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Mon Apr 23, 2012
Trip Name
H-B Woodlawn High School Music Department-Nashville, TN-03-21-2012
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Final Room List
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Hotel Info Form
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Contract Status
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Arlington to Nashville = 660 miles / 11 hrs non-stop Nashville to Pigeon Forge = 4 hrs non stop Pigeon Forge to Arlington = 480 miles / 8 hrs non-stop 8/18/11: > Cindy met with Bill and completed RFP for Nashville. 9/21/11: > BJS completed IOG, made attachments, then ran rates and completed PTP for Cindy's meeting tomorrow afternoon. > BJS emailed PTP Pack to CJ and JAF, emailed files to CJ and EMd quote to JAF. 9/22/11: > Per Cindy's Mtg with Bill at HB Woodlawn. > Extremely pleased, wants to ADD Nashville Symphony to Thursday evening. > BJS updated IOG and attachments accordingly. > BJS emailed CJ the updated IOG and concert info for the Symphony. > BJS now needs to secure charter quotes since we have the IOG decided. > HMS, as this is about to go to Contract, please review and proceed as needed. Thanks! __9/26/11__ HMS __X__ 9/26/11 >still waiting to hear back from a few reservations >can't make Grand ole opry without 20% deposit 9/28/11: > BJS sent Nash Sym Deposit OK TO PAY and updated IOG to Bill's attention. > Due back this Friday afternoon 09/30/11, by 3PM. > Copied CJ & HMS 9/29/11: > Client is rerady to proceed and needs charter quotes in order to make final decision. > Jude, please send CQRs to Kewl, Atlantic Coast, Martz, Hunt Valley, Chariots for Hire and Dillons. _9-29-11_ JM __X__ 9/30/11: > rec'd EM from Bill, can't sign OK to PAY for NSO ticket deposit yet, hopes to have final decision by end of next week. > BJS replied to Bill and cc'd Cindy - Bill: I understand completely, I would be hesitant to sign if I was unsure if the concert was a go or not. Just so it is perfectly clear, we were not going to purchase the tickets at this time, just make a deposit in order to hold the seats. If you and you colleagues decide to go to the Concert, we can place the order again; however, due to the popularity of this particular concert, we cannot guarantee availability or rate. FYI, we can typically get NSO Concert tickets for less than the $50 group price of these particular $100 seats; however, since this is a special Pops Concert weekend, the tickets are in much higher demand and priced significantly higher than usual. Due to the price of the tickets, your original idea of having a split group on Friday night, between the Nashville Symphony and the Grand Ole Opry, will help keep the price down for everyone and still make for a very nice trip. I have also received charter quotes from Chariots for Hire, Hunt Valley Motor Coach & Adventure by Dawn and their Per Person Bus Cost Charts are attached. I am awaiting receipt of quotes from four additional companies, Martz, Atlantic Coast, Dillon’s & Kewl and will forward their rates as soon as received. Thanks again and do not hesitate to contact Cindy or me if you have any questions or concerns. Have a great weekend and we look forward to hearing from you next week with your decision on adding the Concert for everyone on Thursday night or possibly splitting the group on Friday night. 9/30/11: > BJS sent PPBCC for Atlantic Coast to Bill and cc'd CJ. 10/11/11: > We got the GIG!!! > Per CJ, wants to make the following changes - 1)Could we do lunch or dinner on a Showboat? Perhaps this could replace the food court - as those are never ideal. 2)Is the Nashville Symphony/Grand Ole Opry an either or situation at this point. On second thought - it would be wonderful if all students had the opportunity to see both. 3)During our visit to Vanderbilt, will there be time to see the Parthenon? 4)If these changes dramatically affect our price, perhaps we could have fewer included chaperon packages. Say 15 rather than 20. 10/11/11: > BJS replied to CJ - We will work on these ASAP. Have you responded to him thanking him for giving us the job? If not, please do so and let him know we will get to work on the revisions. I guess he never really read the Nashville Symphony OK TO PAY or any of our related emails, for if he did, he would have been able to answer his own question about the Nashville Symphony . . . > HMS, please check on availabilty and rate for Nashville Symphony on Thursday night. > HMS, any ideas on Showboat / river cruise for lunch or dinner? Obviously, something would have to go . . . > Ready for Contract once we have these answers. ____ HMS ____ 10/11/11: > BJS snet all 7 PPBCCs to Cindy in order to facilitate Bill's needed charter choice answer. 10/11/11: > Per CJ, charter choice is Hunt Valley. > Jude, please request K from Hunt Valley for this group. Thanks! __x__ JM _10-12-11___ 10/18/11: > BJS sent revised OK to PAY to CJ and asked her to call me so we can review before she sends on to Bill. 10/18/11: > BJS sent IOG K Version to Cindy with the following note - Cindy: Please see attached and forward to Bill at your convenience. Note the following: • There will be some time for a brief visit to The Parthenon while at / near Vanderbilt, the morning of the clinics. • A river boat cruise on the General Jackson is a major expense and there is really no time for it since Thursday evening is the NSO Concert and Friday evening is the Grand Ole Opry. Friday lunch was worth a consideration, but we would lose the Performance Opportunity at the Wild Horse Saloon and it would be cutting it too close with the clinics at Vanderbilt ending at 11AM and the boat boarding out in Opryland area at 11:15AM. Rate was also about $60 or more and we already increased the price a few weeks back by $50 or so in order to include the Nashville Symphony Concert for all. • Since he’d prefer not to have a $10 Meal Credit for dinner at a mall food court prior to the Grand Ole Opry Performance Opp. and Show, we replaced it with Dinner at Ryan’s Grille – Buffet – Bakery following the Ryan Auditorium Self-Guided Tour. • When you have a moment, Hollie needs to talk with you about the performances / ensembles at the different locations and I need to talk with you about the NSO Concert OK to PAY. 11/3/11: > In response to the email which Cindy received from Bill while we were at the Fall Meeting in MD, BJS sent the following email to Cindy following Hollie's investigation into his many questions . . . Cindy: AS ALWAYS, READ CAREFULLY AND EDIT OUT WHAT IS NOT FOR THE CLIENT’S EYES!!! > OK, here are they answers we have been waiting for regarding Bill’s many reincarnations of this trip to Nashville. At this point, well actually, long before this point, all of this needs to be settled. When someone tells us they are ready for their contract, the time for revisions is over! That is what the three months prior to all of this were for – regardless , here goes: > Nashville Symphony – CANCELLED > Cruise – Not an option based on their travel dates. The General Jackson’s schedule has not yet been opened for next Spring, but based on past history, they do not offer a Thursday cruise this early in the season. Hollie tried to see if we could get them to the Grand Ole Opry on Thursday and then do the cruise on Friday night, but there was not an Opry show available on Thursday, so no to the cruise and we cannot move the Grand Ole Opry. By the way, even if it would have been a possibility, it is over $70 per person! > Studio B Tour & Recording Session – we have added the Studio B Tour & Recording Session on Thursday afternoon. The recording sessions are limited to a maximum of 55 pax / session and they had a total of three (3) sessions available. That being said, all of the group can do the tour, but the recording session will be limited to 165 pax (3 sessions @ 55 / session - no exceptions – their rule, not ours). > BB Kings – Because of the addition of the Studio B Tour et al, we have had to move the BB Kings Dinner Reservation a bit later in the evening, Thursday, and Hotel Check-In with then follow dinner. > Wild Horse Saloon – This has been included since the beginning. We have a lunch reservation for Friday afternoon following their clinics at Vanderbilt. We will make certain they also have time to see The Parthenon prior to lunch that day. As for the performances at the Wild Horse, since he said they were probably not necessary, we have canceled the performance opportunity. As promoted since the beginning, they would have been for very small groups of students at a time anyways . . . > Dixie Stampede Dinner & Show in Pigeon Forge – The only show on Saturday March 24, 2012 is a 6:00 PM Show. If it would happen to sell out, they may add a second show at 8:30PM, but obviously, this is something that we cannot predict. In all honesty, since they are not arriving Dollywood until 1:00PM Saturday afternoon, I think going to the Dixie Stampede at 6PM would make a waste of the students day admission to Dollywood since they would end up with less than 5 hours in the park. The choice is the groups and we can do as they wish. The up-charge for changing dinner from a Dollywood Park Meal Coupon to the Dixie Stampede Dinner and Show would be $27 per person. If the Dixie Stampede adds the 8:30PM show at some point over the next few months, we could always add it then. Again, the choice is the group’s. . . > I have attached another IOG which represents the trip as I have presented it above. > I think this pretty much covers it. OK, so many decisions need to be finalized and yes, I really do mean FINALIZED!!! We have to keep moving stuff around that we have already been settled (or so we thought) and contracted. He is seriously going to get charged a Pain In The Ass Fee if he keeps this up! I need you to do your best, in your nicest, sweetest, yet firm voice, to get all of this settled once and for all and make him realize that there can be no more changes – we have to move on. Please advise as to his final decisions ASAP so I can complete the revised rates and get the contract addendum to him early next week (at the latest!). > BJS created this IOG, but made absolutely no changes to the attachments, rates, etc. > BJS copied HMS on this email . . . 11.3.11: > CAJ - I have emailed the new revised IOG to Bill with the understanding of why certain items were included and others not. Asked Bill to please confirm - so we can send him the contract. 11/4/11: > BJS replied to Cindy's query about the CMHF and the Studio B being at the same location - they are not. 11/14/11: > Per CJ, group is ready for K based on the IOG we presented on 11/3/11 aka Final Contract Version. > HMS, as this is going to K, please review and proceed as needed. Thanks! __X__ HMS __X__ 11/15/11: > BJS completed CN and PTP K Version. > JM, please process per SOP. > BJS has pliaced call to Ciondy to see if she wants us to FX this CN or BJS to carry with to VMEA tomorrow. __x__ JM _11-15-11___ 11/17/11: > BJS and CJ met with Bill at VMEA to deliver CN. > Needs to delete Recording Session at Studio B, BUT, keep the Tour of Studio B. > Drop comps from 20 to whatever they need to be to allow the CCIS Package to be $427. BJS will work on this once HMS has had a chance to re-work their first day in Nashville. > His total budget is $600 and $173 is what we have to allow for transportation (per Bill). > Once we make these changes, since there will be no Studio B recording session, just the tour, will the Country Music Hall of Fame and Studio B tour be able to be in close proximity without the Hermitage. ____ HMS ____ 11/21/11: > BJS revised IOG and then discussed with HMS - it will all work as presented on this morning's version of the IOG. > BJS ran rates and adjusted number of comps to 6 in order to meet his $600 total budget per person quint. The differnce is $50 less per person adn BJS updated rates on Bible screen. > BJS prepared a PTP Final Contract Version so there is no question as to what the changes / inclusions are, and then also did a revised Agreement Page to the K, revised CIA, and revised Invoices. > BJS scanned and emailed to CJ so she can get on to Bill on Tuesday morning. > K & 1st Payment are due 11/30/11. 11/30/11: > Rec'ed signed K via fax. > BJS sent em to Bill and cc'd Cindy to let them know we got it! > Check to arrive next week. 12.8.11 > Sent Bill a friendly reminder that his first payment is due Dec 21, 2011 right before the holiday break. CAJ 12/9/11: > Rec'd Deposit check #15184, $20,000.00 in yesterday afternoon's mail, along with hard copy of signed K. > Next Payment Due: 12/21/11 . . . 12/20/11: > Rec'd check #15216, $49,050.00. ____ HMS ____ 1.24.12 >CAJ - spoke with Tammie at Embassy Suite at BNA and she stated that they CAN have up to six person;s in a room per their fire marshall - so 6 is ok per Tammie. Room list count 161 students, and 18 adults - students are 5 to a room and adults are 3 to a room. 1.25.2012 >CAJ - sent Bill an reminder for the final payment is due Feb 3, 2012. 01/30/12: > BJS sent EM to Bill with copy of RL & FPGF attached - they do not jive. RL has 18 adults and FPGF just 16. BJS said we need to know which is correct. Once I have this answer, I can complete the group's Final INV. Copied CJ. 2/15/12: > Per RL, FPGF & HIF rec'd 01/24/12 (now that FPGF / RL issue has been clarified). > Total PAx = 176 (160 + 16) > RMS / PAX 01 Sx / 006 30 Qt / 150 01 Q / 004 04 T / 012 02 D / 004 00 S / 000 TOTALS = 38 DD Suites and 176 PAX (160 + 16). > K was based on 180 minimum pax, so we will delete one comp since they are below K minimums. > BJS updated Bible. > BJS updated IOG. > BJS placed order to 160 CAV dvds and two (2) mosaics. > JM faxed RL Packet to Hotel. > HMS, since these numbers are now Final and GUARANTEED, please review and proceed as needed. Thanks! ____ HMS ____ 02/15/12: > BJS emailed and mailed Final INV #5209, $35,305.00, due 02/24/12. 2/23/12: > Rec'd check #15678, $35,305.00. > Account is PIF. 3/13/12: > BJS completed Final Itinerary. > Scanned and emailed to Bill Podolski, as well as complete CCIS staff. > CJ is delivering Final Itinerary Packet on either Friday or Monday, so this needs to be mailed to her on Wednesday for a Thursday arrival. > JM, on Wednesday, please email Final Itinerary to Jamia Pace at the Embassy Suites Nashville Airport and your contact at Hunt Valley Motorcoach. Follow up with them on Friday to make sure they received it and see if they have any questions or concerns. Thanks! __x__ JM _3-14-12___ 3/14/12: > Complete Final Itinerary Packet was shipped to CJ FXSON to her home address. 3/16/12: > Per HMS conv with Dwayne Sagen at Vanderbilt, the BD called him and is expecting a 1-hr slot for Jazz Band and another hour for the concert type bands. That being said, Band will be from 8 - 10AM and then Choir & Orchesrta will be from 10AM - 12PM. > This change necessitated a revised Final itinerary, so BJS made changes and then emailed to Bill with note of explanation, copied CJ, JM and HMS. > Jude, please send revised Final Itinerary to Charter Company and make them aware that the only change is on Frdiay morning with the clinics until lunchtime, so not a huge deal, but we want to make certain the drivers have the final revised version so there are no questions. > HMS, please be sure to send to Dwayne so we are all on the same page. Also, please send payment info to JAF for clinicians, etc. so those checks can be amiled and hopefully arrive Nashville before the actual clinics on Friday. Thanks! __x__ JM _3-19-12___ ____ HMS ____ 3/18/12: > BJS ran and marked FPGF / RL Version and then scanned adn emailed to JAF.
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