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Wed May 06, 2015
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Staunton River and Jefferson Forest High School Choir-Washington, DC-04-02-2015
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
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Start
Date:
Time:
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Time:
Contract
Due
Received
Deposit
Due
Received
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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 )
School to Washington DC = 216 miles / 4 hours non-stop Staunton River to Jefferson Forest = 28 miles / 45 minutes non-stop Jefferson Forest to DC = 195 miles / 4 hrs non-stop 7/7/14: > CJ added trip to system - 1)For our trip to DC, we are looking at April 2-4, 2015, coming back relatively early on the fourth since Easter is the next day. 2)- National Zoo - National Mall for museums - Some kind of show/concert or, if none are available, an Imax movie - Potentially a clinic with Dr. Brian Gendron (a friend of ours who conducts the Alexandria Choral Society) - Breakfast would be at the hotel, Lunch would be on their own (not included with the cost) and a dinner (included) - We would also like to stay at a hotel in DC if possible to cut down on bus time - If you all have suggestions, please let us know but our goal is an easy, cheaper trip this year for the parents and students 8.12.14: > looking for an update - CAJ 8/25/14: > Nicole would like her proposal please. 9/2/14: > BJS completed IOG, but cannot request charter quotes until we know who they are allowed to use this year. It was a true cluster last year and we are not going through thiat again this year. > CJ, please check with Nicole and see exactly which charter companies are on their approved list so we can request quotes accordingly. ____ CJ ____ 9/2/14: > JM & HMS please review IOG and make attachments / updates as needed. > CJ is to be checking on the group's list of approved carriers, as last year it was a cluster with multiple companies under contract and then not as the list of approved carriers never seemed to be firm. > JM, as soon as we get he list from CJ, please send CQRs to those companies so we can get this completed and on tot he group ASAP. Thanks! __x__ JM __9-3-14__ ____ HMS ____ 9/2/14: >CAJ - Bus info:sent Jude the chart of the approved bus companies. 9/5/14: >CAJ - they are begging for their proposal please! > Per BJS - Cindy, I understand, but . . .we just got their county's approved charter list on Tuesday and the CQRs were sent out the same day. It takes at least 48-72 hours for the bus companies to respond and as soon as 3 of the 4 quotes were in, we sent it on to Christi to complete the PTP at 12:29PM. She had it done and back to me at 8:54PM. 9/6/14: > BJS emailed PTP Pack directly to both Directors as well as CJ since CJ is having computer issues. Nicole & Jeremy: Attached please find the Pre-Trip Planning Proposal for your up-coming trip to Washington. Your careful review of this information is very much appreciated, as well as your confirming your receipt of this email and the packet attached. I see in the notes from Cindy that you were wanting to consider a downtown DC hotel in order to save some time in the DC area’s infamous traffic; however, due to your desire to keep a budget below your trips in the past few years, downtown hotels are really not an option. That being said, we have placed your group at the very lovely Embassy Suites Hotel – Dulles North. It will provide wonderful suite accommodations for your group and the Embassy properties are well known for their full cooked to order breakfasts. The suite floor-plan also allows your group to take advantage of some significant cost savings by easily accommodating up to 5 people in each suite. Please advise as to your charter company choice as soon as possible. The three quotes provided are separated by less than $160, so your decision is pretty much based on coach capacity and whether or not you have a particular company preference. Coaches are going fast and several companies are beginning to sell-out, so the sooner you can provide us with your choice, the better your chances of getting your preferred carrier. As of 9/5/14, all three of these companies still had a coach available for your group. Cindy will follow up with you early this week to see if you need us to make any revisions. If not, we will proceed with your Group Leader Notebook as soon as we have your charter choice. I hope you are having a great weekend! All the best, BJS 9/14/14: > Rec'd EM from Nicole on 9/13/14 Cindy & Bryan Thank you. We do have some changes we'd like to make: > Instead of doing both the IMAX/Air & Space Museum and the Spy Museum on our trip, we would like to only do one of those. We want this to be our Saturday morning activity, with lunch included at the site. We would like to do whichever one is least expensive. (The reason being, on Friday we wouldn't have to rush after the Choral Clinic, we have more time for lunch and roaming the Smithsonian, and we maybe could have time to go back to the hotel & change before going to dinner & the concert.) We are curious how that would cut down the overall cost per student as well. If you could show us that, that would be great. > We would like to change the choice of restaurant on Thursday evening because we did Buca di Beppo last year. Somewhere with convenient location based on Thursday's schedule and reasonable pricing is preferable. > Regarding the clinic: Even though we are coordinating the Choral Clinic, we are assuming you are planning on paying the Clinician for working with us? Please confirm. > This year we need to specify to families the date at which it's too late to drop out and receive any money back. In other words, when is it too late to give a participant any portion of their money back? Please inform us when your final payments are being made. > Finally- we would like to use Abbott for our Charter Bus. > Thank you for working on these things. We will need this edited itinerary/cost ASAP so we can submit it with our County's Field Trip Forms. Once those are approved, we will be able to receive, sign, & return the contract to you. > BJS revised IOG accordingly. > Deleted Friday afternoon's visit to the Spy Museum as it was more expensive than the Udvar Hazy Air & Space Museum and it will remain on Saturday morning as they now only want one museum and it is to remain on Saturday AM. > Extended Friday afternoon's time at the Smithsonian. > With DC traffic on a Friday afternoon, there is NO WAY to go back to the hotel to change before dinner and the concert at the Kennedy Center. > Changed Thursday evening's dinner to a Union Station Meal Voucher as it is cheaper and somewhere they did not go last year. Buca di Beppo is out, per their request. > WE included nothing for the Clinician, but will NOW include $300 for the clinician honorarium. Group is responsible for all arrangements, we will just send then a check to pay the Clinician and $300 is pretty typical for a 90-minuter choral workshop. > When is it too late to drop out and still receive any money back - This is up to them to decide. Per our contract, they do not have to guarantee numbers until the FPGF, RL and HIF are due, in this case 01/30/15; however, if they allow students to sign up and they are then counting on them to meet the minimum number of participants, as well as meet their portion of the bus, in my opinion, they should not allow any dropouts, for every time someone drops out, they remaining participants transportation portion has just increased. In addition, they run the risk of not meeting their minimum number of trip participants. > Charter Choice = Abbott. Jude, please request charter contract. Thanks! > BJS updated IOG and attachments and then ran revised rates and completed PTP Rev 1. > BJS emailed to Nicole and Jeremy with the following cover note - Nicole & Jeremy: We have made the changes you requested and the Revision is attached. Please note that the rates have dropped by $19 per person. > Deleted Friday afternoon's visit to the Spy Museum as it was more expensive than the Udvar Hazy Air & Space Museum. > Extended Friday afternoon's time at the Smithsonian. With DC traffic on a Friday afternoon, it is not feasible to go back to the hotel to change before dinner and concert. > Changed Thursday evening's dinner to a Union Station Meal Voucher. > The original proposal did not include any payment for the Clinician, but we have now included $300 for his honorarium. The group remains responsible for all clinic arrangements, but we will send a check with your Final Itinerary materials in order for you to pay the Clinician. FYI, $300 is typical for a 90-minute choral workshop. > When is it too late to drop out and still receive any money back? This is up to you to decide, for most groups will make all payments non-refundable. Per our contract, you do not have to guarantee numbers to CCIS until your Final Participant Guarantee Form & Room List are due, in this case, 01/30/15; however, if you allow students to sign up, you are now counting on them to meet the required minimum number of trip participants (45), as well as contribute their portion of the bus cost. In my opinion, as a former director, I would not allow any dropouts, for every time someone drops out, they remaining participants transportation portion has just increased. In addition, you run the risk of not meeting your minimum number of trip participants on 01/30/15, and then we have to either adjust your inclusions, raise your rates, or possibly both. Here is the wording from our contract as it pertains to Participant Cancellation: (b) Participant Cancellation. In the event that any Participant(s) cancels after Fri Jan 30, 2015, notice of such cancellation must be in writing and delivered to CCIS. Client recognizes that a cancellation of any Participant after Fri Jan 30, 2015 constitutes a breach of this Agreement and that the actual damages suffered by CCIS in the event of such a breach are uncertain and are difficult or impossible to determine. For this reason, the parties agree to the following liquidated damages amounts in the event of cancellation of a Participant after Fri Jan 30, 2015: 1. Cancellations between Fri Jan 30, 2015 -- Fri Feb 13, 2015. Damages equal to 75% of the per Participant cost of Package, based on the Final Package Rate. In the event that the Final Package Rate has not been determined, the per Participant cost of the Package shall be based on the estimated number of Participants set forth in sections 1 & 2(b) above. 2. Cancellations made after Fri Feb 13, 2015. Damages equal to 100% of the per Participant cost of Package, based on the Final Package Rate. In the event that the Final Package Rate has not been determined, the per Participant cost of the Package shall be based on the estimated number of Participants set forth in sections 1 & 2(b) above. In the event that 25% or more Participants cancel, CCIS shall be entitled to treat such cancellations, at CCIS’s election, as a Package Cancellation, entitling CCIS to the benefit of the terms set forth in section 3(a). The effective date of any such Package Cancellation shall be the date when the Participant Cancellations reach 25% or more. In the event that CCIS elects to treat the Participant cancellations as a Package Cancellation, CCIS shall provide written notice of such election to Client and shall be excused from any obligations under this Agreement. I hope this helps. Do not hesitate to contact Cindy directly (571.437.5723) if you have any additional questions or concerns. Have a great week, Bryan. _x___ JM _9-15-14___ 9/18/14: Per Nicole - Bryan, Thank you. This looks good. We have submitted our Field Trip Request paperwork through our school system along with this itinerary. Once that is approved we will be ready for the contract and can get everything rolling as far as getting information out and beginning payments. Nicole Schmitt, Choral Director, Staunton River. > BJS sent EM back asking how long approval process should take? > Her eply - We should get it back within the next week or so! That would be my estimate. > Since this is going to Contract, based on Rev 1, please review and proceed as needed, would like CN to mail NLT 09/26/14. __x__ JM __9-18-14__ _x___ HMS _9/25/14___ 9/26/14: > From Nicole - Bryan, We have received our approval for the trip back from our school district. Can you please send the contract we need to get signed? Thank you, Nicole & Jeremy > BJS replied, Great News, we will get it out to you next week. 10/1/14: > BJS sent to CH for CN prep. 10/14/14: > Rec'd TPL. 11/1/14: > Rec'd signed K. > As this is now UNDER CONTRACT, please review and proceed as needed, with some caution, for we do not yet and any $$$ from this group; however, they are a multi-year client. __x__ JM _11-3-14___ ___X_ HMS _11/3/14___ 12-15-14 >Rec;d Check #10506 in the amount of $4,080.00 1-19-15 >Rec'd Hotel Info. Form 1/21/15 - >CAJ - Just verifying with Nicole on their forms. 1-23-15 >Rec'd Final Pax Form 1-26-15 >Rec'd Room List >JM processe4d Hotel Room List Packet to include: 4 Qnt/20 pax 4 Q/16 pax 2 D/4 pax 2 S/2 pax TOTAL 12 Rooms/42 pax (34 + 8) _____BJS_____ _____HMS_____ 01/26/15: > BJS deleted Group Travel Video since they are below K minimums. > If they would like us to add it back in, it will be $10 per person or $420 for the entire group. 1-27-15: > Rec'd PCCF (revised total = 41 (33 + 8) > This was received before their actual FPGF / RL due date, so we will NOT charge her for a canceled participant. >JM reprocessed Hotel Room List Packet to include: 4qnt/20 pax 3 Q/12 pax 1 T/3 pax 2 D/4 pax 2 S/2 pax TOTAL 12 ROOMS/41 pax (33 + 8) _____BJS_____ _____HMS_____ 1-30-15 >Rec'd Check #10659 in the amount of $3,740.00 02/03/15: > BJS and JM reviewed numbers and rates, by deleting the GTV dvd, we are good to go with rates as published and no other changes are required. 02/22/15: > BJS emailed Final INV #5755, $6,781.01 and made due 03/10/15. > BJS broke INV done by SR and JF, including transportation, so they can figure how much each group owes. > No Bank Request Form as they do not have any meal credits. 02/22/15: > After a few emails back and forth with Nicole . . . > BJS voided INV #5755 and sent individual invoices to both Nicole and Jeremy. > SR, #5756, $4,154.74, due: 03/10/15. > JF, #5757, $2,626.27, due: 03/10/15. 03/24/15: > Rec'd check #10821, $4,154.74 from Staunton River. > There is still a balance due on the Account of $2,626.27. This is due from Jefferson Forest. 03/26/15: > BJS sent EM to Jeremy - Jeremy: Just a quick note to check on the status of the outstanding balance for your group’s up-coming trip to Washington. Please advise ASAP so we can release your group’s Final Itinerary packet. The remaining balance is $2,626.27 and appears to be from Jefferson Forest HS. Thanks for your quick attention to this request. Sincerely, BJS. 03/27/15: > BJS em'd Final Itinerary and QR code half sheet to Nicole, Jeremy & CJ. > FI Packet was sent FX express saver yesterday, for a Tuesday arrival. 03/27/15: > Rec'd check #34652, $2,626.27 from Jeff Forest. > Pending no other changes, account is PIF. 4/1/15 >CAJ - just spoke with Nicole about their trip and they are all excited and ready!
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