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General Trip Information
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Thu Aug 10, 2017
Trip Name
North Allegheny High School Band-Virginia Beach, VA-03-29-2017
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North Allegheny High School Band
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Trip Notes
( Print Note )
( E-Mail Corporate )
North Allegheny HS ---> Virginia Beach 448 miles/7.5 hours > SN has been in contact with Steve and Todd regarding FoM trip to VA Beach, March 30th - April 2nd 2017. > SN has sent the following basic outline to both, regarding this trip. *Wednesday departure, around 5pm, with box dinner provided. *Thursday morning - late breakfast and beach time *Thursday afternoon - visit the Adventure Park at Virginia Beach *Thursday evening - Spirit of Norfolk dinner cruise *Friday - performance/competition day with Festivals of Music *Saturday - performance/competition/awards ceremony at Busch Gardens *Sunday - travel for home > The only concern is the arrival time in VA Beach, which would be roughly 1 or 2am. As long as Todd and Steve are OK with this, then we can proceed. 09/15/16: > BJS and CH reviewed and updated IOG as needed. > made some preliminary attachments. > CH, please send CQRs to Barons, Anderson, Mlaker, Lenzner and Myers. > CH, please complete attachments as needed and then pass to TPW so he can make the FOM application. > TPW, please register this group for the FoM using the same ensembles as their most recent trip to a FoM competition for now to hold the space. Please let your friend Tom know that they cannot be scheduled past 5PM for any performances on Friday evening - they have a dinner cruise that night. As soon as you have completed, please deliver to HMS as she needs to make the calls for food and attractions today or Friday. > HMS, please make the necessary calls and updates for food and attractions. > SN is to meet with Todd & Steve early next week. Thanks! __x__ CH _9/16/16___ __x__ TPW __9/15/16__ __x__ HMS __9/16/2016__ 09/18/16: > BJS added his attachments and then reviewed other attachments. > Still awaiting confirmation / pricing from Student Dinner Theatre for Friday night's Dinner as well as possible lunch at Sheraton for Friday's lunch. > Will need to discuss at Monday morning's Staff Mtg since price is probably over budget, although we have no budget, I don't think they want a trip of over $900! - May need to consider other lunch in place of Hotel Lunch on Thursday - May need to consider departing for home on Saturday night after Busch Gardens. Will save $30 in meals alone + a night at the hotel which is another $40+. > BJS renamed the original IOG the Wed Departure - 4 Nights (BJS is referring to this one as the Full Monty), and then created a Wed Departure - 3 Nights IOG (no Saturday stay over), and a Thursday Departure - 3 Nights (this most resembles what they did on 2013). > Will run rates for all three so they have the options at hand. 09/21/16: > BJS ran rates for all three IOGs. > ACTIVE attachments in system are all based on the Wednesday Departure 4-Night IOG. > All rates are based on 314 - 347 total trip participants and include 24 Comps at the Adult Double Package rate. > All charter quotes in the system are based on the Wednesday Departure 4-Night (Full Monty) IOG. Obviously, once they make their IOG choice - we will approach their selected charter company for a re-quote if they select something other than the Full Monty. > Full Monty (Wednesday Departure 4-Night) starts at $799 / Student Quad. > Wednesday Departure 3 Night starts at $719 / Student Quad > Thursday Departure 3-Nights starts at $659 / Student Quad. > In 2013 they also departed on Thursday morning and had a 3-night stay. > SN, please review all IOGs and rates carefully and call BJS if you have any questions or concerns, before passing along to Todd & Steve on Thursday AM. Also, be sure to give them explanation of the VA Adventure Park - and if you feel it necessary, direct them to the park's website. > We will proceed as needed once they have finalized their IOG selection. ____ CH FYI ____ TPW FYI ____ HMS FYI 09/28/16: > Per SN, Todd wants to do the Wednesday Departure 3-Night stay with the following adjustments: > DEPART school at 10PM on Wednesday night and arrive hotel at 6:30AM. > DELETE The Adventure park and replace with additional Beach Time (homework time, etc.). > BJS updated IOG and called it K Version. > BJS updated times on Bible screen. > BJS asked Stephanie to get their charter company choice so we can go back to that one company for a re-quote. > BJS did NOT update any attachments that other CCIS staff members were involved with - they will each need to do this as they make their calls, etc. since we are going to K. > BJS will need to update rates once we have the updated hotel K. > CH, please get an updated K from the hotel based on the IOG K Version. > CH, you will also need to get revised charter quote once we know which company they are using. > This is going to K based on the K version of the IOG, so please review and proceed as needed. Thanks! ____ CH ____ __x__ HMS _10/4/2016___ __x__ TPW __10/5/16__ 09/29/16 >SN received EM today from North Allegheny asking for a recommendation regarding a charter company. He specifically was curious about the availability of wi-fi and outlets. >Out of the quotes we have, I seem to recall that in the past, Anderson could guarantee this for an additional cost, but the others it is rather hit or miss - no guarantees. 10/4/16: > Here are the responses from the Charter companies: · Lenzner - All of our vehicles have wi-fi in them....and I should be able to have all with the outlets, also. · Mlaker - Yes we should be. the price to insure the extra amenities is $200. Please advise. · Myers - ALL buses have WIFI All buses have at least 2 outlets wither in the front or the rear · Anderson - All of our equipment has both wifi and outlets. > SN, please share with the BDs and get their choice so we can then ask that company for a revised quote based on their revised IOG. 10/06/16 > Todd EM'd, saying they choose Anderson. 10/9/17: > BJS reviewed attachments and then ran rates (K version) and updated below. > CH, we are ready for TO. It will be the K Version as it is the only TO we will have done for them since we gave them multiple IOG options. > BJS completed the necessary invoices for the K, so as soon as TO is reviewed, we will be ready for the K as well. We will want to get this ti TPW on Monday so the E-agreement can be sent on Monday as well. __X__ CH __X__ 10/10/16: > BJS sent TO Pack K version to SN. > SN will send to Todd and also alert him that E-Agreement will follow within the next 24-hrs. > BJS sent Slack to TPW to send W-Agreement. 10/13/16: > ON HOLD - Trip was about $70 more than they were expecting. > BJS and SN developed an IOG and rates that will get them below their budget number. SN is sharing with Todd today and will advise. We also have some options to get them even lower if necessary. > BJS sent SLACK Message to staff so they are aware - IMPORTANT!!! North Allegheny is not yet UNDER K, so please be careful of what you are signing - there are possible changes in the work as the trip we sent the K for is about $70 more than they wanted. Revision is under consideration. > EM sent to Todd by SN, including IOG revision and new rates (BJS cc'd): Good afternoon Todd! After discussing the concerns about keeping the total budget under $750, we revised your itinerary in order to bring the package price into a more comfortable range for you. See the attached IOG for an updated schedule, which will bring the overall cost of the trip under $750. If this looks good, we will submit this to the charter company for an updated quote, but the expectation is that this price will not have much fluxuation. The revisions are outlined within the IOG, but the breakdown of the suggested changes are as follows: Departure time from the school is Thursday morning, making Thursday your travel day with your arrival in the afternoon. Once at the hotel, you can check in, relax and have beach time, and enjoy the Student Mystery Dinner Theatre that evening - all at the hotel. Friday will be your concert competition performance day, with lunch being delivered by Subway to your performance site and dinner at California Pizza Kitchen at MacArthur Center Mall. Note that the package prices are included on this IOG in the lower right. Using the new student quad rate of $603, plus $139 for transportation per person (using the current bus price of $6339 x 7 buses/320 total participants) will result in a total of $742. Let us know if this looks like a satisfactory version of your trip and if, after your review, you feel you would like to see further reduction, we do have a couple more suggestions which we could share. If this is something you would like to explore further, please give me a call! Thanks Todd and enjoy the rest of your afternoon! ~ Stephanie 10/17/16: > BJS sent EM to Todd - Todd: Congratulations to you and your students on being selected to perform in Atlantic City for the NAfME Eastern Division Conference - what a fantastic and well-deserved honor! I would like to offer our services and make any necessary travel arrangements for the group’s trip to New Jersey. We will do this on a complimentary basis - at our cost. I realize the announcement was just made, but let’s get together to talk about your needs so we can begin putting the pieces in place regarding any necessary hotel stays, transportation, and / or meals since we know there is a large convention in Atlantic City that weekend. I also know Stephanie has been sharing several different options that she and I have worked on regarding the Band’s trip to VA Beach. With so many options, we really need to get this finalized as we have several contracts that are now due. Please give me a call at your very earliest convenience. I would like to speak with you so I am confident you are getting what you want and need – we can do this over the phone or I can come to the school tomorrow or Wednesday. Congratulations again and I look forward to hearing from you. Have a great Monday, Bryan 10/18/16: > BJS received EM from Todd - Hi Bryan- Thanks for the message we are excited to have been selected. We were selected for PMEA too, but the indoor drum line is going to WGI Worlds that week and I already promised they could go…we have not decided if we are doing a day trip or hotel yet…that’s next on my list I didn’t quite understand Stephanie’s email….can we leave Wednesday evening, then depart VA Beach Saturday after the awards and keep it around 750.00? Todd 10/18/16: > BJS replied to Todd - Todd: Wow, so many great ensembles and opportunities – just not enough available dates on the calendar. Congratulations all the way around! Let me know once you make a decision about Atlantic City and we will do all we can to help. Yes, if you’d leave Wednesday around 5 or 6 PM, you’d arrive the hotel between 1:30 – 2:30AM and be able to have a full night’s sleep. Thursday would be a late breakfast (9AM) followed by beach time and then a late lunch at Golden Corral. More beach / homework time in the afternoon followed by the Student Mystery Dinner Theatre Interactive Show at the hotel Thursday night. Friday = Concert Competition Performances with Festivals of Music at Norfolk State University’s L. Douglas Wilder Performing Arts Center in Norfolk. Lunch will be Subway delivered to the Performance Site and then dinner Friday evening at MacArthur Center’s California Pizza Kitchen. Saturday = Parade and Auxiliary Competition Performances followed by the remainder of the day in Busch Gardens, including Awards. Depart for home at 10PM and arrive school 6AM on Sunday. Student Quad = $604 + Bus (approx $140pp) = $744 / student quad. I have attached an IOG which represents what I have outlined above. Please advise ASAP if you have any other questions. All the best, BJS 10/25/16: > BJS sent EM to Todd with IOG Wed Dept 3-Nite Rev2 attached, including rates (starting at $625 Student Quad). > These are the rates and attachments in the system. > BJS marked some attachments INACTIVE, Added some other attachments and altered some others, so all of these are going to have top be reviewed very carefully and vendors alerted accordingly. Todd: Thanks for your patience, as I said in my email late Sunday night, our team has been in Myrtle Beach and just got back into Pittsburgh late last night. I have run the numbers using the Spirit of Norfolk Cruise on Thursday night and here is where it currently stands. The Student Quad Package rate would be $625. Add to that $138* for ground transportation and your per person student quad rate is $763, or $13 over your $750 target. *Please note, I used this year’s bus price ($6339.00) times 7 buses and divided it by last year’s number of trip participants (320) to get the $138 per person for transportation. As you know, you are invoiced for the bus on a per BUS basis, NOT per PERSON, so if you have more people paying for the bus, the per person cost of transportation will go DOWN and if you have less people paying for the bus, it will go UP. You also asked about Fiesta-val - their “Literal” Festival Only rate is $10 less than Festivals of Music, so that could be an option; however, you need to know that they are scheduled to perform at a local High School, while Festivals of Music is scheduled to perform in the Wilder Performing Arts Center at Norfolk State University. I am also waiting on an answer from my contact at Fiesta-val regarding attendance at the Awards Ceremony. They tell me that admission to their Awards Ceremony at Busch Gardens is not included in their Festival Only Package, but since you are already going to be at Busch Gardens that day, I have asked if they will allow your group to attend should you decide to compete with them. I expect to have their answer sometime tomorrow and will advise as soon as received. With Festivals of Music, the Awards Ceremony attendance, also at Busch Gardens, is included. I hope this helps. An IOG with all the rates is attached. I will be back in touch tomorrow as soon as I hear back from Fiesta-val regarding the Awards Ceremony. BJS 10/26/16: > BJS sent EM to Todd - Todd: I received confirmation this morning that if you elect to compete with Fiesta-val, since their Awards Ceremony is in Busch Gardens, your group will be able to attend. As I mentioned in my email from last evening, this will create a savings of $10 per student when compared to the Festivals of Music rates. The Rates with Fiesta-val would be as follows (not including bus) QUAD $615.00 $540.00 TRIPLE $675.00 $600.00 DOUBLE $805.00 $730.00 SINGLE $1,125.00 $1,050.00 If at all possible, please get back to me today with your decision on festival company so we can proceed with your group’s final version of the Trip Orchestration and Agreement. If you have any other questions or concerns, please give me a call (724.287.3222 x: 201 – office or 724.991.6121 – cell). Thanks Todd, Bryan. 10/27/16: > Per Todd, he has decided on the Festivals of Music Revision with Cruise instead of Mystery Dinner Show at Hotel. > BJS replied via EM - Thanks Todd, I think this is a great decision, especially since Festivals of Music is planning to hold their performances in the PAC at Norfolk State! I am going to have Stephanie forward you a complete Trip Orchestration that will detail all of the inclusions and rates as soon as Christi receives the revised (final) charter cost from Anderson. You will have this next week. To answer your question about 6 or 7 coaches, we will go ahead and keep 7 for now, so you will have it in case you need it. If need be, we can then reduce to 6 early in the New Year. As far as what 6 or 7 does to your price, basically, the fewer empty seats you have on a bus, the lower the price. Remember, we bill the coaches on a line item / per coach basis, not per person. As always, a Per Person Bus Cost Chart will be included with your complete packet. All the best, Bryan > Departure will be 5PM from School. > Dinner en route = brown bag on own. > Thursday's lunch will be Golden Corral (not at hotel) - BJS has already attached. > Other than breakfast on Th, Fr & Sat., there are no other meals at hotel. > They may add a Senior Event at the Hotel on Friday night at 10PM. (maybe an ice cream social since they will have just been to CA Pizza Kitchen). We will bill this as a line item on the final INV should they decide to proceed. > Friday will be lunch by Subway, delivered to the performance site and then dinner at CA Pizza Kitchen. > They will depart for home from Busch Gardens on Saturday night at 10PM and arrive home Sunday morning. > BJS has attached and marked INACTIVE as needed in order to generate the QUOTE K Version and TO K Version, but all involved will need to carefully review each attachment, regardless of ACTIVE or INACTIVE Status to confirm and or cancel and advise vendors accordingly. > BJS updated the old TO K Version to the new and correct one - will need to add correct rate from Anderson as soon as it is received. __X__ CH _10/31_ __X__ TPW _10/31_ __X__ HMS _11/2_ 11/8/16: > Rec'd revised final rate from Anderson for the 7 coaches. > BJS completed TO K Version and TO Pack K VErsion. > BJS sent to SN. > BJS will revise invoices already in QBooks and then send to CH for K prep. > BJS sent Em to SN - See attached – this is what Todd and I worked out over the past week or two. We will be sending a new E-Agreement in the next day or two. Since he seems to be running this without the help of the parents, I would strongly suggest that you go through the Rate Worksheet with him to make certain he charges his group the right amounts. 11/10/16 > SN received EM from Ann Helgerman! She is going to assist Todd from here out and would like to be included on correspondence. She is going to work out the rates for the group and said they are "on the fence" regarding 6 or 7 buses. SN is updating Ann's EM address in TPMS. 11/14/16: > BJS updated existing Invoices and actually emailed the 1st Payment INV so Ann would be sure to get a copy. > BJS updated existing K. > TPW, please send E-Agreement today, 11/14/16, to Todd, SN and to Ann (Trip Coordinator) at northalleghenybands@gmail.com. Thanks! __x__ TPW __11/14/16__ 11/14/16: > TPE emailed E-agreement. 11/14/16: > SN received EM from Ann today with questions, most importantly about arrival and check-in > Would it be possible to get room assignments ahead of time OR would it be better for someone to be on site prior to the buses arrival to expedite check-in, especially since it will likely be in the middle of the night? 11/15/16: > BJS response to SN for Ann - two options: 1. Since they are arriving so late (1.30 or 2am), room assignments could be sent to the Escort on the bus while they are en route that evening. 2. If they are OK with the Escort not being on the bus on the way down, Ken will fly to Norfolk and already be in VA Beach when they arrive. He will be at the hotel and have the key packets for them and all in order when they get there. This would be my preference and I believe the best option. > Please share with Ann for her decision and advise BJS accordingly. > Also, be sure to confirm with Todd (& Ann, I guess) that the E-agreement was received and remind them that is is due this Friday, 11/18/16. Thanks! > Ann replied regarding hotel keys: Instead of having Ken drive down for the key packets, both Todd and Kevin would prefer to have Kevin drive down to receive them. That way, Ken is with the group for the trip in case there is an issue with buses, etc. > Also, they wish to know if site visit days could be used for the trailer driver since he is not staying for the entire trip. The driver is probably only staying for a total of 2 nights. 11/17/16: > SN rec'd signed K from Booster President and emailed it to the office. > TW updated system and left printed K in BJS's mailbox. 11/21/16 > CH processed GLH per SOP 12/16/16 > MES Check #311 in the amount of $73,121.00 was received. > TPL letter received 1/9/17 > Ann EM'd SN stating a check was on the way in the amount of $60,000.00 1/16/17 > MES Check #312 in the amount of 60,000.00 and Check #313 in the amount of $24,912.00 were received. 1/20/17 > SN received texts from Hollie saying the California Pizza Kitchen was suggesting pasta over the originally planned pizza, due to concerns about it being hot enough for such a large group. SN corresponded with Ann, who said everyone wanted to stick with the pizza and not have the pasta option. 1/23/17 > MES Check #314 in the amount of $10,000.00 was received. 1/30/17 > CH reviewed all forms rec’d on 1/27/17 (RL, FPGF, HIF & FAF). > Total Pax = 304 PAX (297 + 24 + 1). > RMS / PAX 68 Q / 272 02 T / 06 11 D / 22 04 S / 04 TOTALS = 85 ROOMS and 304 PAX (297 + 24 + 1). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL pack Hotel on 2/10/17 – PCCF due 2/9/17 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please package 303 bags and 606 tags for SN to deliver to school. _____ MES _____ ___x_ HMS _2/6/17___ 01/31/17 > SN received message from Ann asking if the package price will change since they didn't meet their minimum numbers. 02/10/17 > Ann spoke to SN today with the following question: Would it be possible for the majorettes to do a second routine for the adjudication? They have a smaller competitive group who they would like to see adjudicated as well. 2/14/17 > CH received a change to the room list. Kim Calvert will now room with Patty Saunders and Melissa Williams now making it a triple. Linda Witherell will be a single. > Total Pax = 304 PAX (297 + 24 + 1). > RMS / PAX 68 Q / 272 03 T / 09 09 D / 18 05 S / 05 TOTALS = 85 ROOMS and 304 PAX (297 + 24 + 1). 2/25/17: > BJS reviewed and then emailed Final INV #6163, $51,364.00 and made due 3/10/17. 3/9/17 >MES Final payment received / Check #315 in the amount of $51,364.00 3/9/17: > BJS EM'd Final Itinerary to Todd, Ann et al - Todd & Ann: Attached please find an advance copy of the Final Itinerary for your group’s up-coming trip to Virginia Beach as well as a copy of the Director’s Packet for your Festivals of Music Competition. 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, 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.
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