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Academy for the Visual and Performing Arts Choir-Washington, DC-04-03-2014
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OR
Number of
PAX
Youth
Adults
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Trip
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Start
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Time:
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Date:
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Contract
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Received
Deposit
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Received
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First Payment
Due
Received
Final PAX
Due
Received
Final Room List
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Received
Hotel Info Form
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Balance
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Contract Status
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
HS to Bruton Parish Episcopal Church (Williamsburg) = 55 miles / 1 hr non-stop Williamsburg to Northern VA (Tysons) = 155 miles / 2.5 hrs non-stop NoVA (Tysons) to Winchester = 65 miles / 1.25 hrs. non-stop 1) Williamsburg, Winchester and Washington, DC 2) Performance at Bruton Parish in Colonial Williamsburg WEdnesday afternoon while in route. (Choir Sing style opportunity - we don't know if he has made any arrangements or not). 3) General sight seeing in DC on Thurday and Friday - Capital Mall, monuments, Holocasut, Ford's Theater, International Spy Museum, ARlington Cemetery, Iwo Jima and lunch at Hard Rock on Thursday. 4) Dinner options - free time at Tyson's Corner mall - Thursday evening. 5) Saturday - Shenandoah University. Clinic with Bob Shafer in the afternoon (time TBB) and a concert that evening with the SU Conservatory Choir at a church in Wincester (time and location TBB) He's trying to set up lunch at the University but will need dinner in Winchester. 6) Sunday - They are sigin the prelude to the Evensong service at the National Cathedral in DC staying for the Evensong service and heading home. Will need dinner in route - Fredericksburg. 7) Budget - $500-$600 all inclusive - and will consider Thrusday morning departure if need be to lower cost. 10/1/13: > BJS called CJ and then texted - have some questions before I can begin - namely, has Don made arrangements with Bib Shafer and the Conservatory Choir for the Clinic and Joint Concert? Bruton Performance or choir sing - has he made any connections there? > WE might want to go with the Thursday AM departure to help budget, but may really not be necessary. . . > Also, the Thursday AM departure might be 10/9/13: > BJS and JM completed attachments, then BJS ran rates and sent to CH for PTP prep. 10/10/13: > BJS completed PTP that CH sent and then emailed on to CJ. BJS will em to Don if she is not available by 2PM. 10/10/13: > CJ sent PTP to Don. 10/11/13: > Rec'd email - very pleased with everything, BUT would like to go to Medieval Times (Hanover, MD) on Friday night instead of shopping time at Tysons'. > Still awaiting two additional charter quotes. > BJS went ahead and completed PTP Rev 1 and adjusted attachments and IOG as needed. > Rates increased by $36pp. > Since CJ is en route to Cleveland to see her Mom, BJS went ahead and sent revised PTP Pack to Don directly and copied CJ. 10/14/13: > Per Don, needs to delete a day and will now be departing on Thursday at 2PM. > Move Wednesday's inclusions to Thursday and get rid of pretty much everything we had on Thursday. > BJS updated Departure dtae and Time on Bible screen. > BJS updated IOG and called it Rev1. > JM, is making attachment updates as needed and then workign with Hollie to see if we need to make any real reservations at this point. Should be going to K soon, but who knows with Don . . . _x___ JM __10-14-13__ __X__ HMS __10/15/13__ 10/14/13: > BJS sent all three PPBCCs to Don so he can make decision on carrier. > Once chosen, will need to get revised quote since trip has been shortened by a day. 10/16/13: > BJS completed PTP Pack Rev2 and emailed to CJ so she can send to Dr. Donald Krudop. Also asked her to get his charter choice ASAP so we can get a revised quote for the shorter trip from his preferred carrier. 10/28/13: > BJS sent follow up email to Don - we need an update and your charter choice is we are doing this trip. 10/28/13: > Per Don - > we're a "go." > We're planning on around 50 students, so that may affect the individual price some. > To the best of my knowledge at this point, my boosters are speaking with Fun Tours, so we will most likely secure the bus ourselves. > This being the case, BJS marked transportation as On Own and updated numbers on Bible screen and IOG to 55 (50 + 5). 11/11/13: > BJS completed K Packet and all updates as needed in the system since they are now projecting as many as 55 total pax (50 + 5). > Transportation is ON OWN. > JM, please process per SOP on Tuesday. > BJS emailed packet to Dr. Krudop as requested. > Since numbers are expected to be higher than originally planned, please review and proceed as needed with any reservation adjustments. Thanks! > K and first $ due 12/6/13. __x__ JM _11-12-13___ __X__ HMS _11/20/13___ 12/11/13: > BJS sent EM to Don asking him to sign and return the signature page of the Agreement either via fax or email. 12/13/13: >CAJ - sent email to Dr. Krodop asking him about his schools trip. Will call school later in the day. 12/16/13: > BJS and CJ had CC with Beth - all is fine, but had to make a few concessions - > One comp guaranteed and this will be a single for Don. > A second comp will be at the double rate, so long as they have MORE THAN 50 total trip participants. > Rates will remain as published, so long as they have at least 40 total trip participants. > BJS updated CIA and emailed to Beth and CJ with cover letter summarizing these items. > Beth will send K this week as well as check for first $. 12.18.13 >CAJ - Sent Dr Don a holiday card on 12.16.13 12/23/13: > Rec'd signed K. > Rec'd check #1679 from FOTA, $5,500.00. > As this group is now UNDER CONTRACT and $$$ has been received, please review and proceed as needed. __x__ JM __1-2-14__ __X__ HMS _1/3/14___ 12/27/13: > rec'd Charter Co Info Form. > Per form, Charter Company is responsible for Driver's Room Reservation and Payment - nothing for CCIS to do here . . . 2/11/14: > Rec'd check #1706, $7,150.00. 2/12/14: > BJS sent EM to Cindy - forms are late, with the exception of the CCIF. 02/13/14: > BJS updated IOG since Old PO Pavilion is now closed. > Will be doing UNion Station with their meal voucher instead. > BJS sent updated IOG to CJ and she wil share with Client. > HMS, please updated attachments and proceed as needed. Thanks! ____ HMS ____ 02/25/14: > BJS sent another EM to CJ - need forms - they were due at end January. 02/28/14: > BJS sent message to Don via FB - MUST have forms today as we have to release unused room at the hotel. > He replied - working on last student now, sorry for the delay. 3-3-14 >JM processed Hotel Room List Packet to include: 12 Q/48 pax 1 D/2 pax 1 S/1 pax TOTAL 14 Rooms/51 pax _____BJS_____ ___X__HMS__3/4/14___ 03/07/14: > Rec'd EM from Don - Good morning! I'm quite sure I sent this in a while back, but just to ensure it: The Shenandoah University day of the trip has been changed to Friday, April 4 as follows: approx 10:00 am Arrive at Ruebush 10:30 am Campus Tours 11:30 am Panel Discussion with Conservatory majors and admission counselor 12:15 pm Lunch 2:00 (approx) - clinic 5:00 (approx) - dinner 6:30 (approx) - rehearsal 7:30 (approx) - concert 9:30 (approx) - depart for DC That means the Saturday, April 5 is completely free for sight-seeing and Medieval Times dinner. Thanks! In harmony, Don > BJS replied to all - This is the first we have ever seen this. We will see what we are able to do at this late date and advise. > BJS flipped Friday & Saturday on the IOG and stamped it REVISED. > BJS made NO changes to any attachments. > HMS, please review and make changes as you are able. I have highlighted the items that we need to address on the IOG. > BJS sent Em to CH telling her not to work on this until HMS tells her it is OK. ____ HMS ____ 03/10/14: > BJS emailed and mailed Final INV #5558, $4,051.00, due 03/17/14, along with Bank Request Form. 03/17/14: > Rec'd check #1719, $4,051.00. > Pending no other changes, account is PIF.
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