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General Trip Information
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Fri May 06, 2016
Trip Name
Walt Whitman High School Music Dept.-Nashville, TN-04-18-2012
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Walt Whitman High School Music Dept.
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Trip Notes
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Similar trip to Thomas Wootton High School Trip. This high school I was told is the "Flagship" high school in Montgomery County. Well behaved kids. The Director would like the instruments 4 groups - at a college educational clinic, and the same for the choir 4 groups - at a college educational clinic. Also would like free time and more time at The Andrew Jackson Home. The kids are not county music fans, but Thomas Wootton High School gave such great reviews that they would like to do the similar. The Director understands that most "Performance Based Trips" are not what they are cracked up to be, so he rather this trip have it more educational and clinics. 7/20/11: > Cindy presented PTP to Jeff and Terry. Great time great folks! We spent 1.5 hrs talking. They LOVE your organization and binder. They have used an "unnamed" tour company for about 13 years and they were the largest account this company has. Jeff and Terry - are truly considering doing us! The word of mouth from Thomas Wooten really did the trick for us. Plus that fact that they want something different this year. They do Disney every three years, and so far this year (for the first time) have not posted to the student where they are going this year. Jeff usually posts this at the end of the school year. He advised me that once we ad the few items and changes that he and Terry would like, he has to first write a letter to the Boosters, Families, and school board. He wants to get all this done and confirmed by mid August as his goal with the school. These are the changes he would like: 1) For the final proposal both Jeff and Terry want a Binder with all the info. 2) They would like a little more time at Andrew Jackson's Home since that was the ONLY item that Thomas Wooten told them that they would have changed. 3) Would like 2 nightly guards for the hotel. 4) Fullington Bus Company? They only want the kids to ride on newer buses. Will take numbers from other companies but they have used Fullington in the past. 5) Show the price using comps this way : Jeff - single room comp, Terry - single room comp, and the other 18 adults in double rooms as a comp. 6) Clinics: Vanderbilt - the name is what the kids parents want (As Jeff said the Ivy League of the South). They have 4 Choir groups - but can have one clinic for them. The Orchestra side would like to group into their sections - strings, winds, jazz band and symphony all for a separate clinic at Vanderbilt. Jeff did say the families completely pay for this trip and do no fund raising. The kids that can't afford to go get to use scholarship money to pay for their trip. They will have the numbers that Jeff requested and he knows that his school would be a great account for us. He also really likes the fact that both you and Holly were teachers and have musical background and are from the greater Pittsburgh area. 8/3/11: > BJS completed PTP Revision 1 and updated rates on Bible Screen. > IOG has been updated as well; however, did not update attachments as this trip will need to be entered into the new system, so it can all be updated then. > BJS sent EM to Cindy - Attached please find the revision for Walt Whitman HS Music Dept. I have made all of the changes requested: No problem on the two notebooks. Hotel = Renaissance (downtown near the Convention Center) The Hermitage = extended time there by 1 hour so they will now have 2 hours there instead of just 1. Security Guards = Added two per night (this will be for 6 hours / night, usually from midnight - 6AM). Fullington Bus Co = The only Fullington Bus Company I can find is from Clearfield, PA and that is over 200 miles north of Bethesda. I do see them on the Montgomery County Public School's Approved Charter Carrier List; however, I am wondering if the other tour company they have been using for years didn't have sufficient busses reserved for this group and they were scrambling to get them coaches . . . and Fullington was the closest company that had them available. I would be happy to send them a quote request, but I am afraid it may be futile as their rate will understandably be high since they'd have more than 200 deadhead miles on both ends of the trip. Please talk to Jeff about this and see how they'd like me to proceed. I can get several more quotes if they'd like, or I can go with one of the ones we already have - just let me know ASAP. Comps = as requested, 2 singles and 18 doubles The rates, as we were expecting, have increased as the Renaissance is significantly more expensive than the Millennium, breakfast at the Renaissance is more than twice that of the Millennium, the security added a few dollars, and the original proposal had six comps, all doubles, while this one now has a total of 20, two singles and 18 doubles. I hope he doesn't have sticker shock!!! As you know, we can make any other changes he may want, but with a group this size, we have to get everything settled and confirmed ASAP. Please share this with Jeff and Terry ASAP so we can get this one Under Contract. Please review carefully and let me know if you have any questions. Thanks Cindy, Bryan 9/12/11: > Jude mailed CN to Cindy via FXSON. 9/28/11: > BJS emailed Nash Sym Deposit OK TO PAY to Jeffs attention, copied Terry Alvey, CJ and HMS. > Due: 9/30/11. 9/28/11: > Rec'd OK to Pay for Nash Sym Deposit. 9/29/11: > Jeff called and emailed - LVM. > 4 Choirs, so 2hrs of clinic time works well for his ensembles @ 30 minutes ea. > 4 Instrumental groups = Symphonic Band, Wind Ensemble, Jazz Ensemble and Symphonic Orchestra. (Terry Directs) > 3-hrs should be sufficient (30 minutes / ensemble + 15 minutes set change between). > Scheduled confirmation call for 7:15 Friday AM. 9/30/11: > Would like a Jazz specific clinician, separate from Concert Band Clicnians. > Need use of large percussion. > Would like to be in tyouch with clinicians prio to clinics (sure, per our usual SOP). > Woulsd like to know clinic location and I told them HMS has been ion touch with Dwayne and he was working to secure good space, possibly even the performance hall. 10/3/11: > Rec'd Travel Planner Letter. 10/7/11: > Rec'd signed K and check #32895, $52,200.00. First Payment INV is PIF. > JM, please process signed Contract per SOP. Thanks! _x___ JM _10-10-11___ 12.8.11 > Sent a friendly reminder to both Terry and Jeff for January 19, 2012. CAJ 12/15/11: > BJS alerted CJ to the fact that site visit over Christmas Holiday was not an option as hotel could not accommodate. > BSJ asked hotel for more favorable dates in January or February and CJ will alert Jeff and Terry of these once we have them from the Renaissance. 1/5/11: > Rec'd email from Jeff - Hi Bryan Terry and I mulled it over after her conversation with Cindy today, and have decided that we are going to wait until our spring break-the first week of April- to do our site visit. We want to make certain that when we do the visit, it is more than just a chance for us to get away. We have learned over the many years of our careers that leaving anything to chance, especially with up to 300 teenagers in tow, is very unwise. Accordingly, before the end of January, we will be forwarding to you a specific request for contact names and emails of all who are "in charge" at each venue we will be taking our kids....the purpose being so that we can map out our site visit to be productive before we actually get there....especially important since we will not have a tour escort on the actual trip. Meeting these people on their home turf will take all of the mystery out of each move, as once we get there, I'm sure we will have questions at each place we eat, perform at, visit, and stay. We would also be like to request Mon. April 2 (departing in the morning) through Weds. 4 (coming home mid-late afternoon) for our visit. This will maximize our time in Nashville and allow for more flexibility in seeing each location and setting up a short face to face with those in charge at each spot. Terry and I would like to visit Vanderbilt when they are in session, and believe that those in charge will be easier to meet with on a weekday, rather than on a weekend. If you could check these dates w/ the hotel manager, we would appreciate it. Thanks in advance for helping us out with these names and their contact information, and for helping us make this work. The trip payments are going well, and we will be sending our next payment and other info requested per the schedule you have laid out in our initial agreement. Thanks again Bryan, and Happy New Year. 1/5/12: > BJS replied - This is fine and I appreciate the specifics. I will check the dates with our rep in the Regional Sales office advise as soon as confirmed. Thanks again and have a great week, Bryan 1/6/12: >JAF Mailed airfare reimbursement check ( $600 )as per BJS request. 01/18/12: > Rec'd check #33257, $72,195.00. 1/19/12: > Jeff emailed BJS to see about getting iPad2 early so he can use it at ACDA. > BJS replied and copied CJ, if you can get us the forms by 2/10/12, one week earlier than the official due date, I will make certain the iPad2 in in his hands before he leaves for ACDDA Providence. 01/23/12: > Jeff replied that he will get us the form set NLT 02/10/12 so he can have the iPad2 in time for the ACDA Convention. 1.25.12 >CAJ - just emailed both Jeff and Terry deadline date reminder. 02/09/12: > Rec'd Form Set via fax. > total Pax = 284 (264 + 20) > BJS updated Bible Screen and IOG. 02/10/12: > BJS mailed iPad2 via FX Ground (should arrive in 1 business day). 2/22/12: > BJS sent Contact Info to Jeff for Site Visit. 3/1/12: > rec'd one last add from Jeff, two adults (husband & wife). > SBJ added to Romo List and alerted hotel to the fact that we needed one additional room. > Total Pax = 286 (264 + 22) > RMS / PAX 65 Q / 261 (one is a quint requiring a roll-away) 01 T / 003 10 D / 020 02 S / 002 TOTALS = 78 ROOMS and 286 PAX (264 + 22). > BJS updated Bible and IOG accrodingly. > BJS placed order for 264 CAV dvds and two mosaics. > JM faxed RL to hotel on 2/13/12 and then BJS sent Em to hotel adviding them of the late add couple this morning. > HMS, as these numbers are now FINAL & GUARANTEED, please review and proceed as needed. Thanks! ____ HMS ____ 3/1/12: > BJS ran FPGF / RL QUOTE and marked as needed then scanned and emailed to JAF. 3/1/12: > BJS mailed and emailed FINAL INV #5223, $63,695.00, due 03/09/12. 3/14/12: > Rec'd check #33526, $63,695.00. > Pending no further changes, account is PIF.
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