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Thu Jun 23, 2016
Trip Name
Lewiston High School Music Department-Washington, DC-04-27-2016
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Trip Notes
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Lewiston to DC = 570 miles / 9.5 hrs no-stop 5/14/15 > Sophia heard from Darren regarding trip for 2016 to Washington DC. Sophia showed him a sample itinerary taken from the Manchester Memorial trip in 2014. The Lewsiton trip should include the following: Musical Theatre performance instead of the Symphony Schedule a performance at some point and a clinic as well. Another filler possibility would be a Washington Nationals Game at night Final day on Saturday with a trip to Six Flags DC. Darren's initial thought is that to travel on Weds. April 27th and have Thursday for performance / Clinic and maybe the Medieval Times dinner at night. Friday - Touring in the morning with maybe a performance opportunity around the monuments with the Musical at night. Saturday - Day at 6 six flags DC Sunday - Travel home. Sophia has suggested traveling home Saturday night after Six Flags and is waiting on a response. 06/02/15: > BJS spoke with Sophia and we made the executive decision to leave Saturday after 6 Flags and drive through he night, arriving home on Sunday AM, then Sophia gets a response from Darren and he would like to see it both ways. > BJS designed IOG and rates with a 4 night stay, spending Saturday night in the hotel and coming home all day Sunday. > BJS to include price with PTP that says what it would be if they decide to travel through the night on Saturday. > JM, please send CQRs to Raposo as well as others in the Maine area. > JM, please send to BMG - they know the hotels I usually liek to use in the DC area. > Please make attachments. > BJS to complete PTP and have something to Director by Friday (6/5/15). Thanks!!! _x___ JM __6-2-15__ 06/04/15: > BJS selected Sheraton Premier Tysons Corner for the group;s hotel from BMG options. > BJS completed attachments and updated rates as needed for PTP prep, then ran package rates for the 4 night option. > BJS also ran rates for a 3-night option and created an IOG for the same. > BJS sent to CH for PTP prep. > Rates and attachments currently active in the system are for the 4-night package. 06/05/15: > BJS emailed PTP Pack to Darren and cc'd Sophia - Good Morning Darren, Attached please find the Pre-Trip Planning Proposal for your group’s April 2016 trip to Washington. This proposal is based on the information you shared with Sophia a few weeks ago. I know Sophia suggested the idea of traveling home through the night on Saturday, as a cost saving option. The final page of the packet attached is a 3-hotel night IOG (Itinerary Outline Graph) displaying that option, as well as the rates for this design. Your charter rates would also change slightly should you elect this option. Your careful review of all of this information is appreciated and remember, we can always make any changes you may want in order to better meet the educational needs and budgetary requirements of your group. Sophia will follow-up with you early next week to see if you have any questions or concerns. Should anything come up in the interim, please do not hesitate to give her a call (603.759.8910). Thank you for the opportunity to once again work with you and your students. I sincerely appreciate the trust and confidence you have placed in our service. All the best, BJS. 06/08/15: > BJS sent Em to SS - Sophia: We have been able to negotiate with the Sheraton Premier Tysons Corner to get them to include Breakfast with the room rate! This is great news, for they were charging $15 pp each morning for Breakfast. That being said, the rates on the 4-night trip will drop $60pp across the board and if they’d prefer to go with the 3-night trip, the reduction will be $45pp. This is obviously a significant savings and important for them to have as they are making their decisions and reviewing the 3 and 4 night options. Also, please share the PPBCC with Lewiston from The Coach Company. You will need to generate this from CCISTPMS. It is $9,292.00 / 55. This is significantly higher than the Raposo quote which was included in the Proposal I sent last Friday morning, but I wanted them to have it for a comparison. I will continue to send other quotes when / if received. Give me a call if you have any questions or concerns. > BJS updated rates accordingly since B-fast is now included. > Remember, these are the 4-night rates. Thanks, 06/09/15: > Sophia emailed Darren the info received from BJS - now waiting for a reply. 06/10/15 > Sophia received the following questions via email from Darren: That price drop is definately good news! Going through the itinerary, we had a couple of questions. 1. The Spy Museum is $22 per kid! Can we do the Holocaust Museum instead. That is free I believe right? 2. Can we fit in a visit to the Capital at some point. 3. I am sure this is possible, but we will need a vegetarian option for the restaurants we go to. My band director was concerned about Bubba Gump. 4. What university would we be doing a clinic with? 5. Any thoughts about a location for our performance on Friday? It would be nice if it was in a area of decent foot traffic. My band director would prefer a place inside if possible. My Singers can sing anywhere. 6. Are there any band concerts that would be scheduled as of now during that time? Maybe one of the military bands or drum and Bugel core? Just curious about what other musical features we can look at. Thanks, I look forward to hearing from you. By the way, what happened to the I-Pad gift for good timing? :-) 08/24/15: > BJS replaced Bose with iPad. > Made Bose INACTIVE 08/31/15: > Per Sophia, they want 4-nights and we decided to do the BSO Copeland Concert in place of the touring production of Caberet. 09/02/15: > BJS updated IOG accordingly. > BJS updated attachments and then ran revised rates and completed PTP Pack Rev1. > BJS emailed packet to Darren - Darren: Attached please find the Revised Pre-Trip Planning Proposal for your group’s up-coming trip to Washington. I hope you are well pleased, for through the changes you suggested, the per person package rates have dropped by $100 or more per person! We are working with the faculty at George Mason University on your group’s clinics and with the National Park Service and some other historic sites in the DC area for the performances. I have also marked your file for an iPad rather than the headphones, since we still have a few iPads in stock! If you could please review the attached and advise Sophia as to your charter company choice ASAP, we will get your coaches reserved. She will also check in with you in the next day or so to see if there are any other changes you may want us to make or if we can proceed with your contract. Thanks again and I look forward to our continued work together! BJS. 09/02/15+: > Darren replied - Hey Bryan, Thanks for the update and the price is looking great and I appreciate the I-pad bonus! :) At first glance I am wondering what happened to seeing the musical Cabaret instead of the orchestra? I think interest would be more for Cabaret if we can get that. D. 09/03/15: > BJS adjusted IOG back to Cabaret in place of BSO concert and updated attachments as needed. > BJS adjusted rates accordingly. > BJS prepared PTP Pack Rev2 and sent to Darren - Good Morning Darren! I have made the adjustment back to Cabaret and the Revision is attached. Please note that the rate increased by $26 per person as these tickets are more expensive than the BSO concert tickets. If you can give me your charter choice, I will have Jude go ahead and request the bus contract and then I will be able to forward your group’s Tour Agreement. Thanks again and I look forward to hearing from you later today regarding the buses. All the Best, Bryan. > As this appears to be quickly heading to Contract, please review and proceed as needed. __X__ HMS _9/15/15___ _x___ JM _9-3-15___ ___X_ TW __9/3/15__ 09/03/15: > Darren replied about buses - According to prices you gave me, it would make sense to go with Raposo. This was not the company we dealt with 2 years ago is it? Do you remember the catastrophe we had then? :) Is Cyr bus line here in Maine an option? Would it benefit me to do some digging around here, or are you confident that Raposo is a good company? Thanks. D. > BJS replied to Darren - Darren: Raposo was actually a company that we learned of because of your catastrophe, and those of two others brought about by US Coachways in 2014 (they still owe CCIS over $9,000 by the way). We have had a total of three trips with them over the past 18 months and everyone has been very pleased. Those who used them last year are planning to use them again this year, so I guess that is a good endorsement. We sent a Quote Request to Cyr back in June; however, they never responded. Jude spoke with their office a few minutes ago and they are going to try to get us a price in the next 24-hours. Why don’t we wait to see what they come back with and then we can make a decision based on the two or three quotes you have and who still has coaches available. Thanks Darren, Bryan 09/16/15: > TW sent E-Agreement. 09/16/15: > Rec'd signed K. > As this group is now UNDER CONTRACT, please review all and proceed as needed, keeping in mind that 1st $ is not due until 10/23/15. > JM, please process GLH per our new SOP. __x__ JM _9-18-15___ __x__ TW _9-8-15___ _X___ HMS _9/23/15___ 10/26/15: > Rec'd EM from Darren via Sophia - Hey Sophia, So I just sent in the bill with numbers of 50 kids and 6 adults totaling $11,960. So..... 1. We need to cancel one bus and make sure that the bus we get is a 58 passenger 2. Now that we are down to 6 adults, does that mean that 2 are free and the other four is our cost? 3. There is a possibility that my two younger kids will be traveling with my wife and I, so my room will need to be a Quad. How does that affect our cost? Sorry for the confusion of numbers. Really upset with our student body and lack of commitment this year. I believe that these numbers however are pretty close to what we will have in the end. Thanks. Let me know your thoughts. 10/29/15: > BJS reply / notes for SS - There are some real issues here that must be addressed. #1. Raposo is already UNDER CONTRACT for his coaches. We can cancel one of the 55s, but they do not have a 58-passenger coach - nor does anyone else for that matter. Coaches are 55 and sometimes 56, but not 58. #2. With just 50 something pax, comps will definitely be adjusted down to no more than 2. #3. As for wife and kids - we will charge them for their packages however the room list comes across. All of the room are two bedded rooms, so that really doesn't play into it. Since we don't assign the comps to anyone, they will still get a credit on their bill for two packages at the double occupancy rate. (side note - If they are on just one bus now, there may not be room on the bus for his wife and kids). #4. I know, he didn't have a #4, but I do and it is a BIGGY! Our contract with the hotel was for 30 rooms / night, with an Attrition Clause that states that if we don;t use at least 70% of those rooms (21 rooms), we will have to pay the difference between whatever we use and the 70% figure. With just 55 pax (notice I used 55 since that is the bus capacity), I would project 50 students and 5 adults which typically comes out to 13 rooms for students and 3 rooms for adults, that is 16 rooms. Add one for the bus driver and now we are at 17 total rooms (estimated). This is 4 short of the contract minimum of 21 rooms PER night. At the present time, I can cancel the hotel contract without penalty and look for another hotel. Rates will probably change and I can't tell you up or down at this point. > We need to know how to proceed. Do we cancel the 2nd bus and he will be limited to a max of 55 pax (or he can have some parents drive and follow along). What about the hotel . . . should I cancel this hotel contract now, while I still can without penalty, and look for an alternate property or does he think he will get more people to go? based on his email from earlier this week, it does not appear as if the group is going to grow. > Please review this very carefully and call me if you have any questions or concerns, BEFORE you send the information along to Darren. Thanks!!! BJS. 10/30/15: > Rec'd check #3757, $11,960.00 & TPL. > Please see notes from 10/29/15, I suspect that this is going to end up with no more than 56 passengers. So now that we have their initial payment, please review and proceed with caution until we have their final decision on whether or not we are to proceed with 56 or more and a second bus, etc. Thanks! __x__ JM __11-2-15__ __x__ TPW _11-2-15___ __x__ HMS __11/2/15__ 01/05/16: > BJS sent note to SS that all of the vendors, namely the hotel, is OK with the 55 pax max. > BJS updated numbers in system, on IOG and SS to 55 (50 + 5). > Please review and alert your vendors and reservations, notes, etc accordingly. Thanks!!! __x__ JNM __1-11-16__ __x__ TPW _1/11/16___ __X__ HMS _1/19/16___ 01/11/16: >Sophia heard from Darren with the 3 questions below: 1. Can you confirm with me what the # passenger bus is that we have reserved? I am getting close to the max of one bus but don't want to have to pay for a whole additional bus. Might be looking into renting a Van for the trip. SOPHIA RESPONDED WITH 55 AS THE PASSENGER TOTAL 2. Would you please send me an updated Itinerary as well. 3. Our numbers right now reflect 55 students and 6 adults. Can you send us an updated bill on these numbers? Last bill I paid for 50 kids and 6 adults. Should I keep those numbers and then pay the remainder at the end? SOPHIA RESPONDED "YES" 1/26/16: >Sophia finally heard back from Darren after several attempts. They are going with one bus and will be renting a van for the rest of the chaperons. 01/29/16: > BJS updated numbers on Bible Screen and IOG to 65 (55 + 10) - this should be safe. As of 01/26/16, he has 55 students + 6 adults (they are taking the one 55-passenger bus and then putting the overflow in a van). > Please review and proceed as needed - thanks!!! ____ TPW ____ ____ HMS ____ ____ JNM ____ 2-8-16 >Rec'd Check #3883 in the amount of $16,846.80 2-25-16 >Rec'd Hotel Info. form, Room Lists, and Final Pax form. 2-26-16 >JM processed Hotel Room List Packet to include: 11 Q/44 pax 4 T/12 pax 1 D/2 pax 1 S/1 pax TOTAL 17 ROOMS/59 pax (54 + 5) _____BJS_____ __x___HMS_5/4/2016____ __x___TPW__3/9/16___ 03/14/16: > Rec'd EM from Darren - > BJS replied - > I am the reason for the delay on the final invoice – I am running behind on these, but will do my best to get it emailed to you in the next 24-hours. Don’t worry, I will adjust the due date as well. > Tommy Walters, our new Education & Media Director, is the point man on the clinics. Let me check with him on this and either he or I will advise ASAP. > The Step-On Tour Guide will be boarding your coach. Since you are having a van for the overflow, we’ll have a 2nd guide. > Unfortunately, the Holocaust Museum is sold out. We went on-line with six different computers at 8PM on January 29th, the day your visit went on sale, and they were sold out within seconds. > Per the IOG, departure time is set at 8AM, so coaches will arrive for loading at 7:30AM. > Thanks again for making we aware of the situation and I will be back in touch soon. Have a great Monday, Bryan 4/1/16: > BJS emailed FINAL INV #5992, $14,921.00 and made due 4-18-16. 04/11/16: > Rec'd EM - want to have coach spot at 7:00 AM so they can leave at 7:30AM. Jude confirmed that this was OK with the bus company. 4-12-16 >Rec'd Check #3964 in the aMOUNT OF $14,921.20
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