Download 6, 2014 Package Inclusions - Blaine High School Choirs

Letter of Agreement
Blaine High School Concert Choir
Performing Tour to Chicago, IL
April 3 – 6, 2014
Package Inclusions
You have asked us, The Meeting Planners, Inc. d/b/a Performance Tours, to make all of the travel
arrangements for members of the Blaine High School Concert Choir traveling from Blaine, MN to Chicago, IL.
We are experienced in making such arrangements and enjoy the opportunity to serve you, in accordance with the
conditions agreed to in this letter:
Travel dates
 Thursday, April 3, 2014
 Sunday, April 6, 2014
Depart from Blaine High School
Return to Blaine High School
Motor Coach Transportation
 Deluxe motor coach transportation from Blaine, MN to Chicago, IL and throughout the entire tour.
 The bus has a DVD player. You and your students are responsible for bringing DVDs to watch on the tour.
 A total of 110 seats will be available to the group on two (2) buses, with:
- Air conditioning
- Restroom
- One (1) driver per bus (subject to change)
*Note: Passengers in excess of 110 people would require a third vehicle, which would increase the cost of the
tour considerably.
Sleeping Accommodations (3 nights)
 Four (4) students per room
 Two (2) chaperones per room
 Single room for the director
 Private security guard 11:00 p.m. – 3:00 a.m.
 There is an indoor pool at the hotel
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o There is NO lifeguard at the hotel pool.
Swimming is totally at participant’s
own risk.
Group rooms are to be blocked together as much
as possible; a group may be split among floors,
depending on hotel availability.
Meals (5)
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Breakfast (3)
Group dinner and show at Medieval
Times (1)
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Group dinner at Italian dinner at Capi’s Italian
Kitchen on Navy Pier (1)
Performance inclusions (1)
 Master clinic at the University of Wisconsin - River Falls with Dr. Park.
 This will be arranged by Ms. Zemlin based on her friendship with Dr. Park.
 Performance Tours is always available to assist as needed.
Sightseeing Inclusions
 Field Museum of Natural History
 John G. Shedd Aquarium
 Lincoln Park Zoo
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Lincoln Park Conservatory
Millennium Park
P.O. Box 490577
Minneapolis, MN 55449-0577
(763) 576-6909 · Fax (763) 322-0351
www.perftours.com
Museum of Science & Industry
(does not include admission to
IMAX Theater)
 Willis Tower Observation Deck
Live entertainment ticket (2)*
 Blue Man Group
 Medieval Times Dinner and Show
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
Shopping at the following: Navy Pier, Water Tower
Place/Michigan Avenue and the Hard Rock Café
area (time permitting)
Client Initials
Performance Tours
Blaine High School Concert Choir
Performing Tour to Chicago, IL
Page 2 of 4
12/10/2013
Tour Information and Preparation
 Complete tour itinerary with emergency phone numbers.
 Pre-tour meeting with students, parents, and chaperones.
Professional Tour Director
 The Tour Director will meet the group when you arrive in Chicago, IL.
 Performance Tours reserves the right to substitute the Tour Director up until the first day of the tour.
 We pride ourselves on being flexible to meet the needs of our groups before and during the tour.
Months before you depart on your tour you will receive a minute by minute itinerary. If you, your
students and/or the chaperones want to make a change to the itinerary we will do so, provided the
bus drivers and the buses are able to accommodate the changes.
All Taxes and Gratuities
Package Cost*
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63 students each paying $480.00 - $490.00.
4 chaperones each paying $240.00 - $245.00.
No charge for two (2) directors.
The cost per person is based on 63 students and 4 chaperones sharing the expenses of 69 people.
If the number of people traveling changes, the cost per person will be recalculated.
Package cost subject to change after vendor prices are confirmed for April 2014.
Additional students and/or adults can not be added to the tour, or substituted for a participant
who withdraws, after the rooming list has been submitted on Friday, February 28, 2014.
*Final cost of the tour may be adjusted up or down slightly due to changes to the
itinerary.
*Notes:
1) All prices quoted are valid for a period of 30 days from the date on this proposal.
Any request to confirm a tour after 30 days will be re-priced and subject to increase.
2) Motor coach fuel charges may increase. Any additional charges will be billed to the
group on the final invoice before departure.
3) Your agreement to hire Performance Tours begins with our receipt of your first
payment or your signed letter of agreement, whichever arrives first.
Client Initials
Performance Tours
12/10/2013
Blaine High School Concert Choir
Performing Tour to Chicago, IL
Page 3 of 4
Payment Schedule (Make one (1) check payable to Performance Tours)

First payment:
$125.00 per student (63)
$ 62.50 per chaperone (4)
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Second payment: $175.00 per student (63)
$ 87.50 per chaperone (4)
Due Friday, January 24, 2014
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Final payment:
Due Friday, March 7, 2014
$180.00 per student (63)
$ 90.00 per chaperone (4)
Due Friday, November 15, 2013
Hotel Rooming List
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Your hotel rooming list is due by Friday, February 28, 2014.
I will send you a blank Excel Document so you can simply fill in the blanks with the name of
every student, chaperone and director going on the tour 1 month prior to the due date.
Once that list has been completed you simply e-mail it to me @ [email protected]
Cancellation and Refund Policy
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Cancellation of entire tour
January 24 – March 7, 2014
After 5:00 p.m. on March 7, 2014
$ 50.00 cancellation fee/person
$100.00 cancellation fee/person
100% loss of all payments
Note: (1) The cancellation fee is in addition other charges assessed by the suppliers,
specifically non-refundable show/theatre tickets, museum admissions and restaurant
meal guarantees we’ll make on your behalf. There are no exceptions to the cancellation
fees for tour participants who have medical problems or otherwise unable to travel. Trip
insurance is highly recommended to avoid the loss of monies paid towards this tour.
Options
Trip Insurance: Performance Tours offers an optional insurance policy that
includes individual coverage if the individual cancels or interrupts the trip, or in the
event of trip delay, emergency evacuation, accident and sickness medical expense,
accidental death and dismemberment, baggage protection, bag delay, and worldwide 24hour emergency assistance.

For individual protection and peace of mind, we suggest that tour participants purchase
this coverage. For full details of the coverage and a premium schedule, contact
Performance Tours (763-576-6909) and ask for a travel insurance brochure. Questions
on coverage should be directed to the insurance provider, Berkely Agency, Ltd. (800645-2424).
Client Initials
Performance Tours
12/10/2013
Blaine High School Concert Choir
Performing Tour to Chicago, IL
Page 4 of 4