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General Trip Information
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Fri Sep 25, 2015
Trip Name
James Wood High School Band and Choir-Toronto, ON-04-21-2016
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James Wood High School Band
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Trip Notes
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James Wood HS to Niagara Falls, Ontario = 347 miles / 6 hrs. non-stop Niagara Falls, ON to Toronto = 80 miles / 1.5 hrs non-stop Toronto to James Wood HS = 421 miles / 7.5 hrs non-stop 06/02/15: > Rec'd EM from Jeff - Hey Bryan, > I am beginning to look into my travel for next year. I am a bit frustrated because I am unable to find anything with my desired location. I hope you can help. > I want to go to Toronto (Niagara Falls), ON, Canada, next year. I am looking to go either March 31 - April 3, April 14 - 17, or April 21 - 24. Could you do some research for me and see what you do? Thanks! Jeff. 06/2/15: > BJS sent EM to Jeff - Hey Jeff, Congratulations by the way!!! (on wedding) Toronto is becoming popular once again with student groups, so I am thrilled to hear that you are wanting to head north of the border. Are you looking for a festival / competition? Bryan 06/02/15: > Jeff replied - > I am looking for both actually. > This will be combined band and chorus(UGH!) but he does not want to compete. > I am open to the Festival or to the Competition setting. > No parade band this year, but we will be doing Indoor Color Guard and Percussion groups. So...with that in mind, see what you can set up for us and let me know. > Just FYI...I am here through next Friday (6/12). I will be here on until noon on June 10, 11, and 12. Rachel and I are heading to Gatlinburg, TN, on June 13 for two weeks. I will not be answering emails while we are gone. Talk to you soon! Jeff 06/02/15: > BJS replied - > Thanks Jeff, we will get to work on this. > BTW, yesterday was Cindy’s last day with CCIS and she has been replaced by Brett Taylor. More info to follow, but I think you met Brett last year at our Dinner at Morton’s. He is the BD at Our Lady of Good Counsel HS in Olney, MD. Talk to you soon, Bryan. 06/02/15: > Jeff replied - > Good to know, thanks. > I may be able to give you a REFERRAL. > Ryan Dempsey is leaving Sherando HS here in Frederick County. > I will get with the new director once named and see if they might want your assistance. Jeff. 06/02/15: > BJS replied - > That would be fantastic – then next year, you and Rachel can join us for a 2nd honeymoon in Mexico!!! 06/02/15: > Jeff replied - THAT would be great! 06/02/15: > BJS replied - > I know - Do you need any referral forms? 06/02/15: > Jeff relpied - > I have a couple here. Thanks. Jeff. 07/10/15: > BJS researched festivals and the only one found that would work with his proposed dates = PAC (Performing Arts Consultants). > BJS attached to this trip. > They have festivals in Toronto on two of his two April weekend choices, April 14 - 17, or April 21 - 24. > Brett will need to review the PAC notes and also their website to become familiar and then talk with Jeff to get his date preference as we can only prepare a proposal with one set of dates. > Will also need to get the additional specifics so we can get to work on this ASAP. (numbers - S & A, times, who is doing transportation, performing / competing ensembles, etc.) 7/13/15: > BT spoke to Jeff and got the following info: > Apr. 21-24 is the "most likely" date. They may want to leave 4/20 in evening and travel through the night to avoid arriving in Toronto in the afternoon traffic. > Plan for 130 students + 30 adults. > Times: Leave 4/20 around 9pm. Return 4/24 around 9pm. > Want a side trip to Niagara Falls either on the way there or way home. He preferred the way home, maybe lunch there before departing for home? > Transportation ON OWN. > Instrumental groups: 2 concert bands, 1 jazz ensemble, marching percussion, indoor color guard. > Choral groups (Jeff is GUESSING) - Mixed choir, Chamber choir (small mixed), and Women's chorus. Jeff noted that Tom is "not into the competition thing". I explained that if they don't compete in lieu of public performance, it may exclude them from the awards at Medieval Times. Jeff agreed. I will reach out to Tom and see if I can get some more information and sell him on PAC. 07/13/15: > BJS sent EM to Brett - FYI, if the Choir doesn’t want to be in competition, they can still participate in the festival for either Comments Only or Rating Only (this would not include a placement, just a rating). Please check the PAC website to make sure I am not speaking out of turn here. Thanks, BJS. 7/14/15: > BT called PAC, groups can absolutely do Comments Only or Ratings Only. 7/14/15: > BT spoke to Tom Law re: Toronto: (interesting - starting to get the dynamic) > Tom is "probably" bringing 1 Treble Choir and 1 Mixed Choir (about 30 kids) > He doesn't like the idea of PAC, even with comments only "why pay them to perform for 20 minutes" > Ideally, he would like a public performance, perhaps while bands are at Medieval Times for awards/dinner, then they could eat dinner somewhere else. > He also said he spoke to some other directors in that area, would do a joint performance for each other. The "kids liked getting to know other kids". > Not totally against the idea of doing PAC for sake of keeping groups together/logistics. If he did, would probably compete and "get trophies". > I explained that we would try to start from the standpoint of "you being able to do what you desire" then we can work on logistics as trip comes together and school is back in session (communication with Jeff). 07/14/15: > I agree with Tom, no reason to pay for PAC if they really aren't interested. > A performance opportunity or Clinic would be significantly less expensive and we'd just have the Choir part of the group pay a reduced rate. > For the money they'd be saving, they could do a 90-minute clinic somewhere while the band is performing and then while they are at Med Xs, the choir could go to dinner and a show or concert. > One of the things we are bringing Tommy on board for is to help manage the clinics / workshops and public performances, so we can definitely do what ever he wants. > As for doing something at another school in the area - if he wants to do this, fine, but he would probably need to make these arrangements and in most instances, this never works out too well, especially when someone else is now having to work within the parameters of our itinerary and we are no longer in full control. Another issue with these types of school exchanges is that there is no contract or agreement with the school and this always concerns me for they (or their administration) can cancel for any reason and then every body is left scrambling at the last minute. IF it someone he knows very well, and can trust it to happen (like OLGC did with your friend in Chicago, then that is fine, but just someone he has been randomly talking to - a bit scarey). > I think we should proceed with the trip assuming the band will be PAC and the Choir will do clinic and then dinner and show or concert. Your thoughts, Brett? 7/14/15: > I agree, I think we should proceed as you suggest. > Once school resumes and he and Jeff are back in communication, Tom may change his mind and "play ball" with PAC. > If not, I will try to steer Tom towards a clinic planned by us and separate dinner for the reasons you laid out. 08/19/15: > BJS completed IOG. > No b-way shows currently scheduled for their weekend in Toronto. Toronto Symphony does not have a concert, canadian opera is doing Bizet's Carmen, but it is in Saturday night - not Friday. Could not find any other shows or concerts, so BJS made decision for Dinner Cruise on Friday evening. Saturday is Medieval Times with the festival company. > Transportation is on own. > BJS made a few attachments, including PAC Competition - TW - please review notes and folder. > Band is doing Performing Arts Consultants (PAC) Competition - Choir does not want to participate. -they would rather have a Clinic / Workshop. > We will need to include the choir in with the adults as far as the PAC numbers are concerned, that way they can go with the group to Medieval Times for Dinner & Show on Saturday night. > Tommy, please check with York University and see if their Choir Director can do a 1-1/2 or 2 hour choir clinic with this school's choir kids, I suspect about 30 or so will be going on this trip. It would be nice if it could be on Saturday AM, at the same time the band is competing. The choir prefers not to be in the competition. Make / create / update attachments as needed. > Please attach breakfast now that IOG is created. > JM and HMS, please make any remaining attachments and proceed as needed ASAP, for Brett is hoping to deliver this group's PTP in person next week. BTW, I called the Mariposa Cruise people and had to LVM. Gave them the general specs and asked them to call HMS back with info ASAP. This is in the system, so BJS went ahead and attached. __x__ TW _8/19/15___ __x__ JM _8-21-15___ ___X_ HMS _8/25/15___ 8/21/15: > BT scheduled PTP in person meeting with Jeff for next Thursday, August 27 at 1:00pm 08/25/15: > BJS reviewed attachments and then ran rates and sent to CH for PTP Prep. > BJS to talk with Brett about some budget saving options he can share with Jeff during his meeting on Thursday afternoon in Winchester, just in case Jeff needs us to get the price down a bit. 8/27/15: > BT met with Jeff re: Toronto and went over PTP > He is very happy with price, thought it would be more > His big concern is time allotted for border crossing. He hasn't done it since 2001, I shared my experience from several years ago. We also Googled passport requirements for school groups, none are required. He was happy about that. > His booster mtg. is 9/14 but he is hoping to meet with them to discuss trip before that so we can move forward. If they balk at cost, we will look at trimming items or picking a new destination. He didn't think it would come to that. > FYI, no choir/band crossovers. Good for logistics if they need to split for clinics. > I mentioned opera, not interested. They will stay together > He gave me his referral form for Sherando, I explained the referral program. > Met Tom (CD) - joyful 8/31/15: > Brett & BJS received email from Jeff > Have decided to change destination this year, Toronto is "not going to work" > They want to look into the Smokey Mtn. Music Festival in Gatlinburg, TN...same weekend > Winchester, VA to Gatlinburg, TN = 428 miles = 7.5 hours 9/1/15: > Update from Jeff. Reason for destination change is budget driven. $800 total (with trans.) too much and doesn't want kids to miss out. > Budget for TN is between $400 and $450 pp (w/o trans.) 9/4/15: > PLEASE CANCEL ALL AS NEEDED FOR TORONTO, including HOtel - be sure to let BMG know as well. > They are now going to Gatlinburg, TN and we have a new trip started in the system. > Be careful which trip you click on! _X___ TW _9/4/15___ __x__ JM _9-8-15___ __X__ HMS _9/8/15___
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