VB PANFest 24-25

Virginia International PANFest 2025

May 9 - 11, 2025 - Virginia Beach, VA

Link for the Event - Virginia International PANFest

THE INFORMATION BELOW IS LAST YEAR'S TRIP DETAILS (MAY 2024) AND IS HERE UNTIL WE HAVE FIRM DETAILS ABOUT THE 24-25 TRIP. WE DO KNOW THE REGISTRATION WINDOW WILL OPEN EARLIER THAN EVER, AND THEY ARE LIMITING THE NUMBER OF GROUPS WHO CAN PARTICIPATE. WE ARE ASKING EVERYONE WHO KNOWS THEY ARE PARTICIPATING TO PAY $50 NOW, WHICH WE CAN USE TO REGISTER OUR GROUP AS SOON AS REGISTRATION OPENS. YOU WILL NEED TO PAY THE REST OF THE FEES MONTHLY THROUGH APRIL 2025. DETAILS WILL FOLLOW AS SOON AS WE HAVE THEM. 

See pictures and meet the clinicians/judges, and performers.

Itinerary

• Friday, May 10, 2024 (Travel, Workshop, Hotel, and Concerts) 
  • 4:30 am - Arrive at FHS, Load Luggage, and Prepare to Depart
  • 5:00 am - Depart for VAB; stopping en route for rest stops but not food
  • 9:00 am - Arrive at Workshop location; Unload and Prep for Workshop
  • 3:00 pm - Workshop concludes; load instruments, head to Hotel; Settle, Dinner
  • 6:00 pm - Attend the Concerts; food is available from vendors
  • 10:00 pm - Concerts Finish; Group Activities; Go to Bed

      

• Saturday, May 11, 2024 (Our Competition Concert, Watch Other Groups, Enjoy Music,  All Day on the Waterfront) 
  • The competition begins at 10:00 am. Our performance times are TBA
  • 8:00 pm - 8:30 pm - Awards Ceremony
  • 8:30 pm - Enjoy More Concerts on the Waterfront
  • 10:00 pm - Concerts Finish; Group Activities; Go to Bed

      

• Sunday, May 12, 2024 (Travel) 
  • 10 am - Depart for Home; Brunch before Departure                                                                        
    • Eat a lot for Breakfast - No Lunch Stops!
    • 2:00 pm - Arrive at FHS, Unload Equipment, Dismissal

     

      

Hotel Information

Comfort Suites Beachfront

2321 Atlantic Avenue

Virginia Beach, VA 23451

(757) 974-9056

All rooms are suites and have two double beds PLUS a sofa bed. This means that six students can sleep in each room. We plan on four to a room but keep the option of using the sofa beds as needed).  Students will be placed four in a room as possible.  The hotel is next door to the concert venue!

Transportation

We will travel on a school bus. The bus will take us on Friday and immediately return to Warrenton on Sunday to pick us up for the return trip. We will walk everywhere while there. 

We need volunteers to drive a pickup truck towing trailers. 

Financial Section

Our GOAL is to make this trip FREE for everyone, including all meals.  To do that, we must raise many funds between now and then!  However, we need to make financial commitments NOW to make reservations.  To do that, we need to begin collecting funds from all students planning to participate.  As the group raises funds, if we are able, we will eventually refund all we can and use the funds we raise.  The prices below are what it would cost without raising funds, and we must operate initially on this basis to make financial commitments. 

Please note that you can pay all fees through our website, but you may also pay by cash or check using our normal process. 

If you know of a business or group that wants to sponsor us or if there is some other way we can raise funds for this endeavor, please let me know as soon as possible!

Also, please remember that you, as parents, are welcome to attend (we have reserved extra hotel rooms!).  Don’t forget to begin achieving “Level 2 Chaperone” status as soon as possible.

Costs Per Student - Based on Estimates and 25 Students - $300

This excludes funds raised through fundraisers, which will start soon and continue through May 2024! This price WILL drop over time as we raise more and more funds.

Parents can register and make monthly payments. As we raise more and more funds, we can decrease the monthly payments until we have collected enough to start refunding payments!

Additional Financial Items

• Funds for Meals.  Breakfast is included at the hotel.  We will try to keep things as cheap as possible, but please remember that we’ll be on the beach, so prices are higher than in other locations.  Out-of-pocket Meals are as follows:
• Friday - out-of-pocket meals
• Dinner from vendors at the Concerts. 
• Saturday - out-of-pocket meals
• Lunch from vendors at the Concerts
• Dinner from vendors at the Concerts.
• Sunday - we are not stopping for lunch on the return trip, but students may purchase snack items at rest stops (or eat a huge breakfast for free at the hotel)
• Bring Snacks and drinks if you wish, both for travel and Saturday.
• There will be souvenir items and beach items for sale at our event.
• MalletMan is always there, plus other Pan companies selling gear, clothing, and more.
• The goal is to raise enough funds to cover all expenses, including food. We plan to pay for it out of pocket. We will know before departure if we raise enough funds for all or some meals to be covered.        

REFUND POLICY

The first $100 is non-refundable as this covers your seat.  Later in the Spring, as other payments are made, those costs will also be non-refundable.  We are not trying to be hard to get along with, but once we make a payment, we cannot get the funds back to refund you.  We will do all we can to help you, so please communicate.

If you have any questions about anything, please let me know.  Thank you for understanding.