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General Trip Information
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Wed May 10, 2017
Trip Name
Shaler High School Music Dept.-Myrtle Beach, SC-04-05-2017
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Shaler High School Music Dept.
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Contract
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Deposit
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First Payment
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Received
Final PAX
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Final Room List
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Received
Hotel Info Form
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Balance
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Contract Status
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Trip Notes
( Print Note )
( E-Mail Corporate )
Shaler HS to Myrtle Beach = 620 miles / 10.5 hrs non-stop 4/7/16 > SN communicated via EM with George and Kristin about travel to Myrtle Beach next April, participating in a Festivals of Music program. > They would prefer departure time to be midnight on 4/6 or late night on 4/5. Itinerary Possibilities: * Oceanfront hotel in North Myrtle * Shopping time at Broadway at the Beach * Ripley's Aquarium * Wonderworks * DJ Party/BBQ (if possible on the beach) night after competition or some sort of dinner/lunch dance cruise * House of Blues * Alabama Theater (One)/Cirque Show? * Beach Time > SN asked about budget, escort, and the breakdown of ensembles participating. > Festivals of Music 5/3/16 >George asked about the status of the proposal. Total budget $700-750, with an escort if possible. Same ensembles as this year. 5/9/16: > BJS , CH & TPW completed IOG. > BMG is already working on hotel - CH will need to add attachments once final decision is made. > JNM, please send IOG to Barron's to get quote since we now have a completed IOG. > JNM & HMS< please review and update / make calls, etc. as needed. Remember, this is a really large group. > TPW, please make necessary arrangements / attached with Festivals of Music. > Please return to BJS when ready for quote. > SN is to deliver PTP to client early next week. __x__ JNM __5-10-16__ __x__ TPW ___5/11/16_ __x__ CH _5/12/16___ ____ HMS ____ 5/10/16 >According to George, total PAX should be closer to 300 students and 30 adults. 5/11/16: > BJS updated IOG and Bible numbers to 331 (300 + 30 + 1). __x__ CH _5/11/16___ __x__ TPW _5/11/16___ __x___ HMS ___ 05/18/16: > After significant review and discussion with HMS, CH and SN, we decided there is no way their budget can handle the 4 night trip, so we were able to get everything in with a 3-nighter instead. > BJS revised IOG and attachments as needed. > JNM has sent revised IOG to Baron's for an updated quote. > BJS ran rates and sent to CH for PTP Prep. 05/18/16: > BJS sent IOG & PTP Files to SN for her meeting tomorrow at the school. 5/19/16 >SN met with George and Kristin to review PTP. Overall, they like all the activities within the trip, but would like to see what would happen with a couple changes: 1. Could they leave at midnight Wed./Thurs. and move Thursday activities to Sunday? 2. In doing the above, could they leave on Sunday evening for an arrival time on Monday morning (after school buses left for the day)? >They are aware that these changes will result in an upward change in price, but they would like to see how this would work anyway. (Kristin prefers the trip "as is") 05/25/16: > BJS and Ch reviewed notes from SN meeting with Directors and then revised and updated IOG as needed and named it IOG Rev1. > JNM, please send REVISED IOG to Baron's for their revised quote. > CH, please get answers on menus and all-inclusive prices from hotel base on our new needs. > Please update all attachments as needed and get backl to BJS as soon as possible so we can complete revised PTP. _x___ JNM __5-26-16___ __X__ HMS _5/26/16___ __x__ CH _5-26-16___ 05/27/16: > SN received from George - Hi Steph - We are very quickly getting to the end of the school year. Did you guys have an opportunity to take a look at the things that we discussed for our Myrtle Beach Trip? I know that I would like to see the cost of this trip come down a little. I do know that everything increases a little from year to year, but here is what I am looking at: This current proposal and the last trip that we took to Myrtle are basically the exact same cost. That being said, the last time we traveled, we had the same itinerary (minus the seafood buffett), the same hotel, and we stayed for an extra day and night longer. We also had an additional breakfast and then traveled home on Monday morning. So, I can't wrap my head around how this trip is the same cost as the last one that we took and has one less day, one less night in the hotel, and one less breakfast. Let me know what your thoughts are. I know that many people will have an issue with the lack of time down there, less night, and higher cost. Thanks, George 05/31/16: > BJS reviewed attachments and made adjustments as needed and then ran revised rates. > Package rates increased $44 pp across the board. > CH did some research and ran some comparisons from trips 4 & 5 years ago to demonstrate where the increased rates have come from. > Based on a comparison from 2012 & 2013 trips to Myrtle Beach of a similar size - Rooms increased NLT $35 / night, Food & Beverage at the hotel alone have increased $50pp, Ripley's has gone up $10pp, Festival Fee increased $10pp., etc., That's $105 per person based on a quick sampling and doesn't necessarily include all of the increases. > CH completed PT Rev 1. > BJS emailed files to SN. 6/1/16 >George and Kristin like the updated proposal and understand the price increases. They will take this to their boosters and will get back to me ASAP to confirm that everything is OK to go. >KEEP all 8 buses! 6/6/16 >SN LVM for George to find out the status of decision on revision. 6/21/16 > Go to K based on PTP Revision I. 06/23/16: > BJS updated name of REV 1 files to K Version. > Red folder is currently in my file drawer. Please review and proceed as needed and then advise ASAP that all is good to go for us to complete their CCIS contract. Thanks! ____ TPW ____ ____ CH ____ __X__ HMS _9/1/2016___ 08/28/16: > BJS reviewed attachments and then re-ran rates and called it K version. Also renamed IOG and PTP Rev 1 to K versions as well. > BJS sent to CH for K prep. E-agreement to be sent early this week. 8/30/16: > TW sent E-Agreement. 8/31/16: > TW rec'd signed E-Agreement 9/18/16 > SN and CH are working on site visit information. George should have name finalized by Monday evening. CH says 3 rooms are going to be reserved, just in case. 09/22/16 > George is anticipating reduced numbers and could possibly drop down to 6 buses. He says 260 students and he is checking on the adult number and will get back to us > George says close to 286 total, 258 students and 28 adults. 9/23/16 > Rec'd signed Agreement. > As this group is now UNDER CONTRACT, please review and proceed as needed. __x___CH__9/23/16___ __x___TPW__9/26/16___ __x___HMS_10/4/16____ 10/03/16 > EM from George indicates a total number will probably be around 286, which is below their minimum of 298. Will this reflect the cost at all and by how much? 10/4/16: > BJS answer to SN's ? from Geo on 10/3/16 re: lower numbers. > We will keep price as is, but may need to adjust number of comps by no more than one or two - we will wait to make that determination once FPGF and RL come due. > Does the group want us to adjust the number of coaches and if so, to what? > We will also adjust the room block at the hotel and other inclusions as needed. > SN, please advise ASAP. Thanks! 10/10/16: > Rec'd TPL / mes 10/20/16 > CH rec'd 3 checks - ch#1638 - Band - $31,771.00, ch#230 - Orchestra - $6,150.00 and ch#3452 - Choir - $28,477.00 = total of $66,398.00 01/18/17 > MES Check #1670 was received in the amount of $47,832.00. 01/23/17 > MES Check #237 was received in the amount of $8,995.00. 2/1/17 > CH reviewed all forms rec’d on 1/27/17 (RL, FPGF, HIF & FAF). > Total Pax = 280 PAX (245 + 34 + 1). > RMS / PAX 58 Q / 232 04 T / 12 17 D / 34 02 S / 02 TOTALS = 81 ROOMS and 280 PAX (245 + 34 + 1). *2 rooms will check out Friday. > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL pack Hotel on 2/17/17 – PCCF due 2/16/17 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 279 bags and 558 tags. __X___ MES 3/15/17 Bags (279) and tags (558) are ready for SN to deliver. __x__ HMS _2/6/17___ 3/7/17: > Per CH, coaches = 6 not 8 as originally contracted. > BJS reviewed numbers and just slightly below K minimum, so only change was reducing comps by 1 from 24 to 23. > BJS emailed Final Invoices - all due 3/17/17 > Band = #6172, $38,664.08 > Choir = #6173, $30,223.15 > Orchestra = #6174, $7,300.66 > Total due on account = $78,187.89 > SN, ONLY if THEY ask about the two rooms that are only for two nights instead of three like everyone else, (equipment truck and accompanist i believe) we will issue a refund for those room nights if the hotel credits it back to us. 03/08/17: > They asked and BJS completed and sent the revised invoices to Geo for the Band & Choir. > Band #6172, $38,308.08 (savings of $356.00). > Choir, #6173, $29,957.15 (savings of $266.00). > Savings created by partial packages for the choir accompanist (single) and the equipment truck drivers (doubles). > Revised Total due on account = $77,565.89. 03/20/17: > BJS sent BRF to JAF - Ken will take cash when escorting. 3/23/17 >MES Band invoice #6172 was paid Check #1681 in the amount of $38,308.08. 3/27/17 >MES Choir invoice #6173 was paid Check #3478 in the amount of $29,957.15. 03/27/17: > SN picked up Final Itinerary Packet for delivery to Ken. 03/27/17: > BJS emailed final itinewrary to Geo & Kristin et al - George & Kristin: Attached please find an advance copy of the Final Itinerary for your group’s up-coming trip to Myrtle Beach. Your group’s QR Code half-sheet is also attached. This needs to be provided to each member of your group and their families so they will have access to the Final Itinerary via their smart phone / device. For anyone who has a smart phone, it is important that they use the QR code, for it is how we will communicate with the group should there be any changes to the itinerary due to inclement weather, etc. Ken will have your complete packet and Stephanie has already delivered your group’s CCIS Sport Bags and Luggage Tags. Should you have any questions or concerns, do not hesitate to reach out to Stephanie (724.822.6633) - she is a pro at these trips! Wishing you all the best for a safe and wonderful trip. Thank you again for allowing us to be of service to you, your students, and their families. Sincerely, BJS. 4/18/17 > Check #242 for orchestra in the amount of $7,300.66 for invoice #6174 was received.
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