deadlines and penalties, trip insurance, paperwork requirements, etc, remain the same as for the 2020 trip. We hope to host a virtual parent meeting this fall to discuss the Spring Break 2021 trip details - watch for updates!
June 9 update - Disney trip information
Our plans to reschedule the 2020 Disney trip remain on hold while the Disney Corporation begins to re-open following the COVID-19 shutdown. Work continues behind the scenes to secure refunds for our graduating seniors. We appreciate your patience while we work through the process; we will keep you updated as soon as more details are available!
2020 Trip information - will be updated for 2021 trip once new information is finalized:
Important Dates for all 2020 Disney trip travelers:
CANCELLED Friday, March 20, 2020 at 7:00 PM - mandatory meeting for all travelers and parents
Paperwork may be turned in at the meeting or to the Band Office; all paperwork is due Friday, March 27 at 3:00
CANCELLED Friday, March 27, 2020 by 3:00 PM - all paperwork due to Mrs. Stark
CANCELLED Thursday, April 2, 2020, 5:00 - 6:00 PM - mandatory luggage drop for all travelers
- Officer Kelm and a Kalamazoo County Sheriff Department K-9 drug dog will be searching all luggage, including carry-on bags
- Chaperones will be checking that all students have their personal uniform items for the parade and community concert packed in their luggage:
- black marching shoes
- black socks
- gloves
- secondary uniform performance shirt
- secondary uniform performance shorts
- khaki shorts and light blue GL Disney trip shirt for the community concert
- Color Guard items will be announced
- Once searched, all luggage, including carry-on bags, will be locked in the Choir Room until Friday morning
- Carry-on bags will be returned to travelers Friday morning when we load the buses
- Luggage loaded in the storage compartment beneath the buses will not be accessible until we check-in to hotel late Saturday afternoon
CANCELLED Thursday, April 2, 2020 at 6:00 PM - mandatory meeting for all travelers and parents.
Final details and paperwork check before departure on Friday morning!
CANCELLED Friday, April 3, 2020 by 7:00 AM (call time to be confirmed)
All travelers arrive at GLHS for departure
Disney Trip Required Paperwork - links to forms
All Disney trip travelers, including all students and adult volunteer chaperones, are required to complete and return a paperwork packet before departure. This packet includes:
GLCS Responsibility Contract for Overnight Trips
GLCS Parent Consent for Trip
Medical Forms Review Sheet
* GLCS Trip Medical Form
* GLCS Medication Prescriber/Parent Authorization Form for Self-Administration/Self-Possession
* GLHS Marching Band Over the Counter Medications Permission Form
* GLHS Marching Band Photo/Media Release Form
The four documents marked with a * above are part of the 2019-2020 Marching Band paperwork. We will be using these documents for the Disney trip.
If their student's information has changed since completing the Marching Band packet, parents will need to complete a new form.
It is critical that all information, but especially emergency contact information, current medications and insurance information is accurate. If a student has been prescribed a new prescription medication since originally completing the "Medication Prescriber/Parent Authorization Form for Self-Administration/Self-Possession", a physician's signature on the new form is required.
In the event of an emergency, it is essential that we know how to reach you. If you will also be traveling during our trip, please ensure that we have a phone number where you can be reached.
No traveler will be permitted to participate in the Disney trip without a completed paperwork packet on file. There will be no exceptions or refunds for any traveler who has not submitted the required paperwork prior to the trip.
If your student WILL NOT be traveling to or from Orlando with the band on the buses, please let Mrs. Stark by email know as soon as possible. Because we pay for each seat on the bus, there is no reduction in the package price for any student who elects to travel with their family rather than on the buses.
Reminder about Trip Insurance:
Trip insurance is not included in the cost of the trip, but is a recommended optional purchase from a third party vendor. Policies vary by company and may cover cancellation due to illness, luggage loss, or other items as detailed in their individual policies. We strongly recommend that families research their trip insurance options, costs, the deadlines to purchase, and the items covered by the individual policy chosen. Neither Gull Lake Community Schools nor Explorer Tours sell trip insurance or endorses any specific insurance company; it is the responsibility of each traveler to decide if they wish to purchase trip insurance through the company of their choosing. Each company that provides trip insurance for purchase has their own specific rules, policies and coverage limitations, and it is up to the individual traveler(s) to understand the coverage that they have selected.
Explorer Tours offers a link to InsureMyTrip.com on their website as a convenient way to start researching available policies. Please click on the "Payment Schedule and Costs Per Person" button on the Trip Costs and Payments drop down page above for information about cancellation deadlines and penalties and trip insurance.
New forms required for ALL travelers - due Friday, March 27 by 3:00 PM
New forms required:
- for students if original information has changed since Band Camp
- for all adult volunteers
- due Friday, March 27 by 3:00 PM
Interested in ordering a Fan Shirt to wear during your Disney trip?
This year’s Disney Spring Break trip shirts will be a standard weight, 100% cotton, unisex crew neck t-shirt in bright pink. A Disney trip design will be printed on the front pocket area and on the back in black. Thank you to Mackenzie Eckelbecker for submitting this year’s chosen Disney shirt design: an outline of Cinderella’s Castle with the GL Bands logo in the castle entryway.
All students will receive a Disney trip shirt as part of their Disney trip fee. All student travelers will wear this shirt on both travel days – Friday/Saturday (April 3-4) on the way to Florida and Thursday/Friday (April 9-10) on the way home from Florida. Matching bright pink shirts will ensure that students are easy to spot when we stop for rest stops and meals.
We will order student shirts based on the size submitted on the 2019 Band Camp registration forms. You do not need to place an order for student shirts.
If families would like a Disney trip fan shirt to wear while cheering us along the Magic Kingdom parade route, you may order additional shirts by clicking the button below.
The cost per shirt for sizes Youth Small – Youth Large is $10 and Adult Small – Adult XL is $15.
Please add $2 per shirt for Adult XXL, $4 for XXXL, $6 for XXXXL sizes.
Please return order form with payment (cash or check made out to Gull Lake High School) no later than March 10, 2020. Orders will be distributed on March 30.
All students will receive a Disney trip shirt as part of their Disney trip fee. All student travelers will wear this shirt on both travel days – Friday/Saturday (April 3-4) on the way to Florida and Thursday/Friday (April 9-10) on the way home from Florida. Matching bright pink shirts will ensure that students are easy to spot when we stop for rest stops and meals.
We will order student shirts based on the size submitted on the 2019 Band Camp registration forms. You do not need to place an order for student shirts.
If families would like a Disney trip fan shirt to wear while cheering us along the Magic Kingdom parade route, you may order additional shirts by clicking the button below.
The cost per shirt for sizes Youth Small – Youth Large is $10 and Adult Small – Adult XL is $15.
Please add $2 per shirt for Adult XXL, $4 for XXXL, $6 for XXXXL sizes.
Please return order form with payment (cash or check made out to Gull Lake High School) no later than March 10, 2020. Orders will be distributed on March 30.
Important Dates for all Disney trip travelers:
Friday, March 20, 2020 at 7:00 PM - mandatory meeting for all travelers and parents
Paperwork may be turned in at the meeting or to the Band Office; all paperwork is due Friday, March 27 at 3:00
Friday, March 27, 2020 by 3:00 PM - all paperwork due to Mrs. Stark
Thursday, April 2, 2020, 5:00 - 6:00 PM - mandatory luggage drop for all travelers
- Officer Kelm and a Kalamazoo County Sheriff Department K-9 drug dog will be searching all luggage, including carry-on bags
- Chaperones will be checking that all students have their personal uniform items for the parade and community concert packed in their luggage:
- black marching shoes
- black socks
- gloves
- secondary uniform performance shirt
- secondary uniform performance shorts
- khaki shorts for the community concert
- Color Guard items will be announced
- Once searched, all luggage, including carry-on bags, will be locked in the Choir Room until Friday morning
- Carry-on bags will be returned to travelers Friday morning when we load the buses
- Luggage loaded in the storage compartment beneath the buses will not be accessible until we check-in to hotel late Saturday afternoon
Thursday, April 2, 2020 at 6:00 PM - mandatory meeting for all travelers and parents.
Final details and paperwork check before departure on Friday morning!
Friday, April 3, 2020 by 7:00 AM (call time to be confirmed)
All travelers arrive at GLHS for departure
