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General Trip Information
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Wed Jan 20, 2016
Trip Name
Northwestern High School Music Department-Sandusky, OH-05-05-2016
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OR
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Youth
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Escorts
DOF
Comps
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Date:
Time:
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Date:
Time:
Contract
Due
Received
Deposit
Due
Received
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First Payment
Due
Received
Final PAX
Due
Received
Final Room List
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Received
Hotel Info Form
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Balance
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Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Hyattsville, MD to Towson, MD = 42.5 miles = 1 hr. non-stop Towson, MD to Pittsburgh, PA = 251 miles = 4.5 hrs non-stop Pittsburgh, PA to Sandusky, OH = 182 miles = 3.5 hrs. non-stop Hyattsville, MD to Sandusky, OH = 419 miles = 7 hrs. non-stop 11/3/15: > BT spoke to Christopher Renberg re: desired trip. > He attached a desired itinerary for the trip, BT emailed to BJS. Nothing has been set up and contacts have not been made. So we are not late to the party. It will be either with us, or they would do it on their own. > 150 students + 6 adults > Concert Band - 70, Choir - 45, Orchestra - 35 > Depart Thursday, May 5 at 12:00pm and go to Towson U. for clinics and tour. > Depart for Pittsburgh at approx. 4pm. Overnight in Pgh. > Friday, May 6: Clinics and tour at Carnegie Mellon U. He is not locked into these universities for clinics or tours, but this is where he said he had contacts and would reach out to them if he was planning the trip on his own. > Some kind of sight-seeing option in Pgh. > Depart for Sandusky around 4pm, dinner on the way. > Overnight in Sandusky. > Participate in Music in the Parks at Cedar Point on Saturday, go to Park, then depart after awards around 11pm and travel overnight. > Arrive at school early Sunday morning. > Budget: He said last time they did "this trip" is was less than $300. Not sure when that was, but definitely was not all inclusive. I tried to sell him on that. 11/6/15: > BJS made adult #10 instead of 6 since most hotels like to see a lower ratio of students:adults. > Total pax = 160 (150 + 10). 11/15/15: > BJS completed IOG and made hotel selections. > JM, please send CQR for 3-coaches to our DC / Baltimore area regulars. > JM, please make remaining attachments, as needed and then HMS can review and decide if she needs to make any calls, etc. > TPW, please attach the selected hotels. Sawmill Creek Resort will probably need to be added as a hotel and a restaurant for b-fast. > HMS, please review and make any necessary updates / calls as you see fit. > BT is meeting with client next week, prior to Thanksgiving, so I need to get this to Christi ASAP and no later than Wednesday so I can finish it at VMEA if necessary and have it to Brett before leaving for vacation. Thanks! __x__ JM __11-17-15__ __x__ TPW _11/16/15___ __x__ HMS _11/16/15___ 11/17/15: > BT received the following email from Christopher today after trying to schedule the meeting: The music faculty here are having second thoughts about taking a trip, so we need to put things on hold until we can figure out what they really want to do. We have been having our concerts this week, and have the school musical coming up, and I think we will need to revisit this idea after the musical. > I will try to get to the bottom of this. Wouldn't you think they would at least want to know the cost of the trip they requested? 12/7/15: > BT scheduled in person PTP for Thursday 12/10 at 1:00pm with Chris. 12/9/15: > BJS sent to CH for PTP Prep, will also need PP. 12/10/15: > BT met with Chris and Leonardo Lucini (orchestra director) for PTP. > Positive meeting, it seems that our proposal could make the trip a reality and inspire them to go. They are meeting as a department and will make a decision by next week. > They want to participate in Music in the Parks on Friday evening, so per convo. with BJS, drop Duq incline and head staight to hotel after lunch. Subway delivery for dinner. Cost savings should be $15 pp. > Possibly Marching performance Saturday. BT will get ensembles, directors, and #s for festival application. > Dillon's is likely charter choice, cost is main factor. They did mention that they had worked with Adv. by Dawn before and liked them but their cost was too high. Any chance of bargaining wit them? I said probably not, but could be worth a shot. > Leonardo has done some contacting of possible clinicians, he will advise if there is anyone who gets back to him and let them know that CCIS will be making arrangements. 12/21/15: > BJS updated IOG and called it Rev1 - showing the earlier departure from Pittsburgh so they can do the Friday PM MITP performances, thus no Incline and no stop en route for dinner at Quaker Steak & Lube. > Also kept the original hotels attached, but entered the rates for the two lower cost options - Fairfield Inn Neville Island (Pgh) and Comfort Inn (Sandusky). Both include Deluxe Continental Breakfasts. > Dinner will be Subway delivered to the performance site. > BJS sent IOG Rev1, with rates included, to BT - Brett: See attached per our conversation a few moments ago. We have been able to save them $50pp quad. Hopefully this will make it all happen and get them to commit (before Christmas please!). > We will WAIT to see what Brett can accomplish before we make the official changes in the system and with the vendors. 12/21/15: > BT passed info on to Chris and Leonardo. Got an email response from both. Trip is a GO! > Leo left me a VM today, wants to give me some names for clinicians at Towson and in Pgh. > He also mentioned something about presenting to his parents in Jan., so we may need a revised ppt. Will advise once I speak to him. > Tomorrow is their last day before break, so I'm trying to get their charter choice and Music in the Parks info. > He said he was presenting the revision to the other teachers tomorrow (but they have already decided to travel with us) and he will let me know if they have any questions or issues. So let's hold off on switching hotels just in case they decide to stay with one or the other of the originals. > I will also clarify who the trip coordinator will be. I'm guessing Leo now, but it's unclear. 12/22/15: > BT received EM from Leo. > Dillon's is their charter choice. > He would like to me to come in early Jan. and present PPT to parents, so we will need an updated version. Will advise of date. > Group should be ready for K in early Jan. Remember, we discussed a "small" deposit for their first payment. > Music in the Parks info is as follows: Concert Choir: 40 students Dawn Jones, Director Wind Ensemble: 55 students Anthony Townes, Director Jazz Ensemble: 25 students Anthony Townes, Director Percussion Ensemble: 11 students Anthony Townes, Director Symphonic Orchestra: 50 students Anthony Townes and Leonardo Lucini, Directors String Orchestra: 35 students Leonardo Lucini, Director Northwestern HS Chamber Orchestra: 15 students Leonardo Lucini, Director > I find it interesting that Chris Renberg doesn't appear to have an ensemble on this list. He mentioned something about marching band to me potentially performing Saturday morning. I will clarify with him. > BT got clarification from Chris - no marching band on this trip. It was decided that this trip will be only for "magnet students". Too many non-magnet students in Marching Band to make it work. > Chris said with only magnet students (and crossovers from above), they will be at "at least" 135 total pax for trip. But they are talking about opening it up to more parents...here's hoping. > Some clarification on trip coordinator - it was Chris's job to start the trip planning process then hand it over to Leo who is department chair and makes decisions. Chris is attending trip as chaperone and he said continue to copy both of them on emails to get questions answered. So I guess they are both primary contacts. 1/4/16: > BJS made revisions as needed to the Power Point and put in the AE Dropbox so BT can share with group leaders. 1/5/16: > BJS emailed PT Rev 1 and IOG Rev 1 to BT. > BJS asked BT if we can go ahead and send the E-agreement. > Since this is going to K, please review all and proceed as needed based on IOG Rev1 and PTP Rev 1, being sure to also update all attachments and add as needed. > Dillon's is their charter choice and JM has secured the contract from Tamika. > TPW, see info above from BT on 12/22/15 re: MITP registration. Please make sure MITP has it correct in their system and we arer shown as the group;s travel planner. If we are not yet showing as the TP, please inform Brett so he can lett he group leader know that they need to call or email MITP and make us the travel planner. Also, go ahead and proceed with the clinics and campus tours at Towson and CMU. __x__ TPW __1/8/16__ ____ HMS ____ 01/05/16: > Per BT, they are ready for K. > BJS changed name on PTP Rev 1 and IOG Rev 1 and made them both the K versions. > BJS and BT discussed and initial payment will be $50pp and due 2/5/16. 1/11/16: > Leo called BT today. > He needs something from Dillon's Charter (like an invoice or quote) to submit with his field trip package today for approval. > He said "even if the price is different from our deal with them". He understands that we include driver room and our price on their quote may be different from our PPBC. > I get the impression that he needs something "official" from them to get approval. It can be emailed directly to him. 01/11/16: > BJS scanned and emailed the Dillon's Bus K to BT so he can share with group for approval. 01/13/16: > BJS completed First Payment INV and made if for 135 students and 15 adults = 150 total. > BJS updated number on bible screen to 150 (135 + 15) based on BT's note on 12/22/15. > BJS also updated number on IOG to 150 (135 + 15) as well as in K Version of PTP. > BJS sent on to CH for CN prep. 1/14/16: > TW sent E-Agreement. 1/16/16: > Per phone call with Leo, trip will have to be cancelled. > Something about not being able to collect money in this short time, admin. decided against it. They use a 3rd party to collect money for events like this and hold it in escrow. There is a problem with that company as well. > Anyway, they want to do the trip next year. BT will follow up soon so we can get in on the books before the end of the school year. 01/17/16: > Per Brett's note, please CANCEL all as needed. > TPW has canceled Hotel and MITP. ___x_ JNM __1-20-16__ __X__ HMS __1/19/16__
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