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Bible (Basic Trip Report)
General Trip Information
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Fri May 06, 2016
Trip Name
James Wood High School Band and Choir-Williamsburg, VA-04-17-2015
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James Wood High School Band
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Trip Notes
( Print Note )
( E-Mail Corporate )
Winchester to Williamsburg, VA - 195 miles / 3.5 hrs non-stop May 2014: Per CJ - 1) Band Only 2) It is the "off" year so the trip will be smaller. 3) Festivals of Music, Extra day Busch Gardens ticket for Sunday. Still in planning right now. 6/6/14: > CJ, please call Jeff to see if this trip is still on and to confirm that dates are set as listed here in the system, as I have no idea when the last time there was any correspondence with the client. There is no date to even know when the original info was gathered from the client . . . Please be sure to enter dates and notes of all correspondence. __6/6__ CJ __X__ 6.6.14: CJ - Will do once I hear back from Jeff. Those dates are correct. They would like to two day passes please. Cindy 06/18/14: > Jude, please review notes above and then send specs to Ninffer and Melissa at BMG for the hotel. Thanks! __x__ JM _6-23-14___ 07/01/14: > BJS sent EM to CJ re: hotel options . . . > Please check with Jeff, if he is willing to put 5 in a suite at the Embassy Suites - Williamsburg, including the Embassy's very nice full breakfast buffet, I can place his group there for less than a standard hotel such as a Holiday Inn or Radisson. Please run this by him for his preference and we will proceed as he directs. Thanks! X____ CJ _7/7/14___ 7.1.14 > CJ - Voice Mailed his cell. Text his cell and sent an email to school address.Jeff text back that he would respond on Monday since he is out of town. 7/7/14: > Per Jeff, via CJ, Do it (Embassy Suites)! That sounds great to me! > BJS sent EM to BMG to let them know our choice. 7/28/14: > BJS was preparing IOG and checked FOM website. They are NOT in Williamsburg that weekend; however, they are in VA Beach. > Their VA Beach festival includes Busch Gardens, the only difference is that the performances will be at schools in the VA Beach area, not Williamsburg. > Music in the Parks, a sub-company of Festivals of Music, is in Williamsburg on April 17 & 18, so this could be another option. > Fiesta-val is there as well. > Music in the Parks would be the least expensive and all include Busch Gardens as the main attraction. > CJ, please share this information with Jeff so we know how to proceed. We also need to know which ensembles he is planning to have participate / compete. Music in the Parks does not offer all of the same ensembles as FOM or Fiesta-val. Thanks! __7/28__ CJ ____Left Jeff VM and sent email, and text about checking his email. 8.1.14 > Per CAJ conv with Jeff > Wants to make sure the event had the marching and indoor events for parade and for the color guard and percussion. He knows music in the parks generally does not have those events. > He is concerned about staying in Williamsburg and driving to VA Beach to perform. > Would prefer to use Fiesta-Val is that is the only alternative. 8.12.14 > Per CJ - she is looking for an update. 8/18/14: > BJS completed IOG. > Transportation is on own. > Hotel is Embassy Suites Williamsburg. > BJS sent EM to CJ - FYI – Jeff’s proposal is about done – I am waiting on the price from Fiesta-val for their 2nd Day at Busch Gardens. Just so you are prepared and can help prepare him accordingly – Fiesta-Val is charging $155 / student and $70 / adult for their Festival Only Package and this price does not yet include the 2nd day at Busch! We would normally buy their Performance Only Package ($70)/student, adults free) and get the park tickets ourselves and save the group a BUNCH of money; however, Fiesta-Val is no longer allowing schools with more than three ensembles to purchase that package. They are forcing group’s with more than 3 to buy their outrageously priced packages. I suspect they’ll probably charge another $40 or $50 just for the second day! Look at this carefully and you see that they are charging $70 for the adults just to get in the park for a single day – this is a ticket that they buy for half that, so 100% mark-up!!! When it comes time to present this to Jeff, he needs to know this so he understands that we are not the ones’ raping his students – it is Fiesta-Val. I think a boycott is in order! 8/18/14: > BJS completed attachments and then ran rates. > They are doing transportation on own. > BJS sent EM to CH to complete PTP and then BJS will send to Client on Tuesday. Thanks to Fiesta-Val - rates are outrageous - ARGH!!! 8/19/14: > BJS completed PTP and included comparison with MITP competition participation since Fiestaval was so expensive. > BJS emailed to Jeff - Jeff: I hope you had a great band camp and are ready for a wonderful Fall. I have enjoyed keeping up with you this Summer on FB - the pictures have been great. I am also thrilled to hear that you are going back to Midwest, compliments of CCIS. I too will be there, so it will be nice to get to spend some time together – I think we might be able to find some time to share a few beverages or something – you know how dry those conference halls can become! We are exhibiting this year. I have completed your group’s Williamsburg proposal. Please see the attached (3) and for your review and careful consideration. I realize that Music in the Parks does not offer the indoor guard component that Fiesta-val does; however, as you will see, the cost difference between the two festivals is nearly $10,000.00. Both of these particular festivals are offering parade opportunities, so since the guard would be a part of that, in light of the huge difference in price, a parade may suffice. Obviously, this is a decision you will have to make and I am sharing this information for a comparison. Music in the Parks does include Percussion Ensemble. Please let Cindy know which festival you want to go with and we will proceed accordingly. Thanks again and I look forward to hearing from you soon! All the best, Bryan. > The rates in the system are those based on Fiestaval; however, the MITP attachments are the ones that are currently marked active. > To be continued . . . CJ will be following up with Jeff later this week. 8.26.14 > CAJ - Jeff is waiting for his bus quote since he said he wants to keep this trip as cost effective as possible. 9/5/14: > BJS spoke with Jenny at Fiestaval and we can do Guard Only. > BJS sent EM to CJ - Cindy: Please let Jeff know that I have been in touch with Fiesta-val and they will allow us to do Indoor Guard Only with them his weekend. That being said, I need to work out the revised package rates and would like to have from him some idea of a ballpark number of students that would be participating in the Color Guard competition. Please advise as soon as you have a moment. Thanks, BJS. 9/5/14: >CAJ - left message for Jeff about the above remarks. 9/5/14: >CAJ - I will have app. 20 students in the guard per Jeff. 9/25/14: > BJS revised IOG based on the two festival trip. > BJS updated attachments accordingly. > BJS ran revised rates and then sent rates and IOG Rev1 to CJ so she can share with Jeff. 10/1/14: > Per CJ, Jeff is ready for K based on the revision we provided last week > As this is going to K, please review and proceed as needed. CN to mail NLT 10/8/14. Thanks! __x__ JM _10-3-14___ __X__ HMS _10/6/14___ 10/9/14: > BJS sent to CH for CN prep. 10/22/14: > Rec'd signed K and TPL. > As this is now UNDER CONTRACT, please review and proceed as needed, with caution, for we have not yet received their initial payment which is due 11/7/14. __x__ JM __10-23-14__ __X__ HMS __10/30/14__ 01/05/15: > Rec'd check #1729, 15,940.00. 02/16/15: > Rec'd FPGF & RL. HIF was received 02/12/15. > TOTAL PAX = 114 (91 + 23) > RMS / PAX 16 Qt/ 80 02 Q / 08 06 T / 18 (3 students & 15 adults) 04 D / 08 (all adults) 00 S / 00 TOTALS = 28 ROOMS and 114 PAX (91 + 23). > Rec'd CCIF and we are to reserve and pay for two (2) Driver Rooms. They have done their own transportation and will fill two coaches - the few extra pax will be traveling by car. Driver Rooms will be $157/room/night. > Group is within K minimums, so no adjustments required. > As these number are now GUARANTEED, please review and proceed as needed. Thanks! > BJS sent EM to JAF to prep final inv. _X___ HMS 3/26/15 __x__ JM ___3-10-15_ 02/20/15: > BJS sent EM to Jeff to confirm competing ensembles and # of performers in each group. 02/21/15: > BJS emailed Final INV #5733, $26,860.00, along with Bank Request Form. > Made due: 03/17/15. 04/14/15: > Rec'd check #1751, $26,860.00. > Account is PIF.
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