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General Trip Information
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Wed May 20, 2015
Trip Name
Walt Whitman High School Music Dept.-Nashville, TN-04-15-2015
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Walt Whitman High School Music Dept.
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Toronto, ON, CANADA,
Toronto, ON, Canada, CO
Toronto, Ontario, CA
Toronto, Ontario, CN
Toronto, Ontario, CA,
Torrington, CT, CT
Totonto, CT
Townsend, TN
Towson, MD
Trenton, NJ
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Tuxedo, MD
Universal City, CA
Upper Marlboro, VA
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Varies, AK
Vaugwa Ontario, CA
Victoria, ON
Vienna, VA
Virginia Beach, VA
Waldorf, MD
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Washington, DC
Washington, MD
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Washington, VA
Washington DC, DC
Washington DC, VA
Washington, D.C., DC
Washington, DC, DC
Washington, DC, MD
Washington, DC, VA
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Wilkes-Barre, PA
Williamsburg, OH
Williamsburg, VA
Williamsport, PA
Wilmington, DE
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Winchester, VA
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Woburn, MA
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X, PA
York, PA
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OR
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Contract
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Deposit
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Received
Final PAX
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Received
Final Room List
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Hotel Info Form
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Balance
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Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Nashville, TN 664 Miles 9hr 41 minutes Per CJ - 1) Same trip as last time to Nashville, TN 2) Same hotel - Renaissance Downtown 3) Same Meals 4) Same Clinics - David Cassel and the band guy (can't remember his name) were awesome with us and the kids. The new choral director's name is Tucker Biddlecombe. 5) Nashville Orchestra 6) Renisance Hotel 7) Buses - a must is wifi and outlets -Fullington or Erye with all 6 BUSES GUARANTEED TO HAVE WIFI and Gottfried as our leader again. 07/07/14: > BJS completed IOG. > Hotel has already been selected, confirmed and attached as the Renaissance Hotel Nashville. > JM, please send CQR to Fullington and Eyre for 6 coaches. This group is asking that ALL 6 coaches have WIFI & POWER OUTLETS. Would like it written into the charter contract of at all possible. They know Fullington is far away from their starting point, but they are fine with that, for they have used them in the past and really want to use them again. Will also entertain what Eyre has to offer. > JM, once CQRs have been sent, please make other attachments and updates as able. Have HMS to make the attachments and calls for the Clinics at Vanderbilt University. > BJS attached Nashville Symphony - FYI, Zuill Bailey is the cello soloist! Made no phone calls. > HMS, please make the necessary arrangements for Clinics at Vanderbit. They want to have the same clinics as the last time (See final itinerary in the correspondence file); however, thye are hoping there is a new Jazz person. We know the Choir person is new since they were there last and they are good with that - working now with Tucker Bittlecomb and possibly his wife. > Would like to have file ready to send to Christi for PTP completion by the end of this week. __x__ JM __7-7-14__ __X__ HMS __X__ 07/25/14: > BJS completed rates and then sent to CH for PTP. > BJS asked JM to send out a few more CQRs since they only asked for two. We have those, but a few more options might be nice since they seem a bit high. 7/25/14: > CH completed PTP and then BJS emailed to Cj so she can share with client - Cindy: The Walt Whitman PTP pack is attached for you to share with Jeff & Terry. FYI, the CCIS portion of the trip is $46 more than their last trip to Nashville, based on the Quad Package rate. Almost all of this increase can be attributed to the increase in the cost of the Renaissance Hotel. Everything else increased as one would expect over the span of a few years. In the event of ‘sticker shock’ (or to prevent it), feel free to share this information with them. They only asked for charter quotes from Fullington & Eyre, but I went ahead and had Jude send it out for some additional rates. Hunt Valley / Gunther is included (I know they’d prefer not to use them). We are still awaiting receipt of the Atlantic Coast and Martz / Gold Line quotes. Please review and let me know if you have any questions or concerns. Have a great weekend,BJS 7.29.14 > CAJ - HAve texted, VM and Email both JEff and Terry their trip. Also just sent the two other bus quotes for them. 7.29.14 > CAJ - Jeff and Terry text that they are both meeting tomorrow to look over everything and will let me know at the end of the week - per Jeff and Terry. 7/31/14: > Per CJ, charter choice = Martz. > JM, please request charter K accordingly. Thanks! __x__ JM __8-1-14__ 7.31.14: > Per CJ conv with Directors: 1) They want to make sure they have fresh fruit at the hotel for breakfast. 2) would like to take comps down to 12 doubles instead of 18 doubles. 3) no create a video. Trying to keep the price closer to last time per Jeff and Terry - in order to sell the trip to their parents. 8/7/14: > BJS made revisions as requested above on 7/31/14. > No CAV, 14 total comps (2 S and 12 D), and added fresh fruit to b-fast at hotel. > Based on 276 - 300 total trip pax, rates will be $589 - Q, $649 - T, $769 - D, and $1,089 - S. __8.7.14__ CJ ____ 8.12.14 - waiting on Jeff and Terry - text, emailed and called the school. They have been in meeting all day. 9/5/14: >CAJ - they are begging for their contract. 9/10/14: > BJS completed PTP Contract Version and then ran official quote rate sheet. > BJS completed Contract Packet, scanned and emailed to Jeff, Terry, Cindy and JAF. > Also sent OK TO PAY for the $6k deposit on the Nashville Symphony Orchestra concert tickets. Asked that he return it today if possible or no later than 3PM on Monday, 9/15/14. > JM, please mail Contract Notebooks this afternoon per SOP. Please include a 2nd duplicate copy of the notebook for the 2nd director. > K and 1st $ due 10/10/14. > As the Contarct has been mailed, please review and proceed as needed. Thanks! __x__ JM _9-10-14___ __x__ HMS __9/17/14__ 09/25/14: > Rec'd TPL. 10/14/14: > Rec'd signed K and Check #1744, $59,904.00. > As this is now UNDER CONTRACT and $$$ has been received, please review and proceed as needed. Thanks! ___x_ JM _10-20-14___ __X__ HMS _10/20/14___ 1-19-15 Rec'd Check #002012 in the amount of $46,600.00 1/21/15 >CAJ - Sent message to Don and Angela about their form due Friday Jan 23 2015 > BJS , who the F are Don and Angela? I think this note was intended for Academy VPA? 02/20/15: > BJS sent EM to CJ - I know there have been days off school, but their forms were due 02/13/15 and they told us they would be late. Do not have them yet, and Jeff will be heading off to Salt Lake City next week for the ACDA Convention compliments of CCIS , so we definitely need to have them before he leaves. Our vendor deadlines are now upon us. Thanks, BJS. 02/23/15: > Rec'd FPGF, RL & HIF. > Total Pax = 273 (257 + 16) > RMS / PAX 62 Q / 248 03 T / 009 07 D / 014 02 S / 002 TOTALS = 74 ROOMS and 273 PAX (257 + 16). > CJ / JM - group currently has 6 - 55 passenger coaches, but they could fit on 5, with just 2 seats to spare. With 6 - 55s, they will have either 9 or 10 empty seats per coach and based on their history, I suspect this is what they will want, BUT just to be sure, CJ, please contact Terry and confirm the number of buses and then let Jude know so she can proceed with the bus company and hotel (re: driver's rooms) as needed. > Group is within K minimums, so no changes are required; however, no iPad since 10 days late with forms. > Will generate Final INV once we have their # of buses decision. > As these numbers are now GUARANTEED and FINAL (PCCF deadline has passed so there can be no changes), please proceed as needed. BJS updated BIBLE, IOG and Status Schedule accordingly. Thanks! ____ JM ____ ____ HMS ____ 3/4/15 >CAJ - 6 buses-we want all the adults to have 2 seats each. 03/09/15: > Rec'd EM from Terry Alvey - it is tto late for her to submit a PCCF, so she sent this email - Hi guys, So I had a kid that never signed up for a room and I happened to find it this weekend. If possible please add : Nathaniel Dwyer to Boy room number 5 on your list. That room currently only has 3 kids so adding him will make it a full room. Thanks and I’m sorry for the inconvenience. If I need to do this differently let me know. Terry. > BJS replied - Hi Terry, we will add this boy as requested and let you know if we are unable to secure anything for him (tickets, etc.) as we have already placed your final orders. This should not be a problem, but I will let you know if we hit any snags. Bryan. > JM and HMS, please proceed with these changes, update all as needed, and let BJS know if there are any issues with this addition. Thanks! __x__ JM _3-10-15____ ____ BJS ____ 3-10-15 >JM reprocessed Hotel Room List Packet to include: 63 Q/252 pax 2 T/6 pax 7 D/14 pax 2 S/2 pax TOTAL 74 ROOMS/274 pax (258 + 16) __X__ BJS _03/15/15_ _____HMS_____ 03/15/15: > BJS reviewed and they are within K minimums, so no changes required to inclusions; however, they will NOT get an iPad as they were 10 days late with form set. > BJS emailed Final INV #5778, $80,570.00 along with BRF. Made due 03/30/15. 04/01/15: > Rec'd check #2241, $80,570.00. > Pending no other changes, account is PIF. 4/14/15 >CAJ - Just spoke with Jeff and they are all set for their trip. He received everything and is actually having the charter company arrive at 10:00pm for their departure. 4/24/15 >CAJ - Trip debrief - BNA 1) Over all a good trip. 2) Love Martz and want Jack Walter, Basid Petriv, Jerry Dale and Mike for drivers next year too! Most drivers were from the Wilksbery branch. 3) Vegaterian Food - major issue was BBKing - only gave those kids salads? 4) Breakfast at the hotel was the BEST EVER! 5) Security sucked - first night showed very late and almost did not show at all - look for a refund for that first night since the guard was too late and did nothing. 6) Glad Hard Rock was fixed
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