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Bible (Basic Trip Report)
General Trip Information
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Fri May 06, 2016
Trip Name
Mars Area High School Music Dept.-Williamsburg, VA-05-01-2015
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Mars Area High School Choir (2018)
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OR
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PAX
Youth
Adults
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Comps
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Received
Final PAX
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Received
Final Room List
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Received
Hotel Info Form
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Balance
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Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Mars Area High School ---> Winchester, VA 200 miles /3.5 hrs non-stop Winchester to Williamsburg = 180 miles / 3.5 hours non-stop Williamsburg to Mars HS = 400 miles / 7 hrs non-stop 9/24/14: > SN received confirmation regarding a detail involving an upcoming trip to the Apple Blossom Festival and can now add the trip. 60 - band 60 - choir 35 - orchestra 6 staff & 15 chaperones 176 (155 + 21) *Depart Friday late morning * "linner" at Buca * Fireman's Parade for the band * Delivery pizza at the hotel via meal credits * Performance outside Busch Gardens for choir and orchestra * Spend the day at Busch Gardens * Visit Colonial Williamsburg on Sunday before departure for home * Choir and orchestra do not need a clinic if they can perform at Busch Gardens * Hotel should be closer to Williamsburg, even if it means driving further after the parade on Friday night. 9/30/14: > SN spoke with Mark today regarding his proposal. Mark and BJS were in touch earlier in the week and Mark was just calling to remind us that they need a proposal by the end of the week since they have been receiving proposals from other companies. Meeting is on 10/7, but the music department needs to have made a decision by that time. Mars has used Choice for their trips in the past. 9/30/14: > BJS completed IOG. > SN is meeting wth Client to do Power Point Presentation on Thursday afternoon at 1PM, so we need to get this one doen ASAP and on to Christi so she can do the PTP & PP. > JM, please send CQR for 4 coaches to Anderson, Barrons, BMT, Great Day, Lakefront, Mlaker, & Myers. > JM, please attach the Embassy Suites Williamsburg from BMG to this group and also add the Breakfasts and also make the other attachments then pass on to HMS so she can get the required reservations prior to our meeting with the client. Thanks! _x___ JM _9-30-14___ ____ HMS ____ 9/30/14 > SN is scheduled to meet with Mark and Jennifer, Thursday 10/2 at 1pm for PTP meeting. 10/3/14: > SN met with Mark yesterday to go over their proposal. Their other quote is from Choice, and while the price is somewhat lower, the quality is also significantly less. Mark suggested the following changes: * Add tour escort * Add Williamsburg tour if possible (BJS suggested getting a tour guide, as the admission prices are much too high for the amount of time they will be staying there) * Remove the iPad. * Remove the DVD. Mark would like a revised proposal. 10/6/14 > SN requested updated proposal from BJS for Mark. > BJS made revisions as requested above and then ran new rates, actually dropped by $4pp, so the rates now start at $295pp quint. > BJS sent PTP Pack Rev 1 and PP Rev 1 to SN so she can send to Mark for tonight's parent meeting. 10/10/14: > SN spoke to Mark and they will be using CCIS for their trip! A few factors contributed to their decision: 1. Better meal plan 2. Better hotel 3. Bus options 4. Virtually the same price! > Formal school board approval is required for Mark to sign a contract. Next meeting is Tuesday night, but if they cannot get on the agenda, they will have to wait 3 weeks. > BJS asked JM to secure K from Myers for their coaches. > As this is going to K, please review all and proceed as needed. Thanks! CN to go out next week. _x___ JM __X__ __X__ HMS 10/13/14 10/10/14: > SN - Myers sold their last coaches yesterday afternoon, so they will need to make an alternate choice. I know they felt obligated to use them since they are their school system's provider. At least now they can't say they didn't try. > Please advise as to new charter choice ASAP, maybe even get an alternate alternate choice (just in case). 10/10/14: > BMT is their 2nd Choice. JM secured. 10/13/14: > BJS sent to CH for K prep. 11-21-14 >Rec'd signed contract and letter-which JM EM him that he needs to redo letter on school letterhead and fax us. 12-4-14 >Rec'd Travel Planner Letter 12/16/14 > SN spoke to Mark this morning. Mark called to let us know that payment is coming soon and that their numbers are slightly lower than they expected. They will probably top off at around 137-140. > Also, Mark will want to start planning next year's Disney trip in the next few weeks. 12/16/14: > Rec'd EM from Mark - Hi Stephanie, As per our conversation earlier, I anticipate these numbers for the upcoming trip to VA: Band 76 Total 4 Staff (Comp) 10 Chaperones 62 Students Chorus 45 Total 1 Staff (Comp) 6 Chaperones 38 Students Orchestra 14 Total 1 Staff (Comp) 0 Chaperones 13 Students > At this time, I think the band and chorus numbers are pretty much final, only adjustment may be one to two additional chaperones. The orchestra is still waiting on 2 students that may be added, and possible one to two chaperones. > As of now: Music Department 135 Total 6 Staff (Comp) 16 Chaperones 113 Students > As we discussed, the Chorus and Orchestra are working through the school’s activity fund, and need an Invoice to make any payments out of these accounts. If you can, please re-issue the first two invoices (Nov 14 and Jan 30) to each of the 3 groups (total of 6 invoices). This will help us make our first two payments before our final numbers are due in February. Please call/email with any questions! Mark Rodgers. 12/18/14: > BJS asked SN to make dummy invoices and EM to Mark and she agreed as BJS was in Chicago. 12-23-14 >Rec'd Check #554 in the amount of $5,000.00 02/23/15: > BJS sent EM to SN re: Parade pic and 3-year bio + C & ) needs for Busch performance --- Stephanie – see below - can you check on this – still outstanding. Also, I believe Hollie is missing some information for the Choir & Orchestra performance at Busch Gardens. Performances cannot be confirmed without them. Thanks, BJS. 02/25/15: > Rec'd FPGF, RL and HIF. > total pax = 137 (121 + 16). > JM, please finish processing per SOP. > JM, also email client re: buses - we have 4 under contract but he can fit his group on 3. Does he want us to drop the 4th coach? If so, please alert charter company accordingly. __x__ JM __3-2-15__ 3-2-15 >JM processed Hotel Room List Packet to include the following: 20 Qnt/100 pax 4 Q/16 pax 1 T/3 pax 8 D/16 pax 2 S/2 pax TOTAL 35 Rooms/137 (121 + 16) __X__ BJS _03/15/15_ _X__ HMS 3/30/15____ 03/15/15: > BJS reviewed as group is at 137 and K minimum was 159. > iPad and DVD were removed by group leader in the fall, so no movement here. > K comps were 6 and he has six accounted for in the email that accompanied the room list. He mailed in a Golf Outing certificate earlier this month, so he was expecting 7 comps. Trip to ORLANDO for the entire Music Dept is already in the works for April 2016, so we will go ahead and give them the 7 comps - all doubles. > BJS emailed Band Final INV #5781, $21,890.75, along with Band's BRF. > BJS emailed Choir Final INV #5782, $17,835.08, along with Choir's BRF. > BJS emailed Orchestra Final INV #5783, $5,162.94, along with Orchestra's BRF. > Total due on account = $44,888.77. 04/20/15: > Per SN, Choir and Orchestra cannot get their meal credit money out of the school, so they will need two cashier checks, made payable to the directors. > Band is OK since they have a boosters. > BJS emailed INV #5803, $960.00 and INV #5804, $280.00 to Mark and asked that he have the school checks available for SN when she delivers the Final Itinerary packets. 04/21/15: > Per SN, Mark needs her to get the actual cash for the Choir & Orchestra, so BJS went to PNC with Sn and got the $1,240.00 in $10 bills and gave to SN. > Rec'd check #6870, $17,915.00 (Choir) and #6867, $4,920.00 (Orch). > Total due on account = $23,293.77. $960 from the Choir, $280 from the Orchestra, and the remaining $22,053.77 from the Band. 04/28/15: > Rec'd check #587, $21,675.00 from band. > Balance due on entire account = $1,618.77. 04/30/15: > rec'd check #6883, $280.00 for Orchestra Meal Credits > Rec'd check #6882, $960.00, for Choir Meal Credits. > Balance due = $378.77. 07/14/15: > Rec'd band check #602, $378.77. > Account is now PIF.
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