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General Trip Information
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Fri May 06, 2016
Trip Name
Verona High School Band and Choir-Virginia Beach, VA-05-14-2015
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Verona High School Band and Choir
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OR
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Hotel Info Form
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Contract Status
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Trip Notes
( Print Note )
( E-Mail Corporate )
Verona HS to Virginia Beach, VA = 441 miles (via I-95) / 7.5 hrs. non-stop 366 miles via DelMarVa / 7.0 hrs, non-stop BJS used the I-95 route in planning IOG. Verona HS to Williamsburg = 396 miles / 6.5 hrs non-stop Sheraton Oceanfront to ODU = 22 miles / 45 minutes Sheraton Oceanfront to Busch Gardens = 70 miles / 1.5 hrs non-stop 6/5/14: > CJ entered info from client - 1) Vanderhoof for Charter Choice 2) Thursday dinner (other meals on road),Friday - breakfast at hotel; lunch TBD by performances, Friday dinner spot (Golden Corale, Old County Buffett, Saturday - breakfast at hotel; lunch and dinner would be in Busch Gardens where we spend the day and night, Sunday - breakfast hotel (other meals on road) 3) The performing groups will be the Concert Choir, Vocal Jazz Ensemble, Concert Band, and the Verona Jazz & Beyond. 4) Looking towards masterclasses/public performances as opposed to competition. Focus on public venues that would serve as the basis of the trip. Any opportunities to perform in Downtown Norfolk on the waterfront? Can they use an institutions in the area that may serve this function? 5) Busch Gardens 6) Last day of school is June 20 for Erik. 7) Budget is $600 p 8/1/14: > BJS completed IOG and emailed to CJ so she can share with Erik for his approval. > Erik likes to make a lot of changes, so BJS figured that by getting him to approve the IOG before we do the actual proposal and make a bunch of attraction reservations, etc., we may save some time & money in the long run. > As soon as we get his OK on the IOG, we can proceed with rates. > JM, please go ahead and send CQRs to Vanderhoof (his preferred carrier), as well as Academy - these are the same two we sent CQRs to last year. Oh, we also sent to US Coachways, but there is no way on hell we will ever work with them, again! __x__ JM 8-1-14____ 8.1.14 CAJ> email IOG to Erik also vm and texted that the IOG is ready. 8.11.14 CAJ> Max the Jazz Band Director; What I really would like is a Friday evening performance at a really cool venue for the jazz band. We do a mix of styles and I look for real world performances for them. I don't do the competition thing. We have played at jazz and rock clubs and of course Disney and Rock n Roll Hall of Fame. That's what I am interested in. And a Friday evening rocking out somewhere would be really the best thing. I don't need a clinic for the band, just a fantastic place to perform. Erik said - We need to be aware that the same kids are in the same groups when scheduling the clinics this year…You can send us a proposal with the proposed money amount that I will look at before I sign the contract. 8/19/14: > BJS and CJ discussed re: need Max to send us a recording of the Jazz Group for the Friday night performance he is so interested in. We cannot pursue venues until we have the recording. 8/25/14: > Per CJ, from Max re: recording of the Jazz Group - Will try to find some things that parents have posted and send links. These are not professionally done and do not have quality audio, but they may give you an idea. > As for venues serving alcohol, we have played many times in places that serve. It has never caused an issue. So for us it's not a problem. I would think a bigger problem may be getting all of our group into a small place. The club owner is of course thrilled to have so many people come in and get food. I am not necessarily interested in a club situation for this, but if there is an outdoor stage for a Friday night performance somewhere, that would be fantastic. 8/28/14: > JM and HMS, please review IOG and make all attachments. > They are ready for their pricing - Hollie, can you check with the Spirit of Norfolk and see if their Jazz Band can play on board / provide entertainment. They are a very fine group, having played in the past at the Rock N Roll Hall of Fame, Hard Rock Cafe, Disney, etc. We have already asked for a recording so they can review it. If they will not allow them to play on board, is there somewhere on the dock, near the boarding area or outside of the Waterside, where they could play prior to the cruise. > BJS has added a performance opp for the Jazz Band on the IOG, Friday evening. > BJS sent EM to CJ - We need to know approximately how many players will be involved with the proposed Jazz Band performance on Friday evening? If you can please get this number from Max and make a note in the system. As for the recording, even if it is not a professional recording, that will be OK – please have him send what he can ASAP. Thanks, BJS __x__ JM _8-29-14___ _X___ HMS _8/29/14___ 8/29/14 >HMS spoke with Nauticus concerning performance >they may not have chairs due to if a memorial service is taking place. Will not know this until a few days before!! Both for Band and Choir >I need to know if it is for the both the band and choir >also I need the break down! 9/10/14: >CAJ - sent info request to Erik and MAx. Here is Erik's numbers: Here is my best estimate for each of the groups: Concert band 75 kids Jazz band 20 Kids Concert choir 40 to 50 kids Jazz choir 20 kids Please remember, fundamentally, that all these groups overlap though... Also sen message to Max about Jazz Band and video! 9/15/14: > BJS reviewed attachments and updated as needed. > BJS updated IOG - due to budget, replaced Thursday evening's dinner at Shield's Tavern with Golden Corral - Williamsburg. > BJS ran rates and then sent to CH for PTP prep. No PP required. 9/16/14: > BJS completed PTP pack and then sent to CJ as a PDF so she can share with Eric. 9/17/14: >CAJ - Sent revision to Erik. 9/18/14: >CAJ - Note from Erik - It looks like a nice trip. The only feedback thus far from our department is to be aware of the fact that the students overlap during the course of the clinics - we will need to plan this throughly so we are not rushed. My next step is to send the proposal to the Board of Education, get approved, and start the logistics. Erik 10/1/14: > Since it appears as if this is going to K - Erik is awaiting his Board of Ed Approval, please review all and proceed as needed. We will plan to mail CN NLT 10/8/14. Thanks! ___x_ JM __10-1-14__ __X__ HMS _10-13-14_ 10/13/14: > BJS sent to CH for K prep. 11/7/14: > Rec'd EM from Erik - Hi Bryan: I hope you are well. Our Virginia Beach Trip was finally approved by the Board of Education in late October. With that said. it clearly did not leave us enough time to disseminate the appropriate information to the parents to be able to get CCIS the first payment by November 14th. How long can you give us for the first official payment? Is December 15th reasonable? I will certainly get you the contract by November 14th. Best, Erik. 11/9/14: > BJS replied - Hi Erik! Thanks for the update. Please send back the signed contract this week and if you can get even a portion of the deposit to us by the first week of December, that would be great. All the best, BJS. 11/18/14: > Rec'd Signed K. > As this is now UNDER CONTRACT, please review and proceed as needed, with some Caution, for we do not yet have any $ from this group, but they are a multi year client. __x__ JM __11-19-14__ ____ HMS ____ 12/5/14: > Rec'd EM from Erik - Hi Bryan: Happy Holidays and I hope you are well. Please forgive for the lateness on this email request - our football is going to the State Championship today at Giant's Stadium and we have been on every weekend since August! With that said I was hoping we have can amend the payment schedule to help our families around the Holidays a bit? 1. Downpayment: Can we send some kind of good faith down payment ASAP to buy as some time into January? If so, please advise on an acceptable amount. 2. First Payment: Would January 15th be possible? 3. Second Payment: March 1st? 4. Final Payment: April 15th? Best, Erik. 12/10/14: > BJS replied - Erik: Sorry for the delay in my reply, my mother in law passed away this past Thursday and I am just back in the office today for the first time in nearly a week. As we already have the signed Contract, how about a $5,000 deposit before your Christmas Break and then the remainder of the 1st Payment by January 15th. The official deadlines remain as they are printed in the contract, for they are the same due dates for every group traveling over your weekend. If we’d change for one group, we would have to change for all. Thanks Erik, Bryan. From: Erik Lynch [mailto:sticks1311@gmail.com] Sent: Friday, December 05, 2014 8:51 AM To: Bryan Stevenson Cc: Alan Yee; glennell@comcast.net Subject: Payment Schedule 12-22-14 >Rec'd Check #1363 in the amount of $5,000.00 1-27-15 >Rec'd Check #1372 in the amount of $21,195.00 02/23/15: > Rec'd check #1388, $33,419.00. 3-19-15 >Rec'd Final Pax form, Room Lists, and Hotel Info. form >JM processed Hotel Room List Packet to include: 22 Q/88 pax 1 T/3 pax 6 D/12 pax 1 S/1 pax TOTAL 30 ROOMS/104 pax (93 + 11) _03-27-15_ BJS _03-27-15_ _____HMS_____ 03/27/15: > BJS emailed Final INV #5792, $7,184.00, along with Bank Request Form. > Made due: 04/14/15. > Since numbers are well below K minimum, BJS deleted Group Travel Video and also no iPad. > CJ, please make sure Eric understands about the Credits for his Meal Credits / Bank Request Form - how that works and that we removed DVD so we would not have to change his rates since they were well bekow K minimum. Thanks! 3/27/15 >CAJ - will do. 4-15-15 >JM reprocessed Hotel Room List Packet to include: 22 Q/88 pax 1 T/3 pax 5 D/10 pax 1 S/1 pax TOTAL 29 ROOMS/102 pax (92 + 10) _4/15/15_ BJS _4/15/15_ _____HMS_____ 04/15/15: > BJS sent Em to Erik to let him know we were making the changes and then emailed REVISED FINAL INV #5792, $6,831.50 currently due. 04/28/15: > Rec'd check #1408, $6,831.50. > Account is PIF.
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