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General Trip Information
Updated
Wed Aug 08, 2018
Trip Name
Damascus High School Music Department-Boston, MA-03-22-2018
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Damascus High School Music Department
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OR
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Trip Notes
( Print Note )
( E-Mail Corporate )
Damscus, MD to Boston, MA = 442 miles = 7.5 hrs. non-stop 2/28/17: > BT got specifics on 2018 Boston trip from Charlie after Morton's dinner. > Very similar to Clarksburg trip. > 180 + 20 = 200, needs 4 comps. > Public performance and/or clinic and BSO concert for sure. BT shared Calrksburg info with him and he liked that. Perhaps we can get the BSO clinics and concert just like them. They have done festivals in the past and want to do something different. > Nothing he wanted to avoid from CHS trip - they seems fairly open. > Standard MCPS charter bus companies - CH has the most recent list. > Ensembles: At most - 3 choirs, 2 orchestras, 2 bands, and a jazz band to perform. More likely - 2 choirs, 1 orchestra, 1 band, and 1 jazz band. > BT will get sizes once attachments are made 4/20/17: > BT sent Charlie the Ensemble Info Form to try to keep things moving. 5/1/17: > Charlie sent completed ensemble forms (4) to BT - Symphonic Band, Jazz Band, Choir & Orchestra. > Sent to BJS, CH, and HMS. 05/15/17: > BJS reviewed IOG which HMS created and then reviewed and updated attachments. > BJS ran rates for all 3 tiers. > CH, ready for TO :-). BT is meeting with client either late tomorrow or Wednesday. __x__ CH _5/16/17___ 5/16/17: > In person TO presentation scheduled for 5/26 at 4pm. 5/26/17: > BT met Charlie and his wife Sarah Goldsmith for TO presentation. Sarah will be new CD at Damascus so they will be doing the trip together. BT updated contact info in system. > Great meeting, they were very impressed with the detail. > No changes to IOG. > Gunther is charter choice. > Would like to add security guards. In the past, they have done 1 per floor of the hotel. He thinks 3 for this size group should be fine. > Please also add an allowance for a rental equipment truck. $1000? He has someone to drive it. He wants to be able to bring the equipment they will need for public performance as well as BSO clinics. It is BSO clinics right? It didn't specify on IOG, but it was in the inclusions. He asked about how that was set up as far as time. He may want to split his two instrumental groups for that. Some will depend on numbers in each group. > BT made BJS aware over the phone, but they will likely touch base with Chuck and Amy from Clarksburg to ask them about their positive experience with the BSO clinics. BT detailed their experience with on their last day and how we handled it so they would not be surprised if Chuck and/or Amy have negative things to say. > BJS agreed this would be a good time to send an email to Fire & Ice and copy Chuck and Amy on it so they know how we advocated for them. > They are very interested in doing a site visit, esp. since they have over 150 pax. BT expl. that they have to be under K then we will have them complete the request form. > He will submit on Tuesday for approval - this takes a while with MoCo - and advise when ready for K. 6/19/17: > Trip has been submitted to the county for approval. > He should know sometime over the summer. 7/27/17: > BT got email from Charlie. > County approved trip, ready for K. 8=3/17: > BT, Tilly - Y or N? 8/4/17: > NO on Tilly. 8/14/17: > BJS added the $1000 equipment truck allowance and three Security guards. > These changes increased the rates by $15 pp. > BJS updated rates below from $539 Q to $554 Q. > BJS created TO K Version. > BJS prepared Invoices, #6233, $38,060.00, due 9/22/17 and #6234, $50,930.00, due 12/21/17. > CH, ready for K - please send NLT Tuesday early afternoon - thanks! __x__ CH _8/15/17___ 8/18/2017 >CH Sent contract 9/6/17 > CH printed signed E-Agreement rec'd on 9/1/17 > As this group is now UNDER CONTRACT, please review and proceed as needed. > MES, please send GLH per SOP ___x__ MES 9/7/17 mailed USPS Priority _____ HMS _____ 9/17/17: > BT registered group for Travel Protection and sent group specific link, info sheet, and plan document. 9/18/17 > MES TPL Received. 09/25/17 > MES Check #3709 was received for invoice #6233 in the amount of $38060.00. 11/6/17: > Charlie asked the following: "I wanted to ask you if we could make a change to the itinerary on Friday, 3/23. We wanted to attend a recital at Trinity Church at 12:00 that day. Would that work? IT’s a free recital that our accompanist is giving." > BT looked at IOG. Working with the Masters is that morning. In attachment, it says 9am to 11:30am. But on IOG it is blocked out until 12:30pm. I assume the extra time is for set up/take down? > Any chance of sliding this up to allow them time to get to this recital? 12/14/17: > Charlie emailed after payment reminder - check is in the mail. > He has sort of a unique request. My initial feeling was NO, but I thought it might be worth asking for a such a large new client: > They have an accompanist joining them on their trip and Charlie wants to pay for his room, but not for any of the activities included in the package. He wants to stay at their hotel, but he’s there for other things too and won't be with them for most of the trip. > Would it be possible to add this as maybe an extra driver room or maybe a bonus/sick room and add it as a line item on their final invoice? If not, Charlie will contact the hotel directly. Please advise. 12/18/17: > Hotel room for accompanist - he only needs it for Thursday and Friday night, not Saturday. 12/19/17 > KMH received check #003907 for $50,930.00 1/10/17: > BT reviewed all forms rec’d on 1/10/18 (RL, FPGF, HIF & FAF). > Total Pax = 183 PAX (151 + 32). > RMS / PAX 35 Q / 140 03 T / 09 17 D / 34 00 S / 00 TOTALS = 55 ROOMS and 183 PAX (151 + 32). > The group will be traveling on 4 busses > BT put all forms in Dropbox. > CH, there was a glitch on the rooming list spreadsheet per Charlie's email which I copied you on. A few rows did not get pulled up in the formula to the top. I could not unlock the form to correct it, but all numbers matched Charlie's email. 1/15/18 > CH reviewed forms processed by BT (RL, FPGF, HIF, FAF) > Total Pax = 183 PAX (151 + 32). > RMS / PAX 35 Q / 140 03 T / 09 17 D / 34 00 S / 00 TOTALS = 55 ROOMS and 183 PAX (151 + 32). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH sent RL to Hotel. PCCF is due on 2/1/18 > CH is making arrangements for the Accompanist at the hotel just for Thursday and Friday. These 2 nights will be billed as a line item on the group's final invoice. > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > KMH, Please set up the group's GTV > KMH, please notify The ARC to send 183 bags and 366 tags _____ KMH _____ ____ HMS ____ 1/16/18 John, Damascus is ready for final invoice. The group is paying for an accompanist to stay at their hotel for 2 nights that needs to be billed as a line item for a total of $288.19 > Total Pax = 183 PAX (151 + 32). > RMS / PAX 35 Q / 140 03 T / 09 17 D / 34 00 S / 00 TOTALS = 55 ROOMS and 183 PAX (151 + 32). Comps are 1:25 paid (7 comps) Traveling on 4 busses Tier 1 pricing as listed in the tpms quote boxes (in red) 1/16/18: > JAF created Final INV # 6355, due 2/2/18, $39,222.19. Emailed & mailed. 1/20/18: > Charlie asked me about site visit. > Kanda late in the game, but I sent him the form and told him pending availability. > He got it right back to me. Please advise. 2/2/18: > Per HMS, BT got the ensemble numbers for the clinics. Chorus – 37 Orchestra – 33 Band – 70 Jazz Band – 18 > Also, they would like to keep the organ recital, so the Subway delivery will be fine for lunch that day. 2/22/18: > BT spoke to Chuck re: Faneuil Hall cancellation and gun rally. > He agrees, doesn't want to be around that. > Fine with starting guided tour earlier as they suggested with Quincy Market for lunch and cancelling the public performance. > He is bringing equipment truck with percussion for clinics. Just wanted to confirm - BSO does provide music stands, correct? 02/25/18: > BJS sent BRF to JAF. 02/27/18 > KMH sent cashiers check 3/7/18: > BT got numbers sorted for clinics and aquarium: Band – 5 students are in both groups. 2 students and 1 adult (Charlie) from this group will NOT attend the aquarium at all – Total 81 students and 20 adults to aquarium 8:15AM – 8:30AM Arrival 8:45AM – 10:00AM – Master Class Band – 69 students 10:15 – 11:15AM – Master Class Jazz Band – 14 students + 5 from band=19 (Tour for Band students that are not in Jazz) 11:15AM Subway delivery to Buses 11:30AM Depart for Trinity Church 12:00 – 1:00PM Organ Recital 1:30 – 2:30PM –Cambridge Side Galleria 3:00 – 5:00PM – New England Aquarium - 20 adults (I won’t be able to go) 5:30PM – Dinner at Hard Rock Choir and Orchestra (1 choir member and 1 orchestra member will NOT go to the aquarium as they are also in jazz band) – Total of 68 students and 11 adults to aquarium 9:00AM – 11:15AM New England Aquarium – 11 adults 11:15AM – Subway Delivery to Buses 12:00 – 1:00PM Organ Recital 1:30PM – Arrival at Boston Symphony 2:00PM – 3:15PM – Orchestra Master Class – 34 Students (Choir Tour) 1 double w/ choir 3:30PM – 4:30PM – Choir Master Class – 35 students (Orchestra Tour) 4:45PM – Depart 5:30PM – Dinner at Hard Rock 3/9/18: > BJS emailed FI Booklet to Charles et al . . . > FI Box to mail on Monday upon receipt of Subway Form and final review of contents, via FX Ground. 03/12/18 > KMH sent FI pack 03/13/18 > KMh sent FI box via FedEX 3/13/18: > John, Charlie asked me about their rental truck allowance - Misc. Wildcard attachment - of $1000. > Per BJS, it should have appeared on their final invoice and it was missed. We decided it would be best to just send them a check for $1000 to pay for the truck. > Please make the check out to Damascus HS and send to Charlie's attention at the school. 3/13/18: > JAF issued $1,000 ck # 10760 for rental truck allowance. 3/19/18: > Pre-trip brief. > Charlie is on top of the potential weather with principal. > Principal emailed COO to see who makes decision about the trip. Ultimately, it's the superintendent's decision. 2 hr. delay Thursday, they should be good to go. > Our hope is that worst case, they may have to depart a little later on Thursday - would miss Dave & Busters. > If MoCo schools are closed on Thursday, they will likely not be able to depart - much like what happened with Quince a couple years ago. > It LOOKS like most weather will be out of here by Thursday am, the big question is what will it be like in Boston? > Talked about what we had done in the past (our weather statement). WE don't cancel/postpone your trip, etc. - that decision comes from you/school admin. > Other issue that popped up, multiple weather outlets saying snow in Boston on Sunday. All we can do is keep an eye on it. Can't really deal with that this early until it becomes an actual issue. > We will just keep in touch between now and then as weather gets closer. > Receipt form, itinerary GTV, emergency contact, all good. > Still wondering who clinicians are for BSO thing. 3/20/18: > Spoke with Charlie re: delay/closure scenarios for Thursday. > If MoCo has a two hour delay on Thursday, they will be allowed to depart at 11am. > Worst case - if MoCo is closed on Thursday, the will not be allowed to depart until 7am Friday. He fully understands that we may not be able to rearrange all of the activities. He is fully prepared to just get there for dinner, go to Blue Man, and do the Saturday stuff as planned. I'm sure if it came to that, we would at least TRY to see if BSO could switch to Saturday - but not likely. Let's hope it doesn't come to that. I think we will have a clearer picture tomorrow. 4/3/18: > BT had post trip de-brief with Charlie. > great trip. no issues or concerns - all went smoothly. > I told him we made the Faneuil Hall people feel really bad. He wasn't upset at all and it worked out better for them. > The later departure time actually worked out great - cuz he wasn't wild about the amount of down time anyway. > 4th bus - when they got to Dave and Busters, driver was upset b/c a 9th grade boy put a bunch of gum on the outside door (dick) and another kid accidentally broke the toilet seat and confessed. They offered to pay for it, so please send them their way if we hear anything from the bus company. That driver ended up being their coolest driver for the rest of the trip. > Clinics were awesome - string one was the best. She killed it!! Sarah had good things to say about the chorus guy. > Kids loved the BMG and symphony. > Would like to look into renting percussion instead of taking a truck next time. Too much of an extra thing to worry about with the weather especially. > Every other year travel for the most part. Next time - they have chatted a bit. Maybe something like Williamsburg - 2 hotel nights. Considering this, but may think of something else by then. > Talked about referral program and tour eval. > I think we have a client for life here.
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