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Mon May 28, 2018
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Butler High School Orchestra-Cleveland, OH-04-28-2018
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Trip Notes
( Print Note )
( E-Mail Corporate )
Butler High School --> Cleveland, OH -- 121 miles / 2.5 hours DISCOVER STUDENT TRAVEL 9/22/17 > SN met with Katie yesterday to discuss a 2018 Cleveland trip. > 4/7/18 - 4/8/18 (10/10/17 - dates changed to 4/28-29/2018). > Cleveland Orchestra concert on 4/7. HMS informed SN yesterday that inexpensive seats are available for this show. > Rock and Roll Hall of Fame - performance for the Rock Orchestra and visit the museum > Could we find another performance venue for the whole orchestra to perform, such as another museum etc, in order for them to play their classical repertoire? > "Nice" dinner together > Breakfast at the hotel, meal credit for lunch > Overnight security > SN will escort, but willing to do this w/o escort fee to keep cost down and serve also as one of her chaperones since Lena is in the group. > Budget around $250 max. Would they be a better candidate for Discover Student Travel? > Katie is open to suggestion as well. > Worth noting that Katie originally was going to travel with the choir, but decided against it due to cost and lack of interest in the location. > She will get official approval for dates and let me know. Katie is the decision maker overall, as there is no booster group. 10/10/17 > We can move forward, but Katie needs to change the dates to April 28-29. 10/10/17: > BJS updated date in system to 4/28/18 - 4/29/18. > BJS added Cleveland Orchestra attachment. 10/29/17: > BJS reviewed and updated IOG as needed. > BJS sent EM to SN - Stephanie: Please schedule TO presentation for later this week, I’d say anytime from Thursday morning on. (I am sorry, but I will be out of the office again on Tuesday – Back to AGH – this time to put me under & have the laser procedure). Need Ensemble Information Forms before we can pursue the performance opportunities for this group. Please have director complete and return ASAP. I am thinking the R & R H of F for the Rock Orchestra on Saturday and an altruistic performance, like a nursing home or senior center, for the full group on Sunday afternoon. Thanks! > CH, ready for CQRs. > Hotel has been selected. > CH, please make your attachments and then send along to HMS so she can complete hers. > TO needed for presentation NLT Thursday, 11/2/17. __x__ CH _10/29/17___ ____ HMS ____ 11/7/17?: > SN EM'd Katie to schedule TO presentation later this week. 11/8/17: > BJS ran rates. > CH, ready for TO - old school. > DST trip. > Comps are 1:25 PAID > Tier 1 = 45 - 50 > Tier 2 = 40 - 44 (+$20) > Tier 3 = 35 - 39 (+$20) > SN has presentation meeting on Friday, 11/10/17. > Since charter quotes are scarce, I would send to Mlaker & maybe Lenzner. Also follow -up with the other two still outstanding and see if we can at least give her a choice of two come Friday. Thanks! __x__ CH _11/8/17___ 11/9/17: > BJS reviewed TO and added quote from Mlaker. > TO is ready for tomorrow's meeting with client. 11/13/17 > SN met with Katie to review TO > She'd like to drop the nursing home and add a performance elsewhere. Her reason is that they have performed at nursing homes locally, therefore does not want to go on a trip for something they do at home. > She suggested if they could possibly perform at another place, a museum etc, maybe in place of the Aquarium? > Also, she would like to add two $10 meal credits in for the lunches. > Additionally, if Butler Motor Transit can meet or beat Mlaker's price, then they will go with BMT. 1/10/18: > BJS reviewed attachments and then ran rates - unchanged since they added the meal credits for lunch. > BMT is charter choice and under k. > Tier 1 = 45 - 50 > Tier 2 = 40 - 44 (+$20) > Tier 3 = 35 - 39 (+$20) > BJS created TO K Version & IOG K Version. > BJS set due dates (made a few adjustments due to closeness of their departure date). > JAF, ready for 1st & 2nd Payment Invoices. > CH, ready for E-agreement as soon as JAF completes Invoices. _x___ JAF _1/10/18___ ____ CH ____ 1/10/18: > JAF created 1st Payment INV #6352, due 1/29/18, $3,008.00 > 2nd Payment INV, due 2/26/18, $4,226.50 > CH, ready for E-agreement. _x__CH_1/11/18__ 02/05/18: > BJS sent EM to SN - Status of K & $. Stephanie: Sorry to keep bothering you about this, but can you check again with the BHS Orchestra Director and get her to sign the E-agreement. We really need to have this on file. Additionally, we have not received any payments. I believe she mentioned to you early last week that we should expect a check . . . Thanks, our deadlines are upon us and we need to have contractual confirmation that this trip is happening. 02/12/18 > KMH received check #10286 for $3,008.00 02/14/18 > KMH printed fully executed contract and TO > KMH processed GLH per SOP > As this group is now UNDER CONTRACT, please review all and proceed as needed. _____ CH _____ _____ HMS _____ 2/27/18 > SN reviewed all forms rec’d on 2/26/18 (RL, FPGF, HIF & FAF). > Total Pax = PAX 36# + 5). > RMS / PAX 09 Q / 36 00 T / 00 03 D / 06 01 S / 01 TOTALS = 13 ROOMS and 43 PAX (36 + 5). > The group will be traveling on 1 bus > They also have an Escort > NO food allergies 03/05/18 > KMH recieved check #10312 for $4,226.50 3/12/18 > CH noticed a discrepancy in the Room list and asked SN to reach out to clarify. > SN notified CH that there was a mistake and a PCCF will be submitted. 3/18/18 > CH reviewed all forms and processed PCCF (RL, FPGF, HIF & FAF – NO FOOD ALLERGIES) > Total Pax = 45 PAX (37 + 6 + 2). > RMS / PAX 08 Q / 32 01 T / 03 05 D / 10 (includes two escorts in one double room) 00 S / 00 TOTALS = 14 ROOMS and 45 PAX (37 + 6 + 2). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH updated rates to Tier 2 pricing > > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > KMH, Please prepare 43 DST Luggage tags and one DST water bottle for SN to deliver in person > JAF, Ready for Final Invoice > The group will be traveling on 1 bus > Comps 1:25 - 1 at the double rate > Two escorts (Kati and I) are not to be listed on the final invoice. > Pricing is as listed below in red _____ JAF _____ _____ KMH _____ ____ HMS ____ 04/02/18 > KMH received check #10332 for $3,970.50 04/18/18: > SN took DST swell bottle to PMEA to deliver to client. > CH and KH will have the group's folio & cash when they escort the trip. > BJS emailed Final Itinerary BOOKLET to Katie et al . . . > BJS will deliver Final Itinerary BOOKLET (hard copy) to the High School on Thursday. > BJS reviewed Receipt Form and that will go with hand deliver of Final Itinerary BOOKLET on Thursday to the BHS. 5/28/18 > SN met with Katie for trip de-brief. > Overall, almost everything was good, and issues that arose were relatively minor. > Science center meals would have been too expensive for the kids to get enough for $10. Fortunately (unfortunately) the power went out and the center ended up buying pizza for the students. > Did NOT like the mall > Nursing home didn't know how many chairs to provide.
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