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Trip Name
Tantasqua Regional Junior High School Band-Winchester, VA-05-03-2012
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Tantasqua Regional Junior High School Band
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OR
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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
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Fiskdale, MA to Hagerstown, MD = 410 miles / 7 hrs non-stop 8/26/11: > BJS added to new system (again). 8/31/11: > BJS sent EM to Lucy explaining that we were hacked and are now running behind. Will have her PTP to her by the end of next week. 9/30/11: > BJS sent IOG to Lucy for her review / approval. > AS soon as she replies, we will run rates and put together full blown PTP. > Selected Hagerstown Hotel & Coference Center as property from BMG - formerly the Sheraton 4 Points. 10/2/11: > BJS emailed Shenandoah Apple Blossom Festival Application to Lucy with directions to complete the highlighted portions and return to our office. 10/3/11: > rec'd email from Lucy, wants Hershey Park and also wants just One Parade and a Concert Band Competition. > BJS revised IOG and sent to Lucy for her review / approval. Lucy: What grade level of music would your concert band be playing in the competition, IV, V, or VI? Class will be determined by the lowest level of piece played for adjudication. I ask this because the performance schedule times are based on classification and we may have to delete the side trip to Luray depending on your performance time. The concert band competition begins at 8:00AM on Friday. I will then place Hershey Park on Saturday. Take a look at the revised IOG attached and know that based on competition performance time we may have to delete the caverns. If this looks good to you, I will proceed with rates and they will actually be guaranteed rates – not just an estimate.x 10/3/11: > PEr Lucy, loves the revised IOG and will have a Grade IV Concert Band, so they will be first in the morning on Friday and maybe we will have time to get them to Luray and back before the Firefighter's Parade Friday evening. > HMS, please review IOG and make attachments / update as needed. BJS hopes to have PTP to Lucy NLT the end of the day Tuesday if possible. She needs our PTP in order to submit for approval and before she can proceed further. Thanks! __X__ HMS __X__ 10/9/11: > BJS completed PTP and then emailed packet ro Lucy for her approval. 10/11/11: > Lucy called and spoke with HMS, loves the trip and loves the rates - cannot believe they include so much! 10/12/11: > Lucy called and spoke with BJS. > Principal has approved the trip, BUT, they need to wait and leave after school on Thursday, so we need to make the following changes - > Wednesday becomes Thursday > Thursday (Gettysburg) becomes Saturday. > Hershey Park with then be on the way home on Sunday. (1.5 hrs from Hagerstown to Hershey & 330 miles from Hershey to home) > She is doing transportation on own. > School Board still needs to approve, but that should be a rubber stamp! > BJS told her we would have a complete revision to her next week. > BJS made no chages at this point to system or the IOG . . . 10/19/11: > BJS updated Lucy's IOG based on our conversation from last week. > Rec'd EM from Lucy wondering if there was a choral component ot the Apple Blossom Festival Competition. > BJS replied - Unfortunately, there is not; however, if your choir is interested in joining the band on this trip, I would like to suggest a couple of options: • Shift Hershey Park to Saturday for everyone and the choir could participate in a Music Showcase Festival and then Sunday could be Gettysburg until about 3PM and then head for home. • Rather than the choir competing, we would make arrangements for a performance workshop or clinic with one of the Directors at Shenandoah. Just some thoughts . . . By the way, I have attached your up-dated IOG (Itinerary Outline Graph) reflecting the changes we discussed last week. I will await word on the choir before proceed with any additional changes. BJS MADE NO CHANGES TO ATTACHMENTS - WE ARE HOLDING FOR FURTHER INSTRUCTIONS FOM LUCY!!! 11/8/11: > BJS sent follow up em to Lucy checking on Status of trip . . . 11/21/11: > While at VMEA (11/17/11), BJS received EM from Lucy that trip has been 100% approved and what does she do next? > BJS replied with the following - Lucy: Please see the attached revision for the Band’s up-coming trip to the Apple Blossom Festival. This packet reflects the changes we discussed over the past few weeks and shows the lower, revised package rates. Please review at your very earliest convenience and if everything meets with your satisfaction, let me know ASAP and I will mail your Group Leader Handbook / Contract. All of these dates will be in the Handbook, but just so you’ll have them and can start planning accordingly, here are the main due dates, etc.: Apple Blossom Festival Application: ASAP!!! (I sent partially completed application to you via email on 10/2/11) Contract & First Payment of $75 / person: 12/20/11 2nd Payment: 02/02/12 Final Participant Guarantee Form, Room List, Hotel Information Form, & Charter Company Information Form: 03/02/12 Final Payment: 03/16/12. Thanks and I look forward to hearing from you soon, > BJS revised PTP as the K Version and updated all attachments in the system as needed, including revised Rates. > BJS entered due dates, etc. in system and Jude has begun the preparation of the CN. 11/28/11: > BJS called and LVM for Lucy to see if all is good to go and if she is ready for the K . . . 11/29/11: > Per Lucy's VM - she is ready for K. 11/30/11: > BJS completed CN. > K and First $ Due 12/20/11. > JM, please process per SOP and mail via FXSON or 2-day. > She already has the Festival Application. > Please include CCIS Mouse Pad & Band sorted by Grade Music list in the front inside pocket. Thanks! __x__ JM _11-30-11___ 12/9/11: > JM mailed VBODA cds to Lucy. 12/16/11: > BJS sent congratulations letter to Lucy for their Apple Blossom Festival acceptance. 12/27/11: > Rec'd signed K, Travel Planner Letter and check #1758, $6,150.00. > HMS, as this is now UNDER K and $ has been received, please proceed as needed. Thanks! ____ HMS ____ 2/24/12: > BJS sent Form Set reminder email to Lucy. 2/29/12: > rec'd check #1780, $9.394.00. 3/1/12: > BJS sent EM to Lucy to let her know check was received and that forms are all due tomorrow, FPGF, RL, HIF and CCIF. > BJS granted an extension on forms since there were a few questions and I would rather they be complete and correct. 03/25/12: > Rec'd FPGF, RL and HIF in their final version on 03/08/12. > Total Pax = 75 (65 + 10) > RMS / PAX 15 Q / 60 01 T / 03 06 D / 12 00 S / 00 TOTALS = 22 ROOMS and 75 PAX (65 + 10) > These numbers are within K minimums, so no need for any changes in inclusions or rates. > BJS updated IOG and Bible accordingly. > BJS placed order for 65 CAV dvds and 1 mosaic. > BJS faxed RL pack to Hotel which JM prepped on March 9, 2012. > Group is doing transportation on own, but does need two rooms for the drivers. > HMS, as these numbers are now FINAL & GUARANTEED, please review and proceed as needed. Thanks! _X___ HMS __3/27/12__ 3/25/12: > BJS emailed and mailed Final INV #5238, $6,920.00, due: 04/13/12. 3/30/12: > rec'd check #1792, $6,920.00. > Pending no other changes, account is PIF.
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