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Wed Mar 29, 2017
Trip Name
Leechburg Area High School Band and Choir-Washington, DC-03-31-2017
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Leechburg Area High School Band and Choir
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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 )
Leechburg HS ---> Washington D.C. 250 miles/4.5 hours 7/25/16: > Band performance and choir performance at a VA hospital or nursing home, just not an outdoor public performance > Air and Space Museum > Tour of the memorials > See a concert or performance > Open to suggestions > Budget $500 and under, including bus > Overnight security > Leave around 7am to avoid school buses > Return by 6pm Sunday night. 9/14/16: > TW and BJS reviewed IOG. TW made attachments. > CH , Please send out for Charter quotes and pass on to BJS. > BJS, please review and add security > HMS, please review attachments and proceed as needed. __x___ CH __9/16/16___ __X___ BJS _9/16/16____ __X___ HMS _9/21/16____ 09/15/16 > SN receive text from Rob asking about the status of the trip > BJS told her to go ahead and get a meeting scheduled to present the TO next week, anytime AFTER Wednesday (9/21/16). 09/18/16 > TO meeting set for 9/22 09/21/16: > BJS reviewed attachments and then ran rates and sent to CH for TO prep. > CH is meeting with client tomorrow afternoon at 3.15pm. 09/21/16: > CH completed TO and then BJS reviewed and sent TO Pack to SN. 09/23/16 > SN met with Rob Reams and he is generally very pleased! He is not 100% sure if Rent will be OK for the students and will make a decision ASAP. > Can the National Zoo and the VA center performance be switched? > Mlaker is their charter choice 09/28/16 > SN received texts from Rob this morning asking if instead of Rent, if they could look in to the Little Mermaid on April 1st at the Kennedy Center Opera House or Battlefied at the Family Theater. He also wishes to have a little time to change clothes if possible. (maybe this would be something they could do on the bus?) 10/24/16 > Text received from Rob saying he only anticipates 26 students and 4 adults. He would like to know how this affects pricing. 10/26/16 > Text received from Rob says he has 29 students and 5 adults. He feels this is pretty accurate because he required a significant deposit from the kids. 10/27/16 > Texts from Rob suggesting leaving early Friday instead of Thursday. > If possible, move Twilight Tour to Friday instead of Medieval Times > Eliminate all other Thursday activities > Alternate dinner plans instead of Medieval Times. > Rob suggested these to eliminate a hotel night and possibly save costs. 11/03/16 > Text received from Rob inquiring about the updated costs based on the above changes. 11/10/16 > Another text received from Rob regarding updated costs.. 11/10/16: > BJS updated numbers in system, IOG and Status Schedule to 36 (30 + 6). > BJS had GTM with SN and together we created IOG Rev 1, Deleted a night and made several other changes, but kept as much as we could that HMS had already been in contact with. > BJS then ran rates the old fashioned way and sent to SN with IOG so she can share with client. > Entered rates below, but made no changes to any of the attachments. > We will wait to see if this is going to be the plan they go with and / or if the trip gets to K before proceeding with further calls / arrangements. > BJS EM to SN - Stephanie: See notes in system and IOG attached. Rates in TPMS are the ones to share with BD. Rates are based on 32 – 36 total pax and include 1 comp. We will get revised charter rates once we know if he a go with this IOG. Remember to get charter company choices in order of preference. Once the IOG is settled, we will go back to the companies, in order of preference, to get a revised quote - based on availability. Since we are deleting a day, I would estimate a savings of about $500 on the bus. Please get this to him today of at all possible since he has been anxiously awaiting the revision. Thanks, BJS ____ HMS FYI ____ TPW FYI ____ CH FYI > SN sent updated IOG and rates to Rob for his review 11/11/16 > SN received EM from Rob which stated he did not agree with the IOG as presented and had the following suggestions: 7 AM – Depart (1 hour for meal on the road - $10 meal credit) 2 PM – Arrive at VA (unload/warm up/etc.) 3 PM - Performance at VA 4:00 PM – Pack up after the performance/change clothes 4:30 PM – Depart for Buca di Beppo 5:00 PM – Buca di Beppo 6:30 PM – Twilight Tour 9:30 PM – Hotel Check-In 12/06/16 > Rob EM'd asking how the above changes are coming along.. 12/8/16: > Tutti Review - > TPW did nothing for performances. > Hotel needs reduced by 1 night (CH is working on this) > Need re-quote from Mlaker for the bus we already have under K (this is since trip is now 1-day shorter). CH has requested this. > BJS updated rates and they are now the K Rates. > IOG is now updated and called the IOG K Version (aka - he can make NO MORE CHANGES). > BJS competed TO K Version, but CH needs to insert the correct charter rate and then add IOG and PPBCC to create the TO K Version Pack and put it all on letterhead. > BJS set due dates and will do Invoices as soon as we have the new rate from Mlaker. > Wants to be able to send E-Agreement on Friday, 12/9/16. 12/15/16 > EM received asking for his K version of the TO with revisions. Says he will send the OK to Pay for the ballet once this is received. 12/20/16: > BJS completed TO - K Version, IOG and 1st Payment INV, #6130, $5,400.00 and made $ die 01/13/17. > BJS emailed 1st Payment INV since due date is just after the 1st of the year. Group has $ collected per SN. > CH, please make TO K Version Packet pretty and email to SN so she can send to the client this afternoon. > CH, please prepare and send E-Agreement with due date of 12/30/16. Thanks!!! _x___ CH _12/20/16 1/3/17 > CH printed E-Agreement and signed for BJS > MES, please process GLH per SOP > As this group is now UNDER CONTRACT, please review and proceed as needed. _x____ MES 1/3/17 _____ CH _____ _____ HMS _____ 1/4/17 > Text received from Rob says they now have 31 students and 8 adults, which is higher than the amount we currently have in the system. 1/5/17 > Rob texted SN, saying he can get room lists to us, most likely by tomorrow, as he has been having the kids sign up for rooms this week. 1/12/17 > MES Travel planner letter received. 1/16/17 > MES Check #7314 in the amount of $5,400.00 was received. 1/20/17 > SN sent Rob a reminder about their forms. 1/30/17 > CH processed forms received on 1/26/17 (RL, FPGF, HIF & FAF). > Total Pax = 39 PAX (31 + 8). > RMS / PAX 01 Qt / 05 05 Q / 20 02 T / 06 04 D / 08 00 S / 00 TOTALS = 12 ROOMS and 39 PAX (31 + 8). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL pack Hotel on 2/9/17 as this is the day of the RL is due to the hotel. > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 39 bags and 78 tags. ___x__ MES 1/31/17 via FedEx _x___ HMS __2/6/17__ 2/26/17: > BJS reviewed numbers and all good in regards to K. > BJS emailed Final INV #6167, $13,990.00 and made due 3/10/17. 3/2/17 > MES Cashiers check sent via 2-day FedEx. 03/13/17: > BJS emailed Final Itinerary to Rob et al - Rob: Attached please find an advance copy of the Final Itinerary for your group’s up-coming trip to Washington, DC. 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. Your complete packet, including all tickets, etc., will be delivered via FedEx prior to your departure. 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 3/23/17 >MES Final Payment received Check #7352 in the amount of $13,990.00.
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