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Fri May 06, 2016
Trip Name
Troy Area High School Band -Williamsburg, VA-05-15-2015
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Trip Notes
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Troy, PA to Williamsburg = 400 miles / 7 hrs non-stop. 11/5/14: > DD added trip to system following a few emails back and forth with Dan. notes from Dan Schwanger: 1. I’m looking to travel on May 15-17, expecting two nights in a hotel stay, and I’d like to head in the direction of Colonial Williamsburg and Busch Gardens and. We would depart from Troy around 6:00-7:00 on the morning of the 15th. We would arrive back in Troy in late afternoon/evening of May 17th. In your experience, if it would make more sense to travel Thurs-Sat, let me know and I can rethink my schedule. 2. I’m expecting to take approximately 50 students. 3. I’m especially interested to see if you could help locate at least one performance opportunity. Even though I plan to take the entire marching band, a concert band performance would be acceptable too. Perhaps one of each? Music in the Parks, Music Showcase, would be fine, but I’d want to be sure to be mindful of costs. Even if you are aware of a community parade going on that accepts bands from other regions, we would be happy to be a part of something like that instead. 4. We would need to book transportation as well, and I hope we could book with Benedict’s out of Wellsboro. 5. Possibilities for us to plan an itinerary around are below. We certainly wouldn’t need to do all of these a. Colonial Williamsburg b. Busch Gardens c. Visit to any of the Battlefields around Fredericksburg, Yorktown, etc. d. Richmond e. Washington DC 6. A group reservation at a restaurant, probably Friday night, would be great too. additional information: > DD asked the following questions - > was just wondering,will you be shopping this trip around? No, I want CCIS to do it or we don’t go at all. I wish we could have gone on a trip through you in the past. Also, you come highly recommended from a good friend, Adam Wright, the director who was in Boston during the manhunt for the Boston bomber. > Have you gotten approval for this event from your school administration? Not yet, but I don’t anticipate any difficulty. If you would like me to go to them before you go any further, I’d completely understand. However, I have found it helpful to have “real” numbers when talking to them so they don’t make me come back a second time. > Do you have a budget in mind? It would be awesome if we could keep it around $300. > How soon do you need a quote? As soon as you can get it. It would be nice to have things rolling before Thanksgiving. This month’s Board meeting is the 18th, anytime before then would be ideal. > Should the trip be all inclusive? It doesn’t have to be, but it would make sense to package the larger things like transportation, park admission, hotel, group meals. The students can spend their own money anytime they are on their own, which may also bring down the initial price and the “shock” that often goes with it. > How many complimentary packages would you require? Up to four, if you think that is reasonable. BJS told Dave we will include 2 as this is much more reasonable for a group of 55. > Curious…would a comparable trip to the Cleveland area be any less/more expensive? BJS to DD to tell him that rates would be comparable and Williamsburg will be much more popular with the students. 11/22/14: > BJS completed IOG and then made attachments, ran rates, and complete PTP. > BJS emailed PTP and IOG to client & cc'd Dave Daniel: Attached please find the Pre-Trip Planning Proposal and IOG (Itinerary Outline Graph) for your group’s up-coming trip to Williamsburg. This trip is based on the information you shared with Dave Dietz a few weeks ago. Your careful review is very much appreciated. We will request and provide charter quotes from several carriers once we have your approval on the basic outline of the itinerary. Dave will follow up with you early this week to see if you have any questions or concerns. Thank you for the opportunity to be of service to you and your group. Sincerely, BJS. 11/25/14: > Rec'd the following from Director - Good morning! Thanks for sending this. I like the ideas so far but I’m just a bit curious to see if we could make some changes. 1. How much would it take off the cost to eliminate all meal vouchers? Really, I could take them or leave them, but it would allow the kids a little more flexibility with their spending and would make the trip price look more manageable up front. I’d want to leave in the part about Golden Corral. 2. How much would you estimate it will cost for the busing? Obviously, you can’t give me a direct answer without a hard quote from a company, but based on recent experience what could I expect? $5000? I’d like to have the ENTIRE cost of the trip in mind when I speak to an administrator. 3. Could we re-arrange to have concert and marching performances on Saturday morning? (we did this a few years ago at Hershey) and find something additional to do on Friday afternoon or evening either before or after dinner? Any ideas? 12/14/14: > BJS updated IOG and rates accordingly and then sent the following email to Daniel and CC'd DD and JM - Daniel: I apologize again for the delay and am most appreciative of your patience. Based on your questions, here is what I would suggest: 1. If you’d like, we can delete all meals with the exception of Friday evening’s Dinner at Golden Corral and the two breakfasts at the hotel. We are happy to do this, but a word of caution here, for you will find that parents would really prefer to have everything included and know exactly what the real price of the trip is from the very beginning – this way they are not caught off-guard come trip time when they find that they have to send an additional $50 or more in cash for all the meals that are now “on own”. Yes, it brings the price down initially; but it can make for unhappy parents come trip time. Either way is fine with us, just speaking form all my years of experience. 2. Upon arrival in Williamsburg on Friday afternoon, spend the late afternoon and early evening exploring Colonial Williamsburg and then have dinner at Golden Corral a bit later in the evening. Hotel check-in would then be at approximately 8:30PM and you’d be in and settled for the night. 3. Saturday all performances and admission to Busch Gardens. 4. At this moment, Music in the Parks has availability for this particular date. If you want us to hold space for your group, to start, I will need to know your school enrollment, the names of the ensembles that will be competing, the number of students in each ensemble, and the director of each ensemble. 5. Sunday morning, following check-out, visit Jamestown Settlement and then depart for home. 6. An updated IOG is attached. 7. The package rates for what I have suggested above would be as follows. The first price is the student rate followed by the adult rate. a.Quad – $259 / $231 b.Triple – $279 / $251 c.Double – $329 / $301 d.Single – $469 / $441 8. As for charter rates, I would expect +/- $5,000 as you have suggested. I will have Jude, our Transportation Specialist, request quotes from several companies on Monday and she will have Dave send these along to you as they are received. Thank you again for the opportunity to be of service to you and your students. Dave will follow up with you early this week to see if you have any questions or concerns. Happy Holidays! Bryan. > JM, please request quotes from the companies already attached to this group. No mark-up. Please email DD as each quote is entered into the system and remind him each time to send the PPBCC along to the Director. Thanks! _x___ JM __12-15-14__ 12/20/14: > Rec'd EM from Dan, the BD - Bryan, Here’s the information requested. Thanks for being in touch. School Enrollment: approx. 700 (in Gr. 7-12) Ensembles: Troy Jr/Sr High School Concert Band, 40 students Troy Jr/Sr High School Trojan Marching Band, 50 students Director: Daniel Schwanger for both groups. Feel free to use my cell number on the application where needed. ? If the number of students in an ensemble fluctuates after students register for the trip, will we need to notify MITP? Does that affect their pricing? ? Also, if I decide later to add the Jazz Band (assuming there would still be availability), is that something we could do? How would that affect cost? ? Lastly, have we heard from Benedict’s Bus Service with a quote? Thanks so much for everything. Dan. 12/24/14: > BJS sent response to DD so he can share with the BD and get charter choice as well so we can get the CN mailed out next week. Dave: Here are the answers for you to get along to Dan. If you have not already done so, please make certain he has Per Person Bus Cost Charts for all 4 of the quotes received. Now that all quotes are in, we need his charter choice so we can complete his Contract Notebook. 1. If the number of students in an ensemble fluctuates after students register for the trip, will we need to notify MITP? No, CCIS will modify the reservation / numbers with MITP – just be sure to let CCIS know as the numbers begin to settle. Final guaranteed numbers will be due 60-days prior to the trip. 2. Does that affect their pricing? No, the rate we pay to MITP is based on a per person basis. 3. If I decide later to add the Jazz Band (assuming there would still be availability), is that something we could do? Yes, pending availability, BUT, I would prefer to let us go ahead and make the Jazz Band Reservation now, so we can secure the space and if you decide not to do it, we can cancel that particular ensemble. Again, this is a decision that will need to be finalized 60-days prior to the trip. We will go ahead and make the reservation and then cancel the Jazz Band later, if need be. Should you decide to cancel them prior to 60-days before the trip, please advise so we can release the performance space as soon as possible and be fair to the festival company. 4. How would that affect cost? Adding the Jazz Band will not increase the cost. 5. Have we heard from Benedict’s Bus Service with a quote? Yes, $4,611.00 / 56 passenger coach. Thanks Dave & Merry Christmas, Bryan. 1-3-15: > BJS a sent to CH for CN prep. 1/5/15: > JM, K is ready to be processed for Notebook per SOP. > Please mail today per SOP. > Please secure charter contract from Susquehanna for this bus. > As CN is being mailed, please review and proceed as needed. K and 1st $ due 01/23/15. __x__ JM __1-5-15__ X____ HMS 1/9/15____ 1-22-15 >Rec'd contract 1-27-15 >Rec'd Check #1502 in the amount of $1,000.00. 02/19/15: > Dan called and LVM for BJS about dong a tour which he will make arrangements for at the Naval School of Music on Friday afternoon. > BJS returned call to cell and LVM. 02/23/15: > Per DD, Dan called & wondered if transp. can be arranged to arrive in Norfolk by 3PM, 4 at the latest..double checking if this is possible. 02/23/15: > BJS looked at route and yes, 3 might be pushing it a bit, but 4PM should definitely be no problem. > Is he dropping the Guided Tour of Colonial Williamsburg in place of the Naval School of Music Tour he mentioned last week? > Remember, we have a 7PM dinner reservation at Golden Corral in Williamsburg . . . 02/24/15: > DD rec'd Em from Dan - 1. If 4:00 is better for the tour because of travel concerns, then we should probably shoot for that. However, if I said we definitely want 3:00 after speaking with the folks at the SOM, how early would we want to leave Troy in order to make that work? 2. I was aware of the dinner reservation….but was hoping there would be another GC location closer to Norfolk that we could switch to if possible. Could we do this easily? 3. You are correct that this would drop the guided tour of Colonial Williamsburg, or else move it to Sunday to replace the visit to Jamestown. Of these two, which do you think would be a more valuable experience for the kids and/or easier to facilitate? It’s been a while since I’ve been to Williamsburg and I can’t remember if I have ever visited Jamestown…perhaps when I was in Junior High. Dan. 02/25/15: > Answers to Dan's questions from 02/24/15 - for DD to pass along to the BD. 1. School to Norfolk is 445 miles, so - 7.5 hours non-stop with an hour lunch stop and another 30 minute rest stop = 9 hrs. Leave school at 6AM, instead of 7Am and the tour at 3pm should be safe. 2. If the School of Music Tour can be at 3 or 3:30, they should be able to depart Norfolk by 5:30 and then the reservation at Golden Corral in Williamsburg can remain as planned at 7PM. 3. I would suggest the Colonial Williamsburg Guided Tour be switched to Sunday and take the place of the Jamestown tour. > If we are to contact our vendors about making these changes, please advise ASAP and no later than 03/05/15. Thanks! 03/05/15: > Rec'd check #1506, 8,922.00. 3-16-15 >Rec'd Final Pax, Hotel Info and Room Lists 3-19-15 >Rec'd Part. Count Change Form and new Room Lists >JM processed Hotel Room List Packet to include: 12 Q/48 pax 3 D/6 pax 1 S/1 pax TOTAL 16 Rooms/55 pax (50 + 5) _3/19/15_ BJS _3/19/15_ _____HMS_____ 03/19/15: > Jude, confirm the changes with the bus company at the $350 additional charge. > Hollie, move the Williamsburg Tour from Friday to Sunday AM, per the REVISED K Version of the IOG. They will NOT be doing Jamestown. > Client is making the arrangements for the Tour at the Naval School of Music. Thanks! > Group is within K minimums, so no changes required and forms were on time, so he will get iPad. > BJS emailed Final INV #5787, $8,605.50, due 03/31/15. __x__ JM _3-20-15___ ____ HMS ____ 04/13/15: > Rec'd check #1508, $8,605.50. > Account is PIF pending no changes.
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