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Staunton River and Jefferson Forest High School Choir-Atlanta, GA-04-10-2014
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Trip Notes
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Forest VA to Atlanta = 450 miles / 7.5 hrs non-stop. 45-minutes between the two schools. 8/9/13: > CCIS to get Bus Quotes, Cosmos Bus is their first choice. > Start from Jefferson Forest HS and then pick-up at Staunton River HS, then depart for Atlanta. > All-Inclusive Budget - NGT $400 per person to include bus. > Include all meals - not the most expensive - The Varsity maybe and other low cost options. > Attend a live performance - opera, musical or concert - Lion King is in town. > Georgia Aquarium > 6 Flags Amusement Park > Other activities low cost or free. They suggested MLLM, Coke Museum. > Need PP NLT mid September. 8/20/13: > Per client email: > changed the date of our trip due to a scheduling conflict with Jeremy's school. > We are now looking at going from Thursday, April 10 through Saturday, April 12. All of the other details remain the same. > I noticed that The Lion King is performing! May we see how much that would be to include that in our proposal? 8/26/13 > CAJ - Update: 1) Travel Dates are now 4/10/14 return on 4/12/14 depart at 7am return at 11pm. Return time is a must by 11:00pm. 9/10/13: > Nicole called and spoke with BJS - looking for Proposal - ascted as if she hadn't heard anything from CJ. > BJS told her we would have something to her by the middle of next week as the absolute latest, hopefully before. > BJS sent EM to CJ asking her to touch base with Nicole to calm her nerves. > Budget is main concern. > BJS completed IOG - Based on their annual schedule, 6 flags will probably NOT be open on Friday, 4/11/14, so it is not an option since going on Saturday is out as they have to leave for home at Lunchtime. > BJS sent specs to Wyndham - awaiting response. > JM, please send CQR for 1 coach to Cosmo, Abbott, H&R Tours, Sunshine Tours & Linkous. > JM & HMS, please make all attachments, including iPod Touch and GTV, and review / update as needed. Thanks! __x__ JM __9-10-13__ ____ HMS ____ 9.10.13 >CAJ - voicemail, will try again later to get her in person. 9/16/13: > BJS alerted CH that we are ready for PTP and NO PP necessary. 9/16/13: > PTP Completed by CH. 9/16/13: > BJS sent PTP to CJ for distribution to the client. 9/17/13: > CAJ - From Nicole - >-Friday looks like a really FUN day. But it also looks pretty packed >full! And we would like to have some time to clean up between dinner >and the musical. Can we take the olympic park out to give us some >more wiggle room? Then we would like to move dinner up a bit to give >more time between dinner and the musical. >- Saturday we typically go to an amusement park and head home from >there. So we'd like to schedule Six Flags all day that day and then >we will start the drive home in the afternoon. 9/18/13: > BJS replied to CJ with the following re: Nicole's questions / suggestions. 1.Unless they want to eat dinner at 3PM on Friday afternoon, due to ATL traffic on a Friday, they do not have time to go back to the hotel between Dinner and the Show. 2.How’s this - I would suggest deleting Centennial Olympic Park all together 3.Move World of Coke to 1PM and then go back to hotel as soon as that is complete (2PM). 4.MLK Center would also go away. 5.We’d then do dinner at 5PM (since she wants it to be earlier) and then on to the show. 6.Saturday – Six Flags – if open that particular Saturday, will not open until 10AM. 7.She talks about leaving in the afternoon. 8.If there arrive home time is still NO LATER THAN 11PM, as we have been told all along – they will have to leave the park at 12:30PM – so they will spend a lot of money for just 2.5 hrs in the amusement park. 9.I am guessing she is willing to relax that arrive home time. If so, I need to know what that new time is. 10.The two things I am suggesting for deletion on Friday, are both FREE – so no money savings there. 11.CNN Studio Tour on Saturday morning would go away, since they want to go to Six Flags, however, Six Flags cost more than CNN Studio Tour, so their rates are going to go up (I estimate an increase of $20 - $25 pp). She needs to be aware of this, for we were right at her budget max of $400 all-inclusive with the trip we originally presented. We are happy to do whatever she wants, but she needs to be aware of the implications of her requests . . . Please share with her for answers – decisions. 9/20/13: > Rec'd some answers / questions - 1) Can they do Carowinds? (It's on the way home) 2) If that doesn't work then CNN and the zoo would work and we could head home in the afternoon. 3) In terms of Friday, taking out Olympic Park and MLK are fine. Moving World of Coke and dinner up sounds great. And then onto the show! This is Nicole and Jeremy's response. > BJS and CJ spoke - still need to know how late they are willing to arrive home on Saturday night? She will get this from them and then we can decide what to do on Saturday. 9/23/13: > Per Nicole via CJ - they must be home by 11PM on Saturday night, so no Amusement Park. > Friday changes we made last week are good and Saturday will stay as originally presented. > BJS updated IOG accordingly. (no Centennial Olympic Park and no MLK Center, earlier World of Coke) > Attachments will need updated. > Ready for K. > Charter Choice = Cosmo, JM, please request charter contract. > As this is going to K, please review and proceed as needed. BJS hopes to mail CN by the end of this week (9/27/13). __x__ JM _9-23-13___ __X__ HMS __9/25/13__ 10/2/13: > Per Cindy, after a week of back and forth, they are willing to get home later than originally planned because they really cannot go on this trip and not go to an Amusement Park. > To make this happen, they will not be going to the CNN Studio Tour or The Varsity for lunch. Instead, they are going to 6-Flags for 5 hours and then heading for home. They will arrive park when it opens at 10Am and then depart at 3PM. > New arrival times at the schools will be 12.15AM on Sunday (just after midnight) at Staunton River and then 1:15AM at Jefferson Forest. > BJS updated IOG accordingly and sent to CJ for her to send to the two directors so they can confirm that this is exactly what they want so we can bring an end to the revisions! > Seems to be some confusion . . ., but they said now that Sunshine is their charter choice, even though as early as 08/09/13, they said it was Cosmo. Again on 9/23/13, we were told to get a K with Cosmo, they are the cheapest, so we did. It is already signed, so not sure what is going on here. CJ is researching and we'll do our best to get it worked out. > BJS made no changes to the SYSTEM or any of the attachments. We will wait until we hear that this is indeed the final K version. 10/9/13: > A lot of round around considering coach companies - as renewals are not up to date. > Cannot use Cosmo, but maybe they can once insurance cert is updated. > Sunshine they could have used, but they are SOLD OUT. > Could use Linkous, but he will not do Atlanta trip. > Could use Grand Tour & Charter, but they are SOLD OUT. > Coach situation is to be continued . . . > AS for package, definitely want to add Six Flags and will be getting home later, as presented on IOG from 10/2/13. > BJS updated attachments as he needed in order to generate the new rates. > HMS will need to review and cancel some things as needed (namely CNN Studio Tour I believe). > BJS updated rates on Bible and then prepared and sent PTP K Version to CJ so they can have it for tonight's meeting. __x__ JM __10-9-13__ __X__ HMS _10/11/13___ 10/15/13: > Abbott is OK to use and BJS directed JM to secure coach and she has done so. 10/18/13: > BJS completed K packet. > JM, please process and mail today per SOP. > K and first $ due 11/18/13. > In reviewng attachments, CNN Studio Tour needs to be canceled and marked inactive. __x__ JM __10-18-13__ _X___ HMS _10/21/13___ 10/21/13: > Per CJ, she will send dummy invoices to both schools so they can pay separately. > K to remain due 11/18/13. > We will have to have money as it is received and definitely before Winter Break as we cannot order Lion King Tickets without $ in hand and we have already paid a deposit to Abbott for their coach. > CJ is informing her of all of this. 11/14/13: > Rec'd Travel Planner Letter. 12.13.13: >CAJ - update, both Nicole and Jermey have their invoices for their schools financial office to get get their funds sent. Should have everything by next week before school gets out for the holidays. 12.18.13 >CAJ - Sent both Nicole and Jeremy holiday cards on 12.16.13. Nicole is sending her check separate, and Jeremy is sending in the signed contract and his portions of the deposit. 12/23/13: > Rec'd signed K from Nicole at Staunton Rover HS Choir. > Rec;d check #9583, $2,040.00, also from Staunton River. > A separate K and check will be forth coming from Jeremy at Jefferson Forest. > AS this is now UNDER CONTRACT and some $ has been received, please review and proceed as needed. Thanks! __x__ JM __1-2-14_ _X___ HMS _1/3/14___ 1/1/14: Sent Nicole an email letting her know that we received her check. CAJ 01/16/14: > Rec'd check #33030, $2,280.00, from Jefferson Forest HS. At this point, I guess the First Payment Invoice is paid (based on some sort of math in their heads!). 01/28/14: > Rec'd check from Staunton River, #9671, $2,360.00. We still need check from Jefferson Forest for this invoice, but I went ahead and marked it paid above since we do have a portion of it from the other school. 02/28/14: > Rec'd check 9746, $1,800.00 from Staunton River. > BJS sent EM to CJ - Forms were due 02/7/14 - we must have no later than Monday. 3-4-14 >JM processed Hotel Room List Packet to include: 7 Q/28 pax 3 T/9 pax 2 D/4 pax 2 S/2 pax TOTAL 14 Rooms/43 pax _____BJS_____ _____HMS_____ 03/11/14: > BJS reviewed numbers and they are below K minimums, so BJS made Group Travel Video inactive and by doing so, everything else can stay the same. > In reviewing IOG and attachments, thee are issues. HMS and BJS need to talk about this ASAP. > BJS and HMS reviewed and made the necessary changes. > HMS is updating system accordingly. > BJS sent updated IOG to CJ so she can share with both directors. > BS em and mailed Final Invoices - Jefferson Forest owes $7,383.69 and Staunton River owes $1,835.60. 03/12/14: > As expected, they would really like to go to the hotel and chanek in and change before going to show. > BJS and CJ reviewed via GTM and she understands that they are really pushed for time and may or mayt not be able to do that based on how they are doing that particular day iwth traffic and stops, etc. If they are running ahead of schedule, they may be able to make it, if not, they are goin gto have to change on the bus and head straight for the theatre. > We went ahead and revised IOG to show a 5:30 pm check in and dinner at McDonald's across the street with their $10 Meal Credit, but they understand this may not be a reality and they'll need to make that call en route. > Also, wanted to not be ruched on Friday afternoon, so they asked us to take out Centennial Olympic Park and extyend the time at both World of Coke and MLK Center. BJS updated IOG accordingly. > BJS sent updated IOG to CJ and she is sharing with Nicole. > BJS updated all attachments in the system. 03/28/14: > Rec'd check #9826, $1,835.60, from Staunton River. This school is PIF pending no other changes; however, Jefferson Forest still owes $7,383.69. 04/01/14: > Rec'd check #33298, $7,383.69 from Jefferson Forest. > Pending no other changes, Account is PIF.
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