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Thu Mar 23, 2017
Trip Name
Long Reach High School Music Department-Nashville, TN-04-05-2017
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Trip Notes
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Columbia, MD to Nashville, TN = 692 miles = 12 hrs. non-stop 9/28/16: > Depart Wednesday evening April 5, return Sunday April 9, 2017. (overnight both ways - although return doesn't really matter since it's their spring break) > 90 + 20 = 110 pax. > Budget - $500 to $700. On past trips, meals on the road have been on the kids. Bill liked the idea of all-inclusive with us. > Secure charter quotes - Bill will provide list. Same county as Atholton, although Eric never gave me a list. He just asked for Eyre, Hunt Valley, and Dillons. Bill does NOT like Dillon's. Likes Eyre and I know Eyre is on the Howard County list. He also mentioned Woodlawn Motor Coach. > Leave off GTV, might be issues with county photo policy. > Clinic/workshop with local people for each group. Tucker Biddlecombe at Vanderbilt was awesome with Good Counsel choir - we really want to give this lady a great experience! > I showed him GC itinerary, liked the idea of Grand Ole Opry and tour. Other than that, pretty open to sight seeing options. > Made a comment that he "doesn't want to stay out by the airport". Last time in Williamsburg they did Dixie Classic festival, stayed by Richmond airport, then went to Williamsburg for Busch Gardens I guess. He wasn't thrilled. > Would like to get TO by 3rd week of October but can push if necessary. I expl. that normally it takes a couple of weeks but it's a busy time, and showed him that we actually build the trip - nothing left to chance. 09/28/16: > BJS replied to BT, cc'd TPW and CH - Thanks Brett - saw it – looks good, but we need to know which groups will be clinicing and approx. number of students in each ensemble. > TPW, please get it out to BMG for hotel (2 nights, Thursday & Friday) and then get started on IOG. 10/6/16: > BT texted Bill re: getting info about 9/28 note from BJS. Apprently his email got hung up in his drafts, so he got it right to me. > He attached approved charter list for HoCo - it was very long so I sent to CH and copied to BJS. > For clinics: Band: 55 Orchestra: 25 Choir: 40 (10 are crossovers from band) - choir time would be split between full choir and her "select choir" which is a smaller group within the full choir. Other choir members would just be in and watch essentially. > Bill sent some group specific considerations for the trip. I found it easier to just copy his email below. > Sounds like instrumental guys lean toward clinic/workshop and choir director likes festivals, but a public performance in addition to clinic would appease her. Group Specific Considerations: Choir: If we are going with a clinic style performance part ot the trip, June is still pretty set on wanting her "Madrigals" and "Jazz Choir" to be heard by an audience of some sort. "Madrigals" is her select choir with costumes, though not necessarily sticking to traditional repertoire. Jazz Choir is 10-15 singers from various ensembles that typically perform 50's and 60's "Doo-Wop" type stuff...we are NOT talking "show choir" here, and they are not afforded a lot of rehearsal time. There is usually not really a good fit for either group on these trips, but having these groups perform is a priority for her. Last year we "Madrigaled" and "Doo Wopped" in Historic Williamsburg, which was fascinating. Of course i also did some African drumming pieces with my percussion ensemble, but that was largely for the irony and the reduction in the entrance fee...If there is a mall stage or something like that where they welcome performances that would likely work. Orchestra: Chris' main problem with these trips is that festivals almost invariably cater more towards bands with regards to clinicians, so if we can find Orchestra folks to work with his group it would go a long way towards pleasing him. He is very interested in the Nashville Symphony orchestra Pre-concert talk and performance if that is available...he also teaches music tech, and we have quite a few kids interested in tech and recording, so if tours of recording facilities are available that would also be of interest. Band: For me, I'm pretty happy with the clinician format and keeping the kids busy and parents relatively relaxed (zoo, aquarium, stuff where the kids are contained are my favorite non-musical activities). > We are shooting for 3rd week of Oct. for TO. > Bill wants me to come present in person to the other directors. > June is getting her Heritage proposal to put up against ours even though the instrumental guys don't want to do a festival. Bill said he would get me their price. 10/11/16: > TW created IOG and reviewed with BJS > TW completed attachments and sent to BJS for review and to circulate around office. 10/12/16: > BJS & BT reviewed IOG and hotel options TPW provided from BMG - selected the Millennium Maxwell House and sent EM to TPW and cc'd Ninffer and Melissa. > BJS sent Slack to CH asking her to do CQRs to regulars and check wht Howard County Approved Cgater Carrier list which BT provided. 10/17/16: > BT scheduled in person TO presentation for this Wednesday 10/19 at 1:45pm. 10/18/16: > BJS reviewed IOG and attachments and then ran rates. > BJS sent to CH for TO and PP prep. > BT needs files NLT 11AM tomorrow AM. 10/19/16: > CH completed TO, BJS reviewed and then she completed PP. > BJS sent TO Pack and PP to BT for this afternoon's meeting. 10/19/16: > BT had in person TO meeting with Bill, June (CD), and Chris (OD) > Overall good meeting - June was perfectly lovely, appreciated the transparency and detial, said it was "very compelling". > Sounds like the story is she is retiring in a couple years, has always planned the trip, now she's wanting to pass it on to the others, and she was open to them seeking us out. > They all really liked the added value stuff - esp. site visit, apple watch. > While they remarked that the price was a little above - they did realize they usually tell the kids to bring $50 to $100 for meals and with us they wouldn't have to. > Chris said $690 seems to be the magic number. We talked about a couple of the meals and the showboat being big ticket items along with possibly the symphony. > I got in the pitch about comparing to Heritage and them doing it on their own. June admitted that she just asked them to throw something together quickly. Sounds like she's on board with doing the clinic/perf. thing since she knows the other guys really want to do it. > For clinics - apparently Chris isn't really a true string guy, so would want to make sure there is a orch. specific clinician. > As for budget shaving - keep BB Kings over Wild Horse. Showboat could be an insurance issue with the county. Sounds like they would prefer to keep it - but would like to see what another option and cost difference would look like. Would prefer to keep symphony. > June asked about sharing the ppt with them and coming to present to parents. > My feeling is, let's show them an IOG with some lesser priced options instead of showboat and wild horse and see if we can get close instead of a full revision. > Obviously BT will share more charter quotes when avail. FYI - they don't like Dillon's. Also, June mentioned she "got a quote from Eyre". Of course who knows what times she gave them (but she asked them to incl. driver rooms). We spoke about them doing charter on their own vs. us. I told her we work with Eyre a lot, perhaps they would work with us on this trip?? 10/28/16: > BJS reviewed BT's notes. > #1, Eyre is SOLD OUT so they do not have buses available for this group's trip. > #2, we always make sure are clinicians are genre specific. ONLY band people do bands, choir - choir and orchestra - orchestra, so this is not a concern on a CCIS trip. > #3, to save some money ($55 per person across the board, we can move the depart school time to 10PM, and then instead of Time to Explore Downtown Nashville upon arrival at 11AM followed buy lunch at Wild Horse, we can arrive at 12PM and have lunch with a $20 Meal Credit. That evening, in place of General Jackson Dinner Cruise, we could do the Chaffin's Barn Dinner Theater [production = Beaujest (a comedy that is appropriate for all ages). These two changes will save $55 per person, so Quad Rate would be $520, T = $550, D = $640 and S = $820. > BJS crated an IOG and called it IOG Opt 1 and sent to BT. > We can make more changes, but this should be a great start. 10/29/16: > BT shared info with client from above. 11/22/16: > Bill FINALLY got back to BT - they are in! > He needs K asap to get ball rolling with county approval. > BT asked for charter choice and which version of the trip they want to do so we can prepare that after Thanksgiving. Trying to get that info from him today or tomorrow so CH can at least check on charters. > FYI - this could be charter ON OWN as they had mentioned already booking Eyre. Will advise. 11/28/16: > BJS and BT discussed - still awaiting answer on which IOG we are going to K with and whether or not we or they are doing transportation. 12/1/16: > BT heard form Bill re: version of trip and charter choices. > They want to go with the revision IOG we provided at the lowers cost. Go to K! > Charter: They have not heard from Eyre so they want to proceed. They would go with Martz then Hunt Valley. NO DILLONS! 12/1/16: > BJS updated rates below to be the K rates based on the Opt 1 we prepared on 10/28/16. > BJS renamed that IOG to the K version. > CH - see notes above regarding charter choices and get bus K accordingly. Please note, depart school time is now 10:30PM and when you originally requested this trip, it was a 9:30PM depart school time -just so the charter K is correct, be sure they are aware. > BJS created TO K Version - included Martz as their charter choice, so hopefully they still have the coaches available. > As this is going to K, please review all and proceed as needed. __x__ CH _12/1/16___ ____ TPW ____ ____ HMS ____ 12/2/16: > CH - if Martz or Hunt Valley are not still available, it might be worth checking with Eyre. I know they told us they were sold out, but Bill had mentioned that June (CD) had spoken with Eyre about those dates. He couldn't get me an answer from them on that...but there's a chance Eyre could be holding buses for them. 12/3/16: > BT - CH, I was just double checking the HCPS charter list. The company listed on their approved list is Gold Line, Inc. in Tuxedo, MD. > Are we sure this is the same as Martz Virginia Gold/Grey Line? > The addresses are different. 12/5/16: > BT got EM from Bill re: ok to pay for Nashville symphony. > They can't sign anything that resembles a contract/guarantee of payment until they have the actual K and it goes to the county for final approval. > Should he expect K this week? 12/6/17: > Per HMS, BT asked Bill about numbers and performances for Hermitage and Opry Mills. > Band will focus on clinic, no public performance. > Orchestra director still contemplating public performance, will advise. > Choir - CD wants to perform at Hermitage with Madrigal choir of about 20. Wants to perform at the mall with jazz choir of about 10-15. 12/10/16: > BJS updated IOG to show performances as noted by BT on 12/6/16. Listed Orchestra at Opry Mills as TBD. > Since Opry Plaza performances are no longer available, BJS adjusted start time at Opry Mills Mall, as well as the Guided City Tour - shifted slightly later. BJS updated times in TPMS, but HMS will need to advise her vendors accordingly. > BJS created IOG and TO Pack K Versions as well as 1st Payment INV #6126, $11,000.00 and made due 01/06/17. > BJS emailed INV to Director and let him know E-Agreement would arrive in the next 24 - 48 hours. > BJS sent TO K Pack to BT so he can send to Group Leader. > CH, please complete K / E-Agreement and send ASAP. Thanks. BJS made K due date 12/20/16. Please note, just two payments on this one, not the usual three. . . __x__ CH _12/10/16___ __X__ HMS _12/16/16___ 12/16/2016 >HMS is working on the performance at the mall. I contacted the tourism person and she sent me an email address for the mall contact. This is some other idea she sent me for performance opts: Andrew Jackson’s Hermitage, Home of the People’s President Belle Meade Plantation Chaffin’s Barn Dinner Theatre Country Music Hall of Fame and Museum General Jackson Showboat Grand Ole Opry The Johnny Cash Museum Nashville Shores Nashville Sounds Nashville Visitor Information Center Nashville Zoo Opry Mills Ryman Auditorium 1/17/17: > BT finally got a response from Bill over text. > He says he got everything and K is in the "county hopper" awaiting approval, wishes he could tell us more. Will forward my last email about hard deadlines and hotel cancellation to his admin. in charge to see if she can light a fire under someones ass. 1/27/17: > BT shared new bus cost charts with client per CH info about Martz. > He responded that James River would be his new choice. > Yesterday he emailed that "he almost though he had the K", but then said something about the principal having to sign it. > I sent a PDF copy and told him to do that and scan it back to me - anything! Also reminded him about ok to pay. 2/3/17: > BT FINALLY got a response from Bill via text. > According to him, he just now got the call that they rejected the contract... "a lot of it is the incentives, and of course they timed it to tell him on Friday" so he could cool down over the weekend and not have a chance to call them. > BT explained that if we had known - inclusions were in TO! - that we could have removed any controversial wording from the K - or they could have blacked it out. Asked if there was any hope for the trip, can he resubmit a revised K? > He said not meant to be this year, kids wouldn't be able to make full payment in time, appreciates the help, and wants to forward me their notes so we don't run into this again if we have other Howard County schools. > He said next year is their big Florida trip. > BT will advise if/when he forwards those notes - and I will tell him we MUST have that feedback if he wants us to do his Orlando trip next year...and we would need to get started on it asap. > Cancel all. __X__ CH __X__ __X__ HMS __X__ 03/23/17: > BJS saw that they are going to Williamsburg with MITP the same weekend as our client, Boiling Springs.
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