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Marion and Chilhowie High School Band and Choir-Washington, DC-04-22-2016
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Youth
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Escorts
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Date:
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Contract
Due
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Deposit
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Received
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First Payment
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Received
Final PAX
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Received
Final Room List
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Hotel Info Form
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Balance
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Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
0Chilhowie HS to Marion HS = 13 miles / 20 minutes non-stop Marion, VA to Washington, DC = 333 miles = 6 hours Marion to Luray Caverns = 233 miles / 4 hrs non-stop Luray to DC = 95 miles / 2 hrs non-stop Luray to Front Royal (Houlihan's) = 30 miles / 45 minutes non-stop Front Royal to DC = 75 miles / 1.5 hrs non-stop 8/11/15: > Brandon called and spoke with BJS - a referral from Mark Collins. > BJS told him Brett would follow up. 8/11/15: > Brett called and spoek with Brandon - > Band and Choir trip to DC > 81 students, 12 adults, 93 total PAX > weekend of April 16th or 23rd, thinking 3 nights (flexible based on budget) > $300 budget, no performance or festival. A fun trip to reward kids for their hard work > Administration sounds like they want trip to happen, they need proposal to get trip approved. BT thinks if we put together a "fun" trip and sell the all-inclusive piece they may be flexible on budget. Brandon seems to think $300 is "attainable for his students". > He suggested Cathedral tour, Smithsonian, National Mall > BT suggested Zoo, Baseball (Nats or O's), 6 Flags > He also mentioned Luray Caverns on way up or back, something about an organ? > NOTE: He's going to try to nail down dates and get the approved bus list asap. BT tried to put dates of his first weekend (4/14 to 4/17) into TPMS and it wouldn't let me. 08/12/15: > BJS sent EM to BT - Not putting dates in is the right thing to do since the dates are not yet confirmed. Don’t mean to be a Debbie Downer, but unfortunately, $300 for 4D/ 3N will never happen, even with all the free stuff in DC. We need to make money and the hotel, food and bus will be more than that As always, we will do our best. 8/17/15: > BT received email from Brandon. He is working on approved charter list. > BT made him aware of Cherry Blossom festival dates (April 16 weekend) > He responded that they are looking at doing their trip between April 21 and 25, 2016. They are flexible on length of trip to make the trip work close to the original stated budget of $300. Perhaps a 2 night trip is more realistic for their budget? > Please advise on how we should proceed. 08/18/15: > Brett - We need him to confirm the dates 100% - we cannot begin work on proposal until dates are confirmed as definite. > If they don't have an approved carrier list - that is fine, for some school systems do not - but if they do have one, we need a copy so we can get quotes from their approved carriers. I just need to know one way or the other. > Glad he is open to the 2-nite options in an effort to better meet his budget criteria. 8/21/15: > BT spoke to Brandon and got date confirmation! > Depart Saturday, 4-23 early > 2 nights in DC to stay closer to budget. He thinks $350 to $375 would be okay. He agreed that 2 nights was probably more realistic. > Return Monday, 4/25 around 6pm > See notes above re: activities > He is trying to see IF there is an approved carrier list. He is going to try to get me the answer by Monday > TPMS would not allow me to add the dates! 8/22/15: > Brandon left me a VM today with some bus info > Smith County does NOT have an approved carrier list > The school has used a company called Premier out of Knoxville, TN, might be a good one. Also try Mays. > Have used Abbott and Sunshine and had "trouble" with them, so maybe try to avoid if possible 9/23/15: > BT spoke to Brandon and scheduled GTM for PTP for Tuesday, Sept. 29 at 12:00pm 09/23/15: > BJS completed IOG and made some preliminary attachments. > TW has already secured and attached hotel. > BJS sent CQR to H & R, Grand Tour & Charter, Premier (from Knoxville) & Mayes (from Knoxville) - added the last two to the system. > BJS made all attachments - HMS, please review and proceed as you determine necessary. BT is meeting with the group on Tuesday, 9/29/15 at 12 Noon. Since they are new, we will need a Power Point and CH will need to have time to prepare it, so you will need to decide what calls you need to make prior to your departure for Chattanooga. Thanks! __X__ HMS _9/23/15_ 09/28/15: > BJS reviewed attachments and then ran rates and sent to CH for PTP & PP prep. 09/29/15: > BT had GTM for PTP with Brandon. > All went well, he seems pleased with price and IOG. > I sent hard copy of PTP. He's going to discuss with CD and admin. and get back to me. 10/12/15: > BT spoke to Brandon today to "tweak" some of our proposal items. Come to find out, they have gotten quotes from other companies. Brandon emailed them to me, and I emailed them to BJS. At least he was honest and up front about it instead of our buddy at Sherando. > I think this is a good thing, b/c he realized quickly that our value is better, better hotel, lots more details, etc. He stressed that he wants a quality trip and when I poked some holes in their quotes, he admitted that he really liked ours and wants to use us. However, they want to get a true apples to apples comparison for their revisions. > First, they are now combining with Chilowhie HS for this trip. Estimated number of PAX for trip will remain the same between the two schools. > One of the quotes is for Chilhowie alone, their director and Brandon got together, figured they were both going to DC and decided to combine since they are low on participation. > Chilhowie is already approved to depart Friday, April 22, 2016 and return on Sunday, April 24. So Brandon is trying to get approval from his school to do the same. He feels confident that this will happen. Since no more Luray Cavenrs, departure at 6am might be early. Brandon said depart NLT 8:30am. Depart Sunday after or near dinner time to get back to school by midnight at the latest. > None of them are too excited about the Nats game and the zoo. One of the other quotes has NSO concert, they did seem excited about this. > Apparently the Cathedral is not offering the choral evensong on the date we have them there, so he wants to look into somewhere else. Perhaps St. Paul's on K St.? If not, what about just a tour of the Cathedral, maybe in place of the zoo? I also suggested Basilica (once I got an organ tour there, it was cool). He also mentioned a Greek Orthodox church...also mentioned in one of their proposals. > Would like to look into another lunch option instead of Hard Rock. > They want to scrap the idea of Luray Caverns on the way up. He mentioned Arlington Cemetery tour as an alternative. > Should I start a new company for the combined schools and do this as a new trip? 10/14/15: > Per convo with BJS, I asked Brandon to rank his charter choices so we can proceed with revision. > Brandon's reply: 1. Premier 2. Mayes, scrap Grand Tour and Charter unless absolutely necessary. > He also said the quotes from Unique and Superior that he sent me are "on the bottom of his list and will do whatever he can not to use them". So I don't think we have much, if any, competition as far as other tour companies. 10/20/15: > BJS updated dates in system (moved back one day, trip si now Friday - Sunday instead of Saturday - Monday). > BJS completed the Revised IOG. > Made no changes to attachments. > BJS sent IOG to BT for him to share with the Directors for their review and comment, before we go and make all of these changes / reservations. 10/21/15: > Per Brett, the director likes the revised IOG and said we should proceed with PTP Rev1. > JM has bus K with Premier for the correct dates. > TPW, please check with hotel to make sure they can accommodate the new arrival and departure pattern. If they cannot, please send to BMG so they can start a new search. Please update your attachments. > HMS, please review IOG Rev 1 and update attachments since it is now Fri - Sun instead of Sat - Mon. > Thanks All! __x__ TPW __10/22/15__ Left voicemail __X__ HMS _10/30/15___ 10/30/15: > BJS completed PTP Rev 1 and sent as a Pack to BT so he can share with Director. > The changes they requested resulted in a $60 price increase since they took out free or lower cost items and added in more expensive ones. Attractions increased by +/- $40 and food by +/- $20. Also increased the comps from 3 to 4 so in theory, each school can have 2. 10/30/15: > BT sent revision to Brandon > He confirmed that he received it. 11/5/15: > BT spoke to Brandon. > They are deciding who they are going to go with this week. Apparently it's between us and Educational Performance Tours. He said they are "so similar it makes it hard to choose". He must have had them bid the trip again with their changes, b/c their original proposal came in at $490 per quad with them doing transportation on their own, but this was for 3 night trip. We're still close to $400 with trans. Of course, he hasn't sent their revised proposal. > I advised of slight menu change per HMS email. Not a big deal. > I told him to let me know if there is anything I can do. I told him I'm in DC and would be happy to meet with him and show him around if he takes advantage of the hotel visit. WTF else can I do? 11/5/15: Brett - > Find out why he would want to use Educational Performance Tours, whats most important to him. Does he have any experience with them? You have traveled with us and can expound upon the benefits based on his answers. > Find out exactly what hotel they are staying at and since you know the area, show his the benefits of our hotel and its location, etc. > Have a couple of your best clients / friends provide him with testimonials. Share their names and email addresses with him as references so he can call and hear about us from someone other than a sales person. 11/13/15: > BT rec'd from Brandon - Goof morning Brett, We have made the decision to go with another company. We appreciate your working with us and we will certainly be contacting you in the future for other trips. Again, thank you for working with us and I hope to be able to work with you in the future. Brandon Guffey, Band Director. 11/13/15: > Brett is going to ask for a copy of the proposal they settled on, since he was so good about sending us copies of the different proposals throughout this whole process. > Also, there is no reason for him to contact us in the future, if we don't have some idea as to why we didn't meet his needs this year. > Please review and cancel all as needed. Thanks! __x__ JM __11-13-15__ __X__ TPW _11/17/15___ __X__ HMS _12/9/15___
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