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General Trip Information
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Tue Sep 23, 2014
Trip Name
Pennsylvania All-State Lions Band-Honolulu, HI-06-25-2015
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Toronto, ON, CANADA,
Toronto, ON, Canada, CO
Toronto, Ontario, CA
Toronto, Ontario, CN
Toronto, Ontario, CA,
Torrington, CT, CT
Totonto, CT
Townsend, TN
Towson, MD
Trenton, NJ
Triangle, VA
Tuscaloosa, AL
Tuxedo, MD
Universal City, CA
Upper Marlboro, VA
Vails Gate, NY
Varies, AK
Vaugwa Ontario, CA
Victoria, ON
Vienna, VA
Virginia Beach, VA
Waldorf, MD
Walkersville, MD
Washington, DC
Washington, MD
Washington, NJ
Washington, VA
Washington DC, DC
Washington DC, VA
Washington, D.C., DC
Washington, DC, DC
Washington, DC, MD
Washington, DC, VA
Wellsboro, PA
West Chester, PA
West Grove, PA
West Newton, PA
West Orange, NJ
Westchester, IL
Westhaven, CT
Westminster, MD
Westwood, MA
White Plains, NY
Whites Creek, TN
Wildwood Crest, NJ
Wilkes-Barre, PA
Williamsburg, OH
Williamsburg, VA
Williamsport, PA
Wilmington, DE
Wilmington, NC
Winchester, VA
Winter Park, FL
Winterthur, DE
Woburn, MA
Woodbridge, VA
Worcester, MA
Worthington, OH
Wright-Patterson AFB, OH
Wytheville, VA
X, PA
York, PA
York Springs, PA
Yorktown, VA
Zainesville, OH
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 )
FYI: The two (2) Comps listed above are not for the group, but have instead been built in for our Escort, Dave Dietz and his wife. 7/21/14: Hawaii 2015: Information for tour quotes General • We prefer to not use the “for every x paid participants, Y trips are free” model. Please price the trip based on occupancy, with student participants in quad (or quint) occupancy and adult staff members in double-occupancy (see below). Include upcharges for triple-occupancy and single-occupancy. • We prefer to travel with a tour director/company representative to assist with on-site arrangements. • Include all gratuities in the cost of the trip, including tour director traveling with the group, coach drivers, servers, etc. If there are any out-of-pocket costs expected, we must be aware of these as part of the quote. • All entrance fees/admission costs, meals, etc. should be covered as part of the tour. The only money we ask our participants to bring is for incidentals and souvenirs. • Many of our days will need flexibility as we primarily perform for the Lions International Convention and often don’t have a final schedule for some of these events until two weeks prior to travel. See notes in outline itinerary. o Potential events should include a mix of attractions and free or low-cost events. Possibilities for free events include beach time, shopping, pool night at the hotel, national/state park visits, nature/botanical garden walks, etc. o As we are a musical performing group, we also appreciate the opportunity to attend artistic performances. This could be a concert, a musical theatre production, etc. • Information about cancellation policies and refund dates for individual participants should be clearly delineated. For example: cancel by January 15 and receive a full refund, cancel by February 15 and receive a 50% refund, cancel after May 15, no refund available. • We would like to offer travel insurance to our participants as an option, meaning they could cancel up until the day of travel and receive a 100% refund. This insurance would be at the expense of the individual traveler. If this is a service your company can provide, so much the better. Otherwise, your recommendations for outside travel insurance companies is appreciated. Travel • Best departure/return airports are (in order of preference, with cost and availability as the limiting factors): Harrisburg International (MDT), Baltimore International (BWI), Dulles International (IAD), Reagan Washington (DCA), Philadelphia International (PHL). Include the cost of airport transfer to/from Gettysburg College, 300 N Washington St, Gettysburg PA 17325 in the travel quote. • All reasonable efforts should be made to put participants on as few flights as possible. A single flight for all participants is strongly preferred. If this is not possible, each flight must have staff members accompanying student participants. In no case should student participants fly without staff accompaniment. • All flight itinerary information for each traveler must be available 30 days prior to departure. This includes confirmation numbers, all connecting flights, both outbound and return. • Flight information should include detailed breakdowns of additional baggage fees expected for instruments. See the instruments section for more. • Hotels should be of reasonable quality. In the past, the group has stayed at the Embassy Suites, Sheraton, Holiday Inn Express, Hampton Inn, etc. o Hilton properties are preferred, but not required. Choose the lower cost option as long as overall quality is not compromised. o Hotel must have inside corridors. o When possible, we prefer hotels with full breakfast included (e.g. Embassy Suites) as that can save on costs for breakfast. o If we are placed in Embassy Suites, student participants should be calculated at 5 per room. In traditional hotels, student participants are in quad occupancy. o Staff rooms will be double occupancy, with the potential for single occupancy in some cases. • Coaches should be obtained through respectable companies, with average to above-average equipment. Coaches should have a restroom. o Power outlets (AC 120v) at each seat are ideal, but not required. Power outlets for the two front seats (tour director and ensemble director) are strongly preferred. o WIFI on the coaches is preferred, depending on the cost. Meals All meals should be included as part of the tour package. Not every meal need be a restaurant meal, and while a few “tourist” meals are acceptable (Hard Rock Café, Planet Hollywood), there are many other options including a pizza party (with local delivered pizza), Subway sandwiches/picnic, mall food courts, buffet-style restaurants, etc. If meals are done as “cash back” – participants are given money to cover a particular meal as it happens – please ensure the amount is sufficient to cover the meal (with tax and tip if required). For example, $10 cash back is not enough for lunch in a theme park. We are also exploring asking local Lions Clubs in Hawaii to help offset the cost of meals either through cash donations or by providing a meal for us. We will need some flexibility in restaurant bookings up to 60 days prior to travel. Performances The Pennsylvania All-State Lions Band features three main performance groups: the concert band, the parade band, and a jazz ensemble. Each group will perform as part of the Lions International Convention. Ideally, each group would also perform one additional time throughout the tour. Some examples: • The jazz ensemble performs a 20-30 minute concert at a destination (e.g. The Ontario Science Center). • The concert ensemble performs for a music festival or concert series in a local park or venue. • The parade band does a stand-up performance at a tourist attraction. We are also open to performing at Veterans Administration Hospitals and other public service-type performances, consistent with our motto “We Serve.” In general, we strongly prefer fewer performances in better-quality venues, as opposed to lots of performances with low audience numbers or sub-optimal venues. We are also very interested in potential clinics with local university or high school musicians/faculty, promoting our goal of engaged learning for our musicians. Instruments The ensemble travels with its own music stands. No stands are needed at any venues. Most participants will bring their own instruments. Some will be able to carry them on the plane, but others will need to check them as extra bags. All costs for instruments-as-baggage should be clearly described in the tour quote. For example, we must know that for each trombonist traveling with us, we should expect to pay $200 ($100x2 out/return) for their instrument to fly. We especially need to know where the size and weight breakdowns occur for oversize baggage. If instruments can be “bulk packed/palletized” and shipped as cargo, that is also an option to explore. For very large instruments (percussion, backline equipment including amplifiers, etc.), we are attempting to rent or borrow these from local high schools or universities. Outline Itinerary: Hawaii 2015 Sunday, June 21 – Wednesday, June 24 Ensemble in residence at Gettysburg College - No arrangements are necessary for this portion of the tour. Thursday, June 25 Travel Day – to Honolulu, Hawaii Friday, June 26 Flag Ceremony rehearsal TBA - Morning/afternoon should be filled with activities that are flexible and no cost (e.g. beach day, nature walk, etc.). We are not certain we will be participating in the flag ceremony, and will not have the details of the event until much later. In the event we are not participating in the flag ceremony, please have a backup activity scheduled. Friday late afternoon/evening should be a scheduled activity, performance or fun. Saturday, June 27 Lions International Parade – this parade is very long and will take all of the morning and usually the first half of the afternoon. The second half of the afternoon is reserved for “pin trading” and exploring the convention exhibit hall. There are often stalls or places to eat as part of the convention, and participants may be able to eat lunch there. There should be time for dinner and a return to the hotel to freshen up for the teen dance that night. 8pm Lions International Teen DanceSunday, June 28 9am – 1pm Flag Ceremony – if we are participating – TBA If not, other activity including performance or fun. Afternoon activity including performance or fun. 5-6pm Early dinner 6pm to late evening PA Delegation reception performance – this is usually over between 11pm and midnight, but we must remain flexible and stay until the end. It is somewhat unpredictable. Monday, June 29 Hold morning through 2pm for possible campaign rally performance. It is possible we will be asked to perform during this time, and that request may come VERY late – as late as the week prior to departure. In case we are NOT asked to perform at a rally, please include a flexible, free activity such as a beach day, picnic, shopping, etc. Also, please be aware of driver rest periods, given the potential late night on previous evening. Late afternoon and evening are open for performance or fun activity. Tuesday, June 30 **All Lions events are over at this point; schedule the itinerary as full as practical.** Open for performance or fun activities. Wednesday, July 1 **All Lions events are over at this point; schedule the itinerary as full as practical.** Open for fun activities. We prefer not to have any performances on our last day, unless it is a very special opportunity (recognized music festival, concert series, etc.). Thursday, July 2 Travel Day – return to Gettysburg, PA **Note : conductor is a certified master SCUBA diver. If possible, at least one snorkel adventure for all participants with a SCUBA option for certified participants would be appreciated. The SCUBA option should be an extra cost and not factored into the tour cost. 8/1/14: > BJS sent GTM invitation to Vince & DD - Vince: I look forward to having the opportunity to work with you and the PA All-State Lions Band on their up-coming trip to Hawaii. In order to view our presentation: 1. Please join my meeting on Friday morning, August 8, 2014, beginning at 11:00AM, 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: 316-423-341 and then click CONTINUE. 4. If you are asked for a Meeting Password, it is Hawaii (with a capital H). This may not be required. 5. Dial the Conference Call Number: 1-872-240-3401 6. When prompted, enter the Access Code: 316-423-341 Thanks again and I look forward to meeting with you next Friday! 9/4/14: > Per Vince, during the Blue Ridge HS Band & Choir Orlando PTP GTM, decision meeting has been rescheduled for 9/21/14. They are going to make their selections and then only the chosen company will be asked to make any required revisions. > BJS reiterated that we can make any changes he made need in order to make certain we are the "chosen" one! 9/23/14: > BJS and DD met with Vince and Cyndi Mancini (Montour Schools, for Marching Band Director from Montour HS) via GTM to discuss the list of questions which came about as a result of Sunday's Committee meeting. > Very pleased with all we had to share and he and Cyndi are pushing for CCIS to get the job. It is down to us and one other company. > Final Decision to be made this evening at 9PM Conference Call between Vince and Dr. McCutheon. We should know if we have the trip by 10PM this evening via email. > Said they may not be able to commit to any numbers or know if the trip is a 100% go until mid-February. I explained how this would be quite challenging since the air deposit is non-refundable and those seats would need to be confirmed long before then, especially since there are tens of thousands of Lion Club members all descending on Honolulu in just a few days of each other. > Hotel will also be a challenge since the block is through LCI. > Also explained that we will need their assistance with some paperwork since the room block request has to come from an official Lion's organization. > We shall see how all of this pans out. 9/23/14 (10.05pm): > Spoke with Vince. > We did not get the job, bid was awarded to PAC (Performing Arts Consultants). > Determining factors - 1. They said they have flights on hold with United and that the airline deposit is refundable. Group is not sure how long the seats are being held of how long the deposit is refundable. 2. Hotel is the Ohana East, a significantly less expensive hotel (5 blocks from the beach by the way). > JM and HMS, please review and cancel all as needed. ____ JM ____ ____ HMS ____
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