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General Trip Information
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Thu Sep 04, 2014
Trip Name
Highlands Middle School 8th Grade-Washington, DC-04-22-2015
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OR
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Final PAX
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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 )
School to DC = 246 miles / 4.5 hrs non-stop School to Golden Corral in Hagerstown = 180 miles / 3.0 hrs non-stop 6/11/14: > 120 participants > Budget - under $450 (they got another quote from Thomas and while it was significantly under $450, it included almost nothing. Laura says she would like this trip to be all-inclusive) > They are also getting quotes from C&G and Thomas Travel. She says if we can offer them the trip they want at the price they want, they will sign with us. * 2 guided tours * pizza party with DJ * open to other suggestions to fill time * please include meal credits for lunches * nice dinner on the night opposite the pizza party (one year they went to Medieval Times) * security * possibly would like an escort and would like to know the price? * read about the iPad on our website and would NOT like one. Proposal needed first week of July. 7/14/14: > TC was out of town last week. > Would like to have Meeting next Tuesday if possible. > BJS sent these questions to SN - > Meeting next Tuesday might be possible, but in reading the notes in the system, it says two guided tours. ? What in particular are they looking for here? ? Are the dates correct? ? What is the departure and return time? ? Breakdown of the 120 - how many students and adults? ? How may comps? > Please advise. 7/14/14: > SN emailed TC with these questions since this is her preferred method of communication. 7/15/14 > SN called TC today, no answer, no VM. 7/16/14 > SN received EM from TC answering questions as outlined above: * Depart after school, roughly 3pm on 4/22 * Return at approximately 9pm on 4/24 * 120 students, plus 6 adults * TC does not want the adult chaperones to pay * Her answer regarding tours was not specific, but she indicated she would like the students to see as much as possible, giving the examples of monuments, capitol, White House, Arlington, and Ford's Theater. > SN will set up a meeting late next week, as advised by BJS. 7/16/14: > BJS and SN decided that next Friday, 7/25/14 would be best for PTP Meeting. SN to get with TC and confirm date and time. 7/21/14: > SN is making Proposal Presentation this Friday, 07/25/14, at the TC's office. > BJS selected Hotel, Holiday Inn Chantilly Dulles Expo late last week through BMG. > BJS and SN discussed possible inclusions and then BJS completed IOG. > TC made mention of a pizza party and DJ dance the one night and a nice dinner the other night . . . With the group not leaving until after school the first day, they will not arrive the hotel until 8PM or so the first night and that seems to be too late to start a pizza party with DJ, especially since these are MS students and they have already has a full day of class. We opted for the dinner stop en route and a nice dinner the second night, forgoing the pizza / DJ in its entirety. > JM has sent CQR for 3 buses to several area companies. > JM has added hotel to the system and attached to this group. > BJS added Security and Group Travel Video. They explicitly do NOT want an iPad. > HMS, please review IOG and make other attachments / updates as needed. > The Golden Corral is the one in Hagerstown which I believe is already in our system. > As for the full day of tours on Wednesday, I went to the Guide Service's website and saw that they offer 8 hour full day tours in addition to the Twilight Monument Tour we typically purchase from them. During the day, from 9AM - 5PM, prior to Dinner, I have listed the items the group said they'd like to include, and then following dinner, we'd still do the twilight monument tour. Some of the items during the day require reservations - please see if Guide Services makes those reservations, or does CCIS have to do this. I am hoping they do this! Thanks! __X__ HMS _7/23/14_ 7/23/14: > BJS reviewed attachments and then ran rates. > Discussed rates with SN and she feels confident with where we are. > BJS sent to CH for PTP and then we will also need PP for Friday's Meeting at 12 noon. 7/24/14: > CH completed PP and then BJS sent along to SN and she reviewed for Friday's presentation in front of the group. 7/28/14 > SN met with TC on 7/25 for PTP. Some concern about reasoning for the number of bus quotes and it was suggested the parents might enjoy the kids going to Medieval Times instead of Buca and a twilight monument tour. BJS and SN have made a plan to stay in front of her until their meeting on 8/18 to decide: 7/28 - inform TC further about the benefits of a bus choice, including who area schools have used in the past. 7/31 or 8/1 - send EM with links to Medieval Times videos or other promotional information By 8/4, we need to know if there is going to be a necessity for a revised IOG reflecting a change in the Buca vs Medieval Times option. 8/4/14 > SN EM'd TC information on 8/1 for Medieval Times shows for the closest location and followed up with another message today, 8/4, regarding whether she'd like to see a new IOG reflecting this change, if desired. Additionally, SN sent the bus chart for Butler Motor Transit, also on 8/1, since that was not available at the time of the PTP. 8/11/14 > SN called TC, to check in before their preliminary meeting and TC says they are find on information they have so far and will let me know if they need a revision including Medieval Times. "Official" meeting is 8/18. 8/20/14 > SN spoke to TC and they are opting for C & G, which does not surprise us. Their reasoning is that C & G offers more in the way of fundraising. They will probably get what they pay for.. > Please review and cancel all as needed. Thanks! ____ JM ____ ____ HMS ____
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