Finalist Messages

January 17, 2020 – Pre-Program Information Letter

The 2020 Honors Performance Series is quickly approaching! We know that this will be a week to remember for all involved. Included below is additional information to ensure that you are fully prepared for your program in New York. Family Program participants will receive a similar update today regarding their arrangements. Please review the following information carefully and call or email us with any questions.

Travel
Finalists: please refer to your email to see whether or not you are signed up for the Series-provided airport shuttle. In order to take advantage of the shuttles, your flight must be scheduled to arrive at JFK between 3:00p and 7:00p on January 30, and you should be departing JFK on February 3 no earlier than 12:00 noon. If you are not arriving and departing within the designated windows, you will need to plan your own transportation to and from the hotel, as shuttles are only available during the times previously communicated.

If any of the information regarding your shuttle reservations is incorrect in the email you received, please click here to submit or resubmit your travel plans. There is ample space on the shuttles, but it is helpful to know who we should look for at the airport. Please note that, due to the volume of calls and emails before the program, you must submit your travel plans via this online form so we can make the appropriate arrangements.

If you are using Series transportation from JFK Airport on January 30, you should meet our program staff in the baggage claim area of Terminals 5 or 8 by the Ground Transportation desk. For your reference, click here to view arrival instructions and a map of JFK. Our staff will be wearing brightly colored vests and will be holding signs with the Honors Performance Series logo. They will assist you in loading the hotel shuttles. Only Finalists and registered Family Program participants may ride the shuttles. Program staff will verify names before loading the shuttles. If you have any difficulty locating our staff, please contact our New York operations office (the phone number is listed on your itinerary – see below) and they will be happy to connect you.

If arriving by car, by train or into an alternate airport, Finalists should report directly to the Sheraton Times Square located at 811 7^th Ave, New York, NY 10019 between 52^nd and 53^rd streets. When you arrive at the Sheraton, program staff will be available in the lobby to point you towards program registration, which begins at 4:00p.

Weekend Family Program participants: Please see your email and below for additional information about your program registration.

If you are using Series airport shuttles for your return, you will be responsible for boarding one of our shuttles at the appropriate time on Monday morning to meet your flight. You do not need to sign-up for a shuttle ahead of time, as there is ample space on all shuttles. We recommend that you plan to take a shuttle that departs 3 hours before your flight time. We will have staff on-site during your airport check-in in case you encounter any problems. Your safety and security are our number one priority, and our staff is present to ensure that you are comfortable during the program.

Program Registration
Series registration will take place on the 2^nd floor of the Sheraton Times Square. Program staff will be available in the lobby to point you towards registration. Please Note: Official hotel check-in is not until after 4:00p. While you may register with the program beginning at 4:00p, your hotel room may not be ready until later. Supervision will not be provided for Finalists who arrive at the hotel prior to 4:00p. Once program registration begins, we will have a secure area for your bags. You will receive your hotel key from your Chaperone when it becomes available. Full Access Family and Weekend Family participants, please refer to your email for details surrounding registration for your program. Full Access Family registration will take place at 4:00pm on Thursday, January 30; Weekend Family registration will begin at 11:00am on Saturday, February 1.

When you meet your Chaperone, you will be given a welcome packet that includes a nametag and lanyard, a wristband, a luggage tag, and general program information. You will be required to wear your nametag and wristband during all Series activities. The wristbands help us identify registered Series participants and will be checked throughout the week. The nametags have emergency contact information and these, along with the wristbands, are just two of the security measures that we take to ensure a safe (and smooth) week for all involved.

Hotel Information
During the program, you will be staying at the Sheraton Times Square. Below is additional information on the hotel:

Address: 811 7^th Ave, New York, NY 10019 (52^nd and 53^rd streets)
Phone: +212-581-1000

Rooming
Please refer to your email for details of your room assignment. Room changes requested after December 2, or room upgrades that were not paid-for by this date, may not have been accommodated.

Chaperone
Please refer to your email to learn your chaperone’s name and utilize the link provided to learn more about them. Your Chaperone will meet you at the hotel after you register with the program, and will additionally contact you prior to the program to introduce themselves, exchange contact information, and get to know you. We have asked all Chaperones to reach out and to Finalists within approximately 1 week.

Itinerary
Your ensemble’s itinerary is available on the Finalist Update Webpage and by copying the link provided in your email and pasting it in your browser. Please note that final arrangements are still being confirmed. You will receive a new itinerary when you check into the program that includes official meet points and times for all activities; you should use the itinerary you receive when you arrive in New York as your official schedule for the program. Family Program participants, please see your email for a link to your specific itinerary, or visit the "Resources" tab of the Finalist Update Page.

Broadway Show
Please refer to your email for your show assignment on Friday evening, January 31. Any Full Access Family Participants taking part in the program will be seated with you at the same show and will receive your ticket upon registration at the hotel. Please note that our team works very hard to give all Finalists their top show choice, and your assignment is based on your preferences submitted on your Finalist Confirmation Form in November. Assignments were made on a first-come, first served basis based on when you submitted your Confirmation Form, and many Finalists submitted their preferences well before the November 8 deadline. If you turned in the form late (or did not turn in the form at all), your show has been assigned based on availability. Broadway show selections are final and cannot be changed; please do not contact us to request a show change.

Packing
Click here to reference a suggested packing list online. In addition, please keep in mind the following as you pack for your trip:

• Performing at Carnegie Hall is an honor, and the dress code for the Honors Performance was established to provide a formal, uniform look, without requiring students to purchase robes. Clothing items should be neat, dressy, and modest, reflecting the formal nature of the event. Clothing should not be casual in appearance. Please reference the Finalist Dress Code reminder of the required concert attire.
• Finalists and Full Access Family are encouraged to dress appropriately for the Broadway show. Attire for the Finalist Celebration Cruise must be modest and appropriate. Sweatpants and pajama pants should not be worn at rehearsals.
• For audience members at the Honors Performance at Carnegie Hall, suggested attire is smart but not overly formal; dress ranging from business casual to cocktail is appropriate. Carnegie Hall is not black tie.
• All performers must bring their sheet music and a plain, black music folder to hold it.
• Instrumentalists – remember to bring your instrument (and any associated items, such as bows, mutes, etc.)! Percussionists need to bring mallets, sticks, etc. only.
• You will want to spending money for all meals, souvenirs, and other miscellaneous expenses. We recommend $50-75 a day for meals.
• Please dress appropriately for the weather, including comfortable walking shoes, warm jackets, hats and gloves. New York City averages 40^o during the day and 27^o F at night during this time of year!
• Please leave valuables and electronics at home. The Series assumes no responsibility for lost or stolen items.

Important Reminders

• The current statuses of your Medical Release and Behavior Contract are listed in your email. Please remember that these forms are required for your participation and should be submitted at online as soon as possible if we do not already have them.
  • Medical Release: Finalists, please refer to your email. If you have not submitted your Medical Release form, please do so as soon as possible using the link to the left. Family Program participants are not required to submit this form.
  • Behavior Contract: All Finalists and Family Program participants are required to complete a Behavior Contract. Please refer to your email, and if you’ve not submitted yet, please do so as soon as possible. The Finalist Behavior Contract can be accessed here. Family Program participants, please reference your email to a link to your Behavior Contract if you have not already completed it.
• All participants 18 years of age or older must have a government-issued photo ID such as a driver’s license.
• As Finalists will be involved with activities during the daytime and evening hours, it is best for Finalists to plan to place calls home rather than receiving calls from home.
• To ensure a good experience for everyone, you are expected to be on time and participate in all activities and rehearsals.
• Your peers and the Conductors are counting on you to arrive with your music (notes, rhythms) learned thoroughly and completely. Finalists who are deemed unprepared by their Conductor risk removal from the ensemble.

Behavior
In addition to the guidelines set out in your Behavior Contract, rules will be established by the Chaperones and passed on to all program participants upon your arrival. Any violation of these rules may result in disciplinary action, which includes sending the participant home at the family’s expense. A Chaperone is present at each location visited by the participants; however, at selected locations participants may have the freedom to explore on their own for brief periods. To make the trip enjoyable and safe for everyone, it is important for each participant to exhibit responsible behavior at all times.

Responsible Parties
Finalists may be checked out from their Chaperone group during the program (for meals and sightseeing) by the Responsible Party or the authorized adult(s), aged 25 or older, listed on their accounts. Finalists intending to depart the program on their own (NOT using a Series shuttle to JFK or checking out with Family Program participants or an Authorized Adult) must receive prior written authorization from the Responsible Party on their account. If an Authorized Adult is in New York, they MUST come to the hotel to check out with the Finalist's Chaperone.

Please review your email to see the names and cell phone numbers of the authorized adults on your account. To add authorization, you may do so on the Finalist Medical Release. If you have already submitted the Medical Release and need to add or remove Authorized Adults, you should resubmit the form, in its entirety, as soon as possible and our system will update the records. Please note that, due to the volume of calls and emails before the program, you must submit this information via the online form so we can make the appropriate arrangements with your Chaperone.

Concert Announcements
The Honors Performance will be the concert of a lifetime! In order to ensure a positive experience for both performers and audience members, please review the following important concert notes with any loved ones who plan on attending the Honors Performance:

• Intermission: There will be no intermission during the Honors Performance.
• Cell Phones: Please switch off your cell phones and other electronic devices. Refrain from texting or answering calls during the performance.
• Recording Devices: Taking photographs, audio recordings, and/or videos during the Honors Performance is strictly prohibited. Please note that Carnegie Hall ushers will confiscate any devices used in violation of this policy. The Honors Performance Series offers rehearsal recording CDs (audio recording of the concert repertoire; can be pre-ordered at honorsperformance.org/memorabilia) and ensemble photographs (taken inside the Hall; a link to purchase photos from the photographer will be emailed out after the program) to help Finalists and their loved ones remember this exciting experience.
• Congratulating the Finalists: Due to timing constraints in Carnegie Hall and with student transportation, Finalists must exit the Hall immediately following the Honors Performance. Those who wish to congratulate Finalists following the performance should return immediately to the hotel. A meet and greet area will be set-up at the hotel for loved ones to congratulate the Finalists.
• Exiting the Hall: At the conclusion of the performance, loved ones should remain in their seats until all performers have exited the Hall. Registered Family Program participants may return to the Finalist hotel on foot or may board Series transportation at the front of the Hall after all performers have departed in their assigned motorcoaches.

As always, please direct any questions to honors@honorsperformance.org or +1-800-503-0807. Please note that our office will be closed on Monday, January 20, in observance of Martin Luther King, Jr. Day. We will do our best to reply to any emails that come through over the weekend as soon as possible when our office reopens. If you need to reach us during the program ONLY, please contact our 24-hour emergency support team using the phone number on your itinerary.

We look forward to having you as a part of the Honors Performance Series and to sharing this experience with you!