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Trip Reports:
Bible (Basic Trip Report)
General Trip Information
Updated
Mon May 09, 2016
Trip Name
Highlands High School Band-Nashville, TN-04-27-2016
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Highlands High School Band and Choir
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Final PAX
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Final Room List
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Hotel Info Form
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Balance
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Contract Status
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Canceled
Trip Notes
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( E-Mail Corporate )
Natrona Heights to Nashville = 584 miles / 10 hrs non-stop Natrona Heights to Dollywood = 510 miles / 8.5 hrs non-stop Dollywood to Nashville = 215 miles / 4 hrs. non-stop 5/26/15 > SN added trip to system. Based on phone conversation and EM, Matt would like to pursue a Nashville trip in 2016. > The dates could possibly change based on whether it is better to leave the night of the 27th and drive through the night or leave on the 28th. He is open to either option, depending on what they will do. > Matt suggested the following as activities to consider (a mind dump, as he called it): 1. Vanderbilt Clinic - Concert Band, Jazz, Dance/Guard 2. Grand 'Ol Opry 3. Country Music Hall Of Fame - with a tour of RCA Studio B (including a Recording session - maybe for Jazz Band?) 4. Meal at the Wild Horse Saloon > BB King's Blues Club -he is interested, but would like live music if they'd go someplace like this.. > Hard Rock Cafe - Yet another place to eat, but not much to do. > Zoo & Possibly Aquarium - 2 in 1 day? > Frist Center For Visual Art - > Gen. Jackson Dinner Cruise > Parthenon - (he is not sure how interesting this would be) > Hermitage - (again, not sure how interesting this would be) > TPAC - Maybe catch a matinee/musical if there is a good performance available > Zip-line Parks - Found links for two..... https://www.nashvilleshores.com/public/treetop/hours/index.cfm and http://www.adventureworks.com/index.html > If the weather stinks, maybe we could go to the Frist? > via text: budget of $450 + bus 08/24/15: > BJS completed IOG and shared / reviewed with SN. > SN is trying to make PTP appointment with Matt for later this week after noon on Thursday or for anytime on Friday. > Hotel has been secured and is under contract. > JM, please send CQR for 3 coaches to Baron's, Anderson, Mlaker, Lenzner, and Myers. > TW, please see HMS about contacting Dwayne Sagen at Vanderbilt re: coordinating clinics / workshops. Need Concert Band and Jazz Band clinics (60-minutes each), as well as a workshop for the Dance Team / Color Guard. > HMS, please make attachments and proceed as you see fit with calls / reservations. FYI, the Studio B Recording Session would be for the Jazz Band only. They could do this while the rest of the group is at the Country Music Hall of Fame, if time is of an issue. __x__ JM _8/25/15___ __x__ TW _8/25/15___ __X__ HMS _8/25/15___ 8/28/15: > SN received the following EM from Matt Beresik this afternoon regarding this trip: Hi Stephanie, I received your messages. We started back with the students yesterday, so things have been a little crazy. Go ahead and email whatever you have at this point and I'll be able to look it over and compare things to the other quotes I have. Thanks and have a good weekend, - Matt 08/30/15: > BJS reviewed attachments and then ran rates and sent to CH for PTP prep. 08/31/15: > BJS sent PTP and IOG files to SN so she can meet with Matt. > Also gave her notes on several cost saving measures he may want to consider. > Reminded her that you will need to run the PPBCCs from the system. > Save $60pp quad and even more from the other packages just by leaving for home on Saturday night after the Grand Ol Opry. > Other cost saving options – BB Kings (26) and Wild Horse (37) are significantly more expensive than say the Hard Rock (18). . . > General Jackson Showboat Lunch Cruise is expensive ($56) > Package kind of includes three shows between the Showboat Cruise, Mamma Mia and Grand Ol Opry, these add up pretty quickly. . . > We would have to replace some of these with other inclusions, but they could be less expensive inclusions. 09/01/15: > SN spoke with Matt today and again yesterday. > Boosters have raised budget to a max of $750, including bus. > There is now a bid process thanks to the Boosters, but we are not out of line with our price. He is comfortable with our quality, price and knows what to expect from CCIS. They are getting a total of three quotes. > DELETE BB King! > DELETE Hermitage > DELETE Jazz Band Clinic > DELETE General Jackson Showboat Lunch Cruise > ADD Dollywood > ADD Standing Outside Performance at Grand Ol Opry Plaza. > ADD Grand Ole Opry Tour (the new auditorium, not the old Ryman). > ADD OpryMills Mall Shopping Time. > ADD ESCORT > ADD Security > Per Matt, he will get the headphones, but they CANNOT appear in the PTP or Contract Inclusions. > If time permits, use a Guided City Step On Tour to fill time. > Keep Wild Horse Saloon, and yes, he knows it is expensive. > BJS and SN completed IOG Rev1 with all of his wants and made it a two night hotel trip by traveling thru the night on Wednesday and again on Saturday. > SN is sharing with Matt for his review and comment / approval. Once received, will will proceed with the necessary changes to attachments and get revised rates. 09/03/15: > BJS sent EM to SN to see if Matt reviewed and commented on the revised IOG she sent on Tuesday. . . 09/08/15: > BJS and SN revised IOG yet again as Matt wanted to do all he could to be apples to apples - not sure why we are having to lay this game and honestly, neither is he! 09/09/15: > BJS completed PTP Pack Rev 2 based on IOG from 9/8/15. > Included both a 3-Night and 2-Night IOGs as well as rates for both. > BJS emailed to SN so she can share with Matt on Thursday as he wants to make a decision then. > SN, please review carefully and let Matt know that we can make any changes he wants in order to get it where he needs it to be. All of the changes he made helped the price, but between what he had us take out and then all that we had to add, rates dropped by $40pp quad, not sure if he was hopping for more . . . if he was, we can make suggestions to help with the price, if need be. > Also, a 2-night IOG is also included in the PTP Pack Rev 2, and those rates, as expected, are significantly less, $70pp quad, than the 3-night IOG. Please make sure he understands the only difference between the two packages is the 3rd night at the hotel and the three meals on Sunday. > BJS made no real changes to the system other than putting in the 3-night REV 2 rates. Attachments and everything else will need to be updated / revised, once we know we have the trip. 9/14/15: > SN spoke to Matt Beresik about the status of their decision regarding the proposal. Their agenda setting meeting for the next board meeting is tonight and Matt will have a decision later this evening. Matt says that CCIS is offering the best trip options for the money, and the fact that our reservations are actually confirmed puts us far ahead of the competition. Points and questions from the conversation: 1. If his numbers are actually a little higher, perhaps as high as 120, would this bring down the cost at all? 2. They feel they will be going with the 3 night option so they can stay in the hotel Saturday night. 3. Are Myers and Lenzner still available? If so, how soon do they need to send us a check and for how much to ensure that can be reserved? > Matt's bus choices in order of preference (received via text): Since Myers is already booked, the order is as follows: Butler Motor Transit IF they are lower, Lenzner, Mlaker, & Anderson. 09/15/15: > Per SN, Go to Contract based on PTP Rev 2 - 3-Night Version with the Wednesday night departure and stop on Thursday in Pigeon Forge at Dollywood!!! > Lenzner is the charter choice, but would like to see if BMT has coaches available and if so, what is their price compared to Lenzner. If cheaper, they would go with BMT. WE need to get a revised quote from Lenzner and a quote from BMT. > BJS named the IOG K Version and updated times on Bible. > As this is going to K, all of the attachments will need reviewed / updated and then proceed as needed. Thanks! __x__ JM _9-16-15___ __x__ TW _9/16/15___ __X__ HMS _9/22/15___ 09/17/15: > SN - BMT is not available for this trip. > The revised rate from Lenzner, due to the Wednesday night departure, through the night driving, and the addition of Pigeon Forge, is $9.650.00 / 56. Please share this info and the PPBCC with Matt. Let me know ASAP how we are to proceed. Thanks 10/01/15: > SN spoke to Matt Beresik last evening regarding the status of this trip: > Per Matt, after discussion with his parents, says they want to KEEP Dollywood after all. > Additionally, he feels they will easily have numbers with a max PAX of 130 (and a low of 118 or so) > Grand Ole Opry: What is needed for acceptance for this performance? Also, can we provide dimensions of the performance space or some sort of idea of the set up? 10/08/15: > SN received text from Matt regarding the pricing and status of the trip so they can move ahead with the agreement. 10/20/15: > BJS completed K Versions of IOG and PTP. > Sent to CH for CN prep. 10/21/15: > TW emailed E-Agreement, cc'd SN. 11/2/15 > SN spoke to Matt Beresik regarding his agreement and he had a few questions/concerns: 1. Can we take out mention of the complimentary site visit from the agreement? 2. They only need 3 comp packages instead of 4? Can we remove one and adjust accordingly? 3. Is it possible to flip the Aquarium meal with the $10 meal credit dinner at the Opry Mills? (logistically, I don't think it is possible) 4. Are there materials needed to be submitted for the peformance (application, photo, video, etc?). **Also, can SN be forwarded an updated IOG which includes the Aquarium meal? 11/3/15: > In response to SN's questions from 11/2/15 - 1. Comp site visit mention removed. If he still wants to go, of course he can. Bose headphones are also included, but not listed in the PTP or K. 2. Prices were actually based on 3 comps, the mention of 4 was a typo since a group this size would typically get 4. Three it is. 3. Cannot change reservation at the Aquarium - only time they can accommodate a group of this size. 4. All we need for the performances & clinics will be repertoire, 60-days prior to departure. 5. BJS forwarded the updated IOG and K. 6. TPW will send an updated e-Agreement. 11/4/15: > TW sent revised E-Agreement. 11/12/15: > SN asked if the hotel can accommodate 5 / room. 11/13/15: > BJS replied - The hotel can accommodate 5 in a room, 2 in each bed and 1 on the sleep sofa. The Quint Package rate will be $539pp. > BJS updated Quote Worksheet K Version and also updated rates on Bible screen. > BJS also updated rate on PTP K Version so it shows the Quint Rate and then em'd to SN - I updated PTP showing the Quint Rate. They can just adjust their invoice. As always, we will bill them on the Final INV based on their Room List as it comes across. Thanks, BJS. 11/23/15: > EM received from Matt: Hi Stephanie, Hope you had a good weekend. 2 quick questions for you.......... 1. Our participant total is at 115. Can CCIS still honor our proposed pricing? We are only 3 under the cutoff of 118. With the increased bus expense we're between a rock and hard place to make this all happen. > Doing the quint rate saves us approximately $20 per person we'd be over our initial budget due to the higher bus cost. So the good news is we can still stay within our planned figures for out-of-pocket expense for the kids - assuming Brian will okay our pricing at 115. 2. This will all be based on needing that 3rd bus. We normally rent a box truck to send uniforms and instruments to our intended destinations. We are not having any luck finding any parent(s) willing/able to drive this year. SO...... > Since we'll be far under capacity on 3 buses, I'm hoping there would be room under the buses to not only hold our luggage, but our instruments, etc. as well. Can you tell me if Lenzner has any weight restrictions on cargo? We really have no other way to get our stuff to Nashville except under the buses at this point. > We'd like to get our agreement and deposit out to you before Thanksgiving. Thanks and have a great week, - Matt SN forwarded these concerns to Bryan who said we will honor the price and that 3 buses should have adequate storage for their equipment. 11/25/15; > Requests from Matt regarding their agreement and contract: 1. They only need 3 comps and not 4, so this could adjust their price a little bit. 2. They do NOT want the site visit listed in the inclusions, since the district could view that as a kickback of some sort. 3. Can the quint breakdown be added in with this? > He really wants to send a payment this week, but needs these revisions. Please advise, esp since I know pretty much after this afternoon, most of us won't be around! ~ Stephanie 12/10/15: > BJS updated numbers on Status Schedule to 115 (100 + 15), but since final numbers are not yet due, kept them at 130 (117 + 13) in the system. > As of 11/23/15, he was giving us 115 pax as what he had money from . . . > These rates are based on NLT 115 Total Trip Participants, including 3 comps. By meeting this requirement, we will honor the rates that were originally based on a minimum of 118 pax. > BJS updated invoices to be based on 115 and at QUINT rate for students, instead of Quad. Also added Quint Rate to the K itself and on the PTP K Version. > These rates we already based on just 3 comps. > BJS sent to TPW for E-Agreement to be sent on Friday AM, 12/11/15. 12/10/15: > TW emailed revised E-Agreement and Grand Ole Opry OK to Pay via Adobe e-sign. 12/16/15: > SN received the following EM from Matt regarding the agreement and Ok to Pay: Hi Steph, Yes, we received them. I've forwarded to our boosters. They were to digitally sign them yesterday. Hard copies are supposed to arrive to me today (as a backup). Those, along with our check, will be mailed out today. Week will be better once my concert is done tonight! Take care..... - Matt 12/21/15: > Rec'd signed K and check #2116, $21,795.00. > As K and $ have been received, please review all and proceed as needed. Thanks!!! _x___ JNM __12-21-15___ __x__ TPW __12/21/15__ ___x_ HMS _1/19/16___ 1-22-16 >Rec'd Travel Planner Letter. 2-1-16 >Rec'd Check #2194 in the amount of $36,270.00 2-26-16 >Rec'd Hotel Info form, Final Pax, Room Lists, and Food Allergy form. >JM processed Hotel Room List Packet to include: 19 Qt/95 pax 1 Q/4 pax 4 T/12 pax 2 D/4 pax 0 S/0 pax TOTAL 26 ROOMS/115 pax (102 + 13) __X___BJS__4/4/16___ ___x__HMS__3/29/16___ __x___TPW__3/9/16___ 3/28/16 >EM received from Matt stating their pre-trip meeting will be next Monday evening (4/4/16) and would like to know if the final itinerary can be ready for that meeting? 4/4/16 > EM received from Matt requesting to add another chaperones and shift the nurse into an new room with the additional person. BJS responded, copying HMS and TW, that this would be addressed no sooner than Monday, but that this was probably not likely, due to the lateness of this request. > Matt also inquired about details of the band and color guard/dance workshops. TW is asking Dwayne about this today and will advise when he has information. > Additionally, he would like to know the status of his Final Invoice and Itinerary. 04/04/16: > BJS emailed and mailed FINAL INV #6000, $32,393.00 and made due 4/15/16. > Cannot add the late add pax. 04/11/16: > BJS realized that ESCORT (Ken DeArment) was never added to the count - ARGH!!! > Total pax is now 116 with Ken. Since we have to add everything for him, SN is going to text Matt and see if he still wants us to try to add this person. She will get names, etc., as needed. > BJS is holding on making any additional changes to IOG or Bible until we have answer from Matt. BJS did update Bible and IOG to reflect the addition of Ken, so we are 116 (102 + 13 + 1) at the moment. > SN heard from Matt that they would indeed like us to add the late add pax if we are able. Her name is Selena Calendar. The nurse, Heidi Oskin, would room with Selena and then whomever was in the room with the nurse, would have one less occupant. > TPW, we will need two additional rooms at the hotel, as I don't think Ken was included on the RL and now this late add room requested by the group. If they don't have doubles, no big deal as we can use some singles for Ken and the bus drivers. > BJS went ahead and updated the total pax to 117 (102 + 14 + 1) on the Bible Screen as well as the IOG. > TPW, please call Hotel on Tuesday AM and see if they can accommodate the two additional rooms we will need. > HMS, once TPW has the hotel answer, we will do what we can to get all the other stuff as needed. ____ JNM ____ __x__ TPW _4/12/16___ ____ HMS ____ > TW spoke with Kimberly at the hotel, and she is able to add 2 more rooms to our block. > TW said office will send revised Room List. 4-12-16 >Rec'd Check #2207 in the amount of $32,393.00
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