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Tue May 22, 2012
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Butler High School Choir-Lancaster, PA-04-19-2012
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Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
Dbl
Trip
Quad
Quint
Sext
Start
Date:
Time:
End
Date:
Time:
Contract
Due
Received
Deposit
Due
Received
Partial Deposit
First Payment
Due
Received
Final PAX
Due
Received
Final Room List
Due
Received
Hotel Info Form
Due
Received
Balance
Due
Received
Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Butler to Hotel in Gettysburg = 210 miles / 4 hrs non-stop Hotel to Lancaster Co. Convention Ctr = 55 miles / 1'15" non-stop Butler to Lancaster = 265 miles / 5 hrs non-stop Lancaster to Hershey = 30 miles / 45 minutes non-stop Hershey to Butler = 245 miles / 4.5 hrs non-stop 9/20/11: > BJS met with Bryan at BHS. > 75 Pax (60 + 15) > Some students will be in All-State and won't know that until after auditions at Regional Choir in February, so there will be some permissible changes soon following the FPGF / RL deadline on 2/17/12. > In addition to the Girl's Ensemble (24 singers), the Concert Choir (20 singers) and Chanticleer (27 singers) will also be on trip. > Bryan will not be traveling with group as he will already be in Lancaster for the convention. > Needs Security (2 guards, one for the boys floor and one for the girls floor). > CCIS to secure coaches (2) - no preference on company. > Girl's Ensemble (24 singers) will perform on Friday, 4/20/12 at 9:45AM. Following performance, weants them to have an hour in the Exhibit Hall. > Only the Girl's Ensemble and some chaperones will be able to attend convention, so the remainder of the group can go to Chocolate World at Hershey that morning and then meet up wtht the Girl's Ensemble at lunch time. > Friday afternoon off to Baltimore's Inner Harbor for some shoppng time and Baltimore's National Aquarium, followed by dinner at HRC and then Baltimore Symphony Concert. > Saturday morning, workshop / clinic, preferably with Rollo Dilworth (Temple) or Linda Tedford (Messiah College), both of whom should already be in the Lancaster area due tot he convention. > Saturday, following lunch, guided tour of Gettysburg and then home with dinner stop en route. > No escort / tour guide required for this trip. > BJS sent specs to BMG. > BJS sent CQRs to the regulars. > BJS created IOG and emailed to Bryan. > BJS to have PTP to Bryan by the end of the month. > HMS, please review, make attachments, and update system as needed. Thanks! _9/22/11___ HMS ___X_ 10/5/11: > BJS spoke with Bryan Helsel. > Students not thrilled about Gettysburg stuff since they have already been there / done that. > Wants Hershey Park on Saturday and then head for home - arriving back in Butler on Saturday night. > Hershey is typically open this weekend in April on Saturdays and Sundays for their Spring Fling. > BJS revised IOG accordingly. > HMS, please review and update attachments as needed. Thanks! > BJS told BH we would have PTP to himj the first part of next week. 10/24/11: > BJS updated attachments as neeedd and then ran rates. > BJS completed PTP and emailed PTP Pack to Bryan and JAF. 11/7/11: > BJS sent EM to Bryan to see if he was ready for his CN. 11/9/11: > Per Bryan, ready for K. > Charter Choice = Myers, 1-56 passenger. > Maximum pax will be 56 (46 + 10). At the moment he has commitments from 41 students and 8 adults, but will limit it to no more than 56 total pax. > BJS updated IOG and Bible Screen accordingly. > BJS asked Jude to get charter K from Myers. > HMS, as this is going to K, please review and proceed as needed. Thanks! > BJS reran rates thru the system and they will stay as published, fixed iPad2 and security PP rates and then adjusted comps down from three to two. > BJS would like to deliver CN to BHS before I leave for VMEA on 11/16/11. __X__ HMS __11/10__ 11/21/11: > HMS corresponded with Bryan Helsel and he is not going to be able to use bhis contact with the Baltimore Symphony to get free tickets, wo we are to go ahead and proceed with the Deposit. > HMS prepared an OK TO PAY for BJS to include in the CN. 11/28/11: > BJS completed K Packet. > K and first $ due 12/23/11. > BSO Concert Deposit OK to PAY due this Friday, 12/2/11. > JM, please process per SOP and returnto BJS (no box or envelop required) and BJS will deliver to the school tomorrow (Tuesday AM). Thanks! _x___ JM _11-28-11___ 12/2/11: > Rec'd OK to PAY for Balt Sym deposit. 12/7/11: > Rec'd signed K and Travel Planner Letter. 12/12/11: > JM, please process per SOP and keep original in file for CCIS. Thanks! __x__ JM __12-12-11__ 12/16/11: > Rec'd check #8950, $4,200.00 for First Payment. 2/8/12: > REMEMBER, HE MAY HAVE SOME GUARANTEED / RL STUDENTS WHO GO TO ALL STATE CHOIR but we will not know until AFTER the auditions in early March. He is going to put all on his RL but we need to wait and order after the all state results are known. 2/16/12: > Rec'd FPGF, RL and HIF from Bryan via fax and then he called and deleted two chaps, so forms are updated. > TOTAL PAX = 56* (50 + 6) > RMS / PAX 01 Qt / 05 11 Q / 44 01 T / 03 02 D / 04 00 S / 00 TOTALS = 15 ROOMS and 56* PAX (50 + 6) * Mr. Helsel is quite confident that one of the students who appears on the list will make All-State and if this is the case, she will not be able to go on the trip. He purposefully placed this girl in a Quint which will probably end up a quad, so . . . We will no tknwo if this student and / or any others make All-State until the auditions are held during Regional Chorus the weekend of March 8 & 9, 2012. > BJS updated Bible and IOG as needed. > Rates were based on 51 or more total pax, so they are within minimums. > CAV was never an inclusion, so no need to order dvds. > JM prepped RL packet for hotel and then BJS faxed on 2/27/12. > HMS, as these numbers are now GUARANTEED, please proceed as needed - with CAUTION - since we are not sure what effect the All-State Choir Auditions may have on his final numbers. ____ HMS ____ 2/27/12: > rec'd check #8987, $8,382.00. 3/12/12: > Bryan called with All-State Chour results. > 5 Students were selected, so those 5 CAN NOT go on the trip. > BJS updated RL accordingly. > REVISED TOTAL PAX = 51 (46 + 5) > REVISED RMS / PAX 11 Q / 45 (1 is actually a quint) 00 T / 00 03 D / 06 00 S / 00 REVISED TOTALS = 14 ROOMS and 51 PAX (45 + 6). > BJS updated IOG and Bible accordingly. > There was no CAV, so no need to revise. > No penalty of any type since we agreed he could drop All State Students. > SM delivered iPad2 to Bryan yesterday. > JM, please send REVISED ROOM LIST and IOG to hotel. Total RMS = 15 (14 DDs for group, need one roll-away, and 1 ROH for Driver). Net change = loss of 1 DD and 5 fewer pax. > HMS, as these numbersa re now FINAL and GUARANTEED, please review and proceed as needed. __NA__ JM __NA__ __NA__ HMS __NA__ 3/12/12: > BJS mailed and emailed REVISED Final Invoice #5218, $5,869.00, due 03/16/12. > BJS scanned and emailed FPGF / RL QUOTE to JAF. 3/13/12: > Now that we have the final numbers since we received the All-State results, HMS placed order for Hershey tickets and meal coupons. Hershey said they now have a Buy-Out Private event and we cannot come to the park that day. > Lisa (from Hershey) tried to get the Buy-Out group to allow our group of 51 to come to the park and they refused. > Six Flags America is an option, so BJS is working thru Melissa at BMG to try to release one night of rooms at the Hilton Garden Inn Gettysburg and get us a night at a Balt area hotel so we can just stay in the area Friday night and go to Six Flags America on Saturday. > One we know this is a doable option, we will present this option to Bryan Helsel. 3/14/12: > Per em from Bryan H, two students have not paid and cannot attend. They are Hannah Vandersyde and Katie Seybert. > We can then take the two girls that were in the double and move them into the room that is now a double due to the drop out of these two girls, and end up with a quad. Long story short, two less girls and one less room. . . 3/16/12: > BJS created IOG with the Six Flags / Baltimore option. > BMG has the Springhill Suites BWI for us for Friday night, but we are still awaiting word from the HGI in Gettysburg until we share this info with Bryan Helsel. Melissa expects to have this answer today. > REVISED TOTAL PAX = 49 (43 + 6) > REVISED RMS / PAX 11 Q / 45 (1 is actually a quint) 00 T / 00 02 D / 04 00 S / 00 REVISED TOTALS = 13 ROOMS and 49 PAX (43 + 6). > BJS updated IOG and Bible accordingly. > Stephanie shared this option with Bryan and he is fine with it. 3/17/12: > BJS updated IOG and Bible accordingly. > BJS updated all the attachments, deleted Hershey Park and Meal Vouchers, added Six Flags and their Meal Vouchers and then added the new hotel, etc. > Sent EM to BMG to confirm all changes. > JM, please send revised ROOM List to Hilton Garden Inn Gettysburg with a whole new Cover Sheet and IOG. > Also, send RL to Group Sales Office at Springhill Suites - BWI with their own RL Packet and their specific information. > Breakfast is included with the room at the Springhill Suites - BWI. > Also, send revised IOG to charter company. > HMS, as these numbers and all decisions are now all FINAL & GUARANTEED, please review and proceed as needed. Thanks! ___x_ JM _3-19-12___ ____ HMS ____ 3/18/12: > BJS worked REVISED QUOTE FPGF / RL Version, marked, scanned and emailed to JAF. > BJS mailed and emailed REVISED FINAL INV., $5,131.00, and made due 3/30/12. > BJS sent EM to Staphanie asking her to be sure to email the new IOG to Bryan if she has not already done so . . . 3/29/12: > Rec'd check #9014, $5,131.00. > Account is PIF.
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