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General Trip Information
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Fri Apr 15, 2016
Trip Name
Albert Einstein High School Band and Orchestra-Orlando, FL-04-06-2016
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Albert Einstein High School Music Dept.
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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
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Virginia Beach, VA
Waldorf, MD
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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
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West Grove, PA
West Newton, PA
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Westchester, IL
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White Plains, NY
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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
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Start
Date:
Time:
End
Date:
Time:
Contract
Due
Received
Deposit
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Received
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First Payment
Due
Received
Final PAX
Due
Received
Final Room List
Due
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 )
05/29/15: > BJS added trip to system based on EM conv with Joan earlier today. Good morning, We have had several meetings regarding traveling the next school year. > We have chosen two different dates. We are looking for : 1. Music Festival Participation 2. Possible performance in the park 3. Harry Potter Themed Parked 4. Water Park 5. Hotel with a pool > The Dates we have narrowed it down to are Leaving on Monday afternoon March 28 and coming back Sunday April 3. I know that most festivals occur on weekends. > Our second choice of dates would be Late Feb . > We are starting planning early and there may be a possibility that our choir program will travel with us. Joan H Rackey BJS replied - > Hi Joan, thanks for the dates and additional information. The March / April week will be best, for the festivals will be in full swing at that point. February has few, if any options, if you want to compete. > We need to get to work on this ASAP since it is Easter week and everything is at a premium as it already shaping up to be one of the busiest weeks in Orlando for all of next year. > How many total trip participants are you estimating in the Band & Orchestra, including staff and chaperones? What do your project to be the breakdown of students and adults? I will need this information to get started securing the appropriate number of hotel rooms and motor coaches. > Should the Choir decide to come along, what will that do to these numbers? Again, I will need to know and approximate number of students and adults. > As soon as you can get back to me with these ball park numbers, we will get your trip into the works. > Thanks Joan and have a great weekend!!! Bryan. Joan then replied - > I am shooting for two full bus loads 105 kids and 12 chaperones. BJS replied - > OK, keep in mind, bus capacity is 55 or 56, so 112 would be the max. I will probably start with three buses and we can always release the 3rd if it is not needed. All the Best, Bryan. Joan's reply - > Ok that would be fine. 06/25/15: > BJS completed IOG based on her requested travel dates and had to fill up the days, so I went ahead and included a 2-day PAOS Starter Package as well as 2-Day Park to Park Pass at Universal for participation in Chuck's Music USA Festival. > Rosen Centre Hotel has already been secured with John L at RY. > JM, please send CQRs for three (3) coaches to Eyre, Hunt Valley, Atlantic Coast, Martz, etc. Should have these back by the time I get home from vacation. > JM, please make attachments as needed, including adding additional specs to the main Music USA Festival attachment in the system. Thanks! ___x_ JM __6-25-15__ __X__ HMS _7/15/15_ 7/17/15: > BT spoke to Joan. She is out of town, how about a GoToMeeting on Monday, July 27 at 12pm?? 07/17/15: > BJS sent GTM invites. Joan: 1. Please join our meeting on Monday afternoon, July 27,2015, beginning at 12 Noon, 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: 973-095-877 and then click CONTINUE. 4. Use your microphone and speakers (VoIP) - a headset is recommended. Or, call in using your telephone. Dial +1 (571) 317-3112 Access Code: 973-095-877 Audio PIN: Shown after joining the meeting Thanks Joan, we look forward to meeting with you to discuss the exciting plans we have in place for your group’s up-coming trip to Orlando! All the best, BJS. 07/22/15: > BJS reviewed and updated attachments as needed and then ran rates and sent to CH for PTP prep. 07/27/15: > Joan does not have a computer at home, so GTM has been rescheduled for Thursday, 07/30/15 at 10AM. > BJS sent new invites - Joan: 1. Please join my meeting on Thursday morning, July 30, 2015, 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: 128-454-909 and then click CONTINUE. 4. Use your microphone and speakers (VoIP) - a headset is recommended. Or, you can call in using your telephone: Dial +1 (408) 650-3131 Access Code: 128-454-909 Audio PIN: Shown after joining the meeting. Thanks Joan! Brett and I look forward to meeting with you on Thursday. Sincerely, BJS. 07/27/15: > BJS suggested that Brett meet with Joan in person during the GTM. > The GTM will now be on Wednesday afternoon at 3PM. > BJS sent updated invites - Joan: I understand Brett will be meeting you at a Starbucks convenient to both of you on Wednesday afternoon, so here is the new information for our Go To Meeting: 1. Please join my meeting on Wednesday afternoon, July 29, 2015, beginning at 3:00PM, 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: 128-454-909 and then click CONTINUE. 4. Call in using your cell phone: Dial +1 (408) 650-3131 Access Code: 128-454-909 Audio PIN: Shown after joining the meeting. Thanks Joan! I look forward to meeting with you and Brett on Wednesday. Sincerely, BJS. 07/29/15: > Brett and Joan at Starbucks and BJS in office for GTM. > Joan needs to change dates and shorten trip. > Depart Wed., 04/06/16, 4PM and then arrive back at school on Sunday, 04/10/16, 3PM. > Parade performance with STARS > Concert Band, Jazz Band, and possibly a String Ensemble, with Music USA Festival. > No reason to continue with GTM, as nothing will translate since dates are different and length of trip is different. > BJS sent EM to John at RY to see if we can change the dates at Rosen Centre Hotel. > BJS created new IOG and updated the main trip dates in system, but made no other changes and will not do so until we hear back from John at Receptively Yours regarding the hotel. 08/04/15: > Per John, hotel can accommodate, so we are making the change official. > JM please send new IOG to charter companies for revised quote. __x__ JM __8-4-15__ 08/05/15: > BJS, TW and HMS all reviewed and updated attachments as needed. > BJS ran rates and then sent not to CH for PTP / PP preparation. 08/12/15: > BT is meeting with Joan on Friday at Our lady as she is borrowing one of his sousaphones, so BJS went ahead and sent him PTP Revision I. This is the new, shorter (2-Nite) trip April 6 - 10, 2016. > Only had two of the revised charter quotes in, Atlantic Coast Charters and Keller, but went ahead and sent it anyways. The ACC rate is excellent and BJS tried to encourage BT to get her to make a decision. 08/13/15: > BJS sent EM to BT - See TPMS – just received & entered charter quote from Eyre – Be sure to take PPBCC with you tomorrow morning for meeting with Joan. It is also an excellent rate. Try to get a charter choice from her when you meet tomorrow morning so we can get the coaches confirmed. Thanks Brett 8/14/15: > BT met with Joan for PTP > Charter choice is Atlantic Coast, book it. > All else looks good, she will let me know if she has any questions. 08/14/15: > Great work Brett and Congratulations! > I have sent a request to ACC for the thee coaches. > Contract / Group Leader's Notebook will tbe mailed to Joan's attention at the school in the next 7 - 10 days. > As this is going to K, please review and prioceed as needed. Thanks all! > BJS renamed IOG and PTP Rev I to K Versions. __X__ TW _8/17/15___ __x__ JM __8-17-15__ __X__ HMS _8/17/15___ 09/13/15: > BJS sent to CH for CN prep. 9/17/15: > Joan received e-document, but it has to go through principal first. 09/29/15: > BT spoke to Joan re: some questions/concerns from principal. > Mainly, he's worried about potential of kids losing money if trip is cancelled, etc. > After consulting with BJS, informed Joan of our goal to keep package price the same and final #'s are not g'teed until 60 days prior. > She made her deposit non-refundable, and feels she will be able to get a firm commitment. > Once she speaks with principal again, she will advise of status. Sounds like he's a bit of a micro-manager, 10/5/15: > BT texted Joan to follow up on contract. She replied that it should be completed and returned within the next day or so. 10-11-15 >Rec'd Travel Planner Letter 10/14/15: > Rec'd signed Agreement from Joan, via fax. > As this group is now UNDER CONTRACT, please review and proceed as needed. Keep in mind, we have not yet received the 1st $. It is due 10/21/15, but since the K was so late getting here, not sure when to expect the first check! ___x_ JM __10-19-15__ __x__ TPW __10/19/15__ ____ HMS ____ 12/9/15: > BJS sent EM to BT to check on status of 1st $ (was due 10/21/15) and also to see where her numbers were running so we can make decision on 110 Club Dinner invite. 12/21/15: > BT sent EM to Joan re: payment. > She said her business manager told her he sent it, so she gave me his email address. > I sent him an EM to see when he sent it, no response yet. Juan Ramos - Juan_F_Ramos@mcpsmd.org > I believe this is the guy that requested the tax form? 12-22-15 >Rec'd Check # 001704 in the amount of $7,190.00 1/6/16: > BT got email from Joan - processing what she can of 2nd payment next week. > Her CCIS Binder was in her briefcase which was stolen out of her car apparently. Can we get her a replacement? She said even if it's a soft copy of the stuff inside that would be fine. 01/07/16: > BJS told BT to email her the Albert Einstein Contract Packet file and then she will have it electronically and can print what and as she needs it. 2/11/16: > BT spoke to Joan re: forms and payment. She should be sending forms by tomorrow. > She submitted payment info to her school and said we should have received payment. I told her we had not. She's on it. > TW, Joan would like to know the requirements/equipment info for Music USA Festivals so she can order scores, etc. When can she expect that info? 2-18-16 >Rec'd Hotel Info form 2/22/16: > Joan sent EM to BT saying she faxed forms. > She says they have 69 people, so they will take 1 bus and rent a 15 pax van. > She's supposed to call me tomorrow. Please advise if office received forms and if there is anything I need to tell her re: dropping one of their buses and renting a van. 2-26-16 >Rec'd Check #001785 in the amount of $16,393.83 3-2-16 >Rec'd Final Pax form, and room lists. 3-4-16 >JM processed Hotel Room List Packet to include: 17 Q/68 pax 0 T/0 pax 0 D/0 pax 1 S/1 pax TOTAL 18 ROOMS (69 pax (64 + 5) __X___BJS_03/08/16____ _____HMS_____ ___x__TPW__3/9/16___ 03/08/16: > BJS reviewed final pax. K minimum was 108 and they have 69 (64% of the K group size). > Deleted CAV dvd. > Made comps 2 instead of 4. > No Bose headphones since all forms were late. > BJS emailed and mailed Final INV #5959, $23,692.17, and made it due 03/18/16. > Included explanation of deleted DVD and fewer comps in the email that accompanied invoice. > BT, on 2/22/16, Joan made mention of the fact that they are going to use just 1 bus (55 pax) and then rent a large passenger van. Please make certain she understands that she is responsible for making all arrangements related to the van - CCIS cannot rent the van or make ANY of these arrangements for her. They will also be responsible for any parking fees, tolls, etc., as related to the van. 3/21/16: > BJS, please send Joan's package to my house so I can meet with her over spring break for delivery. 3-22-16 >Rec'd Check #001832 in the amount of $23,692.17 03/29/16: > JNM mailed FX Home Delivery Cashier's Check and BRF to Joan's home address. 4-4-16 >Rec'd Check #44168 in the amount of $7,987.00 from Music USA, Inc. 4/12/16: > Had a nice trip de-brief with Joan. > Only snafu was herding kids out b.c of grad bash, some of her kids went the other way. No biggie. > Loved the hotel, couple room issues (leaks) but management was great and moved folks around. > Had a great trip, would use us again if she was staying. Gave me some referrals and will refer whoever takes over for her. > One CRAZY story from the end of her trip (had nothing to do with us). Kid threatened to jump off a bridge, ended up in hospital of 72 hours, parents were ass holes to Joan. I'll fill you in on the rest.
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