Financial Information/ Due Dates/ Attendance Counts/ Cancelations 

List of Due Dates & Deadlines

Registration Form signers agree to understand, follow what items, information and payments are expected to be provided to the festival by the following deadlines, and the consequences if not fulfilled by the group. 

May– October 14, 2021

  • If a specific overnight lodging has not been requested by a group, they must first contact the festival to determine what lodging choices are available during the festival week they wish to attend, before registering for the 2022 WPSMF
  • The festival does not initially need a full registration, or a deposit, to “hold” or “pencil-in” a group for a specific lodging choice during a specific festival week. If overnight lodging is being “held” by the festival for a group, for a specific festival week, the festival will not solidify this lodging reservation until a full registration is received. 
  • A group may lose their desired lodging choice “hold” to another group if: a group’s full registration is not received within three weeks of the festival holding lodging space for them, or a group director or travel planner has failed to respond to the festival’s communication efforts.
  • After October 14th, any unregistered lodging “holds” will be cancelled, requiring new overnight lodging planning with festival.

Any group can still register for the 2022 WPSMF after October 14th, but subject to remaining/available lodging choices.

After a music group’s Full Registration

The festival strongly suggests for each group director to have traveling students and adults execute a Trip Commitment Contract.  The festival strongly suggests for directors to investigate costs and providers of Trip Cancellation Insurance for group members, which usually must be purchased before or near members make first trip deposit or payment.

 December 1, 2021

By December 1st, the festival will provide to each director and/or trip organizers, instructions for accessing and using WPSMF Online for their required December Questionnaire submission (explained in the following section), and how to set up WPSMF Online for their individual group members’ registrations. 

 December 11, 2021

  • Within WPSMF Online, there is a menu item titled December Questionnaire. Directors and/or trip organizers must login to WPSMF Online and complete their group’s December Questionnaire by December 11, 2021.  This questionnaire will ask for revised attendance counts, planned travel dates, revised performing ensembles, optional lodging meals desired, optional resort meal vouchers desired, bus driver lodging details, and very important lodging unit details to fine tune a group’s overnight lodging reservations.  For groups staying in condos or lodge rooms, lodging unit details consists of the number of male students, female students, male adults, female adults, and any other children that make up the total attendance count number, and how each of these persons will be assigned to lodging units.  Directors will need to have already determined how adults plan to share lodging units or bedrooms with other adults, or students, before completing the questionnaire.  A fully prepared rooming list is not needed at this time.  
  • After the festival receives a group’s completed December Questionnaire by December 11th, and the festival has input the group’s information, the festival will notify the director to view/print their First ½ Payment Billing Invoice from within WPSMF Online. If a group needs their 1st ½ payment amount earlier, to have a payment check requested, processed, ssssxswdwand mailed from their school district, for the festival to receive by the January 14th due date, the director must contact the festival anytime within November or early December to request a manually created billing invoice to pay from!          

January 7, 2022

  • Suggested deadline for directors to require a group’s traveling students and adults to pay their entire trip cost. While the festival only requires a ½ payment by the January 14th due date (a week after the director collects payments), having all group members paid in full allows a director to know exactly how many persons should be attending, and with confidence, make any attendance changes before the January 14th First Payment Attendance Count 

Directors: Make life easier, and do not include in your first payment attendance count, non-paid or partially paid students and adults.  A challenging situation will surely follow if they cannot fulfill their payment obligation.  This will virtually eliminate any potential attendance decrease penalties in February.  After collecting from late paying members, then add them to your attendance counts!

 January 14, 2022

  • First ½ Payment Due Date. ½ of the total festival charges, as shown on online billing invoice, must be received by festival on or before January 14, 2022 to avoid late payment penalties and festival cancellation consequences.    
  • Last day to revise the group’s First Payment Attendance Count (or cancel group’s festival attendance entirely)
  • Due date to have all trip members’ names input within WPSMF Online by director, and print & distribute each student’s and adult’s login credentials, for parents and adults to begin completing their own, or their child’s individual online registration.

 February 14, 2022

  • Final Payment Due Date.  The remaining balance of the total festival charges must be received by Festival on or before February 14, 2022 to avoid late payment charges and festival cancellation consequences.
  • Last date for any FINAL changes to a group’s Attendance Count.  (decreases exceeding 10% of First Payment Attendance Count has penalties)
  • Last date to request any CHANGES of any festival or trip data within the Trip Information Report, found within WPSMF Online.  Other groups will not be asked to reschedule their festival events later, because another director failed to review, or discovered scheduling conflicts within their information by this date. 
  • Due date for all trip members (students, adults and directors) attending the festival to submit their individual online registration without late penalty charges. Individuals must have access to the internet to register online.  The festival recommends for the director to establish a registration deadline for group members well before this date! 
  • Due date for directors and trip organizers to submit their online Rooming List, and Performance & Equipment Request information, without a late penalty charge.

 March 4, 2022

The last day to substitute a festival attendee with another person, without an additional $35 charge for obtaining travel protection plan coverage for a newly substituted person.

 Prior to attending the Winter Park Ski-Music Festival:  Music Director, 3rd party travel planner, and/or group’s trip planning adult(s) agree to read all information within WPSMF Ski Locker and within their Trip Info report from WPSMF Online.  These persons agree to ask any questions they may have about their trip from the festival, 4-6 weeks before they travel.  These persons agree to share as much relevant information to the students, parents of students, and other traveling adults, for a well prepared, successful trip. 

Festival Charges Explained 

 

This more detailed information is intended to give music 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.  We simply want to disclose all possible charges or costs, so you will know what to expect without any later surprises.  Don’t let these details bog you down.   Let us send you a copy of our invoices and you will see how straightforward it is.

Our Total Festival Charges are related to all the services/products the festival provides and charges.  These are categorized within 4 sections of our billing invoice:

  1. Festival Package Charges
  2. Performing Ensemble Charges
  3. Empty Bed Space Charges
  4. Festival Additional Costs 
  1. Festival Package Charges.   The number of festival attendees within a group (minus the number of complimentary packages) multiplied by the selected “Festival Package” per person price. 
  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 ensemble type, and $150 for any thereafter
  1. Empty Bed Space Charges.   Per Person Festival Package Prices include each person’s overnight lodging bed space and do not include any empty bed spaces that could be created when a lodge room or condo is not filled to its maximum occupancy.  The same for cabins, but when a cabin is not filled to its minimum occupancy.  The overnight lodging choice, and desired sleeping arrangements by a group, will determine how many, if any, empty bed spaces will be charged.  Within our 2022 pricing listing, the empty bed space charge amount is listed for each lodging choice.  These charges are for each empty bed space, each night of the festival stay.

Empty bed spaces are the number of bed spaces in a lodging unit (lodge room or condo), less the number of attendees in that same lodging unit.  Since a group’s total attendance numbers, and final rooming assignments can change up until Final Attendance Counts are due, the exact amount of empty bed spaces for a group can be a moving target to establish initially.  Empty bed space charges will solidify prior to February 14, 2022, the due date for both the Final Attendance Count, and final rooming assignments. 

Within our Overnight Lodging Choices and Descriptions page, notice some lodging choices allow one male student room/condo AND one female student room/condo to be filled with less than maximum occupancy, without empty bed space charges.  This can be a significant savings for a tightly budgeted trip.                                       

Empty bed space charges may also be charged if a group were to require any additional nights (in excess of your chosen festival package’s “number of nights”) for any lodge rooms, condos or cabins.  

Possibly included within empty bed space charges, is the cost for the festival to provide Bus Driver lodging. The festival can arrange for a group’s bus driver(s) to stay at the same lodging choice if desired. No festival package is provided or charged for drivers, unless a director wants them recreating as well.  The bus driver lodging cost is essentially the lodging choice’s empty space charge, multiplied by the number of bed spaces in a room/condo, multiplied by the number of nights needed for the driver(s).  Therefore, your bus driver lodging is included within our empty bed space charges section of our billing invoice.  For a group director to accommodate any mandated, or lawful “off duty” hours for their drivers, at a group’s request, the festival can reserve a room or condo for the previous night, if a driver needs to check-in before 4:00 pm.  Or, reserve for the night a group leaves town, so a driver can have the room the entire day before driving home that evening.  The festival will be more than happy to discuss and provide the most economical solution.  

  1. Festival Additional Costs.  Any additional costs added to the Total Festival Charges, as selected by a group, or may be charged to a group.  These may include any of the following:
    • Optional Meal plans: Notice within our Lodging Choices section, some lodging choices offer optional meal plans.  Those listed per person per meal prices are additional to the Festival Package Prices and would be an additional cost if chosen by a group.
    • Optional Ski Resort Meal Vouchers: Groups should choose to eat lunch at the ski resort, rather than wasting valuable recreation time by traveling off premises.  If a director chooses to provide ski resort meal vouchers to students and/or adults, the festival can provide discounted meal vouchers for a group, as an additional cost.   Directors most often purchase these so that each student has “pre-purchased” these with their trip and they will have a lunch meal regardless of available money.  Each $15 redemptive value ski resort meal voucher is available for a discounted price of $13. These are valid at any resort operated eating establishment, whether at the resort base, mid mountain, or mountain top locations. All details surrounding ski resort meal vouchers can be found within the WPSMF Ski Locker for registered groups.
    • Early Check-in and Late Check-out Lodging Charges: Our lodging providers have established check-in and check-out times to accommodate festival groups and other guests staying with them.  Sometimes groups may have special needs to check-in earlier and check-out later than these established times.  For the festival to guarantee these, reservations must be made well in advance.  The festival hopes any group can plan their Winter Park arrival and departure with these check-in/check-out times in mind, eliminating any additional cost.  But if needed, the festival can arrange for all, (or a portion of your lodging units) to be available when needed, at an additional cost.  For example, having 1-2 condos to store luggage prior to checking in all condos after 4:00 pm on a group’s arrival day. Or, keeping 1-2 condos to store luggage, or having clothes changing space, after 10:00 am on your group’s departure 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 if the lodging provider charges for the festival for this meeting space- it could be an additional cost to a group, which the festival will bill, collect and forward to the meeting space provider.
    • Late Enrolled Festival Attendees: The festival purchases a post departure travel protection policy on behalf of each festival attendee.  The festival has a deadline to submit all group member names and pay the premium.  After March 5, 2021, the cost of insuring a late enrolled person costs the festival more, which is passed along to a group.  The additional cost is $35 per late enrolled or substituted person.  If a group has a last minute late enrolled or substituted member (within days of departure to Winter Park), there may be circumstances that a travel protection plan cannot be purchased, requiring another protection plan provider/product, with an additional cost exceeding $35 per person. Further details surrounding this topic will be available within the WPSMF Ski Locker for registered groups. 
    • Attendee Count Decreases and Group Cancellation Charges: There are 2 following sections in this document that describes these topics and resulting charges if applicable. In either case- the festival would add these as additional charges within a group’s billing invoice as additional costs.
    • Late Payments Charges:  A 1% automated late charge will be accessed on any amounts owed after its due date.  An additional 1% charge will also be accessed, every 7 calendar days beyond the payment due date for the non-paid billed amount. For registered groups, WPSMF Ski Locker will provide further description of late charges.  The festival may also cancel any plans or reservations when scheduled payments are not received by their due date. A late charge is a partial offset to additional efforts needed to re-establish any previous planning made for a group that was cancelled for non-payment.  There will be no guarantee that all former plans will be restored, despite a late charge amount being paid.
    • Late Group Member’s Individual Registrations: A $10 automated late charge will be accessed for each group member that has not successfully completed their online registration by the Final Payment due date.  An additional $10 charge will be accessed, each 7 calendar days for any uncompleted member registrations. 

Late Online Data Submissions: A $25 automated late charge will be accessed when all the performance information, requested music equipment, rooming lists, and other online data required of the group director is incomplete beyond the Final Payment due date. An additional $25 charge will be accessed, each 7 calendar days until ALL required data is complete.

Trip Costs Not Provided/Charged by Festival

    All groups are responsible to arrange, and if applicable, pay these to a 3rd party

    • Motor Coach or Bus Transportation between Winter Park and a group’s hometown. When investigating prices from a motor coach company, be sure and ask whether these types of charges 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.  If a director wants to save some time investigating bus costs, to include within an initial overall trip cost estimate, feel free to contact the festival
    • Airfare Between your Departing Airport and Denver. Consider things such as additional baggage cost for music instruments, taxes, etc.
    • Hiring Motor Coaches Between Denver International Airport and Winter Park if flying into Denver.  Before these motor coaches drop group members off in Winter Park, and if interested, how much additional cost would there be to have the group stop at a Denver or Winter Park area grocery store? Would it be possible, or save costs if the same airport coaches provided your transportation to the performance site, instead of hiring the local school district buses (after the performance schedule is created in January)?   The festival staff knows approximately what other attending groups have paid for airport transfers.  Contact the festival if wanting to save some time investigating.
    • Hiring Local School District Buses to/from the Performance Site. If a group will not have motor coaches or buses with them the entire time in Winter Park, and bus transportation is needed to the performance site, the festival staff can help schedule local school bus transportation based on scheduled performance times, and where a group is staying overnight, after the performance schedule is created in late January or early February prior to the festival dates. The festival is not providing this bus service, only helping to schedule, and a group will pay the local school district directly.  More detailed information is available within WPSMF Ski Locker after registering.
    • Meals. This can be meals while in route to and from Winter Park, groceries to prepare meals in condos or cabins (brought from home or purchased in Denver or Winter Park area), meals at restaurants, pizza deliveries, etc.  The festival can help by providing the average cost at local restaurants, ski resort, and what other directors share about what amount was budgeted for groceries. Yes, a group can choose to purchase optional meal plans, or discounted ski resort meal vouchers through the festival, which will be charged by the festival.
    • Bus drivers staying overnight at a local motel or hotel away from your group, if a group’s bus company does not include driver lodging in the bus contract, or the festival has not arranged for your drivers to stay at your selected lodging property.
    • Trip Cancellation Protection. Please refer to the post departure travel protection plan description, the festival’s trip cancellation/no refund policies withn WPSMF Ski Locker for why a group should absolutely consider for its members to purchase “Cancel For Any Reason” (CFAR) Trip Cancellation policies for its members through a 3rd
    • Ski Rental Upgrades are available to any group member wishing to receive more high-performance ski rentals. Rental upgrades are not necessarily recommended for beginner or intermediate skiers, but may be preferred by a well experienced skier. When an individual registers online with the festival, chooses skiing as their recreation choice, and selects a ski rental upgrade; the rental upgrade will be paid by the individual person, directly to the ski rental shop. An upgrade charge will vary among ski rental shops, but estimated at $10/day+ tax.

    Payment Details

      Payment Methods Accepted.  All published festival package prices, performing ensemble charges, additional festival charges, and empty bed space charges are priced for the festival receiving payments by: certified cashier checks, negotiable checks drawn against a financial institution, or bank to bank wired transfer of funds. The festival does not typically accept credit cards, PayPal, or any other electronic payment methods that have an associated processing/transaction charge, and/or delay of receiving entire transaction amount.  If a group had to pay with a credit card, any payment amount would have a processing fee premium added, so the festival would receive the net payment amount as billed to the group.

      The festival can assist a director or music program, who’s school or district utilizes a Purchase Order method of payment.  However, a director must initiate the PO process early enough to ensure the check is received by the festival’s payment deadline.  An issued PO number by a school or district is not a received payment. If a director is using a PO method to request a payment check, the director must provide the festival office with all necessary steps to assist with the group achieving a PO, since these are different among schools and districts.

      Make checks payable to: Winter Park Ski-Music Festival.  A requested W-9 can always be provided by the festival, showing our Taxpayer Identification Number and Certification

      Where to mail Payments.  All payments should be mailed to:

      Winter Park Ski-Music Festival

      P.O. Box 369

      Grandview, TX 76050

      The festival utilizes a post office box at the local United States Post Office.  If payments must be mailed through a delivery provider, other than the United States Postal Service, (Fed Ex or UPS for example), most likely they cannot deliver to a USPS postal box.  The festival office is in a rural area, with an unsecured mailbox on a busy county road. Therefore, we prefer for payments not be delivered to our physical address, which we are not providing here to avoid any confusion.  If you must use a non-USPS delivery company, you will need to contact the festival office to request our physical address and give us notice as to when to expect its delivery.  If sending through a non-USPS delivery provider, we encourage you to request a delivery confirmation signature by the festival when delivered.

      Registration Deposit and Two Scheduled payments. 

      • Registration Deposit– Registration Forms and Registration Deposits are due in the festival office within three weeks after the festival “holding” an overnight lodging for a group. All registrations should be received by the festival on or before October 14, 2021.  After this date, due to contractual lodging hold releases, a group cannot assume any lodging holds made previously by the festival are still in place.  Groups who decide after October 14th to attend, if their lodging choice is still available, can still register and pay the registration deposit.  The 2022 WPSMF Registration Form shows the appropriate deposit amount to send (depending on the lodging choice selected), ranging from $750 to $2,000.  The Registration Deposit is for the entire group, not each person.  The registration deposit amount is non-refundable.  However, it will be applied 100% toward your Total Festival Charges.  It will be recognized as a payment toward a music group’s Total Festival Charges on all billing invoices, despite its non-refundability.  A registration deposit is not any part of a group’s Overnight Lodging Damage Deposit, to be paid at lodging check-in.
      • First Payment- January 14, 2022. One half- or 50% of the Total Festival Charges (less any prior payments and/or registration deposit) are due, and to be received in the festival office on or before January 14, 2022.  This payment will be based on a group’s “First Attendance Count” (see Attendance Counts in a following section), the group’s selected festival package, performing ensembles charges, known additional costs, and estimated empty bed space charges.
      • Final Payment- February 14, 2022. All unpaid- or remaining Total Festival Charges are due, and to be received in the festival office on or before February 14, 2022.   These charges are based on a group’s “Final Attendance Count” (see Attendance Counts in a following section), the group’s selected festival package, performing ensemble charges, known additional costs, and empty bed space charges.

      Payments for unexpected late group changes.  Any late changes with a group (ex. substituting a person with another person), thus creating an owing balance after the Final Payment due date, a payment must be received by the festival prior to the group attending the festival.    

      Late Payments.  Without a group’s payment being received on or before their payment due date, we may be forced to cancel a group’s arrangements/reservations (overnight lodging, equipment rentals, lessons, performances, and travel insurance) 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 will not be guaranteed!

       Late Payment Charges.  A 1% automated late charge will be accessed on any payment 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. Our policy about canceling any planned goods and services we arrange, due to non-payment by the due date, remains.  There will be no guarantee that all former plans will be restored, despite a payment arriving after its due date, and a late charge amount being paid.

      Attendance Counts

      Attendance Count revision deadlines and penalties

      When the festival begins making reservations for a group’s lodging, resort ticketing, 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 must become more precise.  Otherwise, our vendors could be turning away other business 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 best expected attendance counts for each group, with the same penalties, and no attendance revisions deadlines. 

      • Registration Form. A group will give their best attendance count estimate when completing their registration form.
      • December 2021. The festival will ask for a group’s best revision of their registration form’s estimated attendance count in December 2022.  This revision will be provided to the festival through the Online December Questionnaire, to be completed by each group by December 11, 2021.  This December Questionnaire attendance count revision will be the group’s “First Payment Attendance Count” and used when calculating the First ½ Payment Billing Invoice owing in January 2022.  If the group cannot, or does not provide an attendance count revision within the December Questionnaire, the festival will use the last know attendance count provided by a group, and consider it as the group’s “First Payment Attendance Count”.
      • Prior to or on January 14, 2022 (First Payment Due Date). Regardless if the festival has already received a group’s First Payment or not, a group will still have until January 14th to adjust their “First Payment Attendance Count”.  After January 14th, this count will become a retained number, and used thereafter to calculate any potential penalties for decreases (greater than 10%) in attendance counts, as further described.
      • Between January 15, 2022 (the day after the First ½ Payment Due Date) and February 14, 2022 (Final Payment Due Date). Between these dates, a group will have the opportunity to provide a “Final Payment Attendance Count” if a group’s “First Payment Attendance Count” requires revision. If no attendance revision is provided by a group between these dates, it will be assumed that the “First Payment Attendance Count” will also be the group’s “Final Payment Attendance Count”.

      Financial Penalty for any “Final Payment Attendance Count” decreases, exceeding 10% from the “First Payment Attendance Count”.  A group is only allowed a 10% (or less) decrease in festival attendees on their “Final Payment Attendance Count”, from their “First Payment Attendance Count”, without a penalty.  Any attendance count decreases that exceed more than 10%, a penalty will be charged.  This penalty will be ½ of the festival package cost, for each participant decrease exceeding the allowable 10% decrease.

      AFTER February 14, 2022.  There are NO attendance count decreases accepted after February 14th. Substituting other attendee(s) will be allowed if: there is available lodging to accommodate substituted persons, possible costs for purchasing late enrolled travel protection are paid, and having the substituted person complete an online registration in a timely manner.

      Attendance Count INCREASES will always be subject to lodging availability.

      Cancelation Policy & Refunds

       

      Individual Cancellations.  All individual additions, and cancellations, are to be made within a group’s Attendance Count, in accordance with the deadlines as described above.  No decreases in Attendance Counts can be made after the Final Payment Due Date.  Substitutions of persons after the Final Payment Due Date may be allowed if lodging accommodations require no alteration.  No refunds will be made if an individual cannot attend the festival for any reason.

      Group Cancellation/Refund Policy.

      On or BEFORE January 14, 2022.  A music group may cancel their festival attendance, with a verifiable cancellation method (festival received email, phone call with a festival staff person, or certified postal mail delivery) being received ON or BEFORE January 14, 2022.  A cancellation notice by this date, entitles the group for a refund of all prior 2022 Winter Park Ski-Music Festival payments, in excess of the non-refundable registration deposit.*

      *2020 WPSMF music groups receiving a 2020 WPSMF payments credit to be applied toward the 2022 WPSMF, agreed to the stipulations outlined when choosing to receive the credit, which does not allow a full refund of credited 2020 payments.    

      After January 14, 2022.  Cancellation of festival attendance by a group, being received AFTER January 14, 2022 will not be refunded for any prior payments or deposits already made. No refunds will be made to a group, or any individual, if the festival is not attended for any reason.  This is the primary reason a group, its director, or travel planner should strongly consider and require their members to individually purchase CFAR (Cancel for any Reason) Trip Cancellation protection, for every person planning to travel, or any person paying money toward the trip!

      See You In Winter Park!  

      We will be with you the entire festival