Frequently Asked Questions:
How Do I Pay?
Please go to our payments page here: www.glencoebands.com/london-payments
Who is collecting my payments?
For this trip the Glencoe Band and Color Guard Boosters will be acting as a pass through, collecting and tracking payments on behalf of travelers and making group payments to the travel agency.
Are my payments refundable?
The first deposit (reservation fee) is non refundable under any circumstances.
All other deposits are refundable until May 1st 2025.
No refunds will be made after that date unless the specific traveller falls within the cancellation provisions of the YMOTW/Performance Travel Limited included Insurance Coverage.
Is travel insurance included? Yes, The travel insurance is included in the price whether you do a land program (pay for own flight) or the airfare choice (airfare covered by Company). You can add your own travel insurance policy, but you cannot opt out of travel insurance to save costs. Details here.
Is there a contract to sign? We typically do not sign contracts between the boosters and trip participants, so not at this time.
Can I arrange my own air travel? Should you elect to secure your flight arrangement from an alternative source the travel agency has the right of veto of your selection of both agent and carrier. Thus if electing not to secure airline tickets through us you must tell us the name of your selected provider at that time, and our approval must be given.
Can I/we stay in a lodging of our choosing?
You can at your own additional cost. The package includes six (6) nights accommodation in a centrally located superior first class hotel in London. Students will generally be accommodated in twin or double bedded rooms but a number of triple bedded rooms will be used for students in some of our properties. Adults are guaranteed to be accommodated in twin or double-bedded rooms, and may pay a surcharge for a room for single occupancy. Some family rooms are available in selected hotels offering accommodation for 4 people. All rooms have en - suite facilities including bath and/or shower and W.C.
Are meal included? Yes, details coming, breakfast buffets and dinners are planned, tbd on lunches.
Is the price the same for students and family members? Yes.
Can my middle school band or color guard student attend? The trip is open to students in 8th-12th grade in 2024-25. This means they would be freshman through one year post graduation at the time of the trip. If you have a younger band member who you’d like to attend, please contact Mr. Adams to discuss further.
Is there a minimum number of travelers needed? A minimum of 30-40 students are required to make a large enough group for the parade entry. The current contract states we are expecting 105 people (students, adults, staff).
If fewer people attend will the price change? No, but the complimentary coverage (e.g. director cost) is removed.
Will there be a price change with market fluctuation? No, the price will not change between now and Spring.
What if I missed the 12/15 deposit date? We’d like as many people to pay on time so we can plan the trip appropriately. There is about a month limited grace period.
When are the final payments due? Final payment is due 11/1/2025
Is the cost to ship instruments an additional cost? No. Instrument shipping cost is accommodated for in the manifest (separate shipping). There is no additional cost if shipping through the manifest (shipping containers that are in band hallway).
Why is a single occupancy room an additional $840 dollars? An additional cost of $840 will be required for single occupancy. The expectation for students and adults is that there will be two people per room. The company will make exceptions for a 3-person room, but no more than 3 people. A shared-wall room request will be required if needing rooms for more than 3 people. Culturally, London does not have rooms for more than 2 people.
Is there a required student/chaperone ratio? Hillsboro School district prefers a minimum of 1 chaperone per 10 students.
If we go on our own with airline miles and hotel what else do we have to pay and is there a contract to sign? The hotel is automatically included in the fees paid for London. Even if you pay for your own Hotel stay, it will not reduce the Trip fee. You can book your own air travel with your airline miles and pay just for the ‘land option’ of the program. Deposit and notification to treasurer of the trip is a committal (contract). There is no specific contract between Parents and the London program.
Can we pay in full up front? Yes! you can pay in full up front and do not need to stick to the payment schedule. Final Payment in full is due no later than October 31, 2025.
Can we stay in a different hotel as a family? Yes at your own additional cost. Hotel is automatically included in the trip fee and will be booked by the LNYE Group. By signing up for the trip through the LNYE group, you will be placed in a hotel with the rest of the band.
Is the land program mandatory? The $2795 land program is not mandatory. You can choose the full $4095 option that includes full air fare.
Can we pay online? Yes, you can pay online. Go to https://www.glencoebands.com/london-payments. Paying online will add a fee to the payment to cover the ~3% the Band Program is charged for accepting credit/debit/online payments.
Will a third-party handle payment after registration or will all payments have to go through the Boosters? No third party will be involved in payments. Payments will be required to go through Glencoe Band and Color Guard Boosters and the Booster Organization will pay the LNYE program directly.
Can I send cash payments for the trip with my student? Yes. The Treasurer will work on providing receipts for Cash payments. However, it is recommended to use a Money Order instead of cash due to the difficulty of tracking.
What if Glencoe is not my student’s home school or HSD is not my home district? If a student is not in the Hillsboro school district (e.g., Forest Grove), there is additional student risk and will also require a discussion/agreement with Mr. Adams and the Glencoe High School administration.
If the ‘child’ (middle school or younger) is traveling with a sibling who is a senior, is a parent still required? Yes. The sibling cannot be responsible for the ‘child.’
Can I drop money order/check off at the Glencoe Front office with payment, name, reason, contact info, etc? Yes. If payment cannot be made to the band room ‘box,’ then it can be dropped at the Front office. the Front Office will put the information in Mr. Adams’ office box. This is NOT recommended from May thru August, as mail and front office is locked in the Summer and won’t make it to the band program during that time.
Is the deposit different for Land Option vs Airfare Option? No, the first deposit is $200 for both.