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General Trip Information
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Mon Sep 12, 2016
Trip Name
Waynesburg Central Middle and High School Bands-Washington, DC-04-28-2016
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Waynesburg Central Middle and High School Bands
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
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Start
Date:
Time:
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Date:
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Contract
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Received
Deposit
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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 )
Waynesburg Central HS to DC = 234 miles / 4.0 hrs non-stop 06/2015: > Per SN conv with Doug, BD. * Washington D.C. and possibly Baltimore * Competition or Festival but NOT Music in the Parks * Twilight monument tour * Smithsonian museums * Navy Band performance/clinic (Doug will arrange) * Dinner or lunch together as a group every day * Six Flags or other amusement park (this is not totally necessary) * No security - chaperones will handle this * Prefers to not have early mornings! * Rehearsal time at the hotel * 3 or 4 day trip - definite dates TBD depending on whether the choir is involved or not, probably late April or May (example 4/28- 5/1) * If it is only the band, the marching band and concert band will participate. The choir might go as well. * 75 total (60 students + 15 adults) for the band, but obviously more if the choir participates. * Budget shouldn't go over $600. Amusement park can be eliminated and they can keep it to 3 days if necessary. 07/31/15: > SN and BJS discussed possibility of moving one weekend later so they could do the Apple Blossom Parade on Friday, April 29, 2016. > SN to call and discuss with Doug and then get back to BJS. 07/31/15: > SN spoke with Doug - he loves it - exactly what he was looking for! > TW, please EM specs to BMG for rooms. Make sure they know I like the Northern VA properties near Tyson's Corner / Dulles, etc. > JM, please send CQR to the Pittsburgh area regulars. > HMS, please review and proceed as needed. __x__ TW _8-4-15__ __x__ JM _8-4-15___ __X__ HMS _8/10/15___ 08/18/15: > BJS reviewed and updated attachments as needed and then ran rates. > EM'd note to CH, ready for PTP and will also need PP. 08/20/15: > PTP and PP are complete > BJS sent files to SN for her meeting with Doug Mason. 10/02/15: > SN spoke to Doug Mason this morning about the status of their trip in reference to their middle school: > The middle school WILL be traveling with the high school now, which will add 50 students and 10 adults to this trip! > The middle school has a concert band and marching band with whom Doug would also like to compete, possibly in the concert band competition during the Apple Blossom Festival as an alternative to doing the PAC competition. Doug would have a middle school and a high school concert band participating. (He still thinks PAC will work, although SN discouraged this because without knowing exactly when their performances would be, this could very easily conflict with the Fireman's Parade. Is there any way to find out if this will or will not be the case?) > For the Fireman's Parade, the middle school and high school bands would be combined as one group. 10/8/15: > BJS and SN spoke about this again on 10/6 and 10/7 and decided we are moving with Apple Blossom Festival only - no need to involve PAC and another festival co. - this never works and will add considerable cost to the trip!!! > BJS review and revised IOG as needed due to larger numbers and the inclusion of the Concert Band competitions. > Please review and revise all as needed - everything is going to need to be updated and re-checked, including hotel block, number of buses, etc., since their are now 65 more people on this trip than when originally proposed / planned. > Jude, please see who still has the buses originally quotes and see if any of them can add the now required 3rd coach. > TW, if hotel cannot accommodate, please send it back to BMG so they can find a hotel that can hold this group. Same prioce range or less would be important. Thanks! _10/8/15___ JM ____ _10/9/15___ TW ____ _10/12/15___ HMS _X___ 10/08/15: > SN received EM from JM stating that the only company with an available 3rd coach is Lenzner. SN LVM with Doug to get approval for the go ahead with a contract with this company. > SN received a text from Doug saying "yes" to using Lenzner and also agrees that the concert band competition at the Apple Blossom Festival is probably the best choice for his group. 10/9/15: > BJS sent em to JM asking her to proceed with Lenzner. 10/13/15: > Doug would like to leave on Thursday morning instead of Wednesday - SN texted Doug back to find out what time he can leave. The problem lies within the middle school and the fact that they need it to be less expensive. 10/21/15: > Since Hotel has now confirmed they can accommodate the larger sized group, BJS revised rates and completed PTP Rev2 with the Thursday AM departure. > JM, please send this new IOG to Lenzner. I believe you already have them under contract for 3 coaches, but that price was based on a Wednesday afternoon departure. JM, once you have this revised rate and contract, please send EM to SN so she can generate the PPBCC and send the new rate on to the Director. > BJS sent PTP Pack to SN so she can share with Director, noting that bus rate is still based on the Wednesday departure and a revised rate will be sent upon receipt. > Please review and make sure all in in order. HMS, Since they are leaving on Thursday AM now, the International Spy Museum needs to be canceled. I have marked it INACTIVE in order to generate their revised rates and PTP, but I see that you already have it Under Contract, so proceed as needed. Thanks! __x__ JM __10-22-15__ __x__ TPW _10/23/15___ __X__ HMS _10/29/15___ 10/30/15: > Per SN, Go to Contract based on the most recent revision, PTP Rev 2. > As this is going to K, please review and proceed as needed. TPW, if you have not already done so, be sure to send the Director SABF application materials for both his MS and HS bands Concert Bands - they will combine into a single band for Friday night's Fireman's Parade. __x__ JM _11-2-15___ __x__ TPW _11/2/15___ __X__ HMS _11/2/15__ 11/5/15: > BJS sent to CH for CN prep. 11/6/15: > TW sent E-Agreement. 12-21-15 Rec'd Check #16 in the amount of $7,452.50 from Middle School Rec'd Check #2665 in the amount of 7,452.50 from High School 2-1-16 >Rec'd Check #1673 in the amount of $7452.50 2-1-16 > TW re-sent E-Agreement. 2/8/16 > SN spoke to Doug today - Can CCIS split the final invoice between the middle and high school (once we get their final numbers)? 2-24-16 >Rec'd Check #2690 in the amount of $5,000.00 2/26/16 >Doug reported that due to security issues, they will not be able to participate in a clinic with the Navy Band, which raises two questions from Doug: 1. can they leave later in the morning on the first day, perhaps 7:30? 2. could they use any remaining time for additional sight seeing? 2-26-16 Rec'd Food Allergy form,Final Pax form, Room Lists, and Hotel Info. form 2-29-16 >JM processed Hotel Room List Packet to include: 10 Qt/50 pax 5 Q/20 pax 5 T/15 pax 4 D/8 pax 4 S/4 pax TOTAL 28 ROOMS/97 pax (85 + 12) __dna___BJS_dna____ _dna____HMS_ dna____ __x___TPW__3/9/16___ 3-24-16 >JM reprocessed Hotel Room List: 11 Qt/55 pax 6 Q/24 pax 2 T/6 pax 7 D/14 pax 2 S/2 pax TOTAL 28 ROOMS/101 (85 + 16) pax __x___HMS_4/7/2016____ _____TPW_____ __X___BJS_4/3/16____ 04/03/16: > BJS reviewed numbers as they are below K minimum. > By removing DVD, everything else can remain the same. > BJS emailed and mailed INV #5995, $16,540.50 and made due 04/14/16. 04/12/16: > They left two students off the room list - Sarah Calvert should be in the high school room of 4 which includes Kristen Black and Jasmyn Martin should be in the middle school room of 4 which includes Jessica Barnes. > BJS updated IOG and Bible to include these two students, bringing total pax to 103 (87 + 16). > HMS, please check with your vendors to see if these two students can be added and if there is anything that we cannot do, please advise. Once you are complete, please give to Tommy so he can add them into the appropriate rooms at the hotel and with any of his vendors / inclusions. Thanks!!! ____ HMS ____ ____ TPW ____ 4-26-16 >Rec'd Check #1719 in the amount of $7,368.50 >Rec'd Check #2715 in the amount of $9,640.00 9/12/16: > Rec'd check #1751, $150.00. According to Qbooks, this account will not have been PIF - finally.
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