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General Trip Information
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Fri May 06, 2016
Trip Name
Shaler High School Music Dept.-Nashville, TN-04-14-2016
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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 to Nashville = 570 miles / 9.5 hrs non-stop 5/21/15 > SN received the following EM from George regarding a full music dept. trip to Nashville in April 2016: Hi Steph: OK, we finally got a chance to take a look at the itineraries that you sent us (after the band concert, choir concert, 2 banquets, 2 sets of auditions and evacuation for bomb threat)....its been a little crazy here. Here is what we are thinking: Destination: NASHVILLE, TN * Leave on the morning of Thursday, April 21, 2016 * Return on Monday, April 25, 2016 * Compete with Festivals of Music Of course we would like to keep the cost at or under where it was for Virginia Beach. We are in school until June 4th. After that, we are going on vacation with Kristin's family for 2 weeks, then heading to florida to get married, then off to the Souther Caribbean on our honeymoon, so we will be MIA for much of the summer. Hopefully we can get something set in stone before the school year ends. Let me know what you and Bryan think. Thanks Steph, George PAX: roughly 300 students, 30 adults Budget: similar to last year ($700 or so quad occupancy or so) > SN received another EM from George suggesting activities in Nashville that could include: -Grand ole opry -the river boat -Country music hall of fame? -Downtown Nashville? -BB Kings Blues club -Rainforest Café Also, they would like rehearsal space in the hotel if possible, as is a usual request. 6/4/15 > SN has been in contact with George regarding hotel accommodations in Nashville during their selected week. There is nothing within the city and CCIS is researching hotels outside of town. George has suggested possibly traveling the week prior if the availability would be better. BJS is in communication with Book My Group to investigate this possibility as an option. 6/15/15 > SN corresponded via text with George regarding the following matters concerning their Nashville trip: > Nashville hotels are almost completely full during the weekends they wished to travel. BJS has secured rooms at The Gaylord Opryland, but they are significantly more expensive than the rooms at VA Beach. George indicated that he wished to keep the price close to what they had this year, but with the hotel rates as they are, it is almost impossible. George would like to know if their activities will be impacted at all in terms of availability and price. > SN informed BJS via text about George's responses. 06/17/15: > BJS and HMS completed IOG and made the required calls to see where this might stand price wise and with the city-wide conventions in town . . . > BJS and SN worked together on Quote (on the old form) so sghe could see where this is coming from . . . 7/3/15: > SN EM'd the following requested rates to George, as received from BJS, for a Sunday departure, for both Sunday morning and Sunday evening: > If you meant leaving on Sunday evening after Dinner and traveling through the night, here are those rates: Package Rates Shaler HS Music Dept - Nashville Students Adults 3 Nights Opryland Hotel Q $729.00 $689.00 T $799.00 $759.00 D $999.00 $959.00 S $1,529.00 $1,489.00 > If you meant leaving Sunday morning, I would suggest a Golden Corral type breakfast to help avoid the high cost of another hotel breakfast and the rates would be: Q $669.00 $629.00 T $749.00 $709.00 D $959.00 $919.00 S $1,459.00 $1,419.00 07/06/15: > Per George conv with SN - ready for K based on the Sunday night return getting back to school on Monday AM and the rates which BJS provided for this scenario. > No real preference on charter choice once we have quotes, we can decide - felt Myers buses were a bit old, OK with them Anderson or Barron's. Get quotes from Lenzner and Mlaker as well. > JM, please send CQRs to the companies listed above. > JM & HMS, as this is going to Contract, please review and proceed as needed. Attachments will need added and all calls made since this was sent to the group without being put in the system since we wanted to make sure they were OK with the high prices before we did anythng official. > Directors are on their honeymoon, so CN to be mailed by 07/24/15. Thanks! _x___ JM _7-7-15___ __X__ HMS _7-9-15_ 07/28/15: > HMS, please ADD a BB Kings' Lunch Menu to the system and then attach it for this group. The current attachment is a Dinner menu and rates and it will not pull in to the QUOTE or the PTP, FI, etc. appropriately. Thanks!!! ___X_ HMS _8/4/15___ > SN LVM for George regarding costs associated with rehearsal space and requested a callback. 7/30/15 > Home address: 124 Hartle Road, Glenshaw 15116 Band camp schedule 9-3 next week 9-7 the week after Rehearsal space: George says to find rehearsal space, wherever that may be, because he absolutely wants to rehearse the kids that night. 08/30/15: > Now that hotel has confirmed use of their meeting space for the rehearsals on the first night, at a much more reasonable rate, we can proceed. > BJS reviewed and updated attachments as needed. > BJS ran rates and sent to CH for PTP prep. 08/31/15: > BJS sent to CH for K prep. 9/1/15: > TW em E-Agreement. Due 9/8/15. 09/04/15: > SN delivered PTP K Version hard copy and the wedding gift from Bryan & Hollie. 09/8/15: > Per George's direction, removed Group Travel Video. > BJS marked INACTIVE and then reduced package rates $10pp. in the system. 9/28/15: > SN shared site visit information with George and Kristin via EM: > CCIS will pay for rooms for 2 nights for George and Kristin, Shirley, and one room for the two booster parents. > If George and Kristin still intend to extend their visit beyond 2 nights, the charge per night is $99 (plus taxes and fees) > CCIS needs the names of the two booster parents to complete the reservations. > Also needed is the departure and arrival times from George and Kristin in order to get airfare rates. 10/1/15: > BJS, HMS and SN discussed trying to save $30pp. > Delete DVD, which they already agreed to on 9/8/15. > Try to take the two Opryland Hotel Breakfasts OFF SITE. Friday at Golden Corral (Hermitage) and Saturday at HR Cafe. HMS is going to check on these as possibilities. TW is checking with hotel to make sure we can get out of the Breakfast K. > Made no changes to IOG or attachments - will wait until we see if these changes can be made. __X__ HMS ____ 10/12/15: > Hotel will not let us out of the Food & Beverage K for Breakfasts. If we cancel, we will owe them $10,824.00++. > They can save $32 per person by making the following changes: a. Delete Group Travel Video b. Delete Security c. Delete Escort d. Delete the $10 Meal Credit for lunch en route on the first day. > SN, please share with the group for their decision. 10/14/15: > SN received the following EM from George: Hi - OK, can you give us some final numbers after we scrap: 1. Group Travel Video 2. Escort I don't think that scrapping security is a good idea and we will need to eat that day anyway....so....I don't see anything else. Get me some numbers and we will see what we can do. George 10/16/15: > EM received by SN: Hi Steph - > OK, let's remove the trip DVD and the Escort (shaving $15 per kid) and leave everything else the same. We did a few more things on our end to get the cost down (cut a few chaperones, boosters are kicking in, etc.). > On a separate note, I did want to talk to you about the contract this year. We started working on this thing last April/May because we knew that we were going to be MIA this summer with our Wedding/Honeymoon, etc. So, we were trying to get things finalized before that. Once the school year starts, we get swamped. Due to fundraising/organizing, we always give our boosters a "general" cost during summer so that we can put the payment plan and the general cost on our trip commitment form that is required of us by our school attorneys. We had a few issues in the past with payments or trip removal and the superintendent, school board and school attorneys revamped our form with a fine-toothed comb, and require that we get this to everyone in the summer. > That being said, once we found out about a month ago that the cost of the buses was double our original estimate, it has been painful. Kris and I have been scrambling trying to get something worked out and our boosters have been pretty upset about the whole process. Everyone understands if the cost spikes $5-$10 dollars for some reason, but as it stood, the cost spiked about $100 per kid with the buses. I even had some parents demanding that we get a quote from another tour company. We have been holding them back and taking a lot of heat for months now. I know that you guys have no control over the cost of buses, but would you be able to dig into it a little to at least get me some kind of reasoning for the bus price increase? I think that if we could have settled something in June, we could have planned a little differently and/or worked this out before our trip commitment form went out in the summer. Kris and I love working with CCIS, you, Bryan and Holly and we would like to continue to work with you guys. I just know that our kids parents/boosters (about 700 of them) have been getting extremely frustrated with myself and Kris over the long delays this year. In a way, I can understand why. It is mid-october (6 months away from the trip) and we still have not signed a contract and are still working on a price/itinerary. About 98% of our families completely fundraise for these trips. Very few write checks or pay cash and our fundraisers start in July. > Also, we pretty much know where we are traveling next year. If I am not mistaken, Myrtle Beach is in the line up for us for 2016-17. So, once spring hits and we are creeping to the end of the school year, we would really like to get something before the year ends. > I do apologize for the long email, I just wanted to let you know that we have been talking everyone off of the ledge for months now and it has been a painful process. As it stands, our boosters, parents and students trust us to completely handle all of the details of the trip including the cost and itinerary. This year, we have had more and more parents wanting answers and wanting to get involved with the "planning process". I think with all of the delays and price increases, they are loosing a little faith in our planning. You and I know that if there are too many cooks in the kitchen, this becomes very difficult, so I don't want to see that happen. Thanks, let me know when we can expect the updated contract. George 10/21/15: > BJS made GTV and Escort INACTIVE. > Reduced rates accordingly. > BJS prepared IOG K Version and Contract Version of PTP. > BJS updated the existing Contract and Deadline Schedule, Contract Inclusions, Invoices, etc. > BJS spoke with SN and she will let George knwo that we are preparing the K with 7-56 passenger coaches, but we actually have 8 under contract. With 7, he will have 392 seats and with 8, 448. She is going to get an answer from him on how many exactly he wants us to keep. > She is trying to get face to face meeting set for week of 11/2/15, to discuss his concerns over this years planning, price, etc. > TPW, please send new E-Agreement today. Thanks! __x__ TPW __10/21/15__ Sent; cc'd SN. 10/21/15: > JM, please please one of the 8 coaches from Barons, so they will have a total of seven (7). > Rec'd signed Contract. > As group is now UNDER CONTRACT, please review and proceed as needed, keeping in mind that first $$$ is not due until 11/20/15. __x__ JM __10-22-15__ __x__ TPW _10/23/15___ __x__ HMS _10/28/15___ 11/5/15: > BJS and SN met with Geo and Kristin. > Talked through everything and it was a great meeting. All good with them and us. Definitely worth the trip. > BJS and SN decided that she would Escort the trip as a good will gesture at no cost to the group (nor would she get paid by CCIS for this trip - just good customer relations between her and her largest client). 11-23-15 >Rec'd partial deposit Check # 3402 in the amount of $32,650.00 from Choir and Check #1528 in the amount of $29,600.00 from Band to total $62,250.00 11-30-15 >Rec'd Check # 206 in the amount of $6,950.00 from Orchestra. 01/13/16: > rec'd Band check #1541, $51,948.80. 01/15/16: > Rec'd Orchestra Check #212, $12,209.20. 1-15-16 >Rec'd Check #3411 in the amount of $57,374.50 2/12/16 >EM received from George. Go with the original numbers in the Final Participant Guarantee form : Hi Steph - I am sorry to be a HUGE PITA, but, can you just stick with the original numbers that we gave you? When Kris emailed you, she had to add one kid. Well after sending out my list of kids traveling (to the boosters), they noticed that the band had an extra kid on the list - Cooper Roberts. Evidently the mom emailed our records person to cancel back in October. Our records person forwarded the email to my booster president...but no one told me!! So we have one less. Today is the deadline correct? So with me losing one and kristin adding one...we are back to our original number. Is that OK? George 2-11-16 >Rec'd Hotel Info form, Room Lists, Final Pax, and Allergy Form. 2/16/16 > SN spoke to George and Kristin: he trailer driver and passenger should be included in everything the whole group is doing up until the awards ceremony on Saturday. They will leave *after* the awards ceremony. The choir accompanist is travelling on her own (NOT on the bus with the group) and will need dinner Thursday, breakfast and lunch on Friday. 2-26-16 >JM processed Hotel Room List Packet to include: 70 Q/280 pax 4 T/12 pax 18 D/36 pax 3 S/3 pax TOTAL 95 ROOMS/331 pax (293 + 37 + 1) __X___BJS_3/4/16____ _____HMS_____ ___x__TPW__3/7/16___ 03/04/16: > Since General Jackson has decided to end their Sunday Brunch Cruise, we had to adjust the IOG on Sunday. Group will now have a breakfast at the Golden Corral on Sunday at the expense of CCIS and then return to the hotel to check-out and load. General Jackson is now a Luncheon Cruise with Musical Show and then Country Music Hall of Fame was moved a bit later in the afternoon. > BJS updated IOG to show numbers for each IOG item. These numbers include the Escort, Stephanie Nicol. > BJS worked for 4 hours on the final invoices and figuring out whi gets charged exactly for what and then emailed and mailed final invoices: > #5955, Band - $43,963.20, due 3/18/16 > #5956, Choir - $42,507.10, due 3/18/16 > #5957, Orchestra - $9,611.20, due 3/18/16 > Please review and confirm all as needed as numbers are all now FINAL and GUARANTEED. > TPW, remember, the equipment driver and passenger (1 room) will be checking out on Saturday, so there will be one less room on Saturday night at the hotel. Also, be careful fo the Breakfast numbers at the hotel since they are different both mornings. __x__ TPW __3/7/16__ ____ HMS ____ 3-11-16 >Rec'd Check #215 in the amount of $9,611.20 >Rec'd check #1559 in the amount of $43,963.20 3-16-16 >Rec'd Check #3421 in the amount of $42,507.00 04/05/16: > BJS emailed FINAL ITINERARY & QR Code Half Sheet to George, Kristin, and CCIS Staff. > Stephanie is escorting this trip so she will be taking folios, but we will want to mail luggage tags and hard copy of itinerary, etc., to George on Wednesday.
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