Frequently Asked Questions
London 2015 
Dec. 28, 2014-Jan. 4, 2015
—Updated 7/4/14—-
Which hotel will LHAB be staying at?

Park Plaza Victoria

239 Vauxhall Bridge Road

London SW1 1EQ

Telephone: +44 (0)207 769 9793

—Updated 7/4/14–

Option 3ers:

Per the contract we will only be able to take a maximum of 25 people on Option 3. If you’re still planning on attending, we only have 5 more spots available. Then you must choose Option 1 or 2. Honestly, the package deals are very fair considering our length of stay. 

—Updated 4/2/14—
CANCELLATION AND REFUNDS
The first deposit is NON-REFUNDABLE for any reason.  All other deposits are refundable until April 15th. After that there are no refunds but you MAY be able to transfer some of your deposit to another traveler.  Your options are to 1) receive a refund from LHAB for your payments from February onward minus the first deposit or 2) find another traveler(s) to transfer all of the funds you have currently paid to their account and have them personally reimburse you (this can only be done once enough people have signed up to cover the spots that you signed up for).  LHAB is not facilitating any transaction between you and another traveler, and in the event that you transfer funds to or from another traveler you are fully responsible and liable for the transaction and any charges, costs, or consequences that result from it.  
—Updated 4/2/14–

CANCELLATION AND INSURANCE 
After September 1, 2014, when the Passenger Manifest (name list) is turned in, travelers who are covered by the trip cancellation insurance that is included in the program (which includes a $40 supplemental charge for those age 72 or older) covers you for an “unforeseen medical emergency unrelated to a pre-existing condition”.  In other words, should the traveler have a condition that prohibits them to travel, as documented by a Doctor’s letter, they can apply for a full refund of their deposits (less a $70/person processing fee charged by Lloyd’s of London).  Things like illness, death of a spouse, heart attack, house fire, broken leg etc are covered.  Second heart attack, reaction to 8th chemo treatment, a broken heart, changed your mind, didn’t get your Passport in time, military deployment, changed jobs are examples of things not covered. 
We strongly advise everyone to read the full terms and conditions of the insurance policy, as this is a contract between you and the insurer.  We want everyone to take the time to be well-informed regarding their rights and responsibilities.

—Update 4/2/14—

STETSONS FITTING GUIDE



Is this trip really going to happen?



Updated—2/3/14– YES! We have 243 signed up!!!!  Ideally, we would like to have a marching band of about 425 members…it is always good to have strength in numbers (and break the parade record!). 


What if we do not achieve 150 band members for the parade?

Updated—2/3/14–We have enough members. Your money was credited to the first deposit.

If we do not have enough participation and appropriate instrumentation, $300 will be refunded. $25 is non-refundable.


Can my husband, wife, sister, brother, cousin, friend, etc…  Who is not in LHB/LHAB march?

Yes, LHAB officers have decided to allow “honorary members” to march in the parade as long as one member from their party is an LHAB member and official paying marcher on the trip.  They must have previous middle or high school band experience. Honorary members are expected to attend rehearsals, adhere to our code of conduct and represent LHAB as the Show Band of the Southwest.

When is the deadline to get my $325 deposit in?

Registration is open now. Deadline to reserve your place for this once in a lifetime trip is December 1, 2013. You should begin the process of obtaining a passport (should you not have one) immediately upon registration.

I registered and paid a $325 deposit, now what?  When is the balance due?


Second Deposit Feb. 21, 2014
$300
Third Deposit Mar. 15, 2014
$300
Fourth Deposit Apr. 15, 2014
$300
Fifth Deposit May 15, 2014
$300
Sixth Deposit June 15, 2014
$300
Seventh Deposit July 15, 2014
$300
Eighth Deposit Aug 15, 2014
$300
FINAL PAYMENT OCT. 15, 2014
$595 plus or minus any variation in airline, airport, & government taxes fees charges and surcharges or currency exchange plus any further payments due for selected extras, LHAB uniform


Below is the payment schedule for the remainder of the year per person registered for OPTION 2 (Land Only):

Second Deposit Feb. 21, 2014
$200
Third Deposit Mar. 15, 2014
$200
Fourth Deposit Apr. 15, 2014
$200
Fifth Deposit May 15, 2014
$200
Sixth Deposit June 15, 2014
$200
Seventh Deposit July 15, 2014
$200
Eighth Deposit Aug. 15, 2014
$200
FINAL PAYMENT OCT. 15, 2014
$215 plus or minus any variation in airline, airport, & government taxes fees charges and surcharges or currency exchange plus any further payments due for selected extras, LHAB uniform


Does the $325 registration fee go towards the cost of the trip?

Yes, the $325 registration fee is included in the approximate $3000 cost of the trip.  However, the cost of the uniform is not.  This will be in addition to the cost and we are working hard to keep those costs down.

Why does the trip cost this much?

Many variables are taken into account when planning a trip of this magnitude.  First, the trip cost is almost all-inclusive depending on which option you choose.  While there will be some additional cost such as lunches, souvenirs, passports, photo ID, etc. that you will have to pay for, most expenses will be covered: airfare, hotel, motor coach while in London, all breakfasts and dinners, parade registration, equipment transportation, and much more.

Who set the price for the trip and how did they determine the final cost?

We will be using a BRITISH company called Youth Music of the World.

Youth Music of the World are the parade organizers and have been for 30 years. They produce a unique and exclusive program for participating musicians and performers from around the world.

What are we wearing during the parade?

It will likely be cold on the day of the parade.  We will purchase a jacket and cowboy hat to wear.  The cost of this will be in addition to the trip costs.  We will do everything possible to keep these costs down.  We are buying the jackets at cost (for those whom order them by December 1, 2013) from the University Co-Op and are looking into getting the hats at a discount.  The rest of the uniform will be the typical LHAB uniform – white collared shirt, black pants, black socks, and black shoes.

Will we get to keep the uniform purchased for this event?

Yes, you will purchase and keep your uniform for the parade.

What else will we need for this trip?

Valid Passports
Valid Photo ID for all including those under the age of 16
Spending money for free time in London
Money for some lunches while in London

If my child is under 16, what counts as a valid photo ID?  Will a student ID work?

A GOVERNMENT ISSUED ID is needed- A passport will be REQUIRED to board the airplane, enter the UK and return to the US. A SCHOOL ISSUED student ID MIGHT BE considered a valid photo ID to use a credit card or cash a traveler’s check. You student will need to go to the DPS and get a non-driving ID card. 

How do I obtain a US passport?

Please visit http://www.travel.state.gov/passport for details and information regarding your passport.

How long does it take to get a passport?

Longer than you would think!  It usually takes two to three months to receive a passport.  We have even heard stories that it can take up to four to five months.   FOR AN ADDITIONAL FEE THERE ARE SPECIAL SERVICES AVAILABLE THAT WILL EXPEDITE THE PROCESSING.  It is your responsibility to obtain a valid passport.  We encourage everyone traveling on the trip to start the passport process as soon as possible. Renewing a Passport that has recently expired (within five years) the process is usually quicker.



We get free airfare points; can we fly separately and pay less for the trip?

This is possible, although there are some restrictions and complications that come along with traveling separate from the group.  During registration, choose Option 2, LAND ONLY ($1,915 pp) and use frequent flier miles to get there. THE LAND ONLY PROGRAM BEGINS AND ENDS AT THE HOTEL IN LONDON.
It will also be your responsibility to arrange transportation to and from the airport in London.  Additionally, any delays could affect your participation in the group’s activities and no refunds will be given.

How much for land only price?

Land price per person includes: hotel stay, 2 meals per day, guided tours, round trip ground transportation for the tours, and other package discounts. There are two options for this: Option 2, LAND ONLY ($1,915) and use frequent flier miles or pay for your own airfare to get there or Option 3, show up in London and march with us (for our London alumni) (registration $325).  

*** Please remember that if you pay for land only, you will still be charged for the equipment transport fee and uniform costs.  It will also be your responsibility to arrange ground transportation to and from the airport in London.  Contact details for a professional, private car service in London offering ‘meet & greet service’ will be provided closer to departure.

—Update 2/17/14—-  
What does Option 3 include?
The fee: US $175pp non-refundable

For those wishing to ‘turn up and march’ there should not be an issue so long as they can verify that they live (get their mail) in the UK. These folks must be in contact with our London office prior to December 1, 2014 in order to make the necessary arrangements and remit the fee. If you live outside the UK and want option 3, travelers will be approved on a case by case basis with the LHAB President and London officials.
The fee covers:
  • transportation for the performers only from the band’s hotel to Trafalgar Square for Media Day (Dec. 30th)
  • transportation for performers only from the band’s hotel to the assembly area and from the dispersal area back to the hotel on Parade Day
  •  background check
  •  liability insurance whilst in the parade.  
They must arrive at the band’s hotel the morning of December 30th and January 1st in time to get checked-in with the organizers and LHAB leadership, get the required security wrist bands and coach assignments. In order to perform with the LHAB, Option 3-ers must ride the coaches with the band to the performance. This is required in order to maintain the integrity and security of the group when arriving on location.
***Option 3 Personal instruments cannot be stored with the LHAB equipment at the hotel.***
*** Option 3 Grandstand Tickets are NOT included. You may purchase them here: http://m.lnydp.com/tickets/ ***
   
NOTE: Folks taking Option 3 will be responsible for getting their instrument to/from London and to/from the band’s hotel for all required performances including rehearsals, Media Day and on Parade Day. If you’re renting an instrument from LHAB, your instrument will be shipped & stored with us. Additional fees will apply for Option 3-ers.
**** The organizers can NOT be held responsible for any costs, disappointment, damages or anything else regarding those that don’t turn up on time.****
 

How do we make payments?

Please make checks payable to LHAB or pay online a www.lhab.org—click London link


What if I am late on a payment?
—Updated 2/16/14—So long as you tell someone as to when the payment is being sent AND it’s within 5 days, it will be at the discretion of the officers whether you’re charged an additional $10 late fee.

EXCEPT FOR THE FINAL PAYMENT ON OCTOBER 15, 2014!!!

No tickets, vouchers, room keys, etc.. will be issued if there is an outstanding balance at the time.  It will be at Youth Music’s sole discretion to accept late final payments.

If my circumstances change can I/we join the trip at a later date?

Yes, you will need to catch up with everyone else on the deposits.  You can join in as late as August 15, 2014.  After August 15th, joining the trip it will be on a special request basis. Also, those joining late may fly on a different itinerary/routing than the rest of the band. 


What is the cost for children?

Everyone over 2 years must have their own seat on the plane and their own seat on the coaches. English hoteliers on a ‘group rate’ charge by the bed (or by the head) and not by the room. Different hotels charge different rates if a child requires a ‘cot’ (aka crib) verses a real bed. This is a bit different than hotels in the USA. Also, some of the attractions on the tours offer discounted admissions to children – some allow children in free. Once a specific itinerary is set at site inspection the entry fee part can be sorted. While a 2 year old isn’t going to eat the same amount as a 9 year old the food still needs to be made available. (It’s astonishing what hunger 10 year olds can eat!) Airfare and taxes are by far the biggest part of the expense.

I expect this to come down some once some of the variables are known but the general rule the cost of children coming to London is as follows. The final amount will be known in September 2014.

1-5 years old – US$1999.

6-9 years old – US$2399. 10+ won’t get much if any discount.

CANCELLATION AND INSURANCE 

First deposit is NON-REFUNDABLE for any reason.  All other deposits are refundable until April 15th. After that there are no refunds BUT you might be able to transfer some of your deposit to another traveler.  After September 1, 2014 when the Passenger Manifest (name list) is turned in, travelers who are covered by the trip cancellation insurance that is included in the program (for those over 72 there’s a US $40 supplemental charge) covers you for an “unforeseen medical emergency unrelated to a pre-existing condition”.  In other words, should the traveler have a condition that prohibits them to travel as documented by a Doctor’s letter they can apply for an almost full refund of their deposits. Things like illness, death of a spouse, heart attack, house fire, broken leg etc are covered. Second heart attack, reaction to 8th chemo treatment, a broken heart, changed your mind, didn’t get your Passport in time, military deployment, changed jobs are examples of things not covered. Lloyds of London charges a processing fee of US $70pp.

What does the London jacket look like? How can I find the correct size?
—Updated 2/16/14— Our London Texas Bonded Fleece Zip Jacket will feature the Texas logo in white with a 2″ white longhorn on the back neck collar. Hopefully, the all the zippers and lining will be black to match our pants. Our LHAB logo will be embroidered on a patch and sewn on the left breast pocket. Currently, the jacket retails for $59.99 when not on sale at the CO-OP, so if you don’t register by Dec. 1, 2013 you can expect to pay at least that much. To see it, visit universitycoop.com. The Fall 2014 CO-OP weather apparel isn’t online yet! Once it’s posted we will update you with the current item # to order your jacket if you didn’t get one on Dec. 1st.
 Below is the CO-OP’s sizing chart:


THE UNIVERSITY CO-OP SIZING CHARTS
The following sizing chart should be used as general guidelines only. Sizes will vary by item and vendor. For more specific information about a particular item, feel free to contact us!
 
MEN’S CLOTHING
Nike apparel will be longer than most other brands, tees will be cut longer and pants and shorts will be longer than most other brands. Jerseys will run approximately one size larger than the sizing chart (if you wear a large tee, you should purchase a medium jersey).
MEN’S TOPS
SIZE
CHEST
WAIST
Small
34-36″
32-33″
Medium
38-40″
33-34″
Large
42-44″
34-36″
XL
46-48″
36-38″
XXL
50-52″
40-42″
XXXL
54-56″
44-48″
HOW TO MEASURE
Stand up straight with feet flat on the floor, arms relaxed at sides. For accuracy, do not measure over shirts or slacks.
1. Chest/Bust
Measure around the fullest part of the chest/bust, while keeping the tape under the arms and around the shoulder blades.

2. Waist
Measure around your natural waistline, keeping your measuring tape comfortably loose. If between sizes, order a size up.

3. Inseam
Measure similar pants that fit well. Lay them flat with the front and back creased smooth. Measure from the crotch to the bottom of the leg hem along the seam.