2018 Winter Park Ski-Music Festival (WPSMF) Information              

This printable information was compiled for any director considering to attend the 2018 WPSMF, and should be fully read and understood before deciding to register.

 

Location:  Winter Park, Colorado is located 67 miles northwest of Denver in a high valley just below the breathtaking Rocky Mountain Continental Divide.  Winter Park is a gorgeous geographical destination.  From Denver- travel west on Interstate Highway 70 into the mountains, turn north on Highway 40 to cross the Rocky Mountain Continental Divide at Berthoud Pass, and then descend into Winter Park.

Typical travel methods to/from Winter Park:

  • Motor coaches, school bus or rental vans between your hometown and Winter Park
  • Fly to/from Denver International Airport and hire motor coaches between Denver and Winter Park.  (Transportation needs during festival are further discussed below)

 

2018 Festival Dates

  • April 5-8
  • April 12-15
  • April 19-22

Attend any days and nights to fit your trip schedule!  Please keep in mind that our performances are held on Thursday evenings, Fridays, and sometimes Saturday mornings- with the Awards Ceremony/ Street Dance on Saturday evening.

 

Helpful Tips for choosing travel dates:

If you plan your arrival and departure dates/times right, you can have 3 days of skiing with a 2 night package, and 4 days of skiing with a 3 or 4 night package.  Each festival package has 4 days of skiing included whether you use them all or not!  If you are able to schedule your arrival in Winter Park early on your arrival day and depart later on your departure date- this will allow you and your students to ski/recreate one more day than the number of nights stay you choose.  And when we say arrive early– we mean early enough for your group to arrive in Winter Park, everyone dressed to ski right off the bus, receive equipment rentals (amount of rental time depends on the size of your group), receive resort ticketing, and have your beginner skiers/snowboarders into morning lessons no later than 9:30 am, or into the afternoon lessons no later than 1:00 pm.  We can help you plan an arrival and departure time, allowing skiing on your first and last day in Winter Park.

Also- when planning your Winter Park arrival and departure times, be sure to consider lodging check-in/out times.  The check-in times for lodging facilities are after 4:00 pm, with check-out times being around 10:00 am.  For most groups, and to eliminate any additional “early check-in” charges, they will arrive to ski the first day, and check into lodging after skiing.  On their departure date, they check out of the lodging earlier that morning, ski that day, and depart Winter Park afterwards.

We can offer an early check-in or a late check-outs for you with an associated charge, when needed.  Let us help you with this, to keep these at a minimum.

 

Festival Packages

We offer many different festival packages for you to choose from.  These differ in the number of nights you stay and your lodging choice.  Only ONE festival package is selected for the entire group.  The corresponding package prices are a per “charged” person price.

To help cover the cost for the director and trip chaperones:

  • Each music group with 20 or more students attending will have one complimentary festival package for a director
  • PLUS, a complimentary festival package for every 20 students (unlimited)

This means with 20-39 students- you will receive 2 complimentary packages. With 40-59 students you will receive 3 comps, etc….

 

Festival Packages Include (whether being charged or complimentary):

  • Overnight lodging space for the number of nights and lodging choice you select for your group
  • For skiers (if selected): a Winter Park Resort ski lift card good for 4 days during your festival stay, ski rentals (skis, boots. poles and helmet) for 4 days, and a beginner ski lesson.
  • For snowboarders (if selected): a Winter Park Resort ski lift card good for 4 days during your festival stay, snow board rentals (board, boots and helmet), and a beginner snowboard lesson.
  • For non-ski recreation (if selected): 6 vouchers that can be redeemed at the Winter Park resort however desired: 1 for 1 hour of tubing at the resort’s new tubing hill, 1 for a Zephyr Express  Footpass (ski lift not wearing skis), 1 for a $15 meal voucher, 3 for a Snow Cat tour, and 2 for a guided Snow Shoe tour.  Please see the Non-Ski Activities section below for more details.
  • The festival purchasing a travel protection plan on behalf of every festival attendee. See Travel Protection Plan section below for more details.
  • Admission to the energetic and concluding Awards Ceremony/ Street Dance

And each group will receive:

  • Music comments by 3 highly respected adjudicators for each performing ensemble
  • Digital recordings of each performing ensemble
  • Divisional rating trophy awarded at Awards Ceremony for every performing ensemble
  • Opportunity to receive Runner-up or Best in Class trophy based on each ensemble’s performance type, total school enrollment, and ensemble level.
  • Opportunity to receive an overall Grand Champion trophy for the week’s best Concert Band, Concert Choir, Orchestra, Instrumental Jazz Ensemble, and Jazz/Show/Pop Choir
  • Readily available support for your festival trip planning with the very same festival staff members that are onsite with you in Winter Park. Onsite assistance at your first arrival at the ski resort, ski lessons, performance site and awards ceremony.

 

Festival Package Choices and per “charged” person cost

Below are the festival package prices for each “charged” festival attendee (not complimentary packages).  These prices are based on maximum lodging occupancy.  Empty bed space charges may be incurred.  Full descriptions of the Lodging Choices are in the following sections below.

For festival weeks April 5-8, April 12-15 and April 19-22

 Lodging Choice2 night stay per person price3 night stay per person price4 night stay per person price
Snow Mountain Ranch Lodge Rooms $328$359$389
Snow Mountain Ranch Cabins$337$372$407
Beaver Village Condos$349$387$426
The Vintage Hotel Condos$357$401$446
Fraser Crossing/ Founders Point CondosN/A$423$474
Zephyr Mountain Lodge CondosN/A$444$503

 

Lodging Choices

Here are a few comments to assist with Lodging Choice descriptions:

Full kitchens, kitchenettes and meal plans.  About 70-80% of our groups choose a lodging facility with some type of kitchen in each unit.  Your own meal preparations can save a lot on your overall trip cost.  Bring your own groceries or shop at local grocery stores after your arrival.  You certainly don’t have to prepare every meal at your lodging facility.  Most groups eat at the ski resort’s eating establishments or bring your own meals for lunch each day.

Ski-in/out lodging is a general description that indicates walking proximity to the base slopes and requires no vehicle transportation.

Notice that some lodging choices offer ONE condo/room with male students and ONE condo/room with female students, can be filled with less than full occupancy, without any empty bed space charges.  Using these lodging choices could allow all your students condos/rooms to be without any additional empty bed space cost. Adults can even be included within these condos/rooms, and the ONE unfilled male and female student condo/room remaining.   It is possible to have $0 empty bed space charges with most lodging choices, if you have adults flexible with lodging assignments! Contact us for more details.

Snow Mountain Ranch Lodge Rooms

  • Located 12 miles from Winter Park Ski Resort in beautiful Snow Mountain Ranch
  • Lodge rooms sleep 6. (3 choices: 2 queen beds + pull out sofa, 2 queen beds + bunk bed, 2 bunk beds + queen bed) Each room has its private bath. This is a more budget friendly choice IF your group’s chaperones can share rooms with students, or other chaperones.
  • Similar to hotel room (without kitchens) with indoor corridors from lobby. Some lodge rooms (2 queen beds + pull out sofa) have mini fridge and small microwave in each room.
  • Per Person Price based on Maximum Occupancy. $28 empty bed space charge per space per night may apply for rooms filled with less than maximum occupancy.
  • One male student and one female student lodge room allowed with no empty bed space charges
  • Enjoy the amenities of Snow Mountain- huge rec center (court games, skating, wall climbing and more), indoor Olympic sized pool, laundry vending, onsite ski rentals and more!
  • Optional “All You Can Eat” buffet meals can be purchased for an additional cost
    • Breakfast – $10.00 per person per meal + tax
    • Lunch $12.00 per person per meal + tax
    • Dinner $15.00 per person per meal + tax
  • Local ski shuttle service does not service Snow Mountain Ranch which requires your own transportation the entire stay.

Snow Mountain Ranch Cabins

  • Located 12 miles from Winter Park Ski Resort in beautiful Snow Mountain Ranch
  • 2 through 8 bedroom modern cabins that will sleep up to 40 persons- all under one roof for easy chaperoning. Larger groups can use multiple cabins.
  • Living area, kitchen (prepare your own meals), dining area, fireplace, cable TV, wifi and outdoor grill for your entire group
  • Per Person Price based on Maximum Occupancy. $35 empty bed space charge per space per night may apply for cabins filled with less than minimum occupancy.  Ask festival staff about cabin sizes and maximum occupancies.
  • Enjoy the amenities of Snow Mountain- huge rec center (court games, skating, wall climbing and more), indoor Olympic sized pool, laundry vending, onsite ski rentals and more!
  • Local ski shuttle does not service Snow Mountain Ranch which requires your own transportation the entire stay.

Beaver Village Condos

  • Located near downtown Winter Park.  Walk into town, or ride the free ski shuttle to town or the Winter Park Resort.
  • Condos sleep 6+ persons within 2 bedrooms and living area. 2 baths in each condo.  These multiple bedroom condos will allow chaperoning adults more private space in a condo with students or other adults.
  • Full kitchens in each condo unit for own meal preparation
  • Main building offers an indoor pool, hot tubs, rec center and laundry vending. Gas fireplaces and wifi in each condo unit.
  • Walk or shuttle to local restaurants, shopping, groceries or ski rental shops
  • Per Person price based on maximum room occupancy. $38 empty bed space charge per space per night applies for condos filled less than maximum occupancy
  • One male student and one female student condo allowed with no empty bed space charges

The Vintage Condos

  • A ski resort property located just above the ski resort with a quick 2 minute free gondola ride away from the Winter Park Resort ski base, slopes and Resort Village.
  • A ski-in/out property since vehicle transportation is not required. Just ride the gondola lift to the base and walk to the ski lifts!
  • Condos sleep 4 persons. Two double beds with no separate bedrooms, or lofted studios, and/or adjoining hotel rooms
  • Each condo has a gas fireplace, cable TV and wifi for evening entertainment.
  • Kitchenette (convection microwave, 2 burner stove, mini fridge, dish washer) for your own meal preparation
  • Outdoor pool, hot tub, game room and workout facility
  • Conference/meeting rooms available
  • Ski shuttle service available to and from town of Winter Park for shopping and groceries
  • Per Person price based on maximum room occupancy. $43 empty bed space charge per space per night applies for all condos filled less than maximum occupancy

Fraser Crossing/Founders Point Condos

  • Located directly at the base of Winter Park Resort- just a short walk to the lifts!
  • Most condos are either studio or one bedroom condos that sleep 4 persons.  A very limited number of two bedrooms (sleep 6) are available.
  • All condos have either kitchenettes or full kitchens for your own meal preparation.
  • Hot tubs, gas fire places, cable TV and wifi available for your evening enjoyment
  • Ski rentals from ski resort for convenient overnight storage at the ski base
  • Ski shuttle service available to and from town of Winter Park for shopping and groceries
  • Per Person price based on maximum room occupancy. $50 empty bed space charge per space per night applies for all condos filled less than maximum occupancy

Zephyr Mountain Lodge Condos

  • Located directly above the shops at the Winter Park Ski Resort Village- even a shorter walk to the lifts!
  • Most condos are one bedroom condos that sleep 4 persons.  A very limited number of two bedrooms that sleep 6 are available.
  • All condos have full kitchens for your own meal preparation.
  • Hot tubs, gas fire places, cable TV and wifi available for your evening enjoyment
  • Ski rentals from ski resort for convenient overnight storage at the ski base
  • Ski shuttle service available to and from town of Winter Park for shopping and groceries
  • Per Person price based on maximum room occupancy. $59 empty bed space charge per space per night applies for all condos filled less than maximum occupancy

Click Here to view our 2018 Lodging Choice Summary Grid 

Or use the view the following table (horizontally scroll able):  

 2 night3 night4 nightEmpty
Bed
Space
Charge/
Night
Own
Transportation
Required
Free
Ski
Shuttle
Ski-in/outFull
Kitchens
KitchenettesMeal
Plans
Available
PoolHot
Tubs
TV in
Units
WiFiFireplace
in Unit
1 Male
& 1 Female
unit allowed
w/o empty
bed space
charges
Most
condos/
rooms/
cabins
sleep
SMR
Lodge
Rooms
$328$359$389
$286
SMR
Cabins
$337$372$407$3510-42
Beaver
Village
Condos
$349$387$426$386
The Vintage
Hotel Condos
$357$401$446$434
Fraser/
Founders
Condos
N/A$423$474$504
Zephyr
Mountain
Lodge
N/A$444$503$594

 

Lodging Damage Deposit

While we on the subject of overnight lodging, a quick note about lodging damage deposits.  Every group must place a credit card damage deposit for the entire group during their lodging check-in. The amount is $10 per person, up to a $500 maximum deposit.  Of course you would have plenty of reminders of this deposit prior to your trip, but simply wanted to be sure and disclose this information now.

 

Skiing, Snowboarding and other Non-Skier Recreation

Each festival attendee will choose ONE of the three recreational choices:

  • Ski: 4 day lift cards, 4 days of ski equipment rentals, and a beginner lesson.
  • Snowboarding: 4 day lift card, 4 days of boarding equipment, and a beginner lesson.
  • Non-Ski Activities: Vouchers to be redeemed for downhill tubing, chairlift rides, Snowcat tours, snowshoe tours, and/or meal vouchers at the Winter Park resort.

The festival has prepared substantial narrative surrounding a group member’s choice of recreation, located in the WPSMF Resource Guide, if you choose to view.  Reading about recreation choices will be required of every group member prior to their online registration. 

 

Winter Park Ski Resort for Skiers and Snowboarders

Celebrating their 78th year as Colorado’s Favorite, the Winter Park Ski Resort offers over 3,000 acres of ski terrain within seven different ski territories. Winter Park has 143 ski trails of various levels.  Skiers choose between the 21 different ski lifts to the ski trails of their choice. Some ski trails have almost 5 miles of downhill fun!  With an included ski lesson, beginner skiers will quickly become comfortable with their skills, and slowly advance to more intermediate trails with their friends.  Over 10 million ski in the US each year because it is safe, enjoyable, and the #1 winter sport. Your students can ski every available moment they have, or take a more leisurely approach with only a few ski runs each day. Either way, your students will have a great trip spending time with their closest friends in a beautiful geographical setting!  And don’t worry about the lack of snow in Winter Park.  Winter Park receives average snow fall of 29 feet per year and has some of Colorado’s most consistent snow fall each year after year. There’s always plenty on the slopes!  The months of March and April are typically high volume snow months with much milder temperatures- offering enjoyable and comfortable spring snow skiing.  It is not necessarily typical for the snow conditions to be better during our earlier festival weeks.

Never skied before?  Come, receive a beginner lesson, and get addicted! The recreational highlight of this festival event is downhill snow skiing at the Winter Park Ski Resort!

 

Ski and Snowboard Lessons

Beginner ski and snowboard lessons are included within a festival package for your members choosing to ski or snowboard.  Beginner skiers/snowboarders are required to take lessons for the safety of all festival attendees, and overall enjoyment of skiing.  Beginners must be at least 12 years old to receive our included lesson.

 

Non-Ski Activities

For your members choosing not to ski, vouchers for substitute mountain activities at the Winter Park Ski Resort may be selected in lieu of receiving a lift card, equipment rentals and lesson.  These available activities can be redeemed by the voucher’s holder during their days at the ski resort, in any combination they wish.  The six provided vouchers will allow redemption for one or more various activities:

  • 1 voucher for 1 hour of tubing at the resort’s new tubing hill
  • 1 voucher for a Zephyr Foot Pass (ride the Zephyr ski lift up and down the mountain without skis)
  • 1 voucher for a $15 ski resort meal voucher
  • 2 vouchers for a guided snow shoe tour
  • 3 vouchers for a mountain snow cat tour

These non-ski activities are subject to satisfactory weather conditions, adequate snow fall amounts, operating equipment, availability and scheduling as established by the ski resort.  These non-ski activities may require date/time reservations to be made in advance, after your arrival in Winter Park.   Festival attendees that choose to ski/snowboard can purchase these same activities from the resort- but are not also included with a festival package.  These non-ski activities may not compare to the recreational value and time a skier or snowboarder would typically have available to them.

 

Free Local Ski Shuttle Service

Local ski shuttle buses run regular routes throughout the Winter Park Area.  The ski shuttle buses transport passengers to and from the Winter Park Ski Resort, the town of Winter Park, the grocery store and most condos with no cost to passengers.  Buses can be boarded at shuttle stops approximately every 20-60 minutes.  The ski shuttle service does not connect with the lodges/cabins at Snow Mountain Ranch, nor the festival’s performance site.  The ski shuttle is most often utilized by music groups who do have their own transportation with them during their entire festival stay.  Shuttle service maps, and further description can be found within the WPSMF Resource Guide.

 

Hired Private Charters to/from performance site

Any music groups without bus transportation with them during their entire festival stay, the festival can help arrange for private charters between your lodging and the performance site.  The cost per bus is approximately $1.25 per unloaded & loaded mile, with a $16 per hour driver charge.  These buses can transport 50 passengers (2 persons per seat) and do not have large equipment storage within their undercarriage.  You will need to plan for fewer passengers on any bus if large musical instruments/case will occupy an entire seat space.

 

Hiring Motor Coaches for travel between your hometown and Winter Park

Speaking of bus transportation above, if you will be hiring buses or motor coaches for travel between your hometown and Winter Park, we ask that you think of these below topics when seeking quotes, or before negotiating/signing a contract.

  • Experience of the bus drivers on mountain roadways within winter climates. Obviously, for safe driving on winter weather affected roadways.  But also, we find that inexperienced drivers can refuse to drive on roadways that experienced mountain drivers know are safe to travel.  Some drivers have actually demanded that a group leave Winter Park early for fear of driving on winter roads.
  • Tire snow chains available for each bus. Colorado law requires commercial vehicles to have available snow chains, or similar snow assisted equipment west of Denver, during potential snow fall months. Without chains, getting a bus unstuck can take up to several hours.  Of course, this will happen at the most inconvenient times such as prior to your scheduled performance time or ski lessons. With a set of tire chains available and quickly installed- valuable time can be saved.
  • Who is responsible for covering the cost of your drivers’ overnight lodging?
  • Non-drive time for drivers after your arrival! How will this affect your first day?  After driving all night prior to your arrival, will your driver have enough sleep/non-drive time to be available to transport your group after skiing, or lodging check-in, later the same day?  Just make sure you have covered these topics with the bus company.

Also mentioned in the below Festival Charges section- be sure to look into things such as bus driver tip required, road toll charges included, extra fuel surcharges, and investigate all aspects of the company you choose.  If you would like to receive some motor coach company contacts that our previous customers have liked working with- just ask us!

 

Musical Performances
Musical performances are held within the public schools in nearby Granby, CO.  These are the schools that serve the Winter Park area.  Every director will have access to all details surrounding the performance site, such as maps, suggested travel times, and more, within the WPSMF Resource Guide.

Ensemble Types:

InstrumentalChoralOther
Concert BandsMixed Concert
Choirs
Color Guards
Full & String
Orchestras
Women/Treble
Concert Choirs
Winter Guard
Jazz BandsMens/Tenor/Bass
Concert Choirs
Mariachi
Jazz OrchestrasMadrigal ChoirsDance Teams
Guitar EnsemblesShow ChoirsDrill Teams
Percussion Ensembles
& Drumlines
Pop/Jazz Choirs
Piano Ensembles

Performing ensembles are provided with a warm-up prior to their performance in an amount of time equal to their stage time.  Amount of stage time (includes equipment set-up, stage entrance, performance, stage exit and equipment removal is as follows:

  • Instrumental ensembles- 25 minutes
  • Choral groups- 20 minutes
  • Color guards, dance/drill teams- 15 minutes

Scheduling of your performance times will be done by the festival to best accommodate your and other ensembles’ trip itinerary when planning your festival stay.  We also want to provide the opportunity for your ensemble to hear other similar ensembles for a total music festival experience.

A digital recording will be provided on a flash drive for each onstage performing ensemble.

Performing ensembles can choose to “compete” against similar groups with same school size classification and ensemble level, or receive “comments only”.

Three adjudicators will provide positive and written constructive comments for each ensemble’s performance.  Adjudicators for instrumental ensembles will also provide recorded verbal comments.

Concert attire is optional.  The challenges of bringing concert uniforms while traveling are understandable.  Performance attire is not an adjudicated component of your ensemble’s performance.  Many ensembles wear non-formal but matching attire.  Some ensembles have even performed in their ski clothing.

Concert ensembles performing published musical selections must bring three original scores to the performance site for the adjudicators.  Contact the festival staff for exceptions prior to departing for the festival.

 

Music Equipment Provided

You will be asked to request specific “equipment” online by your Final Payment Due Date, so that your equipment will be readily available for you and to minimize stage setup time for all ensembles.

Instrumental Ensembles will be provided with sound shells, chairs, music stands, director podium, bass drum, four tympani, chimes, gong, orchestra bells, xylophone, marimba, vibraphone, congas, drum/trap set, guitar amp, bass/keyboard amp and grand piano on stage, if requested. However- snare drum, mallets/drum sticks/beaters, cymbals and any other auxiliary percussion equipment (and stands) must be provided by the music group.  Jazz ensembles will also be provided with 6 amplified microphones and platform risers if requested.

Choral Ensembles will be provided with sound shells, 3 step choral risers, grand piano, 6 amplified microphones, audio playback and drum/trap set for your choral performance on stage, if requested.  Show Choirs will be provided with platform risers if requested.

Guards, dance/drill team and auxiliary performances will be provided with audio playback only.

 

Awards Ceremony/Street Dance and Director Reception

Our exciting and high energy award ceremony/street dance is the concluding highlight of the festival event.  Our awards/dance is located in picturesque Cooper Creek Square in downtown Winter Park with surrounding restaurants and souvenir retailers.  With fanfare music, lighting/smoke effects, and special fellowship with other student musicians- all music groups are warmly welcomed and recognized, followed by all ensembles receiving their divisional rating trophy.  A classification runner-up and winner trophy is awarded for each performance type, in each school size and ensemble level.  To conclude the awards portion of the evening- the Overall Grand Champion is awarded to the judges’ choice of best Concert Band, Concert Choir, Orchestra, Instrumental Jazz Ensemble and Show/Pop/Jazz Choir.  While the students enjoy the interactive DJ street dance afterward- we treat the directors to an adjacent reception after the awards.  Our awards ceremony/street dance will be remembered for a lifetime!  Look at our website’s promo video for video snippets of its excitement. Many directors comment that our awards ceremony creates a new enthusiasm within their music program.

 

Total Festival Charges

This detailed section is intended to give interested directors a complete and organized description of all festival charges and any other costs associated with planning a trip to our festival in Winter Park.  There are a lot of details in this section.  We simply want to disclose all possible charges or costs so you can know what to expect without any surprises.  Don’t let these details bog you down.   Let us send you a copy of our invoices and you will see how straightforward and simple it is.

First- we begin with what we charge.  We call these our Total Festival Charges. These are charges related to all the services/products we arrange and provide.  These are categorized with 4 sections of our billing invoice:

  1. Festival Package charges
  2. Performing Ensemble charges
  3. Festival Additional costs
  4. Empty Bed Space charges

 1. Festival Package charges: The number of festival attendees (less complimentary packages) multiplied by the Festival Package (per person) price as chosen by you.  Only one Festival Package choice may be selected for your entire group.

2. Performing Ensemble charges: Total of the following:

  • $300 for the first Instrumental Ensemble, and $150 for any thereafter (includes color guards)
  • $300 for the first Choral Ensemble, and $150 for any thereafter
  • $300 for the first Dance/Drill Team or other combined type ensemble, and $150 for any thereafter

3. Festival Additional costs: Any additional costs that will be added to the Total Festival Charges as desired or may be required of a group.  These may include any of the following:

  • Optional Meal plans. You may have noticed within our Lodging Choices section that some lodging choices offer optional meal plans.  Those listed per person per meal prices are additional to the Festival Package Prices.
  • Optional Ski Area Meal Vouchers. Most groups choose to eat at the ski resort during lunch.  If choosing to have your members purchase meals at the resort’s eating establishments at the base or higher on the mountain- we can provide discounted meal vouchers to you for an additional cost.  There are some details surrounding these meal vouchers we would like to disclose if interested.  Directors most often purchase these so that each student has “pre-purchased” these with their trip and everyone will be sure to have a lunch meal regardless of available money.  Each $15 redemptive value meal voucher is available for a discounted $13. $2 is saved with the discounted price.
  • Early check-in and late check-out lodging charges. Our lodging providers have established check-in and check-out times to accommodate you and other guests staying with them.  Sometimes groups may have special needs to check-in earlier and check-out later than these established times.  In order for us to guarantee these, reservations have to be made well in advance.  We hope that you can plan your Winter Park arrival and departure with these lodging times in mind to completely eliminate any additional cost.  But if needed- we can certainly arrange for all (or a portion) of your lodging spaces to be available when needed at an additional cost.  For example- having 1-2 condos to store luggage within prior to checking into all your condos after 4:00 pm on your arrival day. Or- keeping 1-2 condos to store luggage/ have a clothes changing space, after check-out times on your last day.  
  • Optional Meeting Space Charges. Some lodging providers may have meeting spaces for a group to use for special purposes- whether for rehearsals, or even a space to store luggage/equipment until check-in or after check-out times.  If these types of meeting spaces are available and/or the lodging provider charges for use of this space- it could be an additional cost to you which we will bill, collect and forward to the meeting space provider through your scheduled payments.
  • Late enrolled festival attendees. We will not disclose all the details in this document- but essentially, we purchase a travel protection policy on behalf of each festival attendee.  We have a deadline to submit all your member names and pay the premium.  After a particular deadline date (about 2 weeks after your Final Payment due date) – the cost of insuring a late enrolled person costs us more, which we pass along to you.  The additional cost is $25 per person enrolled late.  If you have a really late enrolled member (like within days of your departure to Winter Park) – there may be circumstance that our normal insurance cannot be obtained which might require another protection plan provider/product. The additional cost could then exceed $25 per person. If you need more details now- we will be happy to discuss with you.
  • Attendee Count Decreases and Group Cancellation Charges. We have 2 following sections below, that we hope clearly describes these topics and resulting charges if applicable. In either case- we would add these as additional charges within your invoice. Please contact us if you need further explanation.
  • Late Scheduled Payments Charges: A 1% automated late charge will be accessed on any amounts owing after its due date.  An additional 1% charge will also be accessed, each and every week (7 calendar days) beyond the payment due date for the non-paid billed amount. There are is more description on this topic within the One Deposit and only TWO Scheduled Payments in 2018 section below.  The late charge is a partial offset to additional efforts needed to re-establish any previous planning made for a group.  There will be no guarantee that all former plans will be restored, despite a late charge amount being paid.
  • Late Group Member Registrations: A $10 automated late charge will be accessed for each and every group member that has not successfully completed their online registration by the due date.  An additional $10 charge will be accessed, each and every week (7 calendar days) for any uncompleted member registrations. 
  • Late online data submissions: A $10 automated late charge will be accessed when all the performance information, requested music equipment, rooming lists, and other online data is incomplete beyond the due date. An additional $10 charge will be accessed, each and every week (7 calendar days) until this data is complete.    

4. Empty Bed Space Charges

Festival Package Prices (per person) are based on lodging space maximum occupancies.  Your decision of a lodging choice and your desired sleeping arrangements for all festival attendees will determine how empty bed spaces will be charged.  In the above Lodging Choice section, the empty bed space charge amount is listed for each lodging choice.  These charges are for each empty bed space and for each night of your group’s stay.

Also in the above Lodging Choice section, notice some lodging choices we offer allow one male student room/condo AND one female student room/condo to be filled with less than maximum occupancy without a charge.  This can be a significant savings for a tightly budgeted trip.

Empty bed spaces are the number of bed spaces in a lodging unit (room, condo or cabin), less your number of attendees in that same lodging unit.  Your group’s total attendance numbers can change up until the Final Payment Due Date.  As a result, an exact amount of empty bed space charges for your group can be a moving target to establish initially.  All we and you can do is give our very best guess until the attendance numbers and lodging assignments solidify.

Also, possibly included with empty bed space charges, is the cost for the festival to provide your Bus Driver Lodging. Here’s the explanation:  Some bus companies will provide the overnight lodging for their drivers (recommended).  But, if you are responsible for arranging and paying for their overnight lodging, you have 2 choices:

  1. Let us provide you with a list of Winter Park area motels and hotels, their contact information, and even some investigated rates. It is usually much cheaper to have drivers stay elsewhere due to the higher quality of lodging you and your group will be staying at.  You make all the reservations and pay the motel directly.
  2. We can arrange for your bus driver to stay at your lodging choice if desired. No festival package is provided or charged for your drivers, unless you want them recreating as well.  The bus driver lodging cost is essentially your lodging choice’s empty space charge, multiplied by the number of bed spaces in a room/condo, multiplied by the number of nights needed.  This is why your bus driver lodging is included within our empty bed space charges!  One more detail to consider:  In order to accommodate any mandated, or lawful “non-drive” hours by your drivers, at your request, we may need to reserve for the previous night, if your driver needs to check-in early in the morning.  Or even reserve for the night, on the day you leave town, so your driver can have the room the entire day before driving your group home.  We will be more than happy to discuss with you and find the most economical/practical solution for you.  We have a really economical bus driver lodging solution for groups staying at Snow Mountain Ranch.

 

Other Trip Costs not covered in our Festival Charges, you will want to consider!

Below are some expected trip costs, or services/products we do not arrange/provide.  You would be pay these to other parties directly.

  • Motor coach or bus transportation between Winter Park and your school. When investigating prices from a motor coach company, be sure and ask whether these types of things are included in the quote: bus driver tip, road toll charges, fuel surcharges, etc.  The festival staff knows the approximate cost of motor coaches from several regional areas.  Contact us if you want to save some time investigating this cost.
  • Airfare between Denver and your departing airport. Consider things such as additional baggage cost for music instruments, taxes, etc…
  • If flying into Denver- bus transfers or chartering motor coaches between Denver International and Winter Park.  Before these motor coaches leave Winter Park, and you were interested, how much additional cost would there be to get you to the grocery store or to the performance site using the same coaches?   The festival staff knows these costs when paid by other attending groups.  Contact us if you want to save some time investigating this costs.
  • Transportation cost to the performance site. If you would not have your motor coaches or buses with you the entire time in Winter Park, and need transportation to the performance site- the cost to hire a private charter.  We know this!  Call us if we can provide.
  • Meal costs. This can be meals while you are in route to and from Winter Park, groceries to prepare you own meals (brought from home or purchased in Winter Park), meals at restaurants, pizza deliveries, etc…   We can help you with this, by providing the average cost at local restaurants, ski resort, and what other directors share about what amount they budget with for groceries.
  • Lodging Damage Deposit. This was mentioned above in the lodging section.  Chances are great this will not be a cost to you, but needs to be considered when planning for your trip.
  • Bus drivers staying overnight at a motel or hotel different from your group, if your bus company does not include.  The festival does not arrange for this.

The festival does not arrange for transportation- but we can provide contact information for individuals or companies that are known to provide a quality service to our past groups. 

 

Quick Cost Estimate

If you are considering attending our festival, and you would like to get a total trip cost, or a “per person” total trip price, contact us.  We can email you a MICROSOFT EXCEL spreadsheet file sheet that all we/you do is complete things such as your expected attendance number, number of ensembles, optional add-ons, etc… It will give a quick cost estimate of everything associated with the festival, and allows you to include other costs, such as transportation and meals .  It’s fairly easy to complete, and should remind you of everything discussed here so far.

 

Registration Deposit and TWO  Scheduled Payments

1. Registration Deposit.  Festival registration is completed when the festival office receives your properly completed/executed Winter Park Ski-Music Festival 2018 Registration Form/Agreement AND your non-refundable registration deposit.

The registration form/agreement shows the appropriate deposit amount to send (depends on the festival package selected.  The deposit ranges from $750 to $1,500.  This is for the entire group, not each person!

  • A group choosing a festival package that includes overnight lodging at Lodges/Cabins at Snow Mountain Ranch, the deposit to be paid upon registration is $750.
  • A group choosing a festival package that includes overnight lodging at Beaver Village Condos, the deposit amount to be paid upon registration is $1,000.
  • Or- a group choosing a festival package that includes overnight lodging at the Winter Park Ski Resort’s The Vintage Condos, Fraser Crossing/Founder’s Point Condos, or Zephyr Mountain Lodge Condos, the deposit to be paid upon registration is $1,500.

Regardless of the registration deposit amount, the deposit is non-refundable, but will be applied 100% toward your Total Festival Charges.  So when will bill you in January, your 1/2 payment (of Total Festival Charges) will immediately lessened by the amount of your entire registration deposit.

2. First Payment- January 19, 2018.  One half- or 50% of the Total Festival Charges (less any prior payments and/or registration deposit) are due on or before January 19, 2018.  These charges will be based on your “First Attendance Count”  (see Attendance Counts in the section below), your selected festival package, performing ensembles charges, known additional costs, and estimated empty bed space charges.

3. Final Payment- February 23, 2018.  All unpaid- or remaining Total Festival Charges are due on or before February 23, 2018.   These charges are based on your “Final Attendance Count” (see Attendance Counts in the section below), your selected festival package, performing ensemble charges, known additional costs, and empty bed space charges.

Hopefully, the festival’s choice of not implementing earlier and more frequent partial payments is beneficial for you and your students. Results of fall season and holiday fundraisers, and each member’s saving for the trip should be better known after the New Year, and should assist in your providing accurate attendance counts in December and attendance revisions in January.  However, the festival’s choice of not requiring payments until January and February has one major challenge: The festival has contractual deadlines to either pay or cancel arrangements with its vendors, only DAYS after our groups’ payment due dates.  A group director will be have an online invoice and plenty of email reminders of the payment due dates.  But the payments must ARRIVE on or before the due dates!

Without a group’s payment being received on or before their payment due date, we are forced to cancel a group’s arrangements/reservations (overnight lodging, equipment rentals, lessons, performances, and travel protection) to avoid being financially liable for the goods and services we provide to any group.  Re-establishing the same or similar arrangements or reservations afterwards cannot be guaranteed!

See Late Charges in the Total Festival Charges section for payments that are received after the due date.         

 

Attendance Counts

When we begin making reservations for a group’s lodging, ski rentals, lessons and more- our Winter Park vendors need to know how many persons they are providing for in a group.  And as we near the festival dates, our groups’ attendance numbers have to become more precise.  Otherwise, our vendors could be turning away other profitable individuals/groups, for inflated attendance counts with our groups.  Or, unable to provide the proper amount of goods and services for our groups that have underestimated their expected attendance count.  As a result, the festival has contractual deadlines to meet with our vendors, not only with forwarding payments, but also providing expected attendance counts for each group.

December 2017.  We will ask for a group’s best revision of their registration form’s attendance count, or any revision from the last provided attendance count.  This December 2018 attendance count revision will be your “First Payment Attendance Count”, and used when calculating the First Payment Billing Invoice owing in January 2018.  If for any reason you cannot, or do not provide a December 2018 attendance count revision, the festival will be forced to use the attendance count provided on your registration form, or the last provided attendance, and consider it as your “First Payment Attendance Count”.

Prior to January 19, 2018 (First Payment Due Date).  Regardless whether we already received your First Payment or not, you will have until January 19th to adjust your “First Payment Attendance Count”.  As of January 20th, this count will become a preserved number, and used thereafter to calculate any penalties for greater than 10% decreases in attendance counts, as further described below.

Between January 19, 2018 (First Payment Due Date) and February 23, 2018 (Final Payment Due Date).  Between these dates, you will have the opportunity to provide a “Final Payment Attendance Count” if your “First Payment Attendance Count” requires changes. If no attendance revision is provided by you, or your trip coordinator, between these dates, it will be assumed that the “First Payment Attendance Count” is also your “Final Payment Attendance Count”.

However- you are only allowed a 10% (or less) decrease in your festival attendees on your “Final Payment Attendance Count”, from your “First Payment Attendance Count”, without a penalty.  Any attendance count decreases in excess of 10% will have a penalty charged.  This penalty will be ½ of the festival packages costs for each participant decrease exceeding the allowable 10% decrease.  Essentially the penalty is forfeiting ½ of those package cost, you already paid with your First Payment.

AFTER February 23, 2018.  Sorry!  No attendance count decreases accepted after February 23rd.  Your Total Festival Charges will be calculated based on the latest attendance count (provided any time prior to February 23, 2018) regardless of whether you have less than this number of attendees actually attend or not.    Substituting another attendee(s) will be allowed, but subject to: available lodging with such substitutions, possible costs for purchasing late enrolled travel protection, and having the substituted attendee complete an online registration in a timely manner.  Increases in your attendance counts after February 23, 2018 will be subject to lodging availability.   

 

Group Cancellation/Refund Policy

On or BEFORE January 19, 2018.  Cancellation of group’s festival attendance, with a verifiable cancellation (email or certified delivery) being received ON or BEFORE January 19, 2018 entitles the group for a refund of all prior payments made to Winter Park Ski-Music Festival, in excess of the non-refundable registration deposit.

AFTER January 19th, 2018.  Cancellation of festival attendance by group, being received AFTER January 19, 2018 will not be refunded for any prior payments or deposits already made.

Sorry!  No refunds will be made to a group if festival attendance is not attended for any reason.  However, there may be some eligible festival components that could be refunded to a group, if unused.  See Travel Protection section below for some details about cancelling a trip for travel reasons.

 

With payment deadlines, attendance counts, and group cancellation policies being provided, please take a moment to read the following:  

The festival highly suggests each director create, and enforce a comprehensive “trip commitment” policy with all students and adults planning to attend the festival.  Almost all of our valued music group customers have no problems meeting the deadlines we have established.  Unfortunately, some directors will create such unfavorable situations for themselves, with the number of festival attendees being unknown, or have uncollected payments from their group members, immediately prior, or even beyond the festival’s deadlines.

Since each music director registering for the WPSMF will agree to meet the festival’s deadlines, the music group’s members must have enforced deadlines as well.  After reading our information, you will notice the January 19th payment deadline is the same date a group can adjust its attendance numbers (without any penalty), or even cancel its attendance entirely (losing only the registration deposit).  Here’s what many directors do:

  • Create a trip commitment policy, describing the trip, what it includes, the expected total trip cost, or a trip cost range, depending on the number attendees.  Establish a date when every person wanting to attend the trip, must execute, and  return the commitment form, so you will have an idea of the number of attendees intially, and how to plan for transportation.  You will probably want parents to execute the form as well.  Include trip payment deadlines, and the consequences if those deadlines are not met. For example, some directors will not refund any payments since these could be used to offset other costs created by a cancelling person.
  • Trip payment deadlines from your members should be well enough in advance of the festival’s deadlines to ensure plenty of time for a check to be processed, and delivered.  Enforced payment deadlines from your group members, should allow time to revise your attendance counts with festival, for revised billing amounts.
  • Some directors will require all trip payments be made prior to the Christmas/ New Years holiday break, while some directors will require full payment immediately following the holiday break.  This allows the director plenty of time to revise attendance counts and forward collected funds.  If a director allows their group members to make a final trip payment after January 19th, having a signed trip commitment form would be very valuable to ensure collecting their final payment.

 

Travel Protection Plans 

Winter Park Ski- Music Festival will purchase on behalf of all registered festival participants, a limited benefit, Student Protection Plan which helps provide post departure coverage.  This plan helps protect participants after departure and during their trip, by offering benefits for specific travel incidents, such as:

  • trip interruption*  $500 (return air only)
  • travel delay- 6 hours  $750 ($150/day)
  • missed connections- 3 hours  $500
  • baggage/personal effects  $1,500
  • baggage delay- 24 hours  $300
  • accident & sickness medical expenses  $25,000
  • emergency evacuation & repatriation  $100,000

CLICK HERE to open a PDF showing highlights of the Travel Protection Plan*

*the festival is purchasing the Student Protection Plan at a $0 Trip Cost only, on behalf of all registered festival participants.  This helps provide coverage “post departure”.  Trip Cancellation benefits are not available, and Trip Interruption benefits are limited to $500 return air only.

The plan helps protect each registered festival participant beginning after a group’s trip departure through group return.

After the festival purchases the travel protection plans on behalf of each registered festival participant, each group director will be provided with Confirmation of Benefits and Plan Document. Each group director is then responsible to deliver, forward, and/or provide this information, however they choose, to each festival participant, and/or parents/guardians of festival participants under 18 years of age.  With all festival participants, and/or their parents having all plan information, and contact methods surrounding the travel protection plan, they will then be responsible for initiating or filing of claim reimbursement, and/or direct communication with the plan provider for any reason.

The festival wishes for every group director to read all plan highlights and plan document. Any group director is welcome to contact the festival office for questions about the travel protection plan we purchase on behalf of their registered members.  However, the festival is only the purchaser of the travel protection plans, and we will likely consult with the plan provider before giving an official response to the group director. We suggest contacting the plan provider directly (contact methods listed within the plan document) for specific questions.

If any injury or sickness should occur to a festival participant while traveling to and from the festival destination, or during the festival event- all payments for medical services will be made by that participant, your group, or another group member, directly to the medical service provider.  It is recommended that such payments be made by check or credit card so evidence of payment may be more easily provided when filing a claim for reimbursement.  Be sure to keep all medical services paperwork/receipts since they will be needed by the travel protection plan provider when filing a claim.  Some medical service providers may allow for their services to be billed afterwards.

If any travel interruption or travel delay were to occur with a group, any payments to cover local transportation to continue travel to the festival destination, or any payments to cover reasonable additional expenses incurred for meals and lodging, will be made by your participants, group, or a group member directly to the providers.  It is recommended that such payments be made by check or credit card so evidence of payment may be more easily provided when filing a claim for reimbursement.  Be sure to keep all paperwork/receipts since they will be needed by the travel protection plan provider when filing a claim.

 

Group Members Online Registration

With our festival, we capture the following information for each group member:

  • The ONE recreation choice each member will select. This is either skiing, snowboarding, or the non-ski activities
  • If skiing or snowboarding, we need to have the gender specific foot size, height, weight, level of experience, equipment upgrade selections, and beginner lesson selection to have your ski equipment and lessons in Winter Park completely planned and ready for you!
  • A required and adult signed Consent for Medical Treatment and Release of Liability form used by the Winter Park Resort, the performance site, and all our vendors.

How do we do this?  We have set up an online website that each one of your members (students and adults) will login, and complete an online form, and will be signed electronically by the adult or parent of a minor. Each group director, or any other designated adult, will simply type the names of each festival attendee ONCE on the website.  This allows each of your members to have access to their online registration form.  Your members simply input their own data!  Using your “administrator login”, you can monitor the progress of your group members’ registration, create your rooming list without typing a name, provide your performance information and equipment needed, and more!  With this online data, no need to complete a separate insurance list, rooming list, beginner lesson roster, ski equipment list, emergency contact forms and more.  We provide all the easy instructions for you to get started!

 

But! The Final Payment Due Date of February 23, 2018 is the date that this data must be completed online by each director and each group member.  In the Total Festival Charges section, be sure and read about the Late Charges for incomplete registrations and other data on the due date.

 

Agreement to Provide Information

Participating groups will be asked to update and provide information for their group online, or through an online questionnaire.  The online data contains current billing and contact information, festival attendance counts, school departure/return dates & time, festival arrival/departure dates & time, transportation information, performance times & dates information, award ceremony participation information, rooming assignment information, bus driver lodging information, optional meal vouchers & meal add-ons counts, and other lodging information.  Whether this requested information affects billing or not- this information will be requested, and asked to be provided usually prior to Payment Due Dates.  All requested information is absolutely necessary for the Winter Park Ski-Music Festival’s successful planning of your trip.  Therefore- participating groups must commit and agree to providing this necessary amount of required information by the requested due dates.

 

Here is a timeline/checklist  summary of what to expect if choosing to attend the festival:

Anytime between May 2017 and October 13, 2017  

The sooner you reach out and request a particular lodging choice for a particular festival week, the better!  We have some lodging choices already full by early to mid summer for groups already requesting them.  We don’t need full registration or a deposit to pencil your group in for a particular lodging choice.

If we have penciled your group in for a particular lodging choice prior, send a signed and completed 2018 WPSMF Registration Form and registration deposit by October 13th.  A portion of your registration deposit must be forwarded to the lodging providers to secure the reservation immediately following October 13th.  After October 13, we turn back the large blocks of lodging units so our vendors can place back into their retail inventory Many music groups register after October 13, but requires the festival to determine whether your choice in lodging continues to be available, and whether it can be reserved for you.

 

December 2017

We will send a questionnaire to each group requesting information such as: your very best revision at your attendance count, arrival and departure dates/times, performance scheduling information, optional lodging meals, optional meal vouchers, whether we will be providing bus driver lodging, and how lodging units are to be assigned for your group members. We also send instructions for you to set up your WPSMF online group member registrations, so they can get started early!

 

January 19, 2018

Due date for:

  • 1st ½ payment
  • Revisions for attendance counts to establish your “First Payment Attendance Count”
  • Revisions to any data that we have thus far for your group

 

February 23, 2018

Due date for:

  • Final Payment
  • Revisions for Final Attendance Count
  • All group member registrations submitted online
  • All other group information competed/revised online (performance data, music equipment needed, rooming list, all other data requested)

 

March 9, 2018

Last day to exchange or add an attendee name to avoid an additional late insurance charge.  The new member must also have submitted their online registration.

 

Items needed to bring to Winter Park:

  • Lodging Damage Deposit and Statement of Responsibility Form (will be provided prior and used for lodging check-in)
  • Lodging Damage Deposit ($10 for each attendee with $500 maximum)
  • Stage set-up charts for instrumental ensembles
  • Three original music scores for published music being performed by concert instrumental and choral ensembles

 

Do You Have Any Questions?

Please feel free to call or email the festival office with ANY questions you may have about our Winter Park Ski-Music Festival.  Don’t worry about any sales pressure from us!  We simply want you to make an informed decision about whether this festival trip is right for you.

Toll free: 866-625-6821

Or email us at:  info@winterparkskimusicfestival

 

We would love to have you and your students join us in Winter Park, Colorado!!!

 

Thank you for considering our festival!!!