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General Trip Information
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Wed Apr 25, 2018
Trip Name
Pinecrest Academy Band-Philadelphia, PA-04-20-2018
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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 )
Cumming, GA to Washington, DC = 624 miles / 10.5 hrs non-stop Washington, DC to Philadelphia, PA = 142 miles / 2.5 hrs non-stop Philadelphia, PA to Cumming, GA = 760 miles / 13 hrs. non-stop 4/21/18: > See client notes > 44 + 6 = 50 pax > Usual trip cost is $650 - but was not really all inclusive. I explained how we work, this made sense to him. > Charter companies is Atlanta: MLB Transportation for the past few years and have been very happy. Kingsmen, Atlanta Charter Bus Company, and Gogo Charters. > FYI - School year ends for them Memorial Day weekend - need to get TO before that if possible. > After some back and forth with Len, it looks like he's going to try to make the DC/Philly trip work with the USBands concert event on Monday, April 23, 2018. THIS PERFORMANCE AT KIMMEL IS THE MOST IMPORTANT THING! > Depart Friday am to get to DC by dinner time. This is a bit flexible since they are traveling all day and most likely won't do anything but eat somewhere and check in to hotel. > Friday and Saturday night in DC - something with Good Counsel, maybe a clinic on our stage? He mentioned Anthony Maiello at George Mason. I'm thinking Smithsonian Saturday morning - clinic at GC Saturday afternoon. BT will work on getting this on their calendar. > concert (NSO or BSO) Saturday night. > Mass at Basilica at Catholic U. on Sunday then head to Philly. > Sightseeing and dinner in Philly. > YEA concert event on Monday, depart and travel overnight back to Atlanta. > tentatively approved for dates pending proposal and trip cost. > Perf. in Philly with the YEA thing is most important. > He asked if we provide discount for his family if they come "like Worldstrides". Puhlease. Anyway - explained how we do comps. 4/24/17: > BT tentatively blocked off Saturday 4/21/18 for the Performing Arts Center at Good Counsel for a potential clinic for the Pinecrest Band. > This would likely be no rental charge for this since - a couple hundred bucks for personnel at the most. 4/27/17: > BT got ensemble form from Len. Sent to HMS, BJS, and CH. > Len keeps asking about his wife and two kids attending the trip. He says the other company "only charged them for the meals and activities, and had them stay in my room with no charge. Is this something we can do here as well?" > I explained to him about how our comps work, but will have another conversation with him about how this works with us. As we know, no one gets anything for free - so they were probably just telling him that they are free but hiding the cost somewhere else. The difference is, we will be transparent about it. It will help that they would go in a quad room with him and get that rate. Anything else I should share here? > So we should plan for extra comps here for them. 5/15/17: > Len called BT looking for update on TO progress. > He has to have proposal end by end of year, they end memorial day. > TO date is 5/22 on Whiteboard. 5/22/17: > BJS reviewed and updated IOG as needed. > BJS and HMS discussed - we will go with a JPP for this group in order to get him a TO no NLT Wednesday morning. BJS and HMS discussed her vendor's rates and then BJS and CH discussed hotel rates. > Comps will be two and rates will be based on 45 - 5 total trip participants. There will not be 3 tiers of pricing at this point. > BJS ran rates on an old quote form and entered in system. Rates include the USBands discount. > CH is sending our CQRs to the companies he mentioned. > CH is also working on TO . > BJS sent slack to BT telling him to schedule TO presentation for anytime from Wednesday morning on. 5/23/17: > BT schedule online TO presentation for 5/24 at 2pm. 5/24/17: > BT presented TO to Len via GTM. > Great meeting, he was very impressed. > Re: charter - he said he really likes MLB, one of the companies he told us about. > Re: his contact with USBands - he said he had spoken to them initially, but told them that CCIS was handling everything. I think he was just making sure they didn't need any info from him. > USBands - wants to make sure it was the package where the kids get souvenir shirt, etc. "$80 one". TO said premium package, so I assume this is it. Just wanted to make sure. > He wanted to know if there was any awards ceremony associated with the festival? If so, they would like to stay for it, maybe seeing other bands. > IOG - Wants to know if Step-On-Tour includes any getting out and walking around the Liberty Bell and Independence Hall? Also wanted to know if they could depart a few hours later on Monday so the kids could have some time to explore the city, do some shopping, etc? If not, would rather do that on Sunday afternoon in lieu of Step on Tour. > Len said his 44 + 6 number did NOT incl. his wife and two kids, so with them they would be at 53 pax and therefore likely have two comps. All pending FPGF, of course. > He will submit for approval and await charter quotes, hotel confirmations, and answers to the questions above. > FYI - I don't THINK Good Counsel will charge the facility rental fee for this group since we are returning the favor for them hosting us. I will confirm asap. 5/25/17: > BJS updated IOG to show Sunday afternoon's Guided City Step ON Tour in Philadelphia is to include Independence Hall and the Liberty Bell. > Also added 2 hours of Explore / Shopping Time (on own) on Monday afternoon after lunch. This makes arrive school time 8AM instead of 6AM on Tuesday. CH, once he has his charter quotes and makes his choice, the charter company needs to be made aware of this change. > CH, please send to BMG for the two nights in Northern VA and the one night in Philadelphia. Tell them we need our options by Tuesday. Also follow up with the CQRs and push for Tuesday quotes as well. > CH and HMS, as this is moving forward, please make all necessary contacts / arrangements and attachments. Look at the QUOTE to see what I used for budgets when preparing the rates. > Yes, USBands Package I included is the top package. > USBands does not have an Awards Ceremony and this is NOT a Competition. > Per the USBands office, they will have the opportunity to hear two bands following their performance and clinic and this is included in the time I allowed on the IOG. > BJS updated number to 53 (44 + 9). His wife and 2 kids were added to the adult number since they are non-performers. __5/26/17__ BT ___5/26/17__ ____ CH ____ ____ HMS ____ 5/30/17: > BT sent PBBC for Samson to Len. > He responded that the price was "ridiculous" and MLB quoted him $6000 for 5 days to Chicago. I don't see any other companies in the attachments. Were CQRs sent? 6/14/17: > BT and CH spoke yesterday about MLB transportation. Apparently they verbally quoted Len $6600, but "didn't know how to figure out the math to include parking, tolls" for an all-inclusive quote. Not sure what's up with this. Len wants CCIS to handle transportation so he doesn’t have to worry about it. > BT sent USCoachways PPBCC to Len per CH. Told him it included DR plus parking, etc. and would likely be similar to MLB once they add those things to their $6600 quote. > His response: US Coachways is a good company. I've worked with them before. Caroline, the main lady from MLB is on vacation this week. When she returns, let's see if she can match this price as an all inclusive deal. If not, you can go with this quote. Thanks. 6/28/17: > BJS sent EM to BT - We cannot get a quote from MLB for Pinecrest, so we are proceeding with US Coachways. With this being said, I feel we are ready to go to K. Do you and the client agree? If so, are they using Tilly and if they are, you will need to work through the Rate Worksheet with him so we can get this set up and sent out. Thanks! BJS. 6/28/17: > Per CH, MLB came through finally and Len wants to use them. > Go to K. 8/11/17: > BT got the following email from Len re: K and ok to pay. Hi Brett, Hope your year has started off great! Could you please send me an updated Trip Orchestration with the bus information included, and also whatever type of contract you need signed. I got the email about the tickets, however, I do not have the authority to authorize any payments since we do not have a booster account. Everything goes through the school and must be pre-approved and in order to get approval, we need an agreement in place.. Please call me if you have any questions. Thanks! > Do we have info from bus company so we can complete K and get this locked up? 8/14/17: > BJS prepared TO K Version and 1st & 2nd Payment INVs, #6231, $10,796.00, due 9/22/17 and #6232, $14,461.00, due 01/19/18. > CH, please send E-agreement today if at all possible. Thanks!!! __x__ CH _8/14/17___ 8/14/17: > Len is becoming annoying - see this email: Hey Brett, Thanks! I got the invoices, however, due to a drop, and 2 kids leaving the school, we are down to 41 students, and 7 adults. Also can we please get a new trip itinerary with what is included and how much per student (chaperones should be included in student price). Before the school make any payments, there needs to be a detailed contract in place. The invoices I received only had amounts due and number of students and adults. No itinerary, no breakdown of inclusions, not even a total trip cost. The more info I have the quicker we can make payment. Thanks! In Christ, Len > Obviously I see that K and updated IOG are now sent so this should calm him down. > I also sent an email explaining that K and invoices will reflect original proposed number until 60 days before when forms are due, and told him that PPBCC and updated IOG and TO are in K. > Not sure what he's talking about with "chaperones included in student price" - but he needs to figure that shit out on his own. I offered to schedule a rate worksheet meeting with him. > Will advise of any more complaints. > He would now be down to only 1 comp with only 48 pax! 9/17/17: > BT registered group for Travel Protection, sent link, info sheet, and plan doc. 10/2/17: > Len emailed K to BT. Sorry for the delay. > First installment should be on its way. 10/3/17 > MES printed fully executed contract and TO > MES processed GLH per SOP > As this group is now UNDER CONTRACT, please review all and proceed as needed. _____ CH _____ _____ HMS _____ 10/11/17: > Go ahead and request K from American Coach Lines of Atlanta for Len's trip. > He spoke with MLB and had no luck and said looks like we have no choice but to switch. > Please advise if other quotes come in cheaper as Len is concerned about raising the price. 11/14/17 >MES check #46580 received in the amount of $10,796 invoice #6231. 01/23/18 > KMH check #46738 for $14,461.00 2/20/18: > BT reviewed all forms rec’d on 2/16/18 (RL, FPGF, HIF, FAF). > Total Pax = 51 PAX (44 + 7). > RMS / PAX 08 Q / 32 03 T / 09 05 D / 10 00 S / 00 TOTALS = 16 ROOMS and 51 PAX (44 + 7). > The group will be traveling on 1 bus. 2/23/18: > CH reviewed all forms processed by BT (RL, FPGF, HIF & FAF. > Total Pax = 51 PAX (44 + 7). > RMS / PAX 08 Q / 32 03 T / 09 05 D / 10 00 S / 00 TOTALS = 16 ROOMS and 51 PAX (44 + 7). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL pack to Hotel(2 hotels) on 3/5 – PCCF due 3/2 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > KMH, please notify The ARC to send 51 bags and 102 tags. > KMH, Please set up the group's GTV > JAF, Ready for Final Invoice > The group will be traveling on 1 bus > Comps 1:25 - 1 at the double rate > Pricing is as listed below in red __x___ JAF _2/23/18____ __X___ KMH _2/23____ __X__ HMS _3/7__ 2/23/18: > JAF created Final Invoice # 6385, due 3/5/18, $13,567.00. Mailed & E mailed. C to KH. 03/05/18 > KMH recieved check #47203 for $13,567.00 04/05/18 > KMH sent cashiers check via FedEX 4/6/18: > Rec'd final info from USBands for their Monday event in Philly. > BJS updated IOG accordingly, so it is correct. > BJS emailed packet to CH and also asked Eric at USBands if we could have it as a word document if possible. > CH, we are scheduled to proof this FI on Sunday afternoon. ____ CH ____ 4/10/18: > BJS emailed FI BOOKLET to Len et al . . . > FI Box to mail to Len's attention at the school via FX Ground on Wednesday when KH returns. 4/11/18 > KMH sent FedEx Via ground 4/25/18: > Quick debrief from Len: > minor hotel issue on first night. Apparently kids got to one of their rooms and there were people in it who had not checked out? Thankfully there was another room, but in another part of the building so kinda far away. It got fixed for the 2nd night. > Other than that everything went off without a hitch! > Already working on next year's trip. He seems locked into a festival, but his dates are March 21-24. MIGHT be able to go the next weekend. Trying to steer him to FOM in Chicago. He mentioned Heritgae - BOOO. I told him the issues with that.
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