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General Trip Information
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Wed May 25, 2016
Trip Name
Verona High School Band and Choir-Virginia Beach, VA-05-12-2016
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Verona High School Band and Choir
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Trip Notes
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Verona HS to Virginia Beach = 441 miles (via I-95) / 7.5 hrs. non-stop 366 miles via DelMarVa / 7.0 hrs, non-stop 7/13/15: > BT spoke to Erik Lynch and created trip. > He wants a similar trip to VA Beach again this year > Thursday, May 12 (travel during day) through Sunday, May 15, 2016 > 90 - 110 students, 10 adults > Really like clinics/perf. at ODU. Maybe vary some other public performances > Hotel - would like to consolidate on fewer floors, a little spread out last year. > Wants performances/clinics on Friday am. > Busch Gardens/Beach time at some point. 9/11/15: > BT spoke to Erik about testing issue > About 6 kids potentially affected, could be a situation where those kids come down the next day? If so, could they pay a lower rate if not in hotel for first night? If so, he would prefer to see if coach company has a minibus or something. I suggested a parent bringing them down. > Only other possible dates would be in March, he doesn't really want to do VA Beach in March. I suggested Myrtle if he had to go in March. He liked that idea. > For now, he would like to see proposal as is so he can seek approval from board. Do we have an eta for that? 09/22/15: > BJS completed IOG. > This is basically last year's trip with a few minor adjustments. > JM, please send CQR to Vanderhoof. > Please make attachments as needed / able. > TW, please attach hotel and breakfasts PLUS Concert Band & Concert Choir Clinics at Old Dominion University - (ask HMS if any questions). > HMS, please review and make calls / updates as needed. > EVERYONE, there is a chance this trip may end up on other dates (March possibly), or to an alternate destination (Myrtle Beach has come up). > BJS and HMS discussed some possible options should he want to change it up a bit more, since they just did this trip last year. HMS will check with Janet Zharadka re: performing on the Boardwalk in VA Beach. Also, Carrie B is a less formal, less expensive dinner cruise option for Norfolk (Pizza and such on a Paddle wheel Riverboat), and VA hospital performance for smaller ensembles (Jazz Band & vocal groups) could be some good performance options. __x__ JM _9-22-15_ __x__ TW _9/22/15_ __X__ HMS _9/24/15_ 9/24/15: > TW added ODU clinic and used a budget of $1400 > TW also created Nauticus Performance, but didn't include a rate. 09/30/15: > BJS reviewed and updated attachments as needed and then ran rates and sent to CH for PTP prep. 10/1/15: > Brett has PTP and is sharing woth Erik. 10/1/15: > BT sent PTP to Erik and will follow up with call to discuss performance/meal options. 10/2/15: > Erik likes the skeleton of the trip, but wanted suggestions on varying it a bit. > Per convo with BJS, BT suggested performing at a local VA hospital and cruise on the Carrie B instead of Spirit of Norfolk. 10/6/15: > Email from Erik, thinks VA hospital sounds nice...but that is "something they could do near home". > He is thinking a more substantial venue where they can perform, especially for the jazz band. > Any more ideas? 10/7/15: > BT emailed Erik advising that once we know he is committed to VA Beach as destination and the dates we have planned, we will go to work on performance venues. > Email from Erik: "I would need to know that we would have better performance opportunities before i commit to anything." > I replied that while I understand his desire to have a better venue, we are merely trying to find out if this is indeed his destination and dates since there was talk of changing. > He replied that he understood what I was getting at. But still no confirmation of these dates and destination. > Perhaps we could float a couple more ideas of performance venues that we could pursue, he would be inclined to commit to the dates and destination. 10/15/15: > BT received email from Erik. > He sent a survey to his kids re: VA Beach trip so it sounds like he is committed to that destination. 10/24/15: > BT got email from Erik, he submitted trip to BOE for approval. > So it looks like they are committed to this destination and these dates. > TW, we need to find a "substantial" performance venue for this group. 10/29/15: > Go to K per Brett. > Please review all and proceed as needed. E-agreement to be sent next week. > TPW, please see Brett's note from 10/24/15 re: Performance Venue. See me is any questions. Thanks! _x___ JM __10-30-15__ __x__ TPW _11/2/15___ ____ HMS ____ 11/20/15: > BJS reviewed A]attachments and updated PTP K Version and IOG as needed and then sent to CH for CN prep. 11/21/15: > BJS sent EM to TPW from VMEA - 1. Ready for E-Agreement. 2. As soon as we receive this back from Erik, please give him a call to discuss on one on one exactly what he may be looking for when it comes to Performance Opportunities. Last year he did Battleship Wisconsin and then a Jazz Ensemble at the Spirit of Norfolk. He mentioned to Brett that this year he wanted more “substantial” performance opportunities and we need to know what he is looking for. We can rent Chrysler Hall in Norfolk if it is available and he wants to pay for it, but we can’t guarantee him an audience. Is this what he means by more substantial? Could he be looking for a chance to play a concert or share a concert at one of the colleges (ODU, Christopher Newport, William & Mary, etc.)? I just don’t know and since you are the one with the challenge of making this happen, I figured it would be best if you spoke with him directly. THANKS Tommy!!! BJS 11/23/15: > TW sent E-Agreement. Once rec'd, I will call Erik to discuss performance opps. in VA Beach area. 12/10/15: > Looks like eAgreement was signed and filed on 12/2. > TW, don't forget to discuss performance opps. if you haven't already. > BT is sending reminder today for TPL and 1st payment due on 12/18. 12-21-15 >Rec'd Travel Planner Letter. 12-22-15 >Rec'd Check #1489 in the amount of $8,000.00 2-3-16 >Rec'd Check #1498 in the amount of $10,000.00 2/16/16: > Erik Lynch FINALLY returned TW phone call to talk about performances/clinics. He said that he doesn't want to do "too much" which he thinks has happened in the past but gave me a good idea of what he's looking for. Here's what he would like to see happen: > 2 hour clinic time, one hour for concert band and one hour for choirs (avoid cross overs) > "ODU was great last year" so he wouldn't mind taking the band there again. > New choral clinician(s) if possible. > Public performance for jazz band. Spirit of Norfolk was good, but do something new. > TW will contact ODU and get started on setting up those clinics. > BT, I asked him for numbers for the ensembles. I'll let you know if I don't hear back from him in a few days > BJS and HMS - ideas for public performance places?? THANKS!! 2-25-16 >Rec'd Check #1507 in the amount of $30,350.50 4-11-16 >Rec'd Food Allergy form, Final Pax, Room Lists, and Hotel Info. form. >JM processed Hotel Room List Packet to include: 23 Q/92 pax 2 T/6 pax 6 D/12 pax 4 S/4 pax TOTAL 35 ROOMS/114 pax (101 + 13) __x___HMS_4/19/2016____ _____TPW_____ __X___BJS_4/18/16___ 04/18/16: > BJS emailed and mailed FINAL INV #6007, $27,040.50 and made it due 4/29/16. > BJS EM'd JNM and asked her to order 101 DVDs and 2 mosaics. 4-22-16 > JM FED EX cashier's check and bank request form. 04/28/16: > Rec'd check #1520, $27,040.50. > Account is PIF pending no other changes. 4/28/16: > Notes from EM from Erik and Max to BT re: performance opportunities. We need to get back to them with something tomorrow. from Max on 4/15: Hey Brett, Let me jump in here as well. I would like the jazz band to perform in a venue which offers us the opportunity not only for a nice experience in a cool location, but also a public place in which we won't be playing only to our own folks. The battleship was cool as a locale, but we ended up playing only for our own people because no one else was on board. And it was brutally hot and we were there in March. Can imagine what it could be like in May. We cannot play on the battleship again for both of those reasons. We need a venue like the Hard Rock Cafe or something along that kind of thing. We performed at the Old North Church in Boston. Cool space and lots of people that were not just ours. We played the Rock n Roll Hall of Fame. That's the kind of experience we would like. And, it would seem to me that once you establish a relationship like this with a couple of venues in that area, this could be a selling point for future groups to take trips through your company. It would definitely payoff in the future. Obviously you can't guarantee us an audience of tourists, but at least giving us the opportunity to attract the audience, in a real happening locale, would be all we can ask for. Hopefully there is such a place and you can get them to give us a 40 minute slot of time. Regards, Max Morden > From Erik on 4/28: Any update on the jazz band? Max made a nice suggestion - what about playing a concert at our hotel of some sort? (patio, club, bar, etc.). Thursday night would be optimum for this. > From Max on 4/28: Brett, Playing on the patio/beach at say 9:00 until 9:45 would be fantastic. I guarantee people will enjoy the band. The kids play very well, not your standard issue high school group, and we play rock and roll stuff as well as jazz stuff. We would mostly stick to popular music and create a nice party on the beach. This would be the best solution for us - and it would have to be Thursday night since Friday is the cruise and Saturday is the park. Thanks, Max Morden 5/2/16: > Erik called BT with his "few important questions" > The main thing was about the jazz perf. Basically, shooting for Friday pm is ideal as they have 7 kids arriving late Thursday night b/c of ap testing at the school. one of them is the jazz band drummer. Based on our convo., public performance would be best. Erik doesn't think Max would be into playing at a school. Worst case scenario we don't find anything for them, they would just go back to hotel and have beach time. > Other issue was a hotel room for this parent who is driving the ap testing kids down. Erik promised him a room, he'll pay for it separately. Max is leaving on Saturday, Erik was asking if we could get them to credit that room back so he could use it to pay for a room for this parent. > I basically said we can't do indiv. rooms, Max's room is part of the package. Sounds like he will call the hotel directly and deal with this. 05/06/16: > BJS sent REVISED FINAL ITINERRY to Erik - Erik: Attached is the REVISED copy of your group’s Final Itinerary. A few notes regarding the changes made and / or requested: 1. Next Friday morning’s Choir Clinic at ODU will be at 9:00AM, followed by the Band Clinic at 10:00 AM. Each Clinic will be 60-minutes in duration. 2. Late last evening, Max had suggested a performance at ODU for Jazz & Beyond in place of the Mall later Friday afternoon. We reached out to Dennis Zeisler at ODU this morning, both via phone and email, but have not heard back from him. ODU’s Graduation is today and tomorrow, so as the Band Director, I am sure Dennis is involved with Graduation Ceremonies, so that could very well explain his lack of response today. Even if a performance were available on campus next weekend, the chances of having an audience would be greatly diminished since the term has already come to an end. 3. We were able to move the Jazz & Beyond Performance time up to 2:15PM. The amount of time they perform is at the group’s discretion, up to 1-hour, so as soon as completed, they can pack up and return to the beach. 4. In order to accommodate an earlier arrival at home on Sunday due to Testing, I have made the Busch Garden’s departure time on Saturday evening 8:30PM. This will give the bus drivers their required off-duty hours before Sunday morning’s departure. I have also combined the Hotel check-out and load coaches on Sunday morning into a single 30-minute block starting at 8:00AM. You can then depart for home at 8:30AM and arrive school by 7:30PM. If you’d like, you could skip the dinner stop on the way home and arrive as early as 6:30PM and the group can do as they wish with the $10 Dinner Meal Credit. With all of this now in place, your complete packet will leave our office this afternoon via FedEx and is scheduled to arrive on Tuesday morning, no later than 10:30AM. I will let you know when the QR Code has been updated by Pitney Bowes. This may be sometime next week, as they are still experiencing difficulties with their site. Have a great weekend! Bryan 05/06/16: > BJS dropped box at FedEx. 5/24/16: > VA Beach de-brief with Erik > all went well > hotel was OK, not quite as nice as last year but okay...food was good. > cruise was "fabulous" > ODU clinics were great > Jazz perf. at mall turned out to be pretty good. > One issue - security guard didn't show on last night. They called, car broke down? If we were charged for this, would like refund. > Sent tour eval and asked him to complete. > Talked a lot about Disney for next year. > They have a LOT of flexibility here with dates and days of the week - so I think this could work in their favor esp. since they are flying and want to do multiple things. > FLYING - They are open week of March 13, 20, or 27, 2017. They are also open to traveling from Sat. to Wed., or Wed. to Saturday/Sunday. Usually can miss 3 days of school, but new admin. could have other thoughts. He will advise. > About 120 students and 15 adults. > Marching Band HAS to march in the parade - this is non-negotiable. He said his parents would kill him if this didn't happen. > Jazz would like to perform in Disney Springs - I think this is good since that doesn't have anything to do with PAOS or FD. > The issue is the Concert Band and Choir. Originally, he was thinking band for FD and Choir for PAOS. If they traveled early in the week, perhaps this could work out with all the new rules? If not, both could do FD - but this could mess with the marching band parade. Maybe not an issue on Mon-Wed? > Last time they chartered flight - would never do that again - and trip was about $1500. He'd like it to be less than that, but worried about Disney price increases. > Since he has flexibility on dates, can we check air and look for the best option then proceed from there?
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