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Trip Reports:
Bible (Basic Trip Report)
General Trip Information
Updated
Tue May 30, 2017
Trip Name
Seneca Valley High School Band-Louisville, KY-05-04-2017
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Seneca Valley High School Band (PA)
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Toronto, ON, CANADA,
Toronto, ON, Canada, CO
Toronto, Ontario, CA
Toronto, Ontario, CN
Toronto, Ontario, CA,
Torrington, CT, CT
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
Dbl
Trip
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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 )
Seneca Valley High School ---> Louisville, Ky: 411 miles / 7 hours non-stop Newport Aquarium to Dayton = 65 miles / 1.5 hrs non-stop Dayton to SVHS = 280 miles / 5 hrs non-stop 6/6/16 > SN has been in contact via EM with Bob, Varden, and Linda regarding travel to Louisville, KY for the Pegasus Parade in May 2017 > May 4th - May 7th, 2017 > Similar trip to last time: Cincinnati Zoo, *maybe* a CSO performance (SN is checking to see if the program is worthwhile for students), add Louisville Slugger Factory > They DO NOT want to stay at the Great Wolf Lodge. > As always, yes to security and escort > Comps = 1/10 6/22/16 > EM recieved from Linda, asking about the proposal status. 6/28/16 > EM from Bob indicates they do NOT want to attend the CSO performance! 06/28/16: > BJS and SN discussed IOG via GTM. > Since he doesn't want Symphony Concert, two options - - - 1. Delete Saturday after the zoo & Cruise and come home, arriving school on Saturday evening. 2. Would they consider a Wednesday after school departure to Cincinnati, and then Tuesday AM could be a bit more leisurely and they could go to the Louisville Slugger Museum on Thursday before meeting Parade host. Still depart Cincinnati on Saturday afternoon. > SN is going to share the current IOG with Bob et al., and then get their input on these two ideas. We will not proceed further until we hear back from SN. > SN EM'd current IOG with the above ideas to Bob, Varden, and Linda. 6/30/16 >Emails between SN, Bob, Varden, and Linda have yielded the following results: No CSO concert, but all agree they wish to travel early Thursday morning and return on Saturday night. Varden suggests the following activities: "I agree with Bob, we should leave Thursday morning and return Saturday night. I think we should consider the following itinerary for Saturday: *Check out of hotel *Newport Aquarium *Lunch at the food court near the Aquarium *Depart for National Air Force Museum in Dayton (Linda's idea) *Depart for home from Dayton > Is this possible? It alleviates any concerns about weather (the Zoo is weather dependent)" 06/30/16: > CH, please see SN's note from 6/30/16 and then revise IOG and proceed as needed. They will not get home on Saturday night, so it will end up being just a 2-night hotel stay, Thursday & Friday nights. Return date and time will also need adjusted above. __X__ CH _6/30/16___ 07/05/16: > BJS reviewed IOG and made a few adjustments. > CH, please send CQR to Baron's, Lenzner, Myers, and Mlaker. > CH, can we make a hotel choice at this point? IF so, we will need to let them know it will now be just a two night stay since the group is checking out on Saturday AM. > CH, please make attachments and then send along to HMS so she can make any necessary calls, updates, etc. to her vendors. > PTP needs to be completed this week if at al possible. Thanks! ____ CH ____ ____ HMS ____ 7/14/16 > SN received EM from Linda. The group is pretty anxious for the updated PTP in order to work on fundraising. 07/14/16: > BJS reviewed IOG and attachments, updated as needed and then ran rates and entered in system. > BJS sent to CH for PTP prep. 07/15/16: > CH completed PTP. > BJS reviewed and then sent files to SN so she can pass along to the group. > SN reviewed PTP and IOG and EM'd to the group. 7/22/16 > Myers is their charter choice. 8/19/16 > Linda would like to know the deadline schedule as found on the back of the contract notebook. 08/28/16: > BJS reviewed and then renamed IOG and PTP to contract versions and then sent to CH for K prep. > Since K will be going to Client early this week, please rteview and proceed as needed with all attachments. Thanks! __x__ TPW _8/29/16___ ____ CH ____ ____ HMS ____ 8/31/16: > TW sent E-Agreement 9/6/16: > Rec'd E-Agreement. 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___ _____HMS_____ 9/26/16 > EM received from Linda, asking for the contract binder. She says it can be sent directly to her home address: 314 Ashbury Lane, Cranberry Twp, PA 16066. 10/10/16 > Rec'd TPL / mes 10/10/16 > CH rec'd payment ch# 4320 $30,480.00 per 1st payment invoice #6055 1/9/17 > SN has been in communication with Bob via EM regarding the status of his application. He said last week that he was completing it, along with the require photo of the group. SN EM'd today, asking about the status of the application and requested a copy be forwarded to us for our own files. 1/10/17 > SN received a copy of the Pegasus Parade application via email and forwarded to BJS. 1/25/17 > MES Check #4341 was received in the amount of $42,477.50. 02/14/17: > Rec'd official parade acceptance letter fromBob. > Along with letter cam several forms. > BJS told Bob we would complete what we could and then he'd have to do the rest. > BJS sent Em to Bob - Unfortunately, upon my review, there is not much we are able to complete. CCIS will take care of the Insurance Certificate; however, you will need to complete the other forms (Release & Indemnity, Medical Release, TV Commentary, & Paraphernalia Order Form) and return as directed on the Form Checklist, no later than March 20, 2017. 3/15/17 > CH reviewed all forms rec’d on 3/2/17 (RL, FPGF, HIF & FAF). > Total Pax = 225 PAX (202 + 22 + 1). > RMS / PAX 49 Q / 196 02 T / 06 11 D / 22 01 S / 01 (Escort) TOTALS = 64 ROOMS and 225 PAX (202 + 22 + 1). > 63 rooms + 1 "Bonus / Sick" room = 64 rooms > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL pack to Hotel on 3/20/17 – PCCF due 3/17/17 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please prepare 224 bags and 448 tags for SN to deliver on date TBD. _____ MES _____ ____ HMS ____ 3/19/17: > BJS reviewed numbers and all within K requirements, so no changes required. > BJS emailed and mailed INV #6191, $30,733.50, and made due 03/27/17. > BJS sent Insurance Certificate info to JAF. 05/01/17: > BJS emailed FI and QR Code Sheet to Bob et al - Attached please find an advance copy of the Final Itinerary for your group’s up-coming trip to the Pegasus Parade in Louisville. 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, including all tickets, meal coupons, cash, etc. 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. 05/02/17 > Questions from last night's meeting. SN EM'd BJS, HMS, and CH: * When the band is at the Ramada parking lot to change (on the coaches) prior to the parade, will there be access to a room or to bathrooms? * At the Drury Inn, is there going to be a separate area for the group to eat breakfast? Ken has concerns with how this will go, since he says the Drury's breakfast areas aren't really good for large numbers of people. * Linda (trip coordinator) never got an answer from King's Island regarding what to do about the nut allergy students during the picnic. 05/15/17 >MES Check #4357 in the amount of $30,733.50 was received as PIF (invoice #6191).
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