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Fri May 06, 2016
Trip Name
Bishop McNamara High School Music Department-Atlanta, GA-04-15-2015
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Toronto, Ontario, CA
Toronto, Ontario, CN
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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 )
Bishop MacNamara to Atlanta = 645 miles / 11 hrs non-stop 5/30/14: > BJS and CJ met with Tony and Francine Harding at the HS. 1) He is leaning toward Myrtle Beach, but will also consider Atlanta and Nashville. 2) Notes from meeting: Festival, all meals, Keller Bus Company (of Waldorf, MD) is there company of choice, but wants to see other quotes. This group's buses need to have outlets! 3) 5 Choirs: gospel, concert choir, women, show and jazz 4) 3 concert bands 5) 2 Jazz Bands 6) 1 percussion ensemble 7) 1 Orchestra 8) Will do 2 adults per room. > Typically does 2 nights in thee hotel and travels thru the night in both directions. > Trip cost in 2014 (Chicago) was $565.00 / student quad. Chaperones paid $350. > Trips have NOT been all-inclusive. Chicago did NOT include 2 breakfasts, and two dinners. > Does not like to be in hotel with other school groups. > Performance venue for festival seems to be important, as well as having other groups to compete against. > Hotel to have key packets separated by bus number and ready for distribution when the group arrives. > Hotel to provide room numbers prior to group's arrival if at all possible. > Quads are best for students, not to impressed by suite idea. 9) Adults always pay less then students for the trip. 10) GoToMeeting set for June 24 2014 at 10:00am. > After reviewing past itineraries (Boston in 2013 and Chicago in 2014), they did not actually do much other than the festival. Pretty much everything else was free. Parks, Navy Pier, shopping, pool time at the hotel, etc. They have been buying the Heritage 2-night Festival package at $250pp quad. 6/2/14: > BJS sent GTM invite - Tony: Thank you again for the time you spent with Cindy & me on Friday morning. We are most appreciative of your time and the opportunity you are giving CCIS to earn your business. As I am sure many of your colleagues have pointed out, I know you will not be disappointed. Here is the information for the presentation meeting: 1. Please join my meeting on Tuesday morning, June 24, 2014, beginning at 10:00AM, by going to www.gotomeeting.com. 2. Click on the JOIN MEETING button near the top, right hand portion of the screen. 3. When prompted, enter the Meeting ID: 475-790-421 and then click CONTINUE. 4. Dial the Conference Call Number: 1-213-493-0007 5. When prompted, enter the Access Code: 475-790-421. Thanks again and I look forward to speaking with you soon! 6/2/14: > BJS rec'd EM back from Tony - Bryan and Cindy Thanks for meeting with us. If I am correct, I saw that you guys submitted for a session at the Maryland Music Educators conference next year. I am not sure if it was approved but I advocated for you. I got the notice for the meeting . . . .we will talk then. Right now our trip is schedule for April 15/16/17/18/19. WE MIGHT need to change to April 22/23/24/25/26. We are not sure yet but I wanted to give you a heads up . . i will know soon. Just wanted to keep you in the loop. TONY 6/2/14: > BJS replied - Thanks Tony, I really appreciate the support with MMEA as well as the heads upon the trip dates. Since your destination was still TBD, today we started by contacting the various festival companies to see who was offering festivals in Atlanta, Myrtle Beach and Nashville over the weekend of April 17-18, 2015. In addition, we are asking for their proposed performance venues as well as the “attraction / awards ceremony venue”. It was my intention to share this information with you, along with each company’s Festival Only rates, so you could then make an educated decision on the destination. Do you have any idea on when you may know if the dates have to change? We will need to do a new query, if they are changing, so we can then share this information with you and have a destination decision in hand, before we begin contacting all of the other vendors (hotels, restaurants, attractions, bus companies, etc.) to confirm rates and availability for your group. Please advise as soon as you have dates confirmed so we can keep the ball rolling. Thanks again and all the best, Bryan 6/2/14: > Tony replied - I will keep you posted. I just wanted to let you know. There is a SLIGHT possibility that our spring break would move, which would affect our trip. I will know more soon and will keep you posted. It might be as early as tomorrow. Tony 6/2/14: > BJS replied - Fantastic, thanks Tony. I will hold off putting the festival spreadsheet together until I hear from you. Have a great evening, Bryan. 6/2/14: > Tony replied - If you don't hear back from me by Thursday - feel free to email me back. I am thinking that we can proceed with the original date. I think it will be highly unlikely that it will change . . . but maybe. TONY 6/2/14: > BJS replied - will do :-) 6/4/14: > Tony confirmed via EM - dates are good as planned. 6/13/14: > BJS sent Destination / Festival option EM to Tony - Hi Tony! Per our correspondence last week, I have completed and attached a report on the destinations and festival companies you are considering for your Spring Trip. This report includes each company’s “festival only” package rates for both students and adults, as well as their performance venues and the included attraction. By the way, while I was putting this together, I realized how closely the “included attractions” resembled one another from company to company, yet the festival only package rates had quite a significant disparity. For example, when comparing Festivals of Music to Heritage in Nashville, the difference between the two company’s student rates is $60 / student. With 200 students, that’s a difference of $12,000.00 to your school’s bottom line. I guess it makes one take pause to ask, is one company’s festival really $12,000.00 better than another? Keep in mind, it makes no difference to us, for we are happy to work with whomever you select, but I was surprised when I did the math and thought I’d share it with you for your consideration. If you could, please review this information carefully and use it to make your destination and festival company decision. Please advise as to your decision on Monday, that way we can complete your group’s proposal and confirm availability of all arrangements prior to our next meeting on the 24th. Thanks again for this opportunity and I look forward to our continued work together! 06/24/14: > CJ met with client. Atlanta is definitely the destination choice. > Festival = Fiestaval - would like to do Georgia Aquarium, World of Coke, MLK, Stone Mountain if possible, Friday for the performance, want enought park time for all the students, Sleep in one day for an 8am breakfast, Hard Rock or ESPN Zone is good, lunch at Georgia Aquarium need to use ball room for lunch (large group) want to keep trip around $500 to include bus. Notes from meeting: Festival, all meals, Keller Bus Company (of Waldorf, MD) is there company of choice, but wants to see other quotes. This group's buses need to have outlets! 3) 5 Choirs: gospel, concert choir, women, show and jazz 4) 3 concert bands 5) 2 Jazz Bands 6) 1 percussion ensemble 7) 1 Orchestra 8) Will do 2 adults per room. > Typically does 2 nights in thee hotel and travels thru the night in both directions. 07/01/14: > BJS sent EM to CJ - Need her to confirm which festival and also, when does he need the PTP? ___X_ CJ ____ 070114: CAJ> Fiesta Val. Will try for mid July for their Proposal. Tony will be at home and Francine will be in Rhode Island, but she will also have internet to view the GoToMeeting. They understand that we need to confirm everything first. You can choose a date in mid July, but just let me know when and I will follow up with Tony and Francine. 07/08/14: > Per CJ's direction, BJS sent GTM invites. Tony: 1. Please join my meeting on Friday morning, July 18, 2014, beginning at 10:00AM, by going to www.gotomeeting.com. 2. Click on the JOIN MEETING button near the top, right hand portion of the screen. 3. When prompted, enter the Meeting ID: 964-099-085 and then click CONTINUE. 4. If you are asked for a Meeting Password, it is Atlanta (with a capital A). This may not be required. 5. Dial the Conference Call Number: 1 (312) 757-3121. 6. When prompted, enter the Access Code: 964-099-085. > Also forwarded one to Francine. 07/09/14: > BJS completed IOG. > JM, please send CQRs to Keller bus company (Waldorf, MD) as this is who they have always used in the past. They will also entertain quotes from some of our other standards, so I would also send to Linda at Atlantic Coast, as well as Eyre, Dillons, Hunt Valley / Gunther, etc. per your usuals. > They want there buses to include wifi and power outlets, so we need to know when presenting them with their quotes, who has them and how each company works with these options. > Please make attachments as needed and then pass along to HMS so she can make reservations,etc. as needed since this is a pretty large group and an important new client in the DC area for CJ. > The Dave & Busters is the one in Marietta, GA (as it is close to their hotel) and I would really liek us to work with the local restaurant rather than the coporate offcei if at all possible. > Our Presentation Meeting is next Friday (7/18/14) at 10AM, so we need to have this one finished up by Monday at the latest so Christi has time to complete the PTP and then the Power Point presentation. Thanks! _x___ JM __7-9-14__ __X__ HMS _7/11/14___ 07/15/14: > BJS ran rates and then reviewed. We will go in with a proposal that is NOT All-Inclusive. The only thing it will be missing is the two breakfasts en route (Thursday & Sunday) and then the one lunch on Friday at the Performance Site. All three of these were originally in my plan with $10 meal credits, so if after he sees our rates and he wants all inclusive, we will can add these back in for an increase of just $30 per person across the board. > BJS sent along to CH for PTP Prep. 7/16/14: > CH completed PTP and then BJS reviewed and sent back to CH for PP completion. > BJS sent PTP to CJ so she'd know what we are presenting on Friday at 10AM. 7/18/14: > BJS and CJ met with Tony to present PTP via GTM. Francine was on her way home from New England, so she was not able to attend. > Following meeting, BJS sent EM To Tony with PTP Pack - Tony: Thanks again for taking the time to meet with Cindy and me this morning. Attached you will find the information we discussed. I am confident we will be able to make the changes we spoke about, including the addition of two meals, and still create some cost savings for your group. It is my intention to have the revision to you, including bus answers, etc., by mid-week. We look forward to being of service to you, your colleagues, your students and their parents. Have a great weekend! > Here are the meeting notes / wants / needs: > JM, from ALL three bus companies quoted, he needs to know if their buses have wifi, power outlets, or both and if so, can they guarantee that all of the group's 5 buses will have it? > JM, also speak with your contact at Keller (be sure to add her contact info to the system) and tell them that he would really like to use them; however, of the three quotes we have received, all from very reputable companies, that their price is the highest by $1,250 / coach. Times 5 coaches and that's $6,250 more and he cannot justify that type of expenditure. Are they willing and or able to reduce their rate and if so, how much? > HMS, he also wants the following changes - please review and update system, proceed as needed. > Thursday, talked about lunch at the Aquarium as well as The Varsity. Tony thinks The Varsity is "kitschy and fun" so BJS made executive decision to do that with a $10 Meal Credit. NO reservation required, but it is in our system, so BJS attached. It is just about 1-mile from the aquarium and an easy drive, so this will work well with their existing schedule. > Delete Dinner at Pittypat's Porch and move the HRC Lunch reservation to Dinner. > Add a delivered lunch for Friday afternoon to the performance site, the Clayton County Performing Arts Center. He said last year, when they went to Chicago, they did Einstein Brothers and it was a good, cheap option, and they delivered. He also mentioned Subway or even pizza delivery. > Add $10 Meal Credit for Sunday's Breakfast en route - BJS did this. > Following the meeting, BJS and CJ discussed all he wants to change and add, so this is going to be a challenge, especially since he wants the price to come down, if even a bit! We will delete the GVT dvd to help us meet his price point - BJS marked it inactive. > BJS updated IOG accordingly and called it Rev1. > It is my intention to have his revision completed and to him by mid-week (7/23) at the latest. __x__ JM _7-21-14__ __X__ HMS _7/23/14_ 7/23/14: > Everything has worked out for the revision. > BJS updated package rates in the system accordingly. > Highlights = 1. Keller definitely wants this job and they have dropped their charter rate by $1,100.00 per coach and they will assure the group all 5 coaches with wifi and power outlets. The other two companies have coaches with, but they are assigned, based on the date the contract and deposit are received. Keller is now the next to the least expensive and is just $150 more than the cheapest, Atlantic Coast. 2. We were able to add the two (2) additional meals that he wanted and by making adjustments, rates have dropped by $30 per person across the board. These changes are: a. Deleted the Group Travel Video b. Deleted Dinner at Pittypat's Porch. c. Move lunch at Hard Rock to a Dinner at Hard Rock. d. The Hard Rock lunch is now a lunch at The Varsity via a $10 meal Credit. e. Added Lunch at the Performance Site (formerly on own) via a Subway Box Lunch. f. Added breakfast on the way home with a $10 Meal Credit. g. The only thing not included is one meal, the very first breakfast, which is en route on Thursday morning. > All this and rates still dropped by $30 per person! > BJS sent PTP Revision I pack to CJ so she can share with Tony ASAP!!! > We need his charter choice and the Go To Contract!!! __7/23__ CJ __ 7.24.14: > CAJ - sent email last evening to Tony followed by a text to his cell. Called the school this morning and he text back that he would review everything once he got to school later today. 7.24.14: > CAJ - Tony Text back that he is OK with Keller as his charter choice. Per his text - he has not had time to review everything since he is in the middle of his renovation and is tied up. He said he has a lot going on and will advise as soon as he can. 7/24/14: > BJS sent EM to CJ - I guess we can start considering this as a trip that is headed to Contract. Congratulations! I realize those words have not yet come from his mouth or his fingers, and I am a bit concerned with his I have a lot going on and will get back to you when I can language from his text, but at least giving us the go ahead on the coaches from Keller is a first step. After all, we gave him everything he asked for and the price dropped by $30 pp – who could ever have a problem with that – so much more than he has ever done before, all included and with just on fast food breakfast stop out of pocket to his kids. I will have Jude request the coach contract tomorrow morning and be sure to follow up with him no later than Tuesday to see if there are any other changes he needs us to make or can we proceed to the Contract Stage. We are holding a lot or reservations for his large group and need to keep this moving. 7/24/14: > JM, please ask Keller for the K for this group's 5 wifi and power equipped coaches. Thanks! ____ JM ____ 8.1.14 CAJ> Sent email, vm and text to Tony's cell looking for an update. Will advise once I hear back from him. 8.1.14: > Per CJ email frm Client - All of this looks great. Thumbs Up. Do you have any update on the online payment method? If that is going to be available, we would need to know by September 9th - That is when we present this trip to the parents. BUS - I am happy with Keller. I am also very happy that they are agreeing to the Outlets and Wifi (can we please confirm that) SECURITY - We do want to hire two guards for each night in the hotel. Is is a 6 hour shift, or a 6 hour shift minimum? I would love to hire them from 11pm to 6am on Thursday Night and 11pm to 7am on Friday Night. How much would that run? REVISION to schedule I do have an idea for a revision for our schedule on Thursday. I looked at the geography and thought this might work better below. Thursday 7:00am - Breakfast just outside of Atlanta - Allow kids to eat breakfast and freshen up for their day. 8:30am - Arrive in Martin Luther King District area. 9am - 11:00 - Martin Luther King District 11:00 - Board Bus for The Varsity 12:00 - Lunch at The Varsity 1:30 to 5:00 - Aquarium/World of Coke/Olympic Park 5:00 or 6:00pm - Dinner at Hard Rock 8:00pm - Check in Hotel With this lay out we could even have the kids walk from Olympic Park to Hard Rock. . . That would give the bus drivers down time from 1pm to 6 or 7pm. The old way had us getting on the bus between World of Coke and Aquarium - I think it makes most sense to allow the kids to go between the two locations when they want. Just a thought. I am just curious - how much extra would it be for the photo/movie/DVD option? 8/12/14: > BJS and HMS reviewed the IOG and Tony's suggestions. > BJS updated IOG accordingly as HSM felt her vendors would be fine with this. > We have placed MLK Center from 9:30AM - 11:00AM. If they arrive in ATL before 9:30, they can go to the Center, for it opens at 9AM and no reservations are required. > Lunch will be at The Varsity from 11:30AM - 12:30PM via a $10 Meal Credit. > HMS will request 1:00PM for GA Aquarium, students can then flow from there to Centennial Olympic Park when they wish, however, there will be a set reservation at World of Coke for 3:30PM. > Due to set reservations at Aquarium and World of Coke, they cannot just walk back and forth as they please between these two attractions. > Hard Rock Cafe Reservation is under K for 5:00pm, so that cannot be moved. > On-Line Payment service is still in the works. Our launch date is still projected to be 9/1/14, so if he can wait it out until then, we will know if it will be ready for his group on the 9th. > Keller has confirmed the outlets and wifi, etc. > Security - it is a 6-hourt minimum, but we can hire for as many hours as needed. Based on Thursday (11pm - 6am) and Friday (11pm - 7am), the rates will be $175 / guard on Thursday night and $200 / guard on Friday night. We usually recommend 1 guard / bus, but that is his choice. Please advise if he is adding security and if so, how many guards each night. I will need to have this answer ASAP in order to prepare his CN accordingly. Rather than making any adjustments to the PP rates, we will bill for security as a line item on the final invoice. > The Create A Video DVD is $10 per student and if it is to be added, the DVD is required for all of the students in the group to purchase. Again, we need this decision in order to prepare the CN accordingly. > BJS emailed IOG to CJ so she can end along to Tony. ____ CJ 8.12.14 - Sent Tony an email and vm at school to check his email and call me once he has it. 8.13.14 > CAJ - Left another voice mail at school for Tony. 8/13/14: > Per Tony - > We would like to do two security guards for each night - Thursday Night - 11:00pm to 6:00am and Friday Night - 11:00pm to 7:00am. This will be billed as a line item on the Final INV. > We will NOT do the CAV Videos. > I do have a question - Is it possible to move Hard Rock to 6pm . . . I am worried that World of Coke will be rushed? > BJS sent EM to HMS asking if she is able to change this reservation from 5 to 6PM. > Ready for K. As this is going to K, please review and proceed as needed. > CN to mail early next week. __X__ HMS __X__ 8/15/14: > HR Cafe Dinner will be at 5:30PM (Director wanted 6, we had 5 under contract, restaurant wanted us to split group if we came at 6 and we do not like to split our groups, so we compromised all the way around and will do it at 5:30PM and the group and the group will not be split. > BJS updated IOG and attachment time and sent updated IOG to CJ so she can share with Tony. 9/2/14: > Tony is waiting for his contract. Looks like it was sent out 8/15/14 but he has never received it. He needs his contract please. 9/4/14: > BJS completed K version of PTP and Quote. > PPPRates now include Student Watchers per hours requested - raised rates by $3.50pp. > BJS completed K Packet and JM mailed via FXSON. > BJS also emailed to JAF and CJ so CJ can email packet to Tony also. > K and First Payment due 10/10/14. 10/2/14: > Per EM from Tony - I am sending you an update. Our numbers may change by a few here and there. As of now, we will be traveling with 236 students approx. 18-20 adults (including director). I am out of town today until October 16th. TONY 10/2/14: > BJS replied thanks for the update. > BJS adjusted number omn Bible Screen, IOG and Status Schedule to 256 (236 + 20). > JM and HMS, please review all inclusions and make certain this increase in rates will work with all of your vendors, including the hotel (do we need additional rooms?) and buses (do we have enough seats?). __x__ JM __10-2-14__ __X__ HMS __X__ 10/08/14: > Rec'd TPL. 10/14/14: > Rec'd singed K and check #69073, $30,625.00. > As this is now UNDER CONTRACT and $$$ has been received, please review and proceed as needed. Thanks! __x__ JM _10-20-14___ _X___ HMS _10/30/14___ 10/23/14: > Rec'd EM from Tony re: message he received from Fiesta-Val re: change in performance venue. > BJS sent along to Jenny. 10/24/14: > BJS sent EM to Tony - Tony: I see where you were copied on the response from Fiesta-val. Just in case it was thrown out by your school’s security settings, I have included it below. Due to Fiesta-val’s revised performance location and start time, I have spoken with Hollie concerning your group and this situation. She manages all our attraction and meal arrangements, so she suggested that we extend your time at the Georgia Aquarium on Thursday afternoon and possibly include one of their instructor led programs - at no additional cost to your group. We would follow that with Centennial Olympic Park and then dinner at Hard Rock. World of Coca-Cola would then be on Friday morning followed by lunch and play at Dave & Busters. You would then return to the hotel to dress for your competition performances with the late afternoon and evening spent at the performance site with dinner via the Subway delivery. Let me now your thoughts on this idea and we will proceed as needed, based on availability of course. Thanks and have a great weekend, Bryan. 01/12/15: > Rec'd Site Visit Request Form and additional email. Bryan - Happy New Year! I filled out the form to request a site visit. I have a few possible dates and before it is confirmed I would love to confirm with you before making the the reservations. I would also like to plan travel for 2 people, understanding the CCIS will cover me only. I would pay for the second person. Is that possible? The possible dates that I indicated are below. I would love to chat with you about them before confirming them. I also listed a possible 4th choice. I also realize that the first choice is less than 30 days out. First Choice Depart January 30th (3pm or later) Return February 1st (early evening) Second Choice Depart Monday March 23rd (early) Return Wednesday March 25th (later) Third Choice Depart February 27th (3pm or later) Return March 1st (Early evening) Fourth Choice Depart Thursday February 12th (3pm or later) Return Sunday February 15th (mid day) > BJS replied - Tony: Let me share all of these options with the hotel and then we can talk once we see what they have to offer. I will not confirm anything until we have had a chance to talk. I will be back in touch as soon as I hear from them. Thanks, Bryan. 01/13/15: > Hotel is good with his first choice of dates for site visit, so BJS spoke with Tony and we confirmed. > Purchased airline tickets (SW) for both he and Kevin. > BJS sent EM to Tony asking him to send check to CCIS for Kevin's air ($328.20). >Rec'd Check #69705 in the amount of $53,538.75. 02/12/15: > Rec'd FPGF, FRL and HIF. > Total Pax = 255 (233 + 22) > RMS / PAX 56 Q / 224 03 T / 009 08 D / 016 (all adults) 06 S / 006 (all adults) TOTALS = 73 ROOMS and 255 PAX (233 + 22). > BJS updated Bible, IOG and Status Schedule accordingly. > As these numbers are now GUARANTEED, please review and proceed as needed. ____ HMS ____ _x___ JM _3-3-15___ 02/20/15: > BJS emailed Final INV #5747, $51,333.75 along with Bank Request Form. Made due: 03/15/15. 3/17/15: > Rec'd check #70117, $51,333.75. > Pending no other changes, account is PIF. 3/25/15 >CAJ - Have emailed Tony on Monday and have left two messages on his voice mail about his festival schedule. Have not heard back from Tony as of Mar 25 2015 at 9:30am. 3/25/15: >CAJ - was able to reach Tony's admin person and she stated that he was out on Monday and Tuesday with Music Dept assessments. She said she would flag him down and have him get back with me and also to check his email. 04/20/15: > BJS sent EM to Tony - Tony: Welcome Home! I was happy to see that the weather in Atlanta did not turn into a complete washout on Saturday while the kids were in the Park! I am also sorry that your experience with Fiesta-val was less than rewarding. To hear of the issues with the performance site was disheartening, for I know how hard all your students work to not only go on the trip, but to perform at their highest level. If you would like me to address these concerns with the owner at Fiesta-val, I am more than willing to do so – just say the word. The amount of money we paid to them, on behalf of your group, is very significant. That being said, I feel they should be aware, but I will not approach them without your permission. I am going to address the dinner issue with them, for as you can see in the email below, they confirmed that they sent the meal information on to the host school. They also provided me with the address to send the check and as we know, it was the wrong address. Even if they somehow neglected to send the meal count on, had they at least sent me the correct address, hard copied and the check would have been in the boosters hands in advance of your arrival. Thank you again for the opportunity to be of service to you, your colleagues, and your students. Cindy will be speaking with you soon to do a post-trip debriefing about your overall experience with CCIS and each of the various aspects of the trip. I would also like to speak with you, when you have some down time, about a conversation we had a few weeks back concerning your undercharging your students for the trip. I want to see if there is anything we could do better or make something easier, all in an effort to make certain this doesn’t happen to you or anyone else in the future. All the best, Bryan. 4/19/15 - sent email and form requesting time to chat about trip. 4/22/15 1) Trip was Pretty good per Tony ,weather was bad. 2) Festical had two separate building for the event and it was raining. Also the meal at the event was a high issue - not nearly enough food for all the students. 3) Dave and Brusters food was great, but not enough time to play games - about 6 minutes. 4) Hotel felt small since other school were their also and the common area was too small to fit all the students. Breakfast was only powdered eggs - and the waffle House across the street is where the kids rather had eaten. 5) Not enough time between location when traveling with 250+ students. 6) World of Coke told them that they needed tickets to get in. Tony talked with the manager and was finally allowed to go in. Next Year - Disney!
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