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Fri May 06, 2016
Trip Name
First Colonial High School Fine Arts-Orlando, FL-04-24-2013
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OR
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Final Room List
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Hotel Info Form
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Contract Status
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Trip Notes
( Print Note )
( E-Mail Corporate )
VA Beach to Orlando = 790 miles / 13.5 hrs non-stop 7/31/12: > Debbie sent me the e-mail regarding her surgery today (hope all goes well) and to contact you regarding possible travel in 2013. > I am going to try to go this spring with the group here at First Colonial. > I want to replicate the trip that I took with the Kempsville Band in spring 2006 to Orlando Disney for the Performing Arts Workshops. > The dates I would like to travel are depart evening of April 24th for overnight travel through the 28th, departung Saturday evening the 27th for overnight return). > We have a new orchestra director and she would like to travel with us but I won't know until school starts if that will happen. > If we go band only I am looking at 35 to 40 students with 5 adults. > If the orchestra does travel with us, they will probably have around 30 students with 4 adults. > Please let me know if this is enough to begin planning with. 7/31/12: > BJS replied with - > Great to hear from you! We are delighted to put this together for you. As soon as you hear from the Orchestra Director, let me know of her intentions and we will out it all together. If you have a chance to correspond with her prior to the start of school, that would be great and then we can have something for you by the time the students return. From the onset of our planning, it is always best to plan on them joining you, that way we will be sure to have sufficient sleeping rooms and seats on the motor coach(es). Better to have it and not need if (we can release as needed) than to need it and not be able to get it. In the interim, just a few questions / thoughts: • In additional to the You’re Instrumental Workshops, are the ensembles looking to perform? • Remember, transportation is going to be the biggest portion of your budget and any fluctuation in numbers has an impact in the per person rates. Keep in mind, the closer each coach is to capacity, the lower the transportation cost will be for each trip participant. Please let me know if you are able to get any response from the new Director, as well as the answer about performing, at your earliest convenience. In the event she does not respond, let me know as well and we will just proceed as if she is going to participate and then we can cut back later if necessary. Thanks Bryan! As always, I look forward to our work together, 7/31/12: > BJS sent specs to Jennifer at BVSuites. > BJS completed IOG. 8/30/12: > BJS made attachments. > BJS ran rates and then completed PTP Pack and emailed to BD. > BJS attached Charter Company options. > JM, please send out CQRs accordingly. 2 coaches, but also ask Venture for a price on their 81 Passenger double decker coach with equipment trailer. Thanks. __x__ JM _8-31-12___ 9/12/12: > DSC sent bus quotes to Bryan Wills. 10/1/12: > BJS sent EM to DSC asking for follow-up. 10/2/12: > DSC spoke with client for a long time. trip is still a go, parents, kids are excited. Bryan will get bus choice to me within a few days. > Now on a personal note - Bryan has been diagnosed with an auto immune, no cure disease that affects the the lungs and kidneys and other organs. He will taking cemo once a week, so far no really bad side effects. Good news, it was caught early and with cemo and steriods for the rest of his life, he should be good. 10/3/12: > Bus Choice for group - Newton. If not available Venture 47 Px is 2nd choice. 10/12/12: > BJS completed Contract Packet. > JM, please process per SOP and mail this afternoon. > K and 1st $ due 11/16/12. > BJS also emailed Disney PAOS Application packet to Bryan. NO video or pic required since they are Workshop only group. __x__ JM __10-12-12__ 11/13/12: > DSC heard form client! GO to contract. Numbers are looking good and he is back to work full time. old him he would have his contract after VMEA. 11/19/12: > Rec'd completed Disney PAOS application for the combined Band & Orchestra workshop. > BJS also sent EM to DSC to let her knwo CN was mailed on 10/12/12, so I am not sure why she told hiim it would be sent after VMEA . . .(because I am stupid!) 11/26/12: > DSC spoke with Bryan Wills z. He will fax or email - didn't understand him too well - the signed contract page and travel planner letter this week to BJS. > He has money - asked him yto send what he has. 11/29/12: > BJS EM'd revised IOG to DSC - See attached – revised now that Disney Workshop has been scheduled. Please share with group. 12/5/12: > DSC sent EM to Client - checking status of K, first $ and TPL. 12/5/12: > Per Client - This went out in snail mail form a bit ago. Here is a copy signed pdf form. Can you forward it to Brian? Let me know if you have problems with the attachment. thanks W. Bryan Wills (DSC never sent email to BJS with attachment) 12/5/12: > DSC replied - Did the contract and payment go in snail mail as well? Thanks! Debbie 12/5/12: > Per Client - Haven't got the contract back from down town. You know how slow they are. I will call and check status. W. Bryan Wills 12/11/12: > Rec'd Travel Planner letter vis regular mail. > BJS called DSC to see if she had the other items in a scanned PDF format - she does nolt believe so, but will check - she will also follow with Client. 12/17/12: > DSC spoke with BW and he has called the Booster President and TREASURER to come in and sign the contract and draw up a check for us!! Should aall be handled this week!!!! yea! 1/7/2013: > DSC called client and lm on vm also sent an e-mail asking as to where the signed contrat and is payment were. 1/14/13: > DSC sent email and left vm with client and asked for update, also telling him I hoped he was doing well. :) Hopefully thi eill gget a response from him. I also told him a call/email from a Booster Pres/Treas. would e fine as well. > DSC heard from Bryan Wills: Debbie: Sorry for the delay in response. I have had a setback and it looks like I will be undergoing another round of chemo. I was at the doctors last week and then again today for testing and results and what remission I was in seems to be gone. That didn't make me happy, but the fact that the treatment worked the first time means it should work again. The studies have shown that to be the case so that's what I'm going to hang my hat on. I have the contract to the booster treasurer and he is supposed to have signed it and returned it to me already. He might have sent it in today with his son and I will check first thing in the morning. If it is not there I will call him and ask him to bring it to me tomorrow (he is a stay at home day so he should have time). The treasurer(s) from both band and orchestra are also past due giving me the check so I can send them in together. That will be my top priority tomorrow back at work. I will call or e-mail you updates at that time. I have had my phone off a lot lately because of being at the doctors, but I will have it back on all the time now. Thanks Bryan 1/22/13: DSC spoke witih client - will send 2 checks this week and will have Booster person upload signed K page to him and then Bryan Wills will forward on to BJS 1/29/13: > DSC spoke with Bryan. He ended up in the hospital last week with pnuemonia, but is back this week. He has a meeting with the TReasurer and President of the Boosers this week. He daid he would fax the signed K page to BJS tonight after the meeting and will put the checks in the mail tomorrow. Stay tuned for further updated...... 01/30/13: > Rec'd signed K via EM. > Accompanying note said that checks were mailed this afternoon. > BJS signed K. > JM, please process signed K per SOP. > As this group is now UNDER CONTRACT, please review and proceed as needed. Thanks! ____ JM __1/30__ X __X__ HMS _2/6/___ 02/04/13: > Rec'd check #9020, $6,395.00 (Band Boosters) and #1119, $2,550.00 (Orchestra Boosters) for a total of $8,945.00. > DSC called WBW cell and left a message to get the forms to us ASAP! > DSC also called the school and left the same message. > DSC called the house and left the same message. > Sent an e-mail too. Will keep you posted. > 3/7/13: . Debbie and Bryan: I've had a bad couple of weeks back in the hospital for some stuff, but finally able to function. I submitted two forms on line today. The hotel information and final list which were the only ones I could access on-line. I have the rooming list I will fax later this afternoon. Does that catch me up on forms? I will try to keep up from here out, I think the medical stuff is under control! Thanks Bryan 3-8-13 >JM processed Hotel Room List Packet to include: 5 SX/30 pax 3 Q/ 12 pax 4 D/8 pax 1 S/1 pax TOTAL 13 Rooms/51 pax (42 + 9) 3/19/13: > K minimum was 72 and they have 51, so . . . > Comps are just 2, not 3. > Deleted Group Travel Video > Disney Dining Cards for lunches are now $10 each instead of $15. > BJS updated IOG and attachments as needed. > BJS EM'd and mailed Final INV #5393, $23,337.00 due 03/27/13. > BJS also sent notes to DSC with updated IOG so she can share with Bryan Wills. 03/19/13: > BJS forgot to issue credit for the Meal Credits on the Invoice, so BJS sent REVISED Invoice and note of explanation to Bryan and DSC. > Total Due = $22,317.00, due: 03/27/13. 04/23/13: > Rec'd Band Booster Check #9036, $14,967.00 and Orchestra Booster Check #1123, $6,900.00. > They are aware they are short by $450 and Orchestra Boosters are sending check for that amount.
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