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General Trip Information
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Thu May 24, 2018
Trip Name
Montgomery Area School District Band (PA)-Williamsburg, VA-05-02-2019
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Montgomery Area School District Band (PA)
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Trip Notes
( Print Note )
( E-Mail Corporate )
Montgomery, PA to Williamsburg, VA = 347 miles = 6 hrs. non-stop DISCOVER STUDENT TRAVEL 3/1/18: > Brian is an adam wright referral. After our conversations and emails, I think this is the perfect trip for our new paired down DST TO as he is open to some variables. > Traveling May 2 through May 6, 2019, to the Williamsburg/Virginia Beach area. > 55 total travelers - 50 + 5. > Performance opportunity for the following ensembles (all ensembles are grades 7-12) Concert Band Jazz Band Marching Band > Ensemble forms are complete - he is very responsive! > He would definitely like a beach day and a Busch Gardens day. > He says "we NEED to keep the trip as inexpensive as possible". BT's first thought is to shorten by a day. > He does not have a preference on level or location of hotel. > He would like food to be quality and variety "so avoid the standard “three choices from Planet Hollywood” type thing and aim more for the “Golden Coral” buffet type thing". > Performances can be “Festivals of Music,” “Music In the Parks,” or even just a performance in the park or at the beach. BT says start with MITP and go from there - more $ for FOM, maybe less for public performance. BG does have a perform in the park program. > He "wanted to see the wide variety of options you may have at your disposal". Therefore I this is perfect to start with just hotel and bus confirmations and build out from there. > Susquehanna Trailways is close to them, but he would not be apposed to another company if a reputable company can be found with a lower rate. > BT asked for departure time on May 2 - can be anytime after 5:00am. > Return time on May 6 should be no later that 8:00 PM > BT started IOG - awaiting Dropbox fixes to create folder and place everything in. 3/29/18: > BJS and BT discussed and decided this could be a mimic of the Montoursville HS Band trip, but go DST with MITP festival performances on Saturday: Concert Band, Jazz Band & Parade Band and Busch (Saturday) with MITP and Awards that evening. > Thursday - as is. > Friday - as is > Sat - MITP and Busch Gardens > Sun - Beach day and then dinner at colonial tavern > Mon - travel home. 04/03/18: > BJS reviewed IOG and then ran rates (old fashion way) and then completed TO. > BT, please set GTM and share with client - need to bring the cost down, delete a day. Move VCA Beach to Friday and make a whole sale shift for Sunday. Everything from Friday could go away and estimated savings would start at about $140 per person quint. > Not worrying with too much else at this point until we see how serious this guy is. > CH has hotel selected - Embassy Suites Williamsburg. > Will hold for CQRs and everything else once we know he is proceeding with us. ____ CH ____ ____ HMS ____ 4/9/18: > BT had very nice TO GTM with Brian this morning. > He was pleased with the trip, is serious about the trip, and said the price "was a little high, but not astronomical". > We discussed shortening by a day and he thinks that is a great idea. I started with BJS idea of eliminating Friday activities and making that the beach day. > He thinks that the school system will balk at not doing the educational stuff - but he is fine with getting rid of Spirit of Norfolk. > He would like a revision with changes as follows: > Friday 5/3 - keep everything during the day, eliminate Spirit Cruise in favor of Sunday evening 5/5 activities - Dinner at Tavern and Ghost tour. > Depart on Sunday 5/5 - eliminating beach day altogether. > Maybe not quite the savings BJS mentioned in previous note, but hopefully a bit less b/c of losing hotel night, dinner cruise, and one less day for buses. > I discussed adding MCs at $10 each if he decides to make all inclusive. He said he might, or they may handle that in house as his boosters fundraise a lot and like giving the kids $ for those meals. > BT told him we don't get quotes from Susquehanna. He's fine with that, they have used Elite. Open to others. > Please proceed with revision and charter quotes. 4/15/18: > BJS completed IOG Rev1 based on notes above. > BJS ran rates (still the old fashioned way as we are not adding all the attachments and confirming anything other than hotel and getting two (2) bus quotes until he commits as this is a DST trip. > BJS completed TO Rev1. > CH, please send CQR to Elite and Anderson. Please add to RPMS as soon as received so BT can share and hopefully we can get the Go to K. > CH, Please advise hotel that it will be just a 3 night stay instead of 4 as originally planned. > BJS sent msg to BT so he can share TO Rev1 with group. __x___ CH _4/17/18___ 4/24/18: > After answering some of Brian's questions from earlier in the week, he emailed me this last night: Dear Mr. Taylor, After a long and arduous booster meeting tonight, the booster parents have decided to proceed in a different direction for our 2018-2019 school year performance tour. I appreciate all of the time, work, and effort you have put into your proposal, but unfortunately, the Montgomery Area Marching Band will not be able to travel with you next year. I apologize for any inconvenience we may have caused. Again, thank you for everything. You have been amazing to work with, and I hope to be able to visit this topic again in the future. Sincerely, Brian Rehn > I pressed him for more information and clarification on what "different direction" means. He responded: Mr. Taylor, I appreciate your concern and time. We were in communication with approximately six different educational and musical tour companies to plan our upcoming trip. Because of our school/community financial situation, my parents/boosters ALWAYS get bids, ideas, etc… from several different sources. Out of necessity, they are VERY particular and detail oriented. We need to get the biggest bang for our buck. Long story short, the boosters looked at the cost and opportunities offered by several different companies. They also considered the updates and modifications made upon their/my requests. In the eyes of my boosters, one of the other company offered a quality tour, with extended services, at a better price. Thanks again for everything you have done, and I hope to work with you in the future. Sincerely, Brian Rehn > So, boosters are in charge here I guess. BJS, guess you were right about this one. Glad we didn't got beyond bus and hotel. > Mark as cancelled. :-( 5/24/18 > CH canceled hotel and notified bus companies that we would not be booking. > CH marked CANCELED
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