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Tue Nov 29, 2011
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Bergenfield High School Band-Norfolk, VA-'2012-04-26'
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Trip Notes
( Print Note )
( E-Mail Corporate )
Bergenfield, NJ to Norfolk = 370 miles / 7.5 hrs non-stop 9/13/11: > Janet met with Brian Tommons, BD, and submitted RFP. > He was really impressed with what she had shown him from the Seneca Valley HS Band Trip to Norfolk a few years ago. > I met with Brian Timmons today and he is requesting 2 RFP's for Norfolk - one leaving on Thursday 4/26 and one leaving on 4/27 at 5:00am. The difference in price will be an extra hotel room stay. > He has 5 groups that will be attending this trip. Marching Band, 3 Concert Bands, and 1 Jazz band. > Each of the groups need to perform. Tattoo participation. > He would prefer a hotel with a pool. Activities to include a dinner dance cruise if possible and a trip to Busch Gardens. > Brian looked at the Itinerary you sent for Seneca Valley Band and was impressed. > He had trouble with buses breaking down in the past. > They have one student who needs a wheel chair lift to get on the bus (last year the lift was not working on the Bus). Please include all meals EXCEPT the meals required in transit. > This group goes to Disney every 3 or 4 years. Last year 300 people went to Disney Magic Music Days. > Please get quotes from Classic Bus Company, Saddle River tours, and Coach USA. > Security at hotel. > Budegt = $400 - $500 > PTP needed by 10/1/11. > RFP said 0 comps, but BJS went ahead and included 12 based on the size of this group aka one for each of the 12 adults. 10/10/11: > BJS completed IOG, made attachments, ran rates and then completed PTP and emailed to Janet and JAF. > Sent individual files and projected Due Dates to Janet also, as well as link to hotel's website. 10/11/11: > Per JFs meetign with Director: > Total budget needs to be no more than $500 all inclusive. > To this end, delete Carrie B Luncheon Cruise and replace with Pizza / Pool Time att he hotel on Saturday afternoon. > Add lunch / shopping stop in Washington DC on Sunday at Union Station with a Meal Voucher. > Return time will now be 9:30PM. > BJS updated IOG and emailed to Janet. > BJS updated attachments as needed since the file never left my desk. > JM, please EM CQRs to Academy (Hoboken), Classic (Bohemia) and Vanderhoof (West Orange). Thanks! _x___ JM _10-12-11___ 10/12/11: > BJS sent EM to Janet - Janet: I have run the package rates for Bergenfield with the requested changes and we were able to knock $30 off the Quad Student Rate. I will re-evaluate once we receive the charter quotes and make sure we can get it to the <$500 as required. Jude has sent the CQRs and as soon as we have the quotes, I will complete PTP Revision I so you can get it to the BD and hopefully we can get this under contract. BJS 10/24/11: > To get below the $400 mark for our portion of the package, BJS DELETED CAV > DELETED 4 comps so there are now 8 rather than 12 > changed the $15 Meal Credit Saturday night at SCOPE to a $10 Meal Credit. > Made the changes the client requested on 10/12/11 - Pizza and Pool time at Hotel rather than the Carrie B Harbor Luncheon Cruise, Shopping time at Union Station with a Union Station Meal Voucher for Lunch Sunday. > Rates now start at $389 Quad Student. > BJS completed PTP Revision I and emailed to Janet and copied JAF. > BJS updated rates in system and updated the attachments accordingly / as neeeded. 11/3/11: > BJS sent EM to Janet asking for update on status as hotel is getting a bit anxious. 11/15/11: > BJS and Janet discussed his lack of response and decided to send em from BJS. > Sent the following - Brian: It has been a pleasure putting together the proposal and revision for your group’s up-coming trip to Norfolk. I know your group’s Account Executive, Janet Finamore, has been trying to get in touch with you for the past several weeks to get an update on your plans. Due to the size of your group, in order to secure appropriate space for you and your students, we have made commitments to several of our vendors in an effort to make certain all we have proposed continues to be available. With that being said, I am in need of an update as to your plans, for the time to finalize these commitments is upon us. We are also happy to make any additional changes you make desire in order to better meet the educational needs and budgetary requirements of your group. We just need to know where this trip stands at this point and time. Please advise at your very earliest convenience. I look forward to our continued work together. > If no word by Wednesday afternoon, Janet is calling school to get his planning period and will visit school later this week if no reply. 11/25/11: > Per Janet - he finally called her back. > Trip to Norfolk is NOT going, but may consider a 2d/1n trip to a closer location, possibly Philadelphia. > Janet will be following up after T-giving. > Please cancel all as needed. Thanks! ____ JM ____ ____ HMS ____
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