Travel Information and Policies

Updated 01/18/2024

Download this as a PDF file here: WDPB Travel Policy 01/18/2024

If you have travel questions you can contact Leisel at travel@wdpb.org or text her at 801-645-6463.

The grade 2 and 4 bands (and occasionally the grade 5 band) travel to out-of-town contests. The band usually coordinates travel arrangements for you if you stay in the band’s hotel and if you choose to use the same transportation as the rest of the group. The band will not make arrangements for you if you choose other lodging or transportation methods.

Prior to the games, you will receive an email from the travel coordinator requesting certain information from you. You must respond to the request by the deadline provided in order to be included in the travel arrangements.

Hotel - The band books hotel rooms with four band members to a room, where possible. The band covers full cost for band members and soloists traveling with the band on competition nights (Friday and Saturday for two-day games, Friday only for one-day games). All non-playing guests are responsible for their share of the hotel cost. For any extra nights, all band members, soloists, and non-playing guests pay their share of the cost. Band members may request their own bed or a whole room for themselves and their guests. In this case, the band will cover 1/4 of the hotel cost for the member on the competition nights and the member is responsible for all remaining costs. Band members arranging their own lodging will be responsible for all costs associated with that. Any incidental charges to the room such as food purchases are the responsibility of the band member.

Van/Car Rental - If a non-band member guest rides in the rental vehicle, they are responsible for their share of the total cost of the van. As an example - we try to have six people in each van rented; if there is one guest, they would pay 1/6 of the total rental charge.

Fuel/Parking Expenses - The band will pay all band travel related fuel and parking costs. Should a member need to use their personal funds for fuel or parking, receipts may be submitted to the treasurer for reimbursement or to have the expense applied to dues or travel charges they owe the band. Band members arranging their own transportation will be responsible for all costs associated with that, with few exceptions.

Flights - Should a trip require the band to make flight reservations, the member will likely be responsible for their airfare. The amount will be determined and disclosed during planning for such trips.

Meals - On overnight trips, the band typically buys food and prepares lunches for Saturday and Sunday. The band makes every effort to book hotels with a breakfast provided. Band members are responsible for their own dinner plans. For each person that wishes to eat the band-prepared lunches (including accompanying family), we ask that you pay $7.00 per person per day to pay for food costs. Because we buy the food ahead of time, we ask that you pay for this prior to the trip. Occasionally the band will plan a pizza dinner for the last night of competition. Band members and family are asked to contribute $7.00 per person if they are interested in eating any pizza at this gathering (you will not be able to attend the pizza dinner if you are not staying the extra night). This is a fun way to relax and socialize after a long day of competing. Lunches and Pizza are encouraged, but ultimately optional.

Traveling Separately from the Band - Band members that choose to travel separately from the band should arrange their plans to ensure full participation in all band rehearsals and activities. (Friday flash, closing massed bands, and so on.). Families and friends may travel as non-playing guests with the band. Band members may plan a personal vacation during the same time as a band trip, but they must prioritize band events over other activities. If a band member chooses to arrange their own lodging, transportation, and/or meals, all costs associated with those will be their responsibility.

Traveling as a Minor - Minors traveling with the group without a legal parent or guardian will be required to submit the Minor Participant Release & Waiver form prior to travel.

Traveling as a Soloist Only - Soloists traveling with the group and not competing with the traveling band must have their corps leader's approval to travel with the band (in case of conflicting in-town performances). Soloists not competing with the band will be expected to help with set up and take down of the canopy tents, assist with moving equipment, assist with water bottles and lunch preparation, and participate in massed bands as able.

Non-Playing Guests - Non-playing guests traveling with the group will be required to pay their share of their band-arranged hotel room cost and their share of the total band rental vehicle cost for the duration of their stay with the band.

Travel Changes - If you make changes to your travel plans you will need to notify the travel coordinator and the treasurer (via email is preferred) by the deadline determined for each trip or you will be charged based on your original plans. If the changes result in additional charges, you may be required to pay those charges as well.

Payment Options - You may pay the treasurer directly for travel charges incurred with cash, check (made payable to Wasatch and District Pipe Band), or credit card. You may also visit https://paypal.me/wasatchdistrict and pay via PayPal (please add a note to your payment stating what it is for).

Dues - In order to compete with the band you must be considered "current" on your dues. Dues allow the band to subsidize your travel costs and purchase necessary equipment, among other organizational expenses. If you need to make arrangements regarding your dues, please don't hesitate to talk to the band's treasurer prior to the trip.

Band Trip Etiquette

• Take turns driving! Everyone is much safer with an alert driver at the wheel. (This does not apply to those too young to drive rental vehicles.)
• If you choose to sit in the front passenger seat, you are taking on the very important role of co-pilot, and you are responsible for making sure the driver is entertained enough to remain alert. YOU ARE NOT ALLOWED TO FALL ASLEEP!
• Be mindful of your hotel neighbors. Don’t do anything that would make them complain to the front desk about our band’s behavior.
• Get the contact info for your roommates and van buddies and keep them updated with your location and plans. Timely communication is key to having a good time.
• Check in with all your van buddies before going out to dinner while on a trip to make sure no one gets left behind.
• While at the games, it is expected that no one is exempt from helping with set up, take down, lunch prep and clean-up, and loading/unloading of the trucks.
• Please label your chairs, coolers, and drums with your name! Don’t make us guess who they belong to.

Band Trip Rules

• Unless you have received specific exemption from your corps leader, you are expected to play in any and all ceremonies/massed bands.
• Those who have received exemption from playing in the ceremonies/massed bands are expected to break down tents and pack up during closing massed bands.
• If you are leaving for home in an “early van” (traveling home that night instead of the next morning), you may not leave before closing massed bands and everything is packed and loaded up. Exceptions to this rule should be rare, as it would take up to 4 other people away from those responsibilities if one person needed to leave earlier. If you need an exception, discuss with your corps leaders.
• The tents must be dropped and canopies removed before leaving the games overnight. Everyone is responsible for making sure this gets done.
• You may not leave any equipment (regardless of condition) at any games location at the end of the trip. This goes for chairs in any condition, broken tents, etc. It makes the band look bad.
• Find out who is driving the truck that has your camp chair/drum/cooler/etc in it and make sure you arrange to meet them right when they get back into town after the trip. DO NOT MAKE THEM TAKE YOUR STUFF HOME TO KEEP FOR YOU UNLESS THEY SPECIFICALLY SAID THEY’D BE WILLING TO DO THAT FOR YOU.