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Fri May 06, 2016
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Bedford High School Band-Williamsburg, VA-04-04-2014
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
Dbl
Trip
Quad
Quint
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 )
Bedford to Williamsburg = 285 miles / 5 hrs non-stop. Bedford to Richmond = 245 miles / 4 hrs non-stop Richmond to Williamsburg = 52 miles / 1 hr non-stop 9/17/13 Dave, Sorry to take so long to get back to you. Our principal decided not to let us do a combined trip with band and chorus. > Here are our numbers 64 – Band Kids 3 – Directors 5-8 - Chaperones > Would April 4-4 be too early for Busch Gardens to be open and for their music events to be going on? If we have to, we could do April 11-12. The issue is I have a wedding I supposed to be at that weekend, so it will be a last option. > I would like to have my kids play on the trip. Having a clinic for the band would be great. If need be, an adjudication would also be ok. > I would like to spend Saturday at Busch Gardens. > We could leave on Friday the 4th or 11th early in the morning. I am not sure how long it takes to get down to Williamsburg, but we can leave as early as we need to in order to have a full day of stuff. > I know Colonial Williamsburg is there, and that might be cool to see. What else is there? > It would be good to have some type of nicer dinner on Friday night after the day’s events. It is this enough to go on for now? Let me know. Thanks! Steve. 10/21/13: > JM sent specs to BMG for hotel. 10/22/13: > BJS completed IOG and made some preliminary attachments. > JM, please send CQRs to Bollman, Atlantic Coast, and Schrock. > HMS, please complete attachments and updates as needed. If we see that this is looking more definite, maybe you can contact VCU re: 60-minute Band Clinic - I have made initial generic attachment and allowed a total event budget of $500. Also, I would liek to offer Steve Rodgers the informal performance opportunity at the Main Entrance to Busch Gardens, so if you can check on that as well. Thanks! > If at all possible, would like to be able to send along to CH for PTP prep on Monday, 10/28/13 so we can send to client NLT Tuesday, 10/29/13. __x__ JM _10-23-13___ ___X_ HMS __10/29/13__ 10/29/13: > HMS completed attachments and updated IOG as needed. > BJS ran rates and then sent to CH for PTP prep. 10/29/13: > CH completed PTP and then BJS emailed Packet to Steve and DD. > DD to follow up later this week and see how we are going to proceed. 10/31/13: > BJS em's Bollman's PPBCC to DD so he can share with Steve and see how he would like to proceed. 11/14/13: > BJS sent follow up email to Steve to see if he is ready to proceed. 11/22/13: > Rec'd EM from Steve - Sorry to take so long to get back to you on the trip ideas. I was hosting our county band the past few days and things were very busy and stressful! My booster president has asked for an options for the trip. Option 1 - Trip Stays the Same Option 2 – We cut the clinic on the Friday and spend that entire day in Colonial Williamsburg, with everything else staying the same and a performance outside Busch Gardens the next day. Option 3 – We add a day to the trip with activities or another day at Busch Gardens. Also, we would like to use Bollman for the transportation on the trip. Sorry again for the delay and for my boosters not being able to keep their nose out of things. Thank you for your work and patience as we get this settled and finalized. Steve 12/4/13: > BJS replied to Steve - Sorry I was unable to get back to you during vacation . . .my email and web access was much more limited than I expected. Here is what I came up with based on the various options you provided: Option 1 - No Changes Option 2 - Delete Clinic and spend the day in Colonial Williamsburg. If this is the decision, I would recommend we include a One-Day Self-Guided Tour Admission to the Colonial Williamsburg Exhibition Buildings, Colonial Trade Shops, and Colonial Homes. (Please note, this tour does not include admission to the Governor’s Palace, DeWitt Wallace Museum or Bassett Hall). By using the monies we had included for the clinic, this will increase the cost by only $5 per person. Option 3: Adding a 3rd day to the trip. Suppose we kept Friday and Saturday as presented, except put in some Outlet Shopping Time on Friday afternoon where we had Colonial Williamsburg, and then do Colonial Williamsburg on Sunday with the One Day Self-Guided Tour. With the additional night at the hotel and corresponding meals, the Quad rate would increase in the ball of +/-$50 or so per person + plus any additional increase in the charter rate. (BTW, we have checked with Bollman, and should you decide to add the extra day, they do have the busses available.) Should you decide to spend Sunday at Busch, the increase would be more since adding a 2nd day at Busch and the corresponding meals are more expensive than doing Sunday at Colonial Williamsburg. I am estimating an increase of +/- $80 per person for this option. Please let me know how you want to proceed and we can get you the guaranteed rates and proceed with your Group Leader’s Notebook, updated rates from Bollman (if needed), etc. Thanks for your patience and I look forward to hearing from you later this week. Bryan 12/13/13: > Per EM from Steve - Bryan and Dave, > Sorry to take so long to get back to you. I had to wait for our booster meeting which was this week for a decision on things. We will be going ahead with the trip. We will be using one charter bus this year, as it seems we have a little less interest in the trip this year. We are planning on filling every seat of the 55 seat charter bus. You may have to adjust your prices, as these are our approx. numbers now. Students – 46 Directors – 3 Chaperones - 6 > I would like to go with option 3, Friday – Sunday with two nights in the hotel. We can keep Friday and Saturday the same as you had said, replacing CW on Friday with shopping an adding it to Sunday. Will that also include the meal and ghost tour or will that stay on Friday? > Go ahead and send the information and contract. Sorry to hold you up, as I know you have deadlines to meet. Let me know if there is anything else I can answer for you. Thanks. Steve! > BJS sent EM to Ninffer re: Hotel - decreasing size of block and adding a second night. > BJS will make all needed note on Monday and then pass along to JM and HMS. 12/17/13: > GOING TO CONTRACT!!! > BJS completed revised IOG and updated return day, date and time. > JM, please send revised IOG to Bob Mock at Bollman Charters so he can reprice and get us a contract - just ONE coach, not two as previously planned. > Friday afternoon's "free" time to visit Colonial Williamsburg has turned into shopping time at the Williamsburg Prime Outlets, and then on Sunday morning, we need to add the Colonial Williamsburg One-Day Self-Guided Tour ticket as well as a late lunch en route, via a $10 Meal Credit. > BJS added the night at the hotel and it has been confirmed, as well as the slightly smaller room block. > CN to mail this week, as soon as everything is confirmed - so he will have it when he gets back to school from the Holidays! __x__ JM _12-17-13___ ___x_ HMS _12-17-13___ 12/20/13: > BJS updated rates due to additional night and smaller than projected group size. Increase was $60pp Quad. This was $10 more than the $50 I projected to Steve when he asked for all of the options - this increase is due to the fact that those projections were based on 75 pax and now we have just 55. > BJS completed PTP Contract Version and then completed CN. > JM, please process per SOP and mail this afternoon via Priority Mail to his parent's home address here in Butler (I emailed this to you earlier this morning). Thanks! His parent's home address does NOT go in the system. I did however update his new home address in Bedford, PA in the system. > K due 1/10/14 > First $ due: 1/17/14. __x__ JM _12-20-13___ 12/27/13: > Rec'd Travel Planner Letter. 01/03/14: > Rec'd signed K. 01/23/14: > Rec'd check #2715, $5,500.00. > As this is now UNDER CONTRACT and $$$ has been received, please review and proceed as needed. Thanks! > HMS please check with VCU and see if there is anyone there who can do a band clinic with the group per the IOG. __x__ JM __1-24-14__ _X___ HMS _1/28/14___ 1-30-14 >JM processed Hotel Room List Packet to include: 10 Q/40 pax 2 T/6 pax 4 D/8 pax 1 S/1 pax TOTAL Rooms 17/55 pax __X__ BJS __X__ _____HMS_____ 02/26/14: > BJS emailed and mailed Final INV, #5548, $13,946.00, and Bank Request Form. Final Payment is now due 03/14/14. 03/12/13: > Rec'd check #2720, $13,946.00. > Pending no changes, account is PIF.
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