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General Trip Information
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Wed Jan 09, 2013
Trip Name
York High School Band-Williamsburg, VA-04-24-2013
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York High School Band
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X, PA
York, PA
York Springs, PA
Yorktown, VA
Zainesville, OH
OR
Number of
PAX
Youth
Adults
Escorts
DOF
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Time:
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Deposit
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Received
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Due
Received
Final PAX
Due
Received
Final Room List
Due
Received
Hotel Info Form
Due
Received
Balance
Due
Received
Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
York, MA to Williamsburg, VA = 660 miles / 11 hrs non-stop. 9/12/12 > Sophia met with Dan. Here is some additional trip information: • Festival: he has worked with Heritage, (is supposedly getting a quote from them) but is willing to look at other companies. I told him about our positive experiences with Festivals of Music and he seemed open to that suggestion • Night time travel to Virginia on Weds evening and leaving from Busch Gardens on Saturday evening (days are pending the actual competition day – if competition is Saturday, we would move everything one day) • Colonial Williamsburg or Virginia Beach • Clinic at William & Mary, which mean that Colonial Williamsburg makes more sense (weather not as much of an issue at Col. Will) • Interested in Great Wolf Lodge (explained the water park, arcade, etc) • Maritime Center in Norfolk with Dinner in Norfolk (prefers not to do the dinner cruise so he can keep the cost down) • Busch Gardens • Doesn’t mind more hotel time since the water park is there to entertain the students • DOES NOT WISH TO INCLUDE ANY CHAPERONE COSTS IN THE FIGURING OF THE STUDENT COST – IS HOPING THE MUSIC BOOSTERS WILL COVER THE OTHER 4 ADULT COST • Transportation: Dan has a pretty nice transportation budget – he is planning on using most of that so the transportation cost to the students will be minimal • Bus Companies: o Cyr Bus Tours, Old Town, ME : http://www.cyrbustours.com/ o New England Coach, Raymond, NH: http://www.newenglandcoach.com/ o VIP Tour & Charter Bus Co, Portland, ME: http://www.vipchartercoaches.com/ He is waiting for administrative approval – he has never traveled with the students missing two days of school. 9/24/12: > BJS sent invites for GTM Friday at 8.15AM. > BJS completed IOG and made some attachments. > Discussed all 6 festival company options with Sophia and we decided to start with Music in the Parks and work from there. > BJS spoke with Great Wolf Lodge and they have the rooms, just awaiting rate from revenue office. > Jude, please send CQRs for 1-55, then pass on to HMS. > Hollie, please review and attach, update as needed. > PTP Presentation is this Friday at 8:15AM. __x__ JM _9-24-12___ ___X_ HMS __9/27/12__ 9/27/12: > BJS called Heritage, their 2-nite student rate is $235 and includes performance, park admission, & 2 nites at an unspecified hotel. Non meals, not even breakfasts. Their FO Rate is $179 for festival participation and Busch Gardens Admission. > BJS completed PTP after running rates and then did Power Point Presentation for tomorrow morning's meeting. > Presentation includes IOG with just Heritage festival Competition and their inclusions as well as all of the other festival options that weekend. That particular slide is followed by our All-Inclusive IOG which is $164 more, but includes everything . . . 9/28/12: > BJS led Presention with Dan, Nancy Garfield (parent) and Sophia. > Very limited response / interaction during meeting. We shall see . . . > BJS emailed PTP scan. 10/9/12: > Dan sent note asking for copy of inclusion sheet as a word doc. > BJS sent entire PTP word doc and also encouraged him to let us know if it is their intention to use CCIS, for we need to tget the rooms at the Great Wolf under contarct since they are selling out. > CC'd Sophia. 10/10/12: > Ready for K. > Student committments are due 10/29/12. > CN to mail this week and be due 11/16/12. > The Coach CO is his charter choice - BJS told JM to secure K. > HMS, as this is going to K, please review and proceed as needed. Thanks! ___x_ HMS __10/16/12__ 10/26/12: > BJS completed Contract Packet. > JM, please process per SOP. and mail this afternoon. Thanks! __X__ JM __X__ 10/29/12: > Rec'd EM from Sophia, Dan only has 25 students committed at this time to the trip . . . He set a deadline for his group to make committments by the end of the month. > This deadline is self-imposed by Dan - not CCIS as our K is not due until 11/20/12. > BJS sent EM to Sophia asking her to nurse him along, tell him we can extend deadline until the end of November or beyond. We need this trip to happen and so does he in order to niot have future trips also fall short. > One of her Student Teachers is at York this sememster working with Dan and he is able to get the kids excited about the trip. She will see what she can do with him, as Dan is so laid back he could probably excite no one! 11/7/12 >Sophia met with Dan this morning.He only has 20 kids signed up so far and is leaning towards canceling the trip. He is doing a survey today to find out why the other 25 aren’t planning to go. In the meantime, I am trying to convince him to go with what he has to stimulate the program. Each year more students will sign up to go if the ice gets broken with a few kids this year who come back telling the others how great the trip was. He may go with just the jazz band, but is still on the fence. 12/4/12 >After countless phone calls, emails and meetings, Dan told Sophia today that he is not going on a trip - too many missing links in the musicians, even with the jazz band. 12/5/12: > BJS alerted Great Wolf Lodge that trip is canceled. > JM also had The Coach Coampny put the deposit we paid on this trip toward the balance for the St. Thomas Aquinas trip to NYC. > Please review and cancel all as needed - Thanks! ___X_ HMS __12/12/12__ > JM, please ask
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