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Bible (Basic Trip Report)
General Trip Information
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Fri May 06, 2016
Trip Name
Our Lady of Good Counsel Music Dept.-Nashville, TN-04-17-2013
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Our Lady of Good Counsel Music Dept.
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OR
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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 )
Olney, MD to Nashville, TN = 690 miles / 11.5 hrs non-stop. 7/12/12: > rec'd Advance Deposit check #51206, $20,900.00. > Group will receive 4 ESBCs as well as 4 additional comps, so a total of 8 in all. 9/20/12: > BJS added trip to system and started IOG, but have two conflicting RFPs from CJ. > BJS called CJ and sent txt msg asking for call back ASAP. > Per CJ, first preference is to compete in a festival if available; otherwise, clinics at Vanderbilt are good. > FOM is in Nashville that weekend, so we will proceed accordingly. > BJS asked CJ to get Brett's ensemble info so we can complete FOM application on line. > BJS sent specs to BMG. > Transportation in ON OWN. > No Security. > BJS completed IOG and made a few attachments. > HMS, please add, review and update attachments as needed. Lunch at Wild Horsde Saloon is a part of the Festiovals of Music package, so no need for CCIS to make reservation. > Transportation is on own, so JM does not need to get charter quotes. > We already have $20k+ from this group, so proceed as needed. > BJS to complete PTP as a word doc on Wednesday, 9/26/12, if at all possible. ___9/24/_ HMS ___x_ 9/21/12: > From Brett via CJ - 1) Ensembles names – Wind Ensemble (Grade 4), Symphonic Band (Grade 3), Jazz Ensemble (Grade 4), String Ensemble(Grade 5), Chamber Choir, Honors Chorus, Men’s Chorus, Women’s Chorus, Gospel Choir. We may also have a small Percussion Ensemble, I will know by the end of the month. 2) Type of ensembles (IE: jazz, men's choir etc..) See above 3) Grade level of students in each group. Mixed 4) total number of school enrollment. 1250 5) Competing or nor, just for ratings or comments only? Competing for ratings 6) Grade level of music, easy, medium or hard 1,2,3,4 rating. See #1 above…usually they don’t ask for this info for choirs 7) name of each groups director – Wind Ensemble , Percsussion Ensemble – Brett Taylor Symphonic Band, String Ensemble, Jazz Ensemble – Richard Slocum All Choirs – Stan Spottswood 8) number of performers in each ensembles. Wind Ensemble – 42 Symphonic Band – 30 Jazz Ensemble – 15 String Ensemble – 18 Chamber Choir – 13 Honors Choir – 24 Men’s Chorus – 25 Women’s Chorus – 25 Gospel Choir - 87 9/30/12: > BJS ran rates and the completed PTP and sent PTP Pack to Brett and CJ. > Went ahead and did up a PPBCC using his transportation companies' figurtes and then added $235 for Driver's Accommodations. > Also sent Brett partially completed Rate Worksheet for him to use as we have done in years past, to figure out his rates to charge his trip participants. 10/3/12: > BJS sent EM to Brett re: staying at the Gaylord Opryland Hotel. > Brett replied - We advertised that we would be staying there to our students and parents as one of the selling points of the destination. As long as we can keep our student cost (including transportation) to $675 or less and our chaperon cost (in double rooms) to $575 or less we are good. Our buses are 57 pax. The number of adults not paying are the 3 directors (single rooms), 1 administrator (single room), and two faculty members (in a double room together). I assume you figured in our comps. Can you help me figure out if that is possible? If so…book the Gaylord. Thanks, Brett > BJS replied that he would work with the numbers and see what he comes up with. > Asked it there was a particular time I couild call on Friday if I get confused. . . 10/5/12: > BJS reviewed numbers and there is absolutely no way the group can do Gaylord and Festival for the rates he has published. > BJS sent EM to Brett asking if he would consider deleting the festival and doing Workshops / Clinics in place of . . .to be continued. 10/5/12: > Brett suggested Heritage instead of FOM and deleting Ryman and CMHoF, said hard to seel trip is no hardware, but did say he would run clinic idea by hos colleagues. > BJS responded via email - Brett: We check all the festival options available to us over your dates and Heritage is $60 more than Festivals of Music . . . Deleting the Ryman and Hall of Fame would help, but not make up nearly the difference. The Hermitage, home of President Andrew Jackson, has already asked Hollie if your ensembles would like to perform there, so I know another performance option is already available to us. As for hardware, we can have some beautiful plaques created and presented to the Band, Choir & Orchestra at the conclusion of the clinics, if that would help. As you know, clinics of a significant length, with high quality music educators / conductors are so much more educationally sound than a 15-minute performance at some festival where your band may be judged by the local HS choir director or vice versa. They are also a lot less than the $20,000+ check we would have to write to a festival company for you group’s brief performances and lunch. Sorry, I will get off my soap box now. After speaking with the other directors, please advise as to how you would like us to proceed. Thanks, Bryan 10-24-12 >JM called Hermitage about performing. It is an outside space, very casual, no chairs, they can run electric if needed. 20 minutes either before or after their tour is time limit. Need to call and let them know which-before or after-so they can get it on their schedule. 10/31/12: > Per Brett, Catholic Church for Saturday afternon's service and performance is: CHRIST THE KING CHURCH 3001 Belmont Blvd Nashville 37212 615-292-2884 11/19/12: > BJS checked church website and ther Saturdfay afternoon Mass is at 4:30PM!!! > BJS revised IOG after HMS spoke with Josh at Gaylord Entertainment regarding the $115 Taste of Country Package. > BJS reviewed and updated attachments as needed. > BJS ran revised rates and then completed PTP, scanned and emailed to Client and CJ. > BJS asked Brett to review and if no word, we will send CN later this week. > BJS copied ensemble list from the FOM attachment into the general conv log notes and then deleted the attachment. > HMS will need to review all attchments and see notes made by BJS regarding time changes, making INACTIVE, etc. ____ HMS ____ 11/26/12: > Rec'd EM from Brett and also spoke with him - all is good with the revised package and rates, really pleased and now understands why it is as expensive as last year's Orlando trip. > Response has been better than expected, now looking at 220 max pax (190 + 30). > BJS updated numbers on BIBLE and IOG. HMS, please note these new higher numbers . . . proceed as needed. > BJS also helped him with Rates to charge his students and adults. > We already have $20,000.00 from this group, but thy do need a contract. > Use the Catered Box Dinner for the meal following the Church Service. It can be delivered to the church for them to eat following the service and prior to the Grand Ole Opry Show. > BJS updated IOG accordingly. > HMS, you will need to review and update all attachments as needed based on K version of the IOG. I have made notes in many of the attachments so you can see where things stand. > BJS to mail K by end of week. ____ HMS ____ 12/12/12: > BJS mailed CN via USPS 2-Day Priority Service. > Group has already made First Payment, $20,900.00, back on 07/12/12. > Signed K is due: 12/21/12 and next Payment is due 01/16/13. > BJS EM'd scanned copy of CN Packet to JAF & CJ. 12/20/12: > Rec'd signed K and Travel Planner Letter. > Group has already sent money and next payment is due 01/16/13. > JM, please process signed K per SOP. > AS group is now UNDER CONTRACT and $ has been received, please review and proceed as needed. Thanks! __x__ JM _12-21-12___ __X__ HMS __1/28/13__ 01/23/13: > Rec'd check #52831, $47,340.00. 01/23/13: > Rec'd EM from Brett - Hey Bryan, My colleagues and I have been chatting about our performance opportunities in Nashville and I wanted to run something by you. It looks like our jazz ensemble, string orchestra, and choirs will all have opportunities to perform outside of the clinics between the Hermitage and the church. We’re still trying to find something for our two bands where there would be equipment that wouldn’t have to be rented. What about the possibility of scheduling a performance at a local middle school? Have any of your groups ever done this before? We’re just spitballing a bit, any thoughts would be appreciated. Brett 01/24/13: > BJS replied that we will make some contacts and see what may be available. > BJS then called CJ and the two of us reviewed his IOG - the ONLY possible time would be Thursday afternoon and the band kids would have to miss the Backstage Tour. > She is going to run this possibility by Brett and if he is willing to have them do this, THEN we will look for a school performance opportunity . . . 01/24/13: Sent Brett an email that we received his payment. 2-15-13 Received Final Pax, Hotel Room List 2-16-13 >Received Hotel Info. Form 2-18-13 >JM processed Hotel Room Lists to include: 39 Q/156 3 T/9 11 D/22 12 S/12 TOTAL 65 Rooms/199 pax 2-28-13 >JM did revisions on Hotel Room Lists to include: 38 Q/ 152 4 T/ 12 11 D/ 22 12 S/ 12 TOTAL 65 Rooms/ 198 pax 03/19/13: > BJS EM'd and mailed Final Inv #5389, $35,770.00. Made it due 03/29/13. 3-28-13 >JM redid room lists and number of each type of room remains the same. EM updated list to hotel. 04/01/13: > Rec'd check #53433, $35,770.00. > Pending no further changes, Account is PIF. 04/08/13: >CJ - emailed Brett about 2013 Student Scholarship Program.
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