Dear Parents & Guardians,
We have reached the point in the trip planning process where I need to begin to organize our chaperone list and start collecting deposits. Please be aware that due to the number of students, staff & instructors attending, I am restricted by the number of seats that we have reserved on the plane and by the seating capacity of our coach busses while in Orlando. I already know that I have more interested adults than available seats.
Chaperones will be expected to travel with the band and stay at the band hotel (Courtyard Orlando Lake Buena Vista - 8501 Palm Parkway, Lake Buena Vista, Fl.) The cost for each chaperone will not exceed $1200.00. While I can make no guarantees, I hope to be able to offer a slight reduction in the overall cost based on a percentage of upcoming group fundraising returns.
Anyone not selected as a chaperone will still be able to travel as a "groupie". I could assist with recommending alternate flight arrangements and ground transportation would be your responsibility (rental car). Fortunately, I have no limits on including anyone in the discounted hotel, park ticket & themed-restaurant counts. All I need is a commitment and deposit.
Please send me a confirmation email ASAP if you are planning to attend this trip. Please clarify if you would like to be on the chaperone list or on the "groupie" list. If you are a groupie and are planning on bringing your spouse or any other family members, please include that information as well. I will do my best to accommodate. Remember that I am a band director first, travel agent second 
I hope to have the master list finalized before we leave for December break so that I can update the counts for hotel, tickets & meals.
Here's looking forward to a magical Spring!
Thanks.
(Excerpt from email 2011-12-05)
