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General Trip Information
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Fri May 06, 2016
Trip Name
Fitch High School Band-Myrtle Beach, SC-04-30-2014
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Fitch High School Band
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Trip Notes
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Fitch to Myrtle Beach = 685 miles / 11.5 hrs non-stop Fitch to Greenville, SC (Furman Univ.) = 605 miles / 10 hrs non-stop Furman U to Myrtle Beach = 260 miles / 4.5 hrs non-stop 5/17/2013 > All Inclusive Pkg > Travel overnite - workshop at Furman University located in Greenville SC on the way into Myrtle Beach. Marc knows the professor and will set it up. > Interested in a show > Would like something like Medieval Times > $400-$500. price range > Lakefront Bus line - > Overnite security > Return overnite on Saturday 6/4/13: > BJS emailed and mailed Advance Deposit INV #5436, $15,000.00 due 06/25/13. If received on or before this date, will get them 3 ESBC, so they will get a total of 8 (5 + 3 ESBCs). > BJS updated numbers above to the group's Max of 155 (140 + 15), per conv with Kay when we sopke this morning and she said he wanted and invoice to send $$$ so they can get some extra comps. 06/27/13: > Rec'd Booster check #1348, $10,000.00 as Down Payment for Trip. > Will receive 3 ESBCs. I know it was to be $15k by 6/24/13, but BJS approved due to their loyalty. > Outstanding balance on INV #5436 = $5,000.00. 8/21/13: > BJS sent EM to Kay with specific questions re: side trip to Furman en route to Myrtle Beach - 1. Fitch HS to Myrtle Beach = 685 miles / 11.5 hrs non-stop 2. Fitch HS to Greenville, SC (Furman University) = 605 miles / 10 hrs non-stop 3. Furman University to Myrtle Beach = 260 miles / 4.5 hrs non-stop 4. The stop en route at Furman is not really “on the way”. 5. Is this something they are really set on and definitely want to include? 6. If so, have they made contact with the Director at Furman? 7. Do they have a time scheduled for the workshop / clinic? If not, they need to do this ASAP so I can finalize the remainder of their trip. 8/23/13: > Per KW, yes, they want to do trip en route to Greenville, SC and then will go to Myrtle after clinic Thursday AM and have a relaxing evening at the hotel. > Sr. Pizza will be Friday night. > Parade Band is the only performing ensemble. > Will drive thru night Saturday after awards and arrive home on Sunday AM. > BJS scheduled GTM PTP Presentation for Thursday, 09/05/13 at 3:30PM as requested. Sent invites ot Mark, Wes & Kay. 9/9/13: > BJS sent invitations for GTM this coming Friday, 9/13/13, at 3PM. > BJS completed IOG and made festioval company attachment. > JM, please send CQRs for 3 coaches to Anderson, Lakefront, Great Day, CSE, and Barons. > Please make remaining attachments and updates as needed, including iPad and GTV. Go To Meeting Presentation is scheduled for this Friday (9/13/13) at 3PM. ___X_ JM _9/9/13___ ___X_ HMS _9/9/13___ 9/13/13: > GTM at 3:10PM with Wes, Marc & Kay - first words out of Marc's mouth - these are the wrong dates! > They are traveling one week later, April 30 - May 4, 2014. > NO Festival! > Said they shared this info with Kay but she has no recollection. They might have mentioned possible date change at Band Night, but it was never confirmed. > Expect 145 pax (130 + 15) - so BJS updated numbers on Bible and IOG. > Per Marc, Clinic at Furman is still in the works - will be sometime between 11AM and 3PM!!! > BJS told Marc he needs to get this settled as it will have impact on: - What time they leave the school - Breakfast and Lunch in Greenville, SC - Thursday evening's Dinner at Planet Hollywood - Hotel check-in time and we cannot confirm the dinner reservations > Since no festival - more beach time at the hotel on Saturday AM and then maybe Medieval Times for Dinner on Saturday prior to departure. . . REGARDLESS - > BJS updated dates on Bible. > BJS made changes with Kim at Lakefront Lines - all good there. > BJS called hotel and then also sent EM and cc'd BMG - awaiting answer from Lisa at the Embassy - she is not in until tomorrow (Saturday). > BJS updated IOG as much as possible but can't do much more until the Furman Clinic time is confirmed. 9/13/13: > BJS sent EM to Wes and Marc with an update as I am certain they were concerned when everything was wrong! Wes & Marc: Thanks again to both of you for taking the time to meet with us this afternoon. Please accept my apology for not having your new travel dates or knowing that you were no longer wanting to compete. As I said during our call, I applaud you for making that decision and saving your students more than $10,000, while at the same time being able to offer them a much more educationally sound and worthwhile clinic experience. We have been a proponent of the non-festival trips for more than 20-years now, so again, excellent choice! Here are some updates since we spoke a few hours ago: 1. Lakefront Lines, the least expensive of the 4 charter quotes we received, has coaches for you over the new dates, so they have been reserved. 2. The Embassy Suites Myrtle Beach Kingston Plantation is aware of the date change and will advise me as to their availability, quite possibly as early as tomorrow (yes, Saturday). 3. I have made a reservation for the group to attend the Medieval Times Dinner Attraction on Saturday evening. Student groups love this show and it will be an exciting and fun way to end your time in Myrtle Beach before heading for home. 4. The remaining attractions / inclusions will be contacted early next week to make the necessary changes. Remember, please advise me as soon possible regarding the Clinic Time at Furman, for we cannot set the departure time from school on Wednesday, Thursday’s 3 meals, and your hotel check-in, until this time is solidified. As soon as we have this information, we will be able to finalize everything, including your group’s rates. Thanks again and have a wonderful weekend, 9/17/13: > BJS sent EM to Wes and Marc - Hi Guys! Everything seems to be falling nicely in to place for the new dates on the Myrtle Beach trip! I received word late yesterday afternoon that the Embassy Suites Kingston Plantation was not able to accommodate your group over the new days; however, due to the circumstances, their sister property, the Hilton Myrtle Beach Resort has availability and will accept your group with the same rates and apply the deposit we had already made, to the Hilton. Having had groups this past year at both hotels, this is an upgrade – and I am amazed that they are willing to do it at the same rate, for this past spring, the Hilton was significantly more expensive. All good news! I would like to be able to complete the Packet for your group, so if you can get the confirmed time for clinic at Furman University to me ASAP, I will be able to get everything finalized. Thanks again for your quick attention to this particular matter. All the best, Bryan 9/19/13: > As of yesterday, per Marc, he has the Clinic time set for Thursday at Furman Univ in Greenville, SC from 11AM - 12PM on 05/01/14. > With this in place, BJS was able to adjust IOG as needed and then updated all attachments in the system. > Calls will need to be made to the vendors in order to reset these reservations on the new dates / times. > Hotel is now good. > Bus has new dates however, departure time is 9:30PM - NOT 8:30PM - on 04/30/14 and they are leaving Myrtle Beach earlier on Saturday evening and will arrive back at the school at 7:30AM on Sunday, 4 hours earlier than originally planned - please advise Kim Acuri accordingly. > At this point, all restaurants and attractions etc., are not. Dates in the system are now correct, but any reservations made prior to your going to Bermuda are for the wrong dates. Originally one week earlier - some times have been adjusted as well. > BJS sent PTP Packet - REV 1 to Wes and Marc. Asked for any questions or revisions before the end of the week; otherwise, we will send CN to the school next week. _x___ JM __9-20-13__ __X__ HMS __X__ 9/20/13: > Marc replied - looks great. Booster meeting is Tuesday night. > If at all possible, BJS would like to get CN mailed so he has it for that Meeting so they can set appropriate deadlines, etc. __x__ JM _9-20-13___ __X__ HMS __X__ 9/24/13: > BJS completed K packet and then scanned and emailed to Marc, Wes, Kay & John as they have a booster meeting tonight and I wanted him to have our deadlines, etc. > K and First Payment are due 10/25/13. > JM, please process per SOP and mail to Marc at the HS this afternoon, via USPS Priority mail. Thanks! __x__ JM __9-24-13__ 10-22-13 >Rec'd Check #1355 from Austintown Band Parents, Inc. for $13,785.00 12/10/13: > Kay rec'd Signed K from Wes after stopping by the school, she then mailed to our office. 12/18/13: > Signed K arrived in CCIS Office from Kay. > JM, please process per SOP. > As this group is now completely UNDER CONTRACT and $$$ is in hand, please review and proceed as needed. Thanks! __x__ JM __12-19-13__ ___X_ HMS __1/2/14__ 02/18/14: > Rec'd Booster check #1358, $24,165.00. 2-25-14 >JM processed Hotel Room List Packet to include: 24 Q/96 pax 3 T/9 pax 5 D/10 pax TOTAL 32 ROOMS/115 pax (102 + 13) _____BJS_____ _____HMS_____ 02/25/14: > Senior Pizza Party = 33 total pax (31 + 2). > BJS reviewed numbers in order to generate the final invoice, since they are below the contract minimums. > By dropping from 8 comps to 6 comps and deleting the Group Travel Video, we will meet the numbers the K was based upon. > If they want to add the video back in, it will be an additional $10pp and they must purchase 102 dvds. > BJS emailed Final INV #5543, $10,121.00, due 03/14/14, along with Bank Request Form for their Meal Credits. > Also asked for particulars on the Clinic at Furman, including address, etc. 03/10/14: > Rec'd EM from Wes - > Is there any word on the jazz band performing at the house of blues? I am willing to pay for sound. > Our clinic with Dr. Les Hicken at Furman University is at 11:00am. > Also, I am interested in a site visitation. I am having complications with the online form. The date I am interested in is Friday April 11 through Sunday April 13. I will fly myself down there, hopefully leaving Friday evening and checking in late Friday night. If that is not possible, then I can fly down Saturday morning and leave Monday morning. Let me know. > BJS replied Wes: 1. I apologize on the delay for the HoB. We have been trying to get an answer on the price for the sound equipment since 02/11/14. They told us months ago that the performance would be fine, just need the answer on the equipment. Hopefully we will have that this week. 2. Thanks for the Clinician’s name. We also had the time as 11AM. Can you send me the building name and street address for where the clinic will be held? 3. Not sure why you are having difficulty with the form; regardless, I will send your request to the hotel and advise as soon as I hear back. 03/10/14: > BJS sent EM to Wes re: HoB Performance - Wes: > We received answers from the HoB. Again, the performance is fine and you can use their sound system; however, you will need to provide your own music stands. The use of the sound system will involve the restaurant’s production team, so the charge for this will be $250. > Please advise if you want to proceed and we will confirm with the restaurant and send an invoice for the $250. 03/11/14: > BJS emailed and mailed INV #5560, $250.00 for Production / Sound at HoB. > Due 03/28/14. 03/12/14: > Rec'd check #1359, $10,121.00. > Pending no other changes, balance due on account = $250.00. 03/14/14: > Per Kay, Wes wants to add Student Watchers, 2 guards / night. > BJS emailed and mailed INV #5566, $596.00, due 03/31/14. > Current balance due on account is now a total of $846.00. 03/25/14: > Rec'd check #1360, $846.00. > Account is PIF. 5/13/14: > BJS sent EM to Wes re: issues with Lakefront Lines - Wes: Earlier this week, I spoke with Chris Goebel, General Manager of Lakefront Lines, regarding the issues your group experienced with the initial set of three drivers on your most recent trip to Myrtle Beach. He is aware of your group’s long history with Lakefront and he is sincerely apologetic for the poor service you received. With this in mind, he has asked me to contact you to see what you feel would be the appropriate compensation for the trouble caused to the group during the initial overnight and the resulting delays throughout the first full day of the trip? It is their intention to issue a credit for your coaches with Lakeside, toward next year’s trip with CCIS. My experience with these types of issues, in the few cases when they have arisen over the past 20+ years, is to approach it as a math problem. That being said, figuring that the trip was a total of 3½ days (84 hours) in length, and you paid $6,920.00 / coach, or $82.39 / coach per hour, I feel that a $3,000.00 credit would not be out of line. I base this figure on the fact that your first 12 hours were particularly disrupted, since we were able to accommodate the necessary changes through the remainder of Day 1. The math is as follows, $82.39 / hour x 12 hours x 3 coaches = $2,966.04, which I have rounded up to an even $3,000.00. I share this as a suggestion, based on fairness and good customer relations; however, I cannot speak for exactly what Lakeside will do. Please advise as to your thoughts on this as soon as you have a moment. Also, have you had a chance to talk with Todd Stefan at NAHS regarding the Kentucky Derby Festival’s Pegasus Parade? Thanks Wes, Bryan 7/31/14: > BJS sent EM to Kay re: Issues with Lakefront Lines - Kay: I was finally able to get an answer from Chris Goeble, General Manager at Lakefront Lines, regarding resolution of the issues the Fitch Band had on their trip to Myrtle Beach this past Spring. Rather than any credit for future travel with Lakefront Lines, they are issuing a refund for $1,000.00. As soon as we receive the check from Lakefront, we will send the refund along to Wes’ attention. This is less than the amount of the credit Wes and I felt was appropriate, but on the other hand, they are now getting an actual refund and will not be obligated to use Lakefront on any future trips in order to make use of a credit, had they have gone that route. Please share all of this information with Wes and get his OK to proceed with the Band’s 2015 trip to Norfolk for the Virginia International Music Festival Parade. Let me know if you have any questions or concerns. BJS 8/12/14: > BJS mailed $1,000.00 check, #9004 to Wes re: refund from Lakefront Lines.
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