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.

7.1 Travel Protection Plan

  • Winter Park Ski-Music Festival will purchase on behalf of all registered festival participants, a limited benefit Student Protection Plan, which helps provide coverage post departure.  This plan helps protect participants after departure and during their trip, by offering benefits for specific travel incidents, such as:
    • trip interruption
    • travel delay
    • missed connections
    • baggage delay
    • accident & sickness medical expenses
    • emergency evacuation & repatriation
  • The plan helps protect each registered festival participant beginning after a group’s trip departure through group return.  Therefore- the listed transportation dates and times within the TRIP INFO tab within WPSMF Online should be reviewed carefully for applicable coverage dates. (if applicable, see Groups with Covered Participants Traveling on other Dates & Times section below)
  • After the festival purchases the travel protection plans on behalf of each registered festival participant, after March 9, 2018, 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.
  • Since the festival purchases this travel protection on behalf of every registered festival participant, it is important to register in a timely manner.  *Please note that late enrolled festival participants, may result in late fees being charged by the festival.  (see sections below)
  • The festival’s perspective surrounding travel protection plans, and a group’s decision to cancel their trip:  The festival is purchasing the Student Protection Plan on behalf of a group’s registered festival participants, which helps provide coverage once the trip has departed.  The trip cancellation benefit is not available with this plan.  Benefits with the Student Protection Plan do not begin any type of coverage until a group legitimately departs for their planned destination.
  • The festival’s perspective about a group’s decision to not continue with their planned travel:  Trip Interruption and Travel Delay benefits may help provide coverage reimbursement (see plan highlights and detail for coverage definitions) for specific travel incidents, up to maximum benefit amounts.  But the festival wants to emphasize that the trip cancellation benefit “Cancel for any Reason” benefit is not available with this plan. Therefore, fear or unwillingness to continue travel, will likely not be an eligible reason for the plan provider to reimburse.  A group director will most definitely need to contact the plan provider anytime there is any question regarding their group’s decision to not continue with their planned travel.  Furthermore, the festival is unable to refund any paid monies, if the festival is not attended by a group for any reason.  There may be some eligible festival components that could be partially refunded by the festival, to a group, if unused.  But these could only be a small portion of the overall festival package cost for each attendee.  A claim will need to be submitted to the travel protection plan provider for situations resulting in trip interruption or delay.  The festival highly suggests for the group to continue with their travel to Winter Park immediately afterwards, and take advantage of any portion of the remaining trip.  Your decision to not travel further, because of your own reasons, may exclude your members from receiving travel protection benefits, and exclude your members from receiving any non-refundable trip components the festival has planned for your group.

 

7.2 Payment of Travel Incidents

  • 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.

7.3 Filing a Claim for Reimbursements

  • Information for filing a claim can be obtained by contacting the insurance provider or filing online.

Travel Insured International

1-800-243-3174 option 3 (Monday-Friday 8:30 am- 7:30 pm)

claims@travelinsured.com

  • It is the group’s responsibility to contact the travel protection plan provider, file all claims and provide all necessary documentation as requested.  All claims will be handled directly with the travel protection plan provider.  To facilitate more prompt claims settlement- you will be asked to provide receipts for all medical treatment, and/or travel interruption/delay expenses.
  • Festival’s note:  More than likely, reimbursements will be made out in the name of the traveling person.  If the group, group director, or another group member paid for reimbursable expenses of another person, please discuss with the travel protection plan provider how the reimbursements should be mailed to the appropriate person or address.

7.4 Groups with Participants Traveling on other Dates & Times  

  • The festival office should be notified if any person(s) are traveling to the festival on different dates, different departure/arrival times or via a different transportation method than listed on the WPSMF Online Trip Info report.  This information is important when the festival purchases travel protection plans for all festival participants!
    • Example: An adult or group of adults departing the school earlier and/or returning later because they are driving equipment to the festival rather than traveling with the group on a bus.  Or- a particular adult is flying rather than traveling on the bus with the group.

 7.5 List of Traveling Participants

  • The participant names a group director inputs within WPSMF Online will be compiled to create your group’s list of traveling participants.  The Final Payment deadline date for having all members’ registration completed, is expected in order for a group’s list of travelers to have travel protection plans purchased on their behalf.
  • If an attendee uses their middle name or a nickname rather than their “first” legal name, this other name can be used within WPSMF Online.
  • A thought about using nicknames: If any medical treatment were necessary- is this the name that would be used when receiving treatment?  Will the travel protection coverage be valid for J.R. BROWN while all the medical receipts and billings have THEOBALD ROGER BROWN listed?
  • THE FESTIVAL OFFICE HAS ABSOLUTELY NO WAY OF CHECKING IF THE FESTIVAL PARTICIPANTS’ NAMES ARE SPELLED CORRECTLY FOR TRAVEL PROTECTION COVERAGE.  THIS IS EACH GROUP DIRECTOR’S RESPONSIBILITY.  On each of your member’s online registration. we asked them to contact their director if their name was listed incorrectly.  If so, please login to WPSMF Online using your credentials, within the Participants tab, click the blue username (far left) of the person whose name needs correction, and correct within the correction box, followed by selecting Save.

7.6 Member Name Exchanges after the Final Payment Due Date

  • Whenever a group has member changes after the Final Payment Due Date, a director or travel organizer must contact the festival office to make changes on the WPSMF Online for proper registration of any members that were not previously registered.  A director will not be able to make member changes as they were once able to do before the Final Payment Due Date.  Why? Because the festival will need to know of any member changes after we have already compiled the previously listed names.  An important component of any member change is providing a newly added person with travel protection.  It is a director’s responsibility to contact the festival office with any known member changes any time after the Final Payment Due Date so that all festival components (lodging, equipment rentals, lessons, and online registration) can be revised as needed, including the travel protection.

7.7 Member Name Exchanges after the Final Payment Due Date and before March 9, 2018

The Final Date for Travel Protection Name Exchanges (with no additional charge) is Friday March 9, 2018

  •  As stated in the above 7.6 section, any member changes after the Final Payment Due Date, requires a director or travel organizer to contact the festival office.  Besides getting any new members registered, included in rooming list, rental and lesson lists- the festival will also need to purchase travel protection for any newly added or exchanged members, not previously included within WPSMF Online.  Most often, member changes will be the exchanging of person names on your Travel Protection List, since there are no attendance decreases/refunds after the Final Payment Due Date, and a group should consider giving someone the benefit of a paid festival package.  In the event festival participants within your group need to be exchanged (one name substituted for another)- there can be a name exchange with no additional charge if received by the festival office on or prior to March 9, 2018. Of course, there could be other festival components, such as lodging costs, which might be affected by exchanging different gendered persons, and create additional empty bed space charges, for example.
  • Since the festival purchases the travel protection plans for every groups’ members immediately after March 9, 2018, it will NOT be possible to have a name EXCHANGE after this date.  After this date, the festival can only add a new person’s name.
  • Assume any communication with festival office for a member name exchange has NOT been made until you have received an emailed confirmation of member changes.  It is the responsibility of the director to double check the Confirmation of Benefits sent by the festival office, to make certain that all traveling members are included.

 

7.8 Travel Protection List Name Additions after the Final Payment Due Date and before March 9, 2018

Final Date for Travel Protection List Name Additions :  Friday March 9, 2018

  • As stated in a previous 7.6 section, any member changes after the Final Payment Due Date, requires a director or travel organizer to contact the festival office.  Besides getting any new members registered, included in lodging accommodations/rooming list, rental and lesson lists- the festival will also need to purchase travel protection on behalf of any new members, not previously included within WPSMF Online.  If festival participants can be added, there can be a name addition to your Travel Protection List if received by the festival office on or prior to March 9, 2018. Of course, there would be the cost of the festival package being added, and possibly other festival components, such as lodging costs, which might create extra charges, for a new member addition.  Late registration fees may also apply.
  • Assume any communication with festival office for a member addition has NOT been made until you have received an emailed conformation of member changes.  It is the responsibility of the director to double check the Travel Protection Certificates sent by festival office, to make certain that all traveling members are included.

 

7.9 Late Enrollees- Travel Protection List Name Additions after March 9, 2018 (name exchanges no longer possible) and 72 hours prior to Trip Departure

  •  As stated in a previous paragraph, any member changes after the Final Payment Due Date, requires a director or travel organizer to contact the festival office.  Besides getting any new members registered, included in lodging accommodations/rooming list, rental and lesson lists- the festival will also need to purchase travel protection on behalf of any new members, not previously included within WPSMF Online.
  • If the festival office receives any changes to the festival participants making the trip after March 9, 2018 and 72 hours prior to trip departure– participant names can only be added to the group’s travel protection list- even if the new person is taking the place of a previously attending person.  Coverage for those persons listed previously within WPSMF Online has already been purchased and cannot be modified.  A late enrollment fee of $25.00 per additional person will be charged.
  • Of course, there would be the cost of the festival package being added, and possibly other festival components, such as additional lodging costs, which might create extra charges, for a member addition.
  • Assume any communication with festival office for a member addition has NOT been made until you have received a written or emailed conformation of member changes.  It is the responsibility of the director to double check the Travel Protection Certificates sent by festival office, to make certain that all traveling members are included.

7.10 Late Enrollees- Travel Protection List Additions less than 72 hours from Departure

  • First, it is highly possible that a new group member could not be added at such a late notice!  If the festival could accommodate the new additional member (along with director and new member working really hard to get the member registered), and other festival components being modified (such as lodging accommodations, equipment rentals, lessons, ticketing, etc.), a completely different method of insuring the member may be required.  The additional charge to provide travel protection coverage varies (based on participant age) and will likely be more costly.  If a group encounters this less than 72 hour member addition- call the festival office or onsite staff member cell number for details!   Again, this may not be permissible depending on the amount of time remaining before departure.  If you are not able to speak with a festival person on the phone- leave a message and/or email.  Assume this message and/or email has NOT been received until you have received contact from the festival office.
  • If the festival can provide travel protection, the festival office will purchase the protection immediately to ensure the added person has travel protection.  A group will be responsible for paying the festival for any additional charge associated with extremely late enrolled members.

7.11 Late Enrollees- Travel Protection List Additions within 72 hours of Group Departure for Winter Park

The festival cannot accept any member changes within 72 hours of a group’s departure.