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General Trip Information
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Fri May 06, 2016
Trip Name
Shaler High School Music Dept.-Virginia Beach, VA-04-16-2015
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Shaler High School Music Dept.
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
Dbl
Trip
Quad
Quint
Sext
Start
Date:
Time:
End
Date:
Time:
Contract
Due
Received
Deposit
Due
Received
Partial Deposit
First Payment
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 )
Shaler HS to VA Beach = 455 miles / 7.5 hrs non-stop Shaler to Tysons Corner = 245 miles / 4 hrs non-stop Tysons Corner to Williamsburg = 148 miles / 2.5 hrs non-stop Williamsburg to Hotel = 65 miles / 1.5 hrs non-stop VA Beach to Potomac Mills = 185 miles / 3 hrs non-stop Potomac Mills to Shaler HS = 269 miles / 4.5 hrs non-stop Shaler HS to Williamsburg = 395 miles / 6.5 hrs non-stop 4/25/14: >SN met with Kristin and George today regarding their most recent trip and preliminary planning for their next trip. They would like to do the following: 1. Go to Virginia Beach and participate in Festivals of Music 2. Busch Gardens 3. Nauticus 4. Riverboat dinner cruise They are open to suggestions and BJS feels it might benefit them to stay in Norfolk at the Renaissance, just as Seneca Valley did for their 2014 trip. 5/29/14: >SN recieved email from George saying their trip dates have been approved and they are now ready for a proposal. > They wish to have something in hand before the end of the school year to present to the students. Shaler's last day is 6/14. George and Kristin will be unavailable for a few weeks at the beginning of summer for vacation time. 6/6/14: > BJS sent EM to G & K to see how important staying on the oceanfront was and on a scale of 1 - 10, G said it was a 10. > BJS informed BMG accordingly. 6/11/14: >SMN will be meeting with George and Kristin Tuesday morning to review their proposal. They said they would like to go to contract ASAP. 6/13/14: > BJS completed IOG. > JM, please send CQR for 8 coaches to Lakefront, Barons, Great Day, Mlaker, and Myers. (They will fit on 7, but you know, they always like to have a lot of extra seats and seem willing to pay for it). > SN is meeting with directors on Tuesday morning, so hopefully if you can get this out in good time this morning, we will have a few quotes back before the meeting. > After you have sent out the CQRs for this group, as well as Sharpsville & Boiling Springs, then return to these trips to make attachments and updates in the system, based on the IOG. Thanks! __x__ JM _6-13-14___ 06/16/14: > BJS reviewed IOG and then updated attachments, etc., as needed. > Ran rates and entered in system. > BJS sent to CH so she can complete PTP - NO PP required. > SN is meeting with Director's tomorrow morning at 7:30 AM to present. 7/15/14 > SN spoke to George and Kristin about proposed itinerary changes to reduce overall cost. * Replace seafood buffet on Thursday with Golden Corral * Pizza buffet at the hotel on Friday * Replace dinner cruise with the hotel buffet and a DJ * They also requested additional Nauticus time, if possible 9/12/14: > SN received the following from George regarding a site visit trip: We are thinking about making our annual "Director Weekend Trip" on the weekend of November 14-16. We will fly out at some point on Friday (or late Thursday night), then fly back on that Sunday. How are those dates looking? Do you see any issues with them. Same as last year traveling (myself, Kristin, Shirley). Our trip parent coordinators will probably travel as well, but the boosters usually cover their cost. > SN forwarded this information to BJS. 9/29/14: > SN received VM from George regarding the status of their contract. > BJS completed FOM Registration online. SN to send copy of preliminary registration to George so they can review, mark, and return to her with any changes. > BJS updated IOG and attachments accordingly. > HMS, please cancel the Spirit of Norfolk reservation for this group - they are having a dinner at the hotel on Sunday evening. > BJS updated rates (net savings = $100pp.) > BJS completed PTP K version. > BJS completed INVOICE #1 & 2 and then sent to CH for K prep. > CN will be mailed tomorrow (9/30/14). > Awaiting hotel confirmation on site visit. __x__ SN __9/30__ 9/30/14 >SN sent FOM registration to George to review and also let him know we are waiting for confirmation from the hotel regarding the site visit. SN also informed George the CN was being mailed on 9/30. 10/20/14 > SN received EM from George saying the contract and 1st payment are in the mail today. 10/22/14: > Rec'd signed K and TPL, as well as three checks - > #3351, $33,666.00 from Choir > #175, $7,757.00 from Orchestra > #1400, $33,881.00 from Band. > As this is now UNDER CONTRACT and $$$ has been received, please review and proceed as needed. Thanks! __x__ JM _10-23-14___ __X__ HMS __10/30/14__ 1-14-15 >Rec'd Check #183 in the amount of $9482.89 from the Orchestra Parents Assoc.. 1-16-15 >Rec'd Check #1419 in the amount of $43,876.49 from the Band Assoc. >Rec'd Check #3362 in the amount of $42,474.84 from the Choir Assoc. 02/11/15: > Rec'd HIF. 02/13/15: > Rec'd FPGF & RL. > Total Pax = 324 (285 + 38 + 1 Escort). > RMS / PAX 69 Q / 276 02 T / 006 18 D / 036 06 S / 006 (includes Escort) TOTALS = 95 ROOMS and 324 pax (285 + 38 + 1 escort) > BJS sent Em to SN - Shaler has 8 56-passenger buses under contract. Including you, they have 324 pax on the trip. 6 coaches = 336 seats, 7 coaches = 392 seats, and 8 = 448 seats. Please advise as to how many coaches they want us to keep. Like NA and SV, their answer needs to be in writing (an email from the group leader is fine). > Cannot do final room list to hotel until we know the answer on the number of buses. > As these numbers are now GUARANTEED (with the exception of the total number of hotel rooms per above), please review and proceed as needed. BJS updated Bible, IOG and Status Schedule accordingly. __X__ HMS _3/25/15___ ___x_ JM __3-2-15_ 02/22/15: > BJS sent an EM to SN to see if she had an answer on the number of coaches so BJS can complete the Final Invoice. > Final Invoices are in QBooks, but cannot be sent until BJS enters the Transportation Portion rate on each groups once we know the total number of coaches. 02/23/15: > Per EM from SN - keep all 8 coaches. BJS sent EM to Jude to let her know they still want all 8 buses. > BJS emailed BAND Final INV #5760, $37,238.79, CHOIR Final INV #5759, $25,749.56, and ORCHESTRA Final INV #5761, $9,358.96, along with Bank Request Forms. Due: 03/16/15. 2-28-15 >Rec'd Check #3364 in the amount of $25,749.56 from the Choir. 03/03/15: > SN mentioned to BJS that George felt there was a typo on the final inv for the Band. > BSJ reviewed and sure enough, Quad rate is $645 and BJS had is as $705 on the Band inv. > BJS revised the Band's final inv and resent via email. > Inv #5760, $29,318.79, due: 03/16/15. 03/06/15: > Rec'd check #192, $9,358.96 from Orchestra. 03/12/15: > Rec'd check #1432, $29,318.79 from band. > Acct is PIF. 4/2/15 >SN met with George, Kristin, and Shirley this morning for the final itinerary review. The following questions came up regarding portions of the trip: 1. Will there be rehearsal space available on the night of arrival?Waiting for them to get back to me if available and what cost is. 2. Will there be a space for the group to eat their boxed lunch at Tallwood High School on their first performance day? - - - Unfortunately, classes will be in session at Tallwood HS during your group's performance times, so you will need to eat outside / at or on the busses. 3. Where within the mall will the group be seated for the California Pizza Kitchen lunch? - - - The Restaurant Manager will lead your group to the location when the Escort arrives at the restaurant. We have worked with this location for years and they typically set up a private dining are in a vacant store within the Mall itself. 4. If they are finished with the CPK lunch early, can they arrive at NAUTICUS early? - - - Unfortunately, no. Your group has a set arrival time / reservation which begins at 3PM. Also, they will be sending a bus/room list to share with the hotel to arrange the key packets upon arrival. - - - Great, this is always very helpful. 4-9-15>JM got BEO #6480-468087274 from hotel for Rehearsal Space 4-16-15 from 8:30 PM-10:30 PM in Ocean Grand Ballroom.
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