Here are the questions and answers that were brought up at the Alamo Trip meeting four years ago. Details are pretty similar except cost which is obviously higher this time and the fact that two days of school will be missed.

Q What ratio chaperones is required?
A I was told in middle school that I had to have 1:10 and in high school to have 1:15. I have searched and not found any district policy that specifies the number required for students. My goal is to have between a 1:6 and a 1:10 ratio. This should be manageable as there are many interested chaperones and 5 staff members.

Q How do I handle safety concerns on the trip?
A Safety is the number one priority when organizing the trip. Students are separated into groups and are attached to a chaperone during the entire trip. The hotel separates students by gender on different floors. A police officer is hired to walk the halls at night. Doors are taped with severe consequences for any infraction of curfew or room-hopping.

Q Why not use parents to monitor the hallways at night?
A Parents pay full price and “work” for the 16 hours a day that they are awake. I would prefer to spend a few hundred dollars to give parents the ability to sleep like everybody else.

Q How am I going to do chaperones? Volunteer? Sign-up?
A All interested chaperones who send in a deposit will likely be utilized.

Q How do parents send in money during the summer months?
A Students who will be in town for the June rehearsals should think about submitting the July 1 payment during that time. Money can always be mailed to the high school at 701 E. Butler Rd. Mauldin, SC 29662.

Q What is required of chaperones?
A Chaperones are responsible for making sure that students are awake and up in the morning, monitoring their group during the day, and ensuring students meet curfew at night. Occasionally there may be a need for a chaperone to handle medicine and/or money for students in their group.

Q Are chaperones required to be at the stadium during practice?
A Chaperones will need escort students to and from the practice. I need to check and see what the itinerary will be during practice to determine whether chaperones will need to remain on the premise.

Q What is the cost for chaperones?
A $700, same as everybody else.

Q How many people are going, and how will it effect the show if people are missing?
A At this time, there is a renewed interest from the 8th graders, so we are still accepting deposits. A great majority of the band will be attending the Alamo Bowl, so holes should be filled with rotator positions. Rehearsals will continue after the 5A State Marching Championships on a diminished basis to reconstruct whatever is needed for the Alamo Bowl. There are certain positions that will be very difficult to fill after the marching season (i.e. 2nd bass drum).

Q What are the responsibilities of the chaperones with respect to the set and props?
A The chaperones shouldn’t have to do much as we are working at training the students to handle the set and props during the competition season.

Q How are the props getting there?
A We are checking to see if a company will tow the trailer with the props. If not, we will go down the list of Plan B, C until we have to adapt the show for fewer props.

Q Can you adapt the show for fewer props?
A We will do whatever is necessary to ensure that the students have the best opportunity possible for their competition.

Q Was there a breakdown for cost per person?
A We know that the Bowl Games of America charges $355 per student in a Quad room. The buses may run as much as $200 per person. Activities and meals are being planned with the rest of the allotment.

Q Can chaperones participate in fundraising?
A Good question. When I planned these long trips with the middle school, I recall having a stipulation with the IRS as a non-profit organization that did not allow for adults to fundraise for an event such as this. I would still like to investigate further to determine the accuracy of that statement.

Q Are the students allowed to do anything on their own for fundraising in the name of MHS?
A Students are parents are encouraged to develop more fundraising opportunities. Anything that is in the name of the Mauldin Band Program should be presented to me for approval and money must go through the booster club. All money will be disbursed accordingly for those students who participated in the fundraiser.

Q If it comes through the Booster Club, is it tax-free?
A I don’t remember being asked or answering this question during the meeting, however I believe that according to state and federal tax exemption laws, the organization may purchase something tax-free only if they are planning on selling those items.

Q How are accommodations arranged by Bowl Games of America?
A All accommodations are organized through contracts with BGA. We have no say in the location of our accommodations. I have traveled with this company multiple times in the past, and all accommodations have been wonderful.

Q What is my deadline to have everything organized?
A There are still many things that must be learned before I am able to completely organize this trip. I want to make sure that the students have a full schedule with enjoyable and affordable activities. My goal is to complete this task before school begins in August.

Q How many meals are covered?
A All breakfasts, 2-3 dinners, 1-2 lunches. That is an estimate because I am trying to locate events that include food and/or allot food money for some meals.

Q During sightseeing, is everyone staying together?
A All groups will have a designated chaperone and must stay together. Some freedom will be given at locations such as Riverwalk and Old Town Mexico to spread out and reconvene at a given place at a given time.

Q Have we identified great fundraisers?
A The pizza kit/cookie dough sale is going on now. The coupon book will begin May 1. During the summer, we wish for all groups to participate in car washes if they are here. A Walk-A-Thon will begin in the fall.

Q How much should kids bring?
A I can’t imagine it being prudent to bring any more than $100 for shopping, extra food, etc.

Q Are the coupon books local?
A Yes

Q Do chaperones get to go to the game?
A Absolutely!

Q Will students need to miss any class for this trip?
A Yes, approximately 2 days will be missed. The school district has already approved those dates for us.

Q When is the total Fair Share due?
A The fair share and the trip costs are treated separately. The fair share is directed toward the band program’s overhead. The Fair Share payments should be complete by the beginning of Band Camp in August. The trip payments are aligned with payments that the booster club must make to BGA. It is important that this money come in on time.

Q How many eighth graders are coming up?
A It’s really hard to say. Once again, there is a renewed interest from those students right now, so the numbers are presently climbing.

Q Is it a good idea to have a rising freshman go?
A Absolutely!

Q How many kids are going?
A We will not know until all deposits are in.