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Mon Apr 03, 2017
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Fairfield High School Band and Choir-Pittsburgh, PA-03-31-2017
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Trip Notes
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Fairfield HS to Pittsburgh = 200 miles / 3.25hrs non-stop 08/09/16 > DD request from Rachel Thompson as follows: > I thought that I sent this before I went on vacation, but I guess it didn't go through or something. > Ok, so we finally have a weekend we can go on a music department trip and have figured out a destination! > Pittsburgh March 31st and April 1st (one night trip). > Cost is a factor and we would like to keep this trip under $250 if possible. > Maximum students attending would be 70, max total group of 85. We would like to present this to the school board at the end of August if possible. > The most difficult part of the process I think was finding a date! > Things we are interested in/want to do on this trip: > Chorus: a masterclass/clinic with a vocal professional or a standard adjudication, and a public performance of some type > Band: a masterclass/clinic with a band professional, public performance of some type > See the sights of Pittsburgh! We would like to limit walking to a minimum since the weather is temperamental that time of year. > Options we were thinking of are: Zoo/Aquarium, Museums, Carnegie Science Center, River cruise, Symphony or Show downtown, tour one of the many universities(cathedral of learning?), tour Heinz field? > Performances: preferably indoors! I'd like to perform at the VA hospital or children's hospital or even do a tour of local nursing homes as part of the public service part of our trip. It doesn't have to be a large venue, we only have a 30 person band (and that's if they all go) and the choir is about 50 - only 65 students total if they all go. We also have the ability to break into small groups for quartet or ensemble performances if the performance space is limited. > I do have some contacts in Pittsburgh including Pitt and many of the surrounding school districts. Perhaps even a joint concert or exchange concert at a local high school would be possible! > I apologize for how long this took, but I'm glad that we worked it out so that the students get an incredible travel opportunity! 8/15/16 > DD additional info. from Rachel > We will only need two comps (Myself and the chorus teacher). > Yes, we would like to leave Friday morning and return Saturday evening. > The next board meeting in August 22nd, but I understand if that is too soon to get a quality proposal together. The next board meeting after that is September 12th, so we would definitely need something by then. > We would also like to have someone travel with us (Escort) to ensure everything goes smoothly (restaurants have a habit of losing my reservations no matter which manager I confirm with....) 8/16/16: > DD additional information from Rachel about the performances > I have a few options floating around - obviously it's hard to get a hold on most band directors during their well-deserved summer break! I would love to do a Pitt campus tour and I do have a contact at Pitt (Matt Alosi) who, if his schedule allows, may be able to do a band clinic for us, but I don't have any choral contacts (he's helping me look into it). > I'm not sure if we would do a full exchange concert or just use a local school's auditorium to do a clinic - I do know several band directors in the pittsburgh area (or we could head out to IUP...too bad Dr, Stamp retired, but maybe meet the new director of bands for a clinic?). > More than that, I would love to do a community performance at a nursing home or hospital. Honestly, it depends on who/which venues are available and cost. I like the idea of a community performance because I know that clinicians can get pricey-especially if we have to rent the adjudication space. 08/16/16: > BJS and DD discussed and DD is going to tell her that we will take care of all clinic and performance arrangements so we are in charge of contacting and contracting for clinicians and space. > Rachel knows Matt Alosi as he was the BD at Gettysburg HS, the neighboring school district to where Rachel teaches, so she knows him personally and DD also knows Matt and spoke to him at PMEA this past Spring about doing workshops / clinics for different groups coming to the Pittsburgh area. > Butler VA Hospital as a possible VA / Public Performance? I understand there is a nice little hall in our VA here in town . . . > Escort would be an on location escort in PIT, not someone on the bus from home. > TPW, please send to BMG and get to work on IOG. Thanks! __X__ TPW __X__ 9/8/16: > TPW created IOG and reviewed with BJS. > TPW made attachments. 9/9/16: > CH sent out CQRs. 9/12/16: > BJS attached hotel and made the final attachments and adjustments as needed. > BJS ran rates. > CH, please add outstanding charter quoters and then complete PTP - can you make if so it fits on the new printed letterhead? No PP required. __x__ CH _9/12/16___ 09/12/16: > BJS emailed TO Pack to Rachel and then she confirmed receipt via text message saying that it looks amazing!!! > BJS asked for charter choice - quotes were within a few dollars of each other. Awaiting response. > HMS, since they seem so well pleased and I am hoping this will soon go to K, please review and proceed as you see fit. Thanks! __x__ HMS __9/16/2016__ 09/12/16: > Per Rachel, Elite is the charter choice (via text). > BJS sent Slack message to CH informing her of their choice. 10/5/16: > BJS renamed IOG and TO to the K version and made the few necessary adjustments. > BJS completed the Invoices required for the K. > CH, ready for K prep, please advise when complete so BJS can review and then he will direct TPW to email the E-Agreement. Thanks! ____ CH ____ 10/5/16: > TW sent E-Agreement > Rec'd signed E-Agreement! 10/14/16: > TPW printed signed Agreement and gave to BJS. > CH, please process GLH per SOP. > As this group is now UNDER CONTRACT, everybody needs to review and make certain that ALL is in order. > 1st $ due 11/11/16. _x___ CH _10/20/16___ __x__ TPW __10/20/16__ __x__ HMS __10/31/2016__ 11/10/16 > DD note from Rachel Thompson: I sent out our first payment and travel planner letter today. After initial sign-ups, it looks like we will only need 1 bus (only 43 students are able to go on the trip). We are going to limit chaperones to make sure we fit onto one bus. I know that will change our 2nd payment a bit. Let me know if we can update the 2nd payment amount or if that just waits until the final count/final payment is in. 11/15/16 > First payment of 6,375.00 rec'd. Check #00819818 > TPL Letter rec'd. 11/20/16: > Total pax will now be no more than 56 (43 + 12 + 1). > BJS updated number on Bible screen, IOG and Status Schedule. > CH, please release one coach. > TPW, please reduce room block at the hotel accordingly. BJS has asked DD for updated ensemble info for any clinics and performances. > HMS, please advise your vendors accordingly. > Dave, how will these lower numbers affect her ensembles for the workshop? What ensembles will be doing the workshop(s) and how many students in each? > Dave, she can adjust her next payment as she wants - we will not send an updated invoice until FPGF & RL time. > Dave, make sure she is aware there will be some adjustments (comps, added value items, etc.) to her inclusions / rates since group is well below contract minimums. Per SOP, we will do all we can to minimize the changes and not increase rates, but we cannot guarantee this until 60-days prior to trip when final numbers are guaranteed. __x__ CH _11/21/16___ ____ TPW ____ __x__ HMS _2/6/17___ 11/20/16 > DD Will pass along information and questions. She was supposed to get back in Nov. about the Sr. Class Trip. Will follow up. 12/28/16 > MES Check #00819842 received in the amount of $7,787.50. 01/23/17 News from Rachel re. Sr Class Trip Ok, so I finally got some specifics from the senior class: They would like to do an overnight trip for $75 to a camping (in cabins or a hotel, not tents!) or adventure resort April 21/22. We would be taking school buses, so no need to worry about factoring in transportation. I advised them that an overnight trip would be probably over $100, but they won't believe it until they see it..... We'd like to have 50 students on the trip, but a more likely number is 25. So, as an alternate, are there any places within a day trip distance that would do that sort of thing? I know that you guys don't usually do day trips though, so maybe you could point me in the right direction. Let me know what you can find and such! 1/27/17 > CH reviewed all forms rec’d on 1/27/17 (RL, FPGF, HIF & FAF). > Total Pax = 53 PAX (42 + 10 + 1). > RMS / PAX 03 Qt / 15 06 Q / 24 01 T / 03 05 D / 10 01 S / 01 (CCIS ESCORT) TOTALS = 16 ROOMS and 53 PAX (42 + 10 + 1). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL pack Hotel on 2/14/17 – PCCF due 2/13/17 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 52 bags and 104 tags. > BJS, the HIF requested boys and girls on separate floors with security guards for each floor. I do not see this in the TO K version or the contract. Security is not attached to the trip. ___X__ MES Bags and Tags sent 1/30/17 via FedEx ____ HMS ____ _____ BJS _____ 2/26/17: > BJS reviewed numbers and updated attachments to match actual DOF (51) with just 1 comp. > We are $1173 off of our minimum profit number, or $23 per paying pax. > We cannot keep losing money when people are so far below their K minimums, so BJS sent the following EM to Rachel with options - Rachel: After reviewing your final guaranteed numbers and the fact that your group ended up 33% below your contract minimum (52 instead of 78), I wanted to reach out to you before sending your final invoice with a couple of options. Based on exactly 52 trip participants, we can: 1. Keep everything exactly as included in the contract and there would be a $30 per person surcharge. 2. Reduce the number of comps from 2 to 1 and there would be a $20 per person surcharge. 3. Reduce the comps to 1 and delete two of the three $10 Meal Credits and there would be no change in the individual package rates. You also wanted to add two security guards. The fee for each Student Watchers Guard is $175 for the night, so two guards would be an additional $300. Please let me know no later than 03/01/17 which of the three options above you want to proceed with. We will also need to know at the time whether you want any guards and if so, how many. Do not hesitate to contact me if you have any questions or concerns. Thank you, 03/01/17: > Per Rachel , keep inclusions as Contracted and add the $30 / pax surcharge. > She is also looking for performance info. 03/02/17: > BJS replied to Rachel et al - Rachel: Thanks for getting back to me. I will now prepare your group’s Final Invoice accordingly. I have also copied Hollie on this response and she will be in touch re: Performance / Clinics, etc. Have a great rest of the week and even better weekend, BJS. > BJS updated rates on Bible screen to include the $30pp surcharge. 03/06/17: > BJS emailed and mailed Final INV #6170, $2,261.50 and made due 3/20/17. 03/20/17: > BJS sent EM re: Security, since we did niotget an answer when we asked a few weeks back - Rachel: Do you still want Security? Per my email from a few weeks ago . . . You wanted CCIS to add two security guards. The fee for each Student Watchers Guard is $175 for the night, so two guards would be an additional $300. Please advise. BJS 03/20/17: > BJS sent FI via EM to Rachel et al . . . Rachel: Attached please find an advance copy of the Final Itinerary for your group’s up-coming trip to Pittsburgh. 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, meal credit cashier’s check, etc., will be delivered via FedEx prior to your departure. Should you have any questions or concerns, do not hesitate to reach out to Dave Dietz (717.580.6908) - he 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. 3/20/17: > BJS sent BRF to JAF. SN will take cash to client when she is escorting the trip. 3/22/17 >MES Final payment was received Check #00819880 in the amount of $2,261.50. 03/23/17: > BJS EM and Mailed INV #6195, $300.00 and made due 3/31/17. This is for the two late add security guards. 03/31/17: > Rec;d check $819888, $400.00. > Acct is now PIF.
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