Williams High School Band  

Dear Administration, 
 
This year I would like to take the Williams High School Band to San Francisco, 
CA to participate in the Grand Parade as part of Carnaval. Carnaval San Francisco is 
the largest multi-cultural event to occur on the West Coast. The purpose is to 
celebrate Latin and Caribbean culture, which includes music, art, dance, and other 
significant traditions. This will be an exciting way for students to understand and 
embrace different cultures that are deeply rooted in the United States. We are 
hoping that with this trip, the students will have the opportunity to embrace and 
celebrate cultures different from their own through meaningful music making.  
The cost for each student will be $700. We would leave Thursday, May 23rd, 
and return the following Monday, May 27th. With your permission, our band would 
represent us in a largely recognized parade that holds meaningful multi-cultural 
value. This would teach our students that we embrace cultural differences and 
celebrate the beauty which come from those differences. We hope that you would 
be able to join us as we journey to the west coast and not only attend/participate in 
this event, but also explore the richness of San Francisco itself.  
 
Sincerely, 
Janelle Harris 
Band Director 
 
 
 
 
 
 
 
 
 
 
 
 

1200 Main Street Williams, VA 22908 (540)123-4567 www.whsbands.com 

 Williams High School Band  

Dear Parents/Guardians, 
 
I am excited to announce that our band will be traveling to San Francisco, CA 
to participate in the Grand Parade during Carnaval. We will be leaving Thursday 
@8pm, May 23rd, and returning Monday @10:30pm, May 27th.  
Carnaval San Francisco is the largest multi-cultural event on the West Coast . 
This will be an exciting way for students to understand and embrace different 
cultures that are deeply rooted in the United States. This will not only allow students 
to witness and experience the celebration of different cultures, but provide them 
opportunities to learn and play music of those cultures. They will be able to see live 
and professional performances of Latin and Caribbean music.  
We will spend our first day, May 24th, in the city exploring historical places and 
tour sites. The Festival is from May 25-26th, in which we will spend the first day 
checking out the performances and art exhibits a part of the festival. The parade is 
on May 26th at 9:30AM. After the performance, we will spend the remainder of our 
time experiencing the rest of the glamorous festival that is Carnaval.  
We invite you to join us on this trip! Even though we are traveling and it is 
meant to provide an exciting and enjoyable experience, I need parents to help me 
provide a smooth, organized, and well-functioning trip. This would mean that any 
parent who travels with us will act as a chaperone, which includes responsibilities 
such as:  
● Overseeing a group of 5-6 students 
● Traveling with them at all times 
● Having a full knowledge of their emergency contact information, any 
medicines required or health restrictions 
● Having my contact information and communicating with me regularly 
● Executing curfews and room checks 
● Responsible in helping students go to where they need to be in terms of 
performance times or other required events 
The cost for each student and parent if you decide to go will be $700. 
 
Please view next page. 
 

1200 Main Street Williams, VA 22908 (540)123-4567 www.whsbands.com 

 Williams High School Band  

Permission for Student 

By signing this, I am giving _________________________ permission to go on the 
Williams High School Band trip of 2019 to San Francisco, CA. With this, I recognize 
that my student will be expected to pay $700, unless discussed otherwise, and will 
be leaving on May 23 and returning May 27. I hereby acknowledge that if my child is 
to violate any extreme rules or regulations (such as drug or sexual misconduct) on 
this trip, I will be responsible for paying for my child’s immediate trip home.  
 
 
Parent/Guardian: ______________________________ Phone #: _______________________ 
 
Date: __________________ 
 
 
Parent Volunteer 
By signing this, I am accepting the chaperone position, and the responsibilities that 
come with it, for the Williams High School Band trip of 2019 to San Francisco, CA. I 
have read the above form and understand that we are leaving May 23 and returning 
May 27. I understand that I will be responsible for 5-6 students and if anything were 
to happen to them, I may be held liable. If I were to violate any extreme rules 
regarding drug or sexual misconduct, I will be asked to remove myself immediately 
from the trip and provide a way for me to go back home.  
 
 
Parent/Guardian: ______________________________ Date: _____________________ 
 
 
 
 
 
 
 

1200 Main Street Williams, VA 22908 (540)123-4567 www.whsbands.com 

 Williams High School Band  

Dear Local Business, 

 
My name is Janelle Harris and I am the band director at Williams High School. 
In May 2019, the Williams High School Band is planning to travel to San Francisco, CA 
to participate in the Grand Parade during Carnaval. This will be an amazing 
opportunity for the young musicians in our community to be exposed to the many 
diverse cultures our country has to offer which are going to be celebrated at this 
event. We are hoping that with this trip, the students will have the opportunity to 
embrace and celebrate cultures different from their own through meaningful music 
making.  
In order to make this trip attainable for our program, we are in need of some 
financial help so that this opportunity can be possible for all of those involved. It 
would mean a great deal to our program if your business would be willing to donate 
to our trip. In return, we would display your logos on our banner during the parade, 
advertise for your business at performances and football games, sell any 
merchandise at competitions, and announce your sponsorship at competitions and 
football games.  
Any donation would be appreciated. $1000 would make the difference of a 
student not being able to attend to them having the opportunity to attend. We hope 
you will be willing to help us, and we look forward to endorsing you in the future.  
 
Sincerely, 
 
Janelle Harris 
Band Director 
jharris@williams.k12.va.us 
Williams High School 
(540)221-1688 
 
 
 
 
 

1200 Main Street Williams, VA 22908 (540)123-4567 www.whsbands.com 

 Williams High School Band  

Dear (Contributor), 
 
I want to personally thank you for your contribution to the Williams High 
School Band program in their travels to San Francisco, CA. We recognize the 
significance of your efforts and are sincerely grateful for you.  
Our trip was a major success. The students were able to experience and 
appreciate the fullness of the richness and culture Carnaval San Francisco had to 
offer. We were able to witness many authentic performances and artwork which 
embodied Latin and Caribbean culture. The students performed well during the 
parade in which we received positive feedback for other performers and many 
attendees. We are very proud of how the Williams High School Band program 
represented our community.  
Without your contributions and efforts, this experience would not have been 
possible. I thank you again for helping our program make this possible for the 
students of Williams High School Band.  
 
 
Sincerely, 
 
Janelle Harris 
Band Director 
jharris@williams.k12.va.us 
Williams High School 
(540)221-1688 
 
 
 
 
 
 
 
 

1200 Main Street Williams, VA 22908 (540)123-4567 www.whsbands.com