General Cruise Travel Information

Transcription

1 How to purchase items onboard ship General Cruise Travel Information Cruise Festivals strongly suggests that each person open an onboard account. Students are typically required to open the account with a minimum of $50 cash (or credit card as long as it is in that students name) for 3 and 4 night cruises and $75 for 5 night and longer cruises and adults a minimum of $100. (Please note some ships require larger amounts). If the student does use a credit card to open his or her onboard account, that account will be opened at the pier prior to boarding the ship. If the student uses cash to open his or her account, this will take place once onboard at the guest relations desk. It is not necessary to buy extra food on the ship with all that is available. However, soft drinks cost approximately $1.50-$2.00 on the ship. If you need to add more money to the account, go to the guest relations desk and put additional money on your account. No cash is exchanged on the ship. All transactions onboard are made with your SeaPass card that is issued to you at the pier once all identification documents have been validated. The SeaPass card is not just your onboard credit card but also your room key along with your boarding pass. Your SeaPass card will be charged even if you go over your $50 or $75 deposit. If a balance is owed at the end of the trip, this must be settled before the individual can leave the ship. If all money in the account has not been spent, the amount remaining will be refunded back to you. You MUST go to the guest relations desk before leaving the ship to take care of any money you may owe or to collect the money you didn't spend. Please note that if you do not close out your account before leaving the ship and have money left on it, you will not be able to get that back once you are off the ship so it is very important that each person closes out their account on the last evening of the cruise. A student may use a credit card or a debit card if it has his or her name on it but it is highly recommended that students take traveler s checks or cash to open the onboard SeaPass account. No cash is accepted for purchases onboard ship. SeaPass Card Students and adults must keep this card with them at all times, as it is also your room key. This pass is your boarding card at each port of call and is required to board/leave the ship and is also used to purchase anything (even a coke) onboard the ship. If your SeaPass is lost, it can be replaced free of charge at the guest relations desk. Royal Caribbean Cruise Line makes special indication on all SeaPass cards showing anyone under the age of 21 years old. 24-Hour Medical Supervision The cruise ship has two fully licensed doctors, and three nurses onboard every ship. The ships infirmaries are equipped to treat minor non-emergency matters. They are available 24 hours a day should any medical attention be required. A professional fee will be charged for medical examinations and any medication that may be prescribed and must be paid before disembarking the ship. Groups are encouraged to bring their own health/medical forms for each person in the group incase of an emergency. Emergency Telephone Number/ Cellular at Sea For emergencies only, call SHIP (7447). You must know the name of the ship, the sailing date (date of departure), passenger name, and a major credit card. This number should only be used in the event of an emergency. The approximate cost is $8.95-$9.95 a minute and can be charged to any major credit card. (From outside the U.S., additional long distance charges will apply). Calling cards cannot be used while onboard. This service is provided by the ship and is subject to charges. We do not recommend that anyone use the ships phones to call off the ship while onboard. If they would do so a fee of $8.95-$9.95 per minute will be charged to your SeaPass card. The cruise lines offer satellite cellular service onboard most ships, which allows cell phone users to make and receive calls while at sea through the ship s satellite signal. Calls can be made on open decks and in some upper deck lounges. Charges vary by cell phone provider so we highly recommend that you check with your provider prior to cruising to see what your international roaming fees would be before using your cell phone onboard. Wireless Internet Access (Wi-Fi) There will be six designated * Hot Spots* which vary from ship to ship. To use the ships Wi-Fi access, you ll need a laptop Windows operating system b Wireless networking capability. The cost for Wi-Fi access through your own laptop is: Base Rate is $.65 per minute or choose from a prepaid package which is offered onboard each ship. $35 for 60 minutes or $55 for 100 minutes. * All prices are subject to change without notice.

2 Student Rules The consumption of alcohol by students throughout the trip is strictly forbidden regardless of the student's age. In addition, each ship has a casino that is open while at sea. Students are NOT permitted in the casinos or allowed to gamble. These policies are strictly enforced regardless of whether or not the group leaders agree with them. Student safety always comes first. All other rules will support that concern. What to Wear Shorts, jeans, caps or bathing suites are not permitted in the dining room at night. During the daytime, dress in the dining room is informal. You must wear shoes in the dining room and Windjammer cafe at all times and sandals are accepted. For evenings, count on three basic types of attire. Informal/Casual: For young ladies, dress pants, casual dress or skirt and blouse. For gentlemen, dress pants, polo shirts, open collar shirt without a tie. Formal: Some of the young ladies wear prom dresses. Any dressy Sunday dress, or semi-formal or formal dress. For gentlemen, a suit and tie, slacks, sport coat and tie. A Tuxedo is also appropriate but not required. Semi-formal: Dress is similar to formal night but not quite as formal. Gentlemen should wear a jacket and tie. Young ladies may wear dress pants or summer dresses. 3, 4 and 5 - night cruises include one formal night and the remainder casual. 6 to 9 - night cruises include two formal nights, one semi-formal night and the remainder nights casual. Price, Performance & Itinerary Changes Cruise Festivals and the cruise lines reserve the right to make changes in the itinerary, accommodations and services, providing the situation warrants such actions. Published cruise prices are not subject to change. However, if the U.S. government or the local Port Authority raises port charges, and or taxes, the increase will be passed on to the group. In addition, the cruise line reserves the right to add a fuel supplement if the price of crude oil rises above a set amount. Any fuel supplements added by the cruise lines will be passed along to all groups. Longshoremen/Porter Tips & Luggage When your group arrives at the port of departure, please be aware that tips for the long shoremen/porters at the port are not included in your package price. These men do not work for the cruise lines; therefore, they are not included in your pre-paid gratuities. Please be prepared to pay a gratuity of $1.00 per checked bag and instrument for this service and an additional $1.00 per instrument for the return. These men will take your luggage and instruments directly from your bus/car and load them onto the ship, where they will be delivered to your cabins by members of the housekeeping staff. All luggage and equipment should be appropriately tagged with mandated cruise line tags. Luggage tags will be provided to you however if you are in need of additional tags you may get those at the port. Do not pack travel documents or medication in the checked luggage, please keep them in your hand or in a carry on bag. Music Festivals/Cruise Festivals nor the cruise line will be held responsible for lost, stolen or damaged luggage or instruments. Loading/Unloading of Instruments It is strongly recommended that the performer s equipment be stored in their cabins; however, large instruments may be stored in a conference or storage room/cabin that must be prepaid and prearranged. The cost of this storage room varies by ship and sail date and we can quote a price for you upon request. The porters will provide assistance with the instruments and luggage but will be expecting a tip. (Please have all instruments in hard cases if you are not carrying them onto the ship yourself). Prior to your cruise we will be sending you special luggage tags for your instruments that will require storage. These luggage tags must be placed on all instruments prior to your arrival at the pier. Walkie-talkies or Two-way radios Two-way radios, more commonly known as walkie-talkies are permitted onboard for personal communications. Basic specifications are as follows: Up to 10 mile coverage range, Up to 5 watts power, Internal Voice, Operated Transmission and No external mounting antenna.

3 Adjudication Festival Adjudicators will usually provide two judges, one for instrumental and the other for choral. In some instances one judge whom has both instrumental and choral experience will be judging both. Each of these adjudicators will provide a master clinic/workshop for each participating school. The adjudicators will also provide a written and voice recorded evaluation based on a national standard, for rating purposes. Due to the nature of these festivals, we will provide ratings only; First, Second, and Third place trophies will not be awarded. Adjudications for marching bands and auxiliary units can be arranged but certain restrictions apply. For marching bands we may be able to offer a standstill performance either on the ship or at the port. Auxiliary units may have to provide their own portable sound system and the performance may be on the ship or in a port of call. Please note that all groups must adjust to the size and layout of the available performance area. Trophies and Awards All instrumental and choral groups will receive a trophy, which will be presented at the festival awards ceremony. A ribbon and medal with the appropriate rating(s) for each event entered will also be presented. Each rating will represent the following: SUPERIOR RATING points Gold Medal EXCELLENT RATING points Silver Medal GOOD RATING 79 and less points Bronze Medal Adjudicated Performances Adjudication schedules are based on a short warm-up, performance and a mini onstage clinic. Adjudication schedules will be provided to you approximately 2 weeks prior to your cruise. Musical Equipment All ships will have a keyboard, chairs, and a sound system. Due to limited storage space provided by the cruise lines we are able to provide a concert bass drum and 3 (three) timpani on selected ships and sailings. Please contact your Cruise Festivals representative to find out which ships offer those instruments. Instrumental groups must bring their own folding music stands. Due to the low ceilings onboard cruise ships, choral risers will not be provided or allowed. Equipment List It is necessary, as mandated by U.S. Customs, to provide an equipment list of all the instruments that are brought on the ship. This includes the amount, type, and serial numbers of all instruments. In addition, groups traveling with equipment will need to pre-register their equipment with their local customs office before their trip. Please contact your Cruise Festivals representative for additional information on how to complete this instrument registration. This is the group s responsibility and should be completed prior to boarding. If you are flying to your cruise departure port, your airline will also need a copy of the equipment list and additional fees may apply depending on the airline. Music A sound technician will be provided for your rehearsal and performance to assist with your performance (if needed). Only the technician is permitted to operate the sound equipment. All music must be recorded on a high quality compact disk (tapes are not permitted). Please use one CD (as opposed to one for each song) with accompaniment for the entire show on it, and bring this CD and a back-up copy to both your rehearsal and your performance. It may be necessary for a representative from your group to sit in the booth with the sound tech during your performance, with back-up CD in hand, if you have CD accompaniment. ipods may be used on some ships. The ship will have microphones available for your group s use during their performance; these are generally directional mics that are corded and on a stand. A maximum of three (3) microphones can be set up for your groups use. Lighting and Backstage Assistance If you have specific lighting needs, a light technician will be provided for your 30-minute rehearsal and 30-minute performance to assist with your performance. If your group does not have any specific stage lighting needs, the house light set will be set for the stage, and the house lights will be dimmed during your performance. Only the technician is permitted to operate the lighting equipment. The backstage areas onboard the ship are off-limits to guests and student performers, unless the cruise lines stage manager is present (there may be an additional cost for this service) and needs to be requested prior to your cruise. There are no dressing room facilities available, so students should arrive to the performance venue in costume (and make-up, if applicable). If costume changes are needed during the performance, most venues have some side stage areas or areas between curtains that can be used for quick changes. If you will need to use any of the backstage area for costume changes or multiple exits/entrances, please note it on your performance request form so that the services of the backstage manager are correctly requested. Kindly Note: There will be additional fees for these sound/light technicians if more than one performance and/or rehearsal is approved.

4 Public Performance Groups (without Adjudication) Performance Location In most cases, each group will perform in the main theater on each ship. However, this is done solely at the cruise lines discretion and unfortunately some groups may have to have their performances scheduled in a different lounge. Also, in some cases, the main theater will not be available to student groups due to the ship rehearsals and activities already booked in it by the onboard staff. All main theaters onboard these ships have wood floors and a professional sound system. NO CLOGGING, BAREFOOT DANCING OR TOSSING OF EQUIPMENT SUCH AS FLAGS OR RIFLES IS ALLOWED ON ROYAL CARIBEBAN CRUISE LINES, NORWEGIAN CRUISE LINES OR CELEBRITY CRUISE LINES STAGES. Performance Length The type of performing group determines the length of each performance. In general, each school is initially limited to one 20 to 30-minute performance for choirs and one 45-minute performance for instrumental groups which includes the stage set-up and break down time. If time permits, additional or lengthier performances may be scheduled. Please make requests for these as early as possible so that the cruise line will have ample time to try to accommodate your group. Please check with your Cruise Festival representative to determine the availability of additional performance opportunities while onboard. Number of Performances Each school is guaranteed ONE performance no matter of the number of ensembles. Additional performances are at the discretion of the cruise line, and will incur additional fees. Your group must be prepared to enter the performance area at your specified time (not before). Kindly note, due to time and space restraints onboard each ship, there are no formal warm-up opportunities available. If needed, please ask your Cruise Festival representative prior to your cruise to schedule a rehearsal time for your group. The cruise line dictates the date and time of all public performances onboard. Cruise Festivals will make every effort possible to set the performance times for the evenings or the afternoons while at sea. Rehearsals are usually set for the same day as the performance, either just prior to the performance or earlier in the day. Performance times are always at the discretion of the cruise line, according to the availability of the venue being used. Performance Schedules Performance schedules will be provided to you approximately 2 weeks prior to your sailing date. Advertising Your Performance Cruise Festivals will make every effort to have each group s performance time and location listed in the ship s cruise compass or daily newspaper onboard. However, it is done solely at the discretion of the cruise line and on some sailings it cannot be done. When onboard, word-of-mouth advertising is very effective way to get an audience to attend your group s performance.

5 Debarkation and Check-out Procedures It is recommended that chaperones or room captains check all student rooms and cabins upon checkout to be certain that no personal belongings are left behind. Be sure to look under beds, on balconies, in bureau drawers, in closets, and behind shower curtains. These are the most common places where items are overlooked. CRUISE FESTIVALS and MUSIC FESTIVALS holds no responsibility for any items left on board the ship. The night before debarkation, you will be asked to remove all color-coded luggage tags from your luggage, except for personal identification/address labels. New debarkation luggage tags will be give to you on the last evening of your cruise from the Cruise Festival representative or they will be placed in your cabin along with a blue U.S. Customs Declaration Form. Please place the new color-coded tags on your luggage. You will then be asked to place your luggage outside the door of your cabin for pick-up by your porter before 11:00 pm on the last day of your cruise. Be sure NOT to pack the items you will need for your last day (e.g. the U.S. Customs Declaration Form, your documentation, passport or birth certificate, an outfit, undergarments, shoes, toiletries, medications and a carry-on bag). You will not see your luggage again until the next morning. The blue U.S. Customs Declaration Form that is placed in your room the night before debarkation will need to be completed by every passenger. This form prompts you to list all items that were purchased at the ports you visited. You will need to have this form as well as your passport/proof of citizenship and SeaPass card in hand at the gangway as you leave the ship and then turn the U.S. Customs Declaration Form in to the Customs officials. It is recommended that this form be filled out the night prior to disembarkation. The next morning after you have gone through Customs and Immigrations you will collect your luggage. Your luggage will be waiting in the Customs Hall in that color-coded group. For example, your group may be given all blue luggage tags. When you arrive at the Customs Hall, look for the section with the blue tags and then begin to look for your luggage. Do not panic, your luggage will be among the bags somewhere. SeaPass Accounts All guests will receive a SeaPass statement which will be delivered to your stateroom early on departure morning. If you see any discrepancies you will need to take care of them on the morning of departure between 7:00-8:30 am at the Guest Relations Services desk. If you have used a credit card to open your SeaPass account, your account is automatically settled. For guests who used cash to open their SeaPass account they MUST go to the Guest Relations Services desk no later than 11:00 pm on the last evening of the cruise to settle their accounts and get any monies that should be refunded back to you. If you do not close out your account before getting off the ship, any left over money in your account will not be refunded back to you. Music Instruments The Cruise Festival staff onboard will assist the directors with getting their instruments ready for disembarkation.

6 Payments & Cancellations Please review the following payment schedule and cancellation policies below and provide it to each person taking part in your trip. By doing so, you can avoid many difficulties and ensure a positive traveling experience. Payment Schedule Included in this section is a Financial Payment Form. Your payments are set-up according to the following payment schedule: $ per school Non-Refundable Festival Application Fee $ per person 30 days from receipt of the first invoice (This deposit reserves the space for your group) 1/4 of total package price 155 days prior to sailing 1/4 of total package price 125 days prior to sailing 1/4 of total package price 95 days prior to sailing Balance 75 days prior to sailing The deposit and payment dates for your school have been selected to correspond with the deadlines imposed on us by Royal Caribbean, Norwegian Cruise Line and Celebrity Cruise Line. It is imperative that you have your payments to our office by your scheduled dates. We suggest that you send payments by overnight FedEx, UPS or USPS if you are concerned that they may not arrive on time. Our address for overnight delivery is: 4385 Main Street Birdsboro, PA Because all cruise lines require our final payment 75 days prior to sailing, MUSIC FESTIVALS & TOURS/CRUISE FESTIVALS cannot grant any school an extension on this payment and cannot accept responsibility for any activity, airline reservation, or cruise reservation cancelled due to non-payment or late payment by your school. Cancellation Policy All checks must be made payable to. All payments/prices are listed in United States Currency. Please carefully review the following cancellation policies below. This contains very important information and the cruise lines adhere, strictly to their policies with no exceptions. MUSIC FESTIVALS & TOURS/CRUISE FESTIALS does not have control and cannot grant flexibility regarding these policies and is obligated to enforce each one. As the music director or trip coordinator, we believe it is very important for you to make all your participants aware that the penalties listed below will be imposed if they should cancel after the established dates. Final payment to the cruise line from our office must be made 75 days prior to sailing date. If you miss this deadline, your group's trip may become jeopardized. Cancellations received days prior to departure will be charged $50.00 per person. Cancellations received days prior to departure will be charged $ per person. Cancellations received days prior to departure will be charged a 50% cancellation penalty per person. Cancellations received from 30 days or less prior to departure will receive no refund. In addition, any non-refundable deposits made to bus companies, airlines, special attractions, etc. will not be refunded. Please note the Cancellation and Payment Policy above is for Royal Caribbean Cruise Line, Norwegian Cruise Line and Celebrity Cruise Line. If your cruise is with a cruise line other than Royal Caribbean, Norwegian Cruise Line or Celebrity Cruise Line the above policies may be different. **All name changes or cancellations MUST be made IN WRITING (via ) to your Cruise Festivals representative. Written confirmation must be received by 3pm Eastern Standard Time Monday through Friday in order to take effect the same day. At least one person from your original rooming list must remain in the cabin or full cancellation penalties for that cabin will apply**

7 Ship Rules & Policies Our team at Cruise Festivals wants your cruise to be an enjoyable experience for everyone. Therefore, for the comfort and safety of everyone, there are a few rules that MUST be enforced while onboard. Failure to comply with the guidelines below may result in the offender(s) being removed from the ship at the next port of call, and at their own expense they would have to make their own transportation plans to get home. 1. Failure to attend mandatory meetings may result in change/loss of rehearsal or performance times 2. No noise in the cabin areas after 11:00 pm 3. No running or congregating in the hallways or elevator lobbies near the cabins 4. Abuse of physical property or vandalism will not be tolerated 5. No abusive or offensive language 6. No drinking of alcoholic beverages for those under the age of Purchase, possession and consumption of illegal drugs will not be tolerated 8. Large radios ( boom boxes ) are not permitted onboard. Headphones must be used with radios or ipods on deck Gratuities Prepaid gratuities have been included in your cruise package. These gratuities cover the tips for the Dining Room Head Waiter (Maitre d), Waiter, Assistant Waiter and your Cabin Stewards. Tips are not included for room service, spa services received, porters at the pier who assist with your luggage, nor is the gratuity for individual beverages purchased (an automatic 15% gratuity is added to any beverage purchase). Spending Money If you plan to purchase souvenirs, shore excursions or any beverages onboard the ship that is not included with the cruise package you will need to bring cash or a credit card to use to open your onboard account. (Please note that Iced tea, lemonade, water, milk, coffee and hot tea are offered free of charge. At breakfast, juices are also offered). If you would like to purchase an Unlimited Soda Drink Card, you can purchase it onboard or as a group prior (at least 90 days) to your cruise. Please call our office for the 2015 drink card prices. Ports of Call While at the ports of call you will need to bring cash to purchase any souvenirs. Although you will use only your SeaPass card while onboard, your SeaPass card will NOT be accepted as a form of payment at ports of call. You will need cash or credit card. Disembarking the Ship at the Ports of Call *Directors and chaperones must NOT permit any student in their care under the age of 21 from leaving a ship in any port without responsible adult supervision. Special Diets/Allergies If anyone should happen to have any allergies to certain foods or have any special diet requirements, please complete the Special needs form located in your Director s guide at least 4 1/2 months prior to your sailing. We recommend that you please send it in with your rooming list. We also ask that while onboard, guests discuss the menu items with their headwaiter in the dining room. Online Check-in/SetSail Pass Effective January 1, 2007 the United States Government enacted a new policy which requires every passenger booked on a cruise to pre-register online no later than 3 days prior to departure. By completing this process in advance it will save you from having to fill out forms at the pier and expedite the pier check-in process. It is very important that this online check-in be completed on time and all information must be entered completely and accurately. Cruise Festivals cannot be responsible for any passenger denied boarding due to incorrect information or failure to complete this online process. Once it is completed you will be able to print out a SetSail Pass for each passenger and it must be signed and brought along with you for check-in at the pier. (Further information regarding the online check-in will be sent to you prior to your cruise)