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Thu May 31, 2018
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Verona High School Band and Choir-Washington, DC-03-15-2018
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Verona High School Band and Choir
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Final Room List
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Hotel Info Form
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Balance
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Contract Status
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Trip Notes
( Print Note )
( E-Mail Corporate )
Verona, NJ to Washington, DC = 230 miles / 4 hrs. non stop Baltimore to Verona = 187 miles / 3.5 hrs non-stop 6/16/17: > BT and Erik spoke and he now wants to do a Washington, DC/Baltimore trip. > not sure if choir will be traveling with them this year, new CD will be on maternity leave. > looking for an "iconic" performance venue? Not into competition. > Clinic experience - maybe interested. Would prefer straight performance. But he has festival the following weekend, so a clinic would be good. Mike Votta at UMD? > March 15-18 > 100 + 10 = 110 > Thursday 3.15: Depart VHS, possible stop at University of Maryland for clinic with Votta, or possibly with one with military band in DC; free time at hotel, nice dinner or possible nighttime performance > Friday 3.16: Leisurely breakfast, museums, lunch, shopping, nice dinner = possible performance at night or see National Symphony Orchestra > Saturday 3.17, possible museum in the morning; head to Baltimore inner harbor in afternoon have lunch and early dinner - head back to VHS > $500-$600 > BT will work on IOG and share with Erik before moving forward as he has some unknowns re: ensembles. > Sent ensemble forms, hope to get those back. > TO presentation around July 31? 6/19/17: > BT created a Verona HS folder in Dropbox. > Created a basic IOG for your perusal. How did I do? > Researched concerts on Friday evening and there doesn't seem to be much. NSO plays on Thursday evening, but I was worried about driver hours. > Still waiting for ensemble forms. 8/4/17: > BT heard back from Erik. > Choir IS attending the trip. He thought he sent ensemble form back to me, but I did not get it. He re-sent the form and BT put it in Verona Dropbox folder in 2017-18. > Hopefully he will get the choir form to me promptly. 8/18/17: > BT got choir form from CD Clarie Ma. Updated contact in TPMS. > HMS, be aware Claire submitted ONE handwritten form which is signed. She completed it for both choirs on one form, so I got the rest of the information from her and completed the fillable forms to save some time. All 3 are in their dropbox. > ready to set a TO date with Erik. Please advise on a reasonable time to have it completed and I will set a date. 9/6/17: > Erik asked about TO status. > BT asked for a date he needs everything, he asked if two weeks is reasonable. > BT updated the TO date on the White Board to "by 9/20". 9/20/17: > BJS, CH and HMS completed IOG and made necessary calls as able. > BJS ran rates. > Comps = 1:25 > Tier 1 = 99-110 > Tier 2 = 87-98 (+20pp) > Tier 3 = 75 - 86 (+20pp) > CH, ready for TO - old version. Include IOG and PPBCCs. Thanks, BT needs to send to client this afternoon. ____ CH ____ 9/25/17: > BT had GTM scheduled with Erik, but he has been sick and wanted to postpone. I just emailed TO to him for his review (so we can keep things moving) and suggested we talk tomorrow. > He texted me - all looks good. He suggested, "if it helps you" that they could do the clinic on their way down Thursday. I told him it likely wouldn't work and get them to NSO on time and there is no NSO concert on Friday. > Something else I thought was interesting FYI, he said "Also, and I don't meant to be disrespectful when I say this, but I am wholeheartedly against the educational paradigm or lack thereof of USBands". Doesn't mean he won't use us - just wanted me to know. I told him I would pass on his sentiment...not sure what that's about. > Apparently he has started his own marching band circuit and he is the marching band chair of the north Jersey school music association. They are hosting a festival that they hope to uproot the USBand thing. > Still waiting for a 2nd charter quote, but likely go to K will come tomorrow. 10/2/17: > BT spoke with Erik and new assistant BD Taylor. Will update info in TPMS. > Trip looks great, no changes to IOG. > As usual, Max MIGHT come on the trip (already included in current number) - but he will want a public performance. Looking at IOG, I think once we find out for sure if he's coming, we look for something at a place they are aleady visiting. Aquarium, Inner Harbor, Newseum, or Smithsonian. There has to be an option at one of these 4 places. I have a friend at the Aquarium, I'll ask her if they ever have groups perform. No time in IOG to add something else! > For clinics, he really wants to work with Mike Votta at UMD for band. > One wrinkle, they need to have a clinic for their color guard. I can talk to BD at UMD and see if their instructor and/or some students can do it. Erik is completing an ensemble form for them. > They have crossovers in every ensemble, so the 3 clinics (45 min band, 45 minute choir, 30 minute color guard) cannot run concurrently. > He should have board approval by next Wednesday - doesn't think it will be a problem. > Academy is bus choice unless Vanderhoof comes back with something cheaper. > Ready for K. > BT registered for Travel Protection and sent info. 10/10/17: > Rachel sent PG County rental forms to BT for us to complete for Verona's clinic at Eleanor Roosebelt HS. > BT forwarded to HMS. > She's not sure if color guard can use stage - has to ask maintenance staff. Their gym is not available, so maybe an outside spot? > She will advise. > She said $200 for large instrument rental. Not sure of their will be a building rental fee. > Now we need a choir clinician - BT will explore color guard clinicians once we have confirmation of location. 10/30/17: > BT spoke with Jeff Davidson a couple weeks ago re: being the choir clinician for this group. He has it penciled in - but said he would also give us some names of "college folks" who he thinks would be good. > Eleanor Roosevelt HS is NOT available for rental. BT contacted Carlos at DeMatha HS - he thinks it will work. Waiting for confirmation. 11/2/17: > BT heard from Carlos, DeMatha HS is good for the clinics on 3/17. > $800 "rental" - includes custodial, space, and stipend for host director. He says it's negotiable if we think it's too much. > They will send a K and will need certificate of liability insurance naming DeMatha HS as insured. > I also have asked Erik if he thinks the CD would be ok with Jeff Davidson as clinician for choir, he has it penciled in. Will advise. If not, Jeff has some other suggestions for us of “college folks”. Once confirmed, BT will seek a color guard person. 11/2/17: > UPDATE to previous note. > Claire (CD) wants a college level clinician. I will get with Jeff on this and send some ideas to HMS. > BTW, she asked if they could stop at Westminster Choir College en route for her clinics. I told her NO! Not changing the whole fucking itinerary b/c of your diva ass! (I said it nicer). 11/2/17: > BJS updated Clinic info / rates as needed. > BJS made USBands INACTIVE since Erik expressed his strong dissatisfaction with USBands and their philosophy. > By deleting USBands, rates can remain as published since the additional clinic costs will be absorbed by the deletion of USBands. > BJS prepared TO K Version & IOG K Version. > Per HMS, IOG is correct, but most of Friday & Saturday's attachments need updated since we were waiting for the clinic space and clinician to be confirmed. Now that some of that has been done, Friday and Saturday kind of got flip-flopped. > BJS set due dates (made a few adjustments since 1st & 2nd payments would have been just a week or two apart). > JAF, ready for 1st & 2nd Payment Invoices. > CH, will be ready for E-agreement as soon as JAF completes the invoices. Please make sure E-agreement is sent before 3PM on Friday, 11/3/17. > Comps = 1:25 Paid and Tiered Pricing is in the TO K Version. _x___ JAF _11/3/17___ ____ CH ____ ____ HMS ____ 11/3/17: > CH, will be ready for E-agreement.Please make sure E-agreement is sent before 3PM on Friday, 11/3/17. _x___CH__11/3/17__ 11/08/17 > 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 _____ 11/13/17: > Carlos at DeMatha sent K for rental to BT and HMS. > BT got a color guard clinician name from BD at U of MD. Suzanne Sturgis - bsturband@verizon.net > BT will reach out to her for availability and/or suggestions. > Jeff Davidson suggested 3 potential choir clinicians in the area: Ken Elpus, UMD - elpus@umd.edu Stan Engebretson, George Mason - sengebre@gmu.edu Steven Holmes, Towson - saholmes@towson.edu > Still need to get Votta under K. Any luck? 11/15/17: > Suzanne Sturgis is available and confirmed for the guard clinic. > BT copied email to HMS - please reach out with K for her, etc. 12/11/17 > KMH received check #1803 in the amount of $10,000 12/18//17 > KMH received check #1804 for the amount of $6,350. 01/10/18 > KMH recived check #1811 for $23,763.00 1/12/18: > BT reviewed all forms rec’d on 1/12/18 (RL, FPGF, HIF & FAF). > Total Pax = 98 PAX (86 + 12). > RMS / PAX 20 Q / 80 02 T / 06 04 D / 08 04 S / 04 TOTALS = 30 ROOMS and 98 PAX (86 + 12). > The group will be traveling on 2 busses > BT placed all forms in Dropbox. > FYI CH - Erik completed this is Excel online so I downloaded it. The text from the blue row got deleted somehow. I assume you can put this back in. 1/15/18 > CH reviewed all forms processed by BT (RL, FPGF, HIF & FAF). > Total Pax = 98 PAX (86 + 12) > RMS / PAX 20 Q / 80 02 T / 06 04 D / 08 04 S / 04 TOTALS = 30 ROOMS and 98 PAX (86 + 12) > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH sent RL to Hotel. > 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 98 bags and 196 tags _____ KMH _____ ____ HMS ____ 1/16/18 > John, ready for final invoice. > Total Pax = 98 PAX (86 + 12) > RMS / PAX 20 Q / 80 02 T / 06 04 D / 08 04 S / 04 TOTALS = 30 ROOMS and 98 PAX (86 + 12) CH updated prices in the tpms quote boxes (in red) to Tier 2 (87 – 98 PAX) Comps are 1:25 paid (3 comps) Traveling on 2 buses 1/16/18: > JAF created Final INV # 6354, due 2/5/18, $16,292.00. Emailed and mailed. 1/23/18: > Erik and I had a conversation with his principal several weeks ago regarding concern about their dinner in Baltimore being on St. Patrick's Day. > I assured them that based on my experience living here that those festivities really don't take place anywhere near the inner harbor. I even asked my contact at the aquarium who has worked there for years and she said "won't be a problem". > I informed Erik and he agreed, but said he still needed the OK from admin. My advice was, if still an issue, to just depart after aquarium for home and use MC en route for dinner. > Just heard back today - admin. "asked us not to stop in the Baltimore. What are the other options?" > I am getting clarification on if this means no stop in Baltimore at all or just no dinner in the harbor. I told him that at this point I was not sure if we could get out of Hard Rock K for lunch and if aquarium tix were already purchased. I also reminded him that simply departing after the aquarium and having dinner en route would be the simplest fix. > Will advise on his response. The only other idea I have would be to have them do lunch and spend some time at Arundel Mills (Dave & Busters? Medieval Times?) if Baltimore is not possible. 1/23/18: > Good news - Hard Rock and Aquarium are good on 3/17. > Final Itinerary should show that they will depart for home after the aquarium with MC en route. 1/24/18: > Please note: make cashier’s check to Verona payable to “VMPA". 1/25/18 > CH processed PCCF to add one male student > Total Pax = 99 PAX (87 + 12) > RMS / PAX 21 Q / 84 01 T / 03 04 D / 08 04 S / 04 TOTALS = 30 ROOMS and 99 PAX (87 + 12) > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH sent update to Hotel. > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > KMH, please update the student count for their GTV and make a note to send one more bag and 2 tags with the final itinerary pack. ____ KMH _____ _____ HMS _____ 2/2/18: > BT got arrival instructions for the clinic at DeMatha HS. > You can give the drivers this address: 5905 43rd Avenue Hyattsville, MD 20781 > This will take you to the back lot where the music building, Brendan McCarthy Building, is located. The lot should be empty. > There are two entrances into the back lot. One for entering and one for exiting. The drivers will want to leave the lot through the same entrance they came in. This is an easier turn for buses. 02/12/18: > BJS reviewed final numbers and with the PCCF which ADDED one student, they are now in the Tier 1 range (99 - 110 total pax), so BJS updated final inv. accordingly. > REVISED Final Invoice #6354, made due: 02/19/2018, $14,707.00. 02/12/18 > KMH received check #1817 for $16,292.00 02/20/18: > JAF, please send refund check to Verona HS in the amount of $ 1585.00. This represents their over payment since they mailed the check before they achieved Tier 1 pricing. __x__ JAF _2/20/18___ 2/20/18: > JAF issued ck # 10722 for $1,585 to Verona Music Parents Assoc. 02/22/18: > BJS reviewed IOG in preparation for BRF and Cashier's Check. > Updated IOG to show the departure from home after their visit to the Aquarium in Baltimore and the $15 Meal Credit for Dinner being en route. Also adjusted the arrive school time to 9:00PM. > BJS sent BRF to JAF and Cashier's Check is to be made payable to the Verona Music Parents Assoc. 03/01/18 > BJS mailed FI Box via FX Ground, including Cashier's Check. > BJS emailed FI Booklet to Erik et al. 3/12/18: > BT had pre trip brief with Erik. > All good. Only questions - wants to make sure Medieval Times can accommodate their Vegan diner. 3/23/18: > Trip debrief - mostly when we met in person at DeMatha. > Everything went very smoothly. He called this trip a "dark horse" b/c he thought everyone would be "meh" on it after doing Disney last year - but all of his kids and parents were super pleased and really enjoyed DC. > Touch base in late May/early June for next year. 3/26/18: > JAF caught error on final invoice. Only gave $22,763 for 1/10/18 payment . Should have been $23,763. Sent $1,000 on ck # 10788 to VMPA, via Erik.
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