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Mansfield - North Penn High School Band and Choir-Washington, DC-05-10-2013
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Trip Notes
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( E-Mail Corporate )
Mansfield, PA to Washington, DC = 255 miles 4.5 hrs non-stop. 8/14/12: Rec'd EM from Will - Good Morning Bryan, I talked with your office this morning and would like to take a trip using your company. Here are some specifics: School District: Southern Tioga School District Towns departing from: Mansfield and Blossburg, PA Type: Music (Band and Chorus) Approximate Number: 70 Location: New York City (changed to Washington, DC the following day) Date: Cheapest in Friday/Saturday in May Cost: Under $150/student Activities of interest: Broadway Show Seeing behind the scenes on broadway Tour music recording studio Meet with professional musicians Eat food someplace unique Open to other activities My cell number is 570-404-0810. 8/14/12: > BJS sent EM to Will - Thanks Will, I appreciate your sending this information my way. Once I returned to the office this afternoon following my morning meeting in Ohio, the afternoon got away from me. I apologize for not calling today; however, I will be sure to give you a call tomorrow morning between 9:30 and 10AM to discuss you group’s plans. Thanks again and I look forward to our work together! 8/15/12: > 9:40 AM, BJS called Will and LVM on cell number. Gave him times I would be in office the remainder of the week and then said I'd be back in Tuesday, 08/21/12. 8/15/12: > Will returned call. > Discussed NYC and budget, then all too soon realized that it could not be done so their 2nd choice was Washington DC. > BJS changed destination to Washignton DC and updated Status Schedule accordingly. > BJS exoplained that Dave Dietz will be their AE and Dave will also follow up with call to introduce himself. > Wants to include touring B-way production / musical if at all possible. > Plenty of free stuff to heklp with budget ie: Smithsonians, etc. > Liked idea of clinic / workshop if possible. > All-Inclusive Meal Plan. > Would like 1 comp / 10 paid. > Did NOT include security in 2012 trip to Williamsburg, so really does not seem necessary for this trip either. > Can leave anytime on Friday morning and would liek to be bacl NLT 11PM on Saturday night. > BJS to complete IOG so Dave Dioetzx can share with Will next week and and we will proceed from there with charter quotes and package rates. > BJS sent note to DD so he is up to date. > BJS sent Em to Will with show options - Will: Thanks for calling back this afternoon. Following our conversation, I went ahead and did some preliminary checking on shows currently scheduled to be in the DC area in May 2013, as this may very well dictate your travel dates. Here is what I found: > Hello Dolly is playing at Ford's Theatre, March 15 - May 18, 2013 > Friday, May 10, 2013 - The Washington Opera is doing Show Boat. This spectacular new production of Show Boat, Broadway's original masterpiece, brings unforgettable songs, dazzling choreography, and an epic story together to make great entertainment and great art. With something in store around every bend as the Cotton Blossom travels the Mississippi with a troupe of riverboat performers, Julie, Joe, Queenie, and of course Magnolia and Ravenal make their way through the decades, navigating the trials of show business, love, and loss in a landscape overshadowed by racial inequality. The legendary songs of Show Boat--like "Ol' Man River," "You Are Love," "Can't Help Lovin' Dat Man," "Bill," and many more--will be performed the way the composer intended, with a full orchestra and robust chorus, in this production. > May 17, 2013 at the Kennedy Center = National Symphony Orchestra Pops Concert. The NSO Pops pays tribute to the 10th anniversary of Wicked and the 65th birthday of composer Stephen Schwartz with a concert performance of songs from the Broadway hit and more, conducted by Steven Reineke. > AND, in Baltimore, American Idiot, May 7 - 12, 2013. Direct from Broadway, the smash-hit musical AMERICAN IDIOT tells the story of three lifelong friends, forced to choose between their dreams and the safety of suburbia. Based on Green Day's Grammy Award-winning multi-platinum album and featuring the hits "Boulevard of Broken Dreams," "21 Guns," "Wake Me Up When September Ends," "Holiday" and the blockbuster title track, AMERICAN IDIOT boldly takes the American musical where it's never gone before. With direction by Michael Mayer (Spring Awakening), choreography by Steven Hoggett (Black Watch) and orchestrations and arrangements by Tom Kitt (Next to Normal), the result is an experience Charles Isherwood of The New York Times declares "thrilling, emotionally charged, and as moving as any Broadway musical I've seen this year!" (Please note: show contains adult content and strong language.) > As you can see, for major productions, we are a bit limited. Please review and let me know what your preference would be and then we can proceed from there, allowing your choice to dictate your group’s travel dates. 8/21/12: > BJS sent EM to Will to see if he has narrowed his dates - cc'd DD. 8/27/12: > rec'd EM from Will - Good Morning Gentlemen, I was wondering if we could plan for doing the evening parade at 8th and I on Friday night and catch a smaller show maybe during the afternoon on one of the days? How would this affect cost? Thanks, Will 8/27/12: > BJS replied - Will: I am sorry for my confusion, but can you please clarify for me what parade you are speaking of on the 8th . . . or is that at 8PM on Friday night? Again, I am confused by which parade and what day / date. Once I know which dates you are wanting to travel, I can check on a matinee for Saturday. Please advise as soon as you have a chance. Thanks, Bryan 8/27/12: > Marine Barracks Parade (BJS saved as Favorite site). > BJS sent email asking for clarification of weekend in May as it was still not determined. 8/31/12: > Per Will, May 10 - 11, 2013. 9/21/12: > Rec'd EM from Will looking for PTP. > BJS sent EM to Dave - Please respond to Will that the full blown proposal is in the works and set a time for a Go To Meeting the week of October 1st. Let me know what works for him and you and I will then send out invitations accordingly. Thanks, Bryan. 9/21/12: > BJS sent specs to BMG. > Transportation is ON OWN (as it was last year to Williamsburg). > BJS created IOG. > BJS made some preliminary attachments. > BJS sent EM to Will - Will: 1. Dave Dietz will be contacting you to set up a time when the three of us can meet via Go To Meeting so we can present your group’s Proposal. He is going to ask for about 30 minutes or so of your time early the week of October 1, so please have your schedule in mind. 2. Your group’s IOG (Itinerary Outline Graph) is attached for your review / comment. Please advise ASAP if you see anything you may want to change, for this is what your group’s proposal and rates (including charter quotes) will be based upon. Thanks Will & have a great weekend, Bryan > HMS, we will hold off his reposnse on the IOG before making any additioanl attachments, calls, reservations, etc. 9/21/12: > Per Will, would prefer Kennedy Center Tour in place of Smithsonian Time. 9/24/12: > BJS updated IOG. > BJS sent EM to Will and DD setting GTM Power Point Presentation for next Tuesday, 10/2/12 at 3PM. > Transportation is ON OWN, so JM is not involved on this one! > HMS, as we are meeting with Client next Tuesday for PP Presentation, please review and add / update attachments as needed. Thanks! __9/24/12__ HMS _X___ 10/2/12: > BJS completed PTP and Power Point for this afternoon's GTM at 3PM. 10/2/12: > BJS and DD met with Will. > BJS emailed copy of Power Point as requested. > Extremely pleased with Presentation and ready for K, BUT, weould liek us to get charter quotes, so transportation is probably not going to be on own as we expected. > Jude, please send out CQRs to the followling and let me know as soon as you get he first one back in as I want to teach Dave Dietz how to send his own clients their PPBCCs. Benedict from Wellsboro, PA (I do not think they are in our system); Fullington, Martz (PA). If these three have coaches available, that should be sufficient. We will need two coaches. Thanks. > HSM,as this is proceeding to K, please review and update / confirm as needed. Thanks!!! __X__ JM ____ __X__ HMS _10/4/12___ 10/12/12L: > BJS sent EM to Will with PPBCC for the two quotes, We need him to make a charter choice ASAP between these two. 10/12/12: > Per Will, charter chocie is Martz and BJS asked JM to get the contract. 10/26/12: > BJS completed CN. > K and 1st $ due 11/20/12. > JM, please process per SOP and mail today. Thanks! __x__ JM _10-26-12___ 11/13/12: > Rec'd Official Travel Planner letter. 11/20/12: > Rec'd EM from Will - only has 22 students committed at this point. > Wanted to know if trip was still feasible with this number. > BJS replied via email = Will: Sorry to hear that the response hasn’t been greater; however, we have plenty of time since your trip is not until May and YES, we can definitely still make this a go! A couple of things we will do right now . . . 1. Release one of the two busses currently under contract. By doing this, your new maximum number of trip participants will be equal to the coach capacity, 55. 2. We can also adjust the number of comp packages down from 7, to a more reasonable number, once your final numbers are guaranteed on March 8, 2013. 3. I will also adjust the room block at the Hyatt Place down a bit and again, when all of your forms are due on 03/08/13, we will release any additional rooms that will not be used. 4. We can also adjust as needed with other trip inclusions, should that become necessary (for example: delete the Group Travel Video DVD, etc.). We often find that students will continue to commit to the trip as we get through the holidays, you may even want to suggest that they use the trip, or a portion of the trip cost, as a Christmas gift from family and / or friends. You may also want to consider opening the trip up to other students and / or faculty at the school, as well as parents, etc. As for the paperwork / invoice, etc., please just go ahead and send what you can now, based on the numbers you have, and we will continue to monitor and accept additional payments as they come in. I hope this helps. Thanks for the update and have a great Thanksgiving, Bryan > JM, please release / cancel one of the two coaches. _x___ JM __11-26-12___ 11/20/12: > BJS adjusted numbers on IOG abd Bible screen to 55 (50 + 5) since this is the new absolute max. and made the comps 2 since this is what most groups of 50 - 55 would receive. > BJS also adjusted room block at Hotel accordingly. > Rates will need to be reconfigured and adjustments made once we have his FPGF & RL in March. 11/28/12: > Will sent email with list of 23 students who are currently signed up for the trip. > Asked about how much he should send for the first payment and BJS replied - Will: You can adjust the Invoice based on the current list and send what you can at this point. We will continue to hope for others to join! 12/17/12: > BJS sent EM to Dave asking him to follow up with Will since we do not yet have his signed Agreement or any $$$. 12/31/12: > Rec'd check #11176, $2,000.00. > Group is now UNDER CONTRACT - implied - do to remission of funds = acceptance of terms. > Be aware, group looks as if it is going to ber significantly smaller than originally projected. May be in the 30 pax range . . . Final Numbers are not due until 03/08/13, but keep this in mind when in conversation with your vendors. > JM, system shows where you already released one of the two coaches from Frank Martz Trailways, but it does not show that we have a contract from the bus company. Please check records and advise. Thanks! ___X_ JM _1/28/13___ __X__ HMS __1/28/13__ 02/05/13: > rec'd check #11193, $2,300.00. 3-22-13 >JM processed Room List to include: 3 Q/ 12 pax 4 T/ 12 pax 1 D/ 2 pax TOTAL 8 Rooms/26 pax (23 + 3) 04/24/13: > BJS reviewed numbers since they are 66% below contract minimums. > Deleted CAV dvd. > Group already lost Apple product since they were two weeks late returning forms. > Reduced comps from 7 down to 1. > Harbor Place in Baltimore is no longer offering Meal Coupons and check was returned to us, so BJS deleted this meal in its entirety and they will be ON OWN for Saturday's lunch at Baltimore's Inner Harbor. > Even with these changes, we have lost over 1/3 of our margin, but there is really nothing else to adjust at this point. > Rates will remain as published with the inclusions adjusted as outlined immediately above. > BJS updated IOG and attachments as needed. > BJS emailed and mailed INV #5419, $4,249.50, due 05/03/13 along with the updated IOG. 05/08/13: > Rec'd check #11269, $3,427.00. > Balance Due on account is now $822.50. > Director is aware and will send as soon as he is able. 6/11/13: > BJS sent EM to Will re: balance due - cc'd Dave & JAF. Just checking in to see what the status is for the outstanding balance due on your group’s recent trip to Washington, DC? The balance due is $850 and this needs to be cleared prior to the end of our fiscal year, June 30, 2013. 9/15/13: > BJS sent EM to Will - Will: In order to avoid finance charges, please make certain the past due amount ($822.50) on your group’s trip to Washington from this past Spring is received in our office no later than Friday, September 27, 2013. Thank you for your immediate attention to this matter. Sincerely, 03/10/14: > BJS sent yet another EM asking for PIF of the outstanding balance, $822.50. CC'd Scott Faust as well since he is now the director. 03/17/14: > rec'd check #11442, $822.50. > Account is now PIF (just a year later!).
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