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General Trip Information
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Fri May 06, 2016
Trip Name
Bald Eagle High School Band & Choir-Williamsburg, VA-05-09-2014
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Bald Eagle High School Band and Choir
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Number of
PAX
Youth
Adults
Escorts
DOF
Comps
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Dbl
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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 )
Wingate, PA to Williamsburg, VA = 365 miles / 6.5 hrs non-stop 7/10/13: > Rec'd RFP from website 7/26/13: > BJS and DD did up and emailed a very informal proposal since we were not sure if she was serious in light of last year's experience with this director. This is the original list of inclusions as presented to the client in email on 7/26/13: > Based on the information you provided, it looks as if our per person rates would be as follows based on 90 – 100 trip participants: Occupancy Type Students Adults Quad $189 $161 Triple $199 $171 Double $229 $201 Single $299 $271. > No CAV and no iPad since we were being bid against bare bones proposals. These rates would include the following, based on availability: • One night deluxe accommodations (Holiday Inn Patriot Hotel Williamsburg) • ALL-INCLUSIVE MEAL PLAN INCLUDING 5 MEALS! (Lunch Friday – Dinner Saturday) • Full American Breakfast Buffet at the hotel on Saturday morning • Lunch Friday, from your choice of eateries en route, via a $10 Meal Credit • Dinner Friday night in Williamsburg (Pizza Party at Hotel or Golden Corral – client’s choice) • Lunch Saturday, at Busch Gardens, via a Park Meal Voucher • Dinner Saturday, from your choice of eateries en route, via a $10 Meal Credit • Admission to Busch Gardens Williamsburg Amusement Park • Music in the Parks Competition Participation including All festival company arrangements and fees Adjudicated Performance Opportunity for your Ensemble Recorded Comments Award Ceremony in the Park Trophies and Awards (as applicable) Festival Souvenir for each participant Additionally, you will receive: • Three (3) Complimentary Group Leader Participants / Packages at the Double Package Rate. • 24-hour access to CCIS Staff. • $1,000,000 professional liability coverage. • All taxes and gratuities (excluding the gratuity for your motor coach drivers). • Complimentary Site Visit for the Group Leader, including one (1) night lodging at your group’s hotel and breakfast. Round-trip transportation is also provided for groups totaling 150 or more participants. Familiarization Trip can be scheduled at your convenience (pending hotel availability). • Participation in the CCIS Scholarship Program including a Scholarship for a member of your group, as well as the opportunity to apply for the annual CCIS Nationwide $1,000 College Scholarship. (Visit ccistravel.com for additional information.). • Participation in the CCIS Rewards Program where Group Leaders can earn and redeem points for travel to Educational Conventions and Workshops (see Account Executive for additional information). 7/29/13: > Per DD, we got the job, but dates need to change to May 16 & 17, 2014. > She is doing transportation on own. > Delete the Two (2) $10 Meal Credits. 8/1/13: > Per DD, Kellie has found that 5/17/14 is the Prom, so new dates will be required. > BJS told DD to go go the MITP website and wee what other dates will work for her. 8/3/13: > Per DD, new dates are May 9 - 10, 2014. 8/6/13: > BJS added trip to system and also alerted Melinda at Holiday Inn Patriot that there were new dates. > BJS sent email to Dave - Holiday Inn Patriot has just confirmed that the new dates of May 9 – 10, 2014 will work for Bald Eagle, so I am moving ahead with the Contract Version of her PTP as well as a Contract Notebook. I do need an answer to the following – Is the marching band the only ensemble that will be participating in the competition, or will there be other concert ensembles as well? If so, what are the ensembles? Also, school enrollment and grade levels in the band? 8/8/13: > From Director - Hi, We have coaches for the new dates. Marching band is the only ensemble. I have 89 students this year. Grade levels 7-12. Thanks! 8/22/13: > BJS completed K Packet and emailed to DD and JAF. > JM, please process per SOP and mailed on Friday via USPS 2-Day Priority Mail Service. > K and 1st Payment, $5,000.00, due 09/20/13. __x__ JM _8-23-13___ ___X___ HMS 8/23/13 8/22/13: > BJS completed on-line MITP registration. 9-3-13 >Rec'd signed K 9-5-13 >JM sent copy of signed K to Kellie. 9-24-13 >Rec'd Travel Planner Letter 10-7-13 >Rec'd Check #6259 from Bald Eagle Area Sch. Dist. for $4,100.00. 01/28/14: > Rec'd check #6336, $4.000.00 for 2nd Payment INV. > Just an FYI, based on paperwork which accompanied check, appears as if it will be closer to 83 or so total pax. > Once FORM Set is received (due 03/07/14), we may need to adjust inclusions and / or rates since they may be below K minimums. __X__ HMS _2/4/14___ 2/16/14: > BJS sent EM to Kelly re: got all other forms, but still need FPGF. 2-26-14 >JM processed Hotel Room List Packet to include: 16 Q/64 pax 5 T/15 pax 2 D/4 pax TOTAL 23 Rooms/83 pax _____BJS_____ _____HMS_____ 03/05/14: > rec'd $592.00, check #565. 03/19/14: > BJS reviewed numbers as they are below K minimums. > Group should NOT have gotten an iPad, per notes from 07/26/13, this package did NOT include Apple Promotion or CAV dvd. > BJS deleted the DVD today, but iPad has already been sent. > BJS reduced comps to 2 instead of three since they are below K minimums. > BJS emailed and mailed Final INV #5574, $5,387.00 and made it due 03/28/14. 04/24/14: > Rec'd check #6412, $5,387.00. > Pending no changes, account is PIF.
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