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General Trip Information
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Fri May 06, 2016
Trip Name
Nashua South High School Band and Choir-Williamsburg, VA-04-18-2012
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Nashua South High School Band and Choir
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PAX
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Adults
Escorts
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Date:
Time:
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Date:
Time:
Contract
Due
Received
Deposit
Due
Received
Partial Deposit
First Payment
Due
Received
Final PAX
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Received
Final Room List
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Hotel Info Form
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Balance
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Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
4/20/11: > Per Sophia, Festivals of Music is their choice since BJS does not want to work with Heritage. 4/20/11: > BJS sent em to Sophia and Tony - Sophia & Tony: I have been in touch with Festivals of Music and they are in Williamsburg over your dates; however, their format in Williamsburg is a Saturday / Sunday scheme with Sunday being the park day. The same weekend they have a Virginia Beach festival which is the typical Friday / Saturday outline and also includes Busch Gardens. In VA Beach, the instrumental performances are typically at a HS Auditorium and the Choral Performances are most often in a church sanctuary. VA Beach is a little more than an hour from the Great Wolf Lodge. We have several groups that stay in Williamsburg and participate in a VA Beach festival, so this is nothing out of the ordinary. Would this work for you or would you be able to shift to a Thursday - Monday plan instead of the Wednesday - Sunday plan we usually work with? Just let me know and we will proceed as you wish. Thanks and enjoy your holiday weekend! 4/21/11: > rec'd EM from Sophia - Here is what we are thinking as a possible itinerary: > Wednesday April 18 9PM Departure > Thursday April 19 Colonial Williamsburg 11-1PM/Clinics at College of William & Mary 1:30-3 or 3:30/Rest of day at Lodge > Friday April 20 Competition in Virginia Beach/ Spirit of Norfolk Dinner Cruise > Saturday April 21 Busch Gardens, award ceremony and depart approx. 7PM or after awards ceremony � whichever is later > Sunday April 22 Arrive back in Nashua late morning. 4/27/11: > BJS revised IOG and sent to Hotel for revised K. > Also sent to Sophia and Tony for their files. 5/10/11: > BJS based rates on 23 total comps. 1 / 10 paid + 3 ESBCs if we have their K and deposit by 6/17/11. 5/11/11: > Per Sophia - > The Coach Co for buses. > 90-minutes instead of 2-hrs for the Clinics. > Will keep Spirit of Norfolk as kids like the fancy night. > Lower #s? Since comps are based on 1/10 paid, lower numbers will be reflected in fewer comps. So long as they are not 25 or more less, I do not foresee much change. > ipad - meet the 212 minimum and I will do two (don't tell anyone)!!! > Ready for Contract. > BJS updated IOG and attachments as needed. > HMS, as this is going to K based on the PTP and IOG basicially as presented, please review and proceed as needed. BJS hopes to mail CN NLT 5/17/11 (next Tuesday). __X__ HMS __X__ 5/19/11: > BJS mailed CN via USPS 2-day service. > Due 6/1/11 with First Payment, $23,500.00 > BJS sent copy of K to JAF. 10/7/11: > Rec'd EM from Sophia, looking more like 166 students and 17 adults. > Asked BJS to reissue invoices based on these numbers, so they can get the deposit taken care of. 10/10/11: > BJS sent EM to Sophia and Tony - cc'd JAF. Sophia & Tony: Based on your new projected numbers (166 + 17), the rates for the students will remain as published ($539, 579, 639, 729, and 999). The adult rates are as follows, in order from Quint Occupancy to Single: 479, 519, 579, 669, and 939. Comps will be 1 / 10 paid plus the two (2) Directors. I will forward updated INVOICES momentarily. > BJS updated rates on Bible Screen as well and then sent QUOTE Sheet to JAF. 10/11/11: > Sophia sent EM - adding another sudent, so 167 + 17 = 184. > Also wanted all of the invoices and due dates changed - BJS replied via EM: • No problem on the additional student you sent over, we will not need to guarantee numbers until the FORMS are due on 02/17/12. • The due dates are the same for all groups traveling over your travel dates and to be fair to all, our attorney tells us that we cannot change the “official” due dates. As you well know, we will work with your schedule and accept your payments as you are able to send them. Once the Final Participant guarantee Form and Room List come due in mid-February, we will generate a final invoice showing exactly how many packages you have of each type, transportation, comps, all payments received, etc. Obviously, the 06/01/11 and 09/15/11 dates have come and gone so we will gladly accept whatever you can send, whenever you can send it . . .you know I am flexible. > BJS went ahead, and to be safe, set the total pax slightly above Sophia's projection so we have enough . . . Will use 175 + 20 for a maximum of 195 at this point. 10/12/11: > Rec;'d signed K from Sophia via email. > JM, oplease preocess per SOP and mail fully signed copy back to Sophia Santerre, Choir Director. Thanks! __x__ JM _10-12-11___ 10/18/11: > Christina Humber called (Booster Co-Treasurer), wanted to see contract before she would send check - BJS emailed her copy of K Packet and cc'd Sophia and Tony. 10/25/11: > Rec'd check #1916, $18,300.00. 1/20/12: > rec'd EM from Sophia - I did receive email confirmations yesterday from Festivals of Music and there are some group corrections – do I make these or do you? The groups that will be participating are: 1. Concert Choir 2. Chorale 3. Jazz Choir 4. Concert Band 5. Honors Jazz Band 6. Jazz Band Just a scheduling heads up – Tony & I share many students this year so unfortunately, none of the groups should be performing at the same time. The only time we ever had an issue was in Disney and I’m guessing that’s because of the number of schools and venues used. > BJS replied that I will make them when we are on the phone together when she calls next week to dicuss other items for the future. 1/20/12: > Debbie called from Festivals of Music and BJS scheduled for the Williamsburg Festival rather than the VA Beach Festival. > We needed VA Beach since it is a Fri / Sat scheme while Wmsbrg is Sat / Sun. > VA Beach is currently wait listed and they don't start bands until 3PM, so even if they weren't wait-listed, FOM may not work. > Debiie is going to try to make it work, but schools they use in VA Beach do not allow groups in until after 3PM. > Since there are crossovers, that further complicates the issue. > HMS checked to see if we culd move Spirit of Norfolk to Thursday night, but that is not an option since they are already sold out on Thursday. 01/24/12: > BJS sent EM to Jenny at Fiesta-val just in case we'd need to switch festival comapnies - Jenny: I have a large group of +/- 175 students that had originally selected Festivals of Music for their festival company; however, FOM may not be starting their band performances on Friday until after 3PM and this does not work with the school’s itinerary. If they are not able to work this out, I would like to suggest to the Director that we put them into your festival. Do you have space available and if so, what is your “literal” Festival Only Rate? They do not require admission to Busch through the festival company. Their schedule on Friday is completely open from 8:30 AM – 5:00PM. The performing ensembles would be: 1. Concert Choir 2. Chorale 3. Jazz Choir 4. Concert Band 5. Honors Jazz Band 6. Jazz Band Please advise as soon as you have a chance. Thanks Jenny, Bryan 2/1/12: > BJS was able to work out schedule with FOM and Sophia, so we are all set. > BJS updated IOG and attachments as needed (b-fast time and comp performance times, etc.). 2/17/12: > Rec'd check #2024, $70,330.00. 2/21/12: > BJS sent Director's Guidelines to Sophia. 3/1/12: > BJS processed RL and FPGF rec'd on 02/17/12. > Total Pax = 171 (152 + 19) > RMS / PAX 28 Qt / 140 03 Q / 012 00 T / 000 09 D / 018 01 S / 001 TOTALS = 41 ROOMS and 171 PAX (152 + 19). > BJS updated Bible and IOG accordingly. > Numbers are within K minimums, based on rates sent to Sophia on 10/7/11, so no changes required. > Comps = 17 Adult Double Packages, including the two directors. > BJS placed order for 152 CAV dvds and 12 mosaics. > JM prepped RL Packet for hotel and then BJS faxed on 03/01/12. > HMS, as these numbers are now FINAL and GUARANTEED, please review and proceed as needed. Thanks! ____ HMS ____ 3/1/12: > BJS sent INV #5224 via mail and email. $24,066.00 due 03/09/12. 4/2/12: . rec'd check #2027, $24,066.00. > Pending no other changes, account is PIF. 4/19/12: >Note to file-Ryan's screwed up and were not open for breakfast. Had to send group to nearby Cracker Barrel. Caused client approx. 1 hour delay. 5/29/12: > BJS sent EM to Sophia and Tony with a copy of the Coach Company's offer for a $1,350.00 refund.
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