Important Information and Planning

IMPORTANT INFORMATION & PLANNING Cushing Bearkat Band Trip to Universal Orlando Resort – March 2026

May 13, 2025

Dear Cushing Bearkat Band Parents and Students (Grades 7th-12th),

Following our initial announcement, this document provides more detailed information to help you plan for our exciting band trip to Universal Orlando Resort, scheduled for Thursday, March 5, 2026, through Monday, March 9, 2026.

We are working with Kaleidoscope Adventures, a company specializing in student group travel, to coordinate a memorable and well-organized experience.

1. Trip Overview: The Adventure Ahead

• Destination: Universal Orlando Resort in Orlando, Florida. Students will have the opportunity to explore all three amazing theme parks: Universal Studios Florida, Universal Islands of Adventure, and the brand-new Universal Epic Universe!

• Travel: We will be traveling together as a group via round-trip motorcoach (bus).

2. What’s Included in the Trip Package? The organized trip package for each participating student includes:

• Round-trip motorcoach transportation from Cushing.

• Two (2) nights accommodation in a student-friendly hotel with interior corridors.

• A 3-Day Park-to-Park Ticket, allowing entry to all three Universal Orlando theme parks each day.

• Eight (8) meals during the trip:

  • Two (2) breakfasts at the hotel.

  • Six (6) meal credits for use in the parks (provided as $25 Universal Orlando Gift Cards per meal, totaling $150).

• A professional, full-time Tour Director from Kaleidoscope Adventures who will be with our group throughout our time in Orlando.

• Basic post-departure travel protection coverage.

• Lanyards and luggage tags for each participant.

3. What’s NOT Included in the Trip Package? (Families should budget for these items)

• Meals During Bus Travel: Four meals will be at the student's own expense during the bus journey (Dinner on Thursday, Breakfast on Friday; Breakfast on Monday, Lunch on Monday). Students can bring money to purchase these at travel stops or pack food.

• Spending Money: For souvenirs, additional snacks, drinks, or any other personal purchases in the parks or during travel.

• Optional Comprehensive Travel Insurance: While basic protection is included, we highly recommend considering a more comprehensive plan, especially one with "Cancel For Any Reason" (CFAR) benefits.

4. Student Safety & Chaperones: Our Top Priority The safety and well-being of our students are paramount.

• Each student will be assigned to an adult chaperone who will provide supervision and serve as a point of contact throughout the trip.

• These chaperones, along with Mr. Applegate and our professional Tour Director, will work diligently to ensure a secure and enjoyable environment for all participants.

• Information about how to express interest in becoming a chaperone, specific responsibilities, and any associated costs or complimentary packages will be provided at a later date.

5. Optional Travel Protection Insurance (Highly Recommended)

• Protecting your financial investment is important. A comprehensive travel protection plan is available for purchase through Travel Insured International.

• We strongly encourage you to consider the "Cancel For Any Reason" (CFAR) benefit, which can provide a partial refund if you need to cancel for reasons not covered by standard policies.

• Crucial Purchase Window: To be eligible for the CFAR benefit and a waiver for pre-existing medical conditions, the insurance plan MUST be purchased within approximately 14-21 days of making your first trip deposit payment to the school. (The first deposit due date is noted on the "Trip Cost & Payment Schedule" sheet).

• A separate information sheet with full details about the insurance plan options, costs, and how to enroll will be provided.

6. Cancellation Policy Overview

• Please be aware that trip payments, particularly the initial deposit, include non-refundable components as per the tour company's policies. As the trip date approaches, more of the trip cost becomes non-refundable.

• The optional CFAR travel insurance is the best way to protect against unforeseen circumstances that might require cancellation.

• Full cancellation details are outlined in the tour company proposal (available for review) and the travel insurance policy documents.

7. Possible Scholarship Opportunities

• We will be sharing information soon about two potential scholarship programs that students may be eligible to apply for: the Stellar Student Scholarship program and the SYTA Youth Foundation Road Scholarship program.

8. Financial Information: Costs, Fundraising, and Payments All specific details regarding:

• The per-student trip costs (for Quad, Triple, and Double room occupancy),

• Information on Band Booster contributions and organized fundraising opportunities designed to help reduce your out-of-pocket expenses,

• And the complete Payment Schedule with all due dates and amounts, are provided in a separate document titled: "Cushing Bearkat Band – Orlando Trip 2026: TRIP COST & PAYMENT SCHEDULE."

Additionally, a helpful guide titled "Making Orlando Affordable: A Guide to Financial Planning & Fundraising for the Cushing Bearkat Band Trip" offers further advice on financial planning and student contributions. Please review these financial documents carefully.

9. Next Steps & Communication

• Online Registration: Opens THURSDAY, AUGUST 1, 2025. Clear instructions on how to register your student online will be provided before this date. Please do not send any payments until after the registration process has begun.

• Review All Materials: Please take the time to review this document, along with the "Trip Cost & Payment Schedule" and the "Making Orlando Affordable" guide, with your student.

• Ongoing Communication: We will continue to provide updates and reminders throughout the summer and leading up to the trip. Please feel free to email Mr. Applegate with any questions.

This trip promises to be a wonderful and enriching experience for our Cushing Bearkat Band students. We look forward to your participation!

Sincerely,

Mr. David Applegate Band Director, Cushing Bearkat Band 

Cell: 940.367.8662 

Email: dapplegate@cushingisd.org