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General Trip Information
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Fri May 06, 2016
Trip Name
Fleetwood Senior High School Music Dept.-Pittsburgh, PA-05-06-2016
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Fleetwood Senior High School Music Dept.
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Trip Notes
( Print Note )
( E-Mail Corporate )
HS to Pgh = 272 miles / 5 hrs non-stop 09/01/15: > Chuck's email to DD - > There is a Music in the Parks festival in Pittsburgh on May 7 which may fit our needs. We went there in 2012 and it was really a nice trip. > We travelled on Friday, checked in and went to hear the Pittsburgh Symphony that evening. > The adjudication/competition was on Saturday morning and we went to Kennywood for the afternoon and evening. > Sunday, we did a breakfast cruise on the river and came home. > Would you be interested in getting something together for us? I’d like to keep the budget below $350 if at all possible. We wouldn’t have to do it exactly as I suggested, so I’d be open to yours and Bryan’s ideas as well. 09/09/15: > BJS completed PTP Pack and emailed to Chuck - Chuck: As promised, we have completed and attached the Pre-Trip Planning Proposal for your group’s up-coming trip to Pittsburgh. We have provided several good charter quotes as well and I hope you and your colleagues are well pleased. Your careful review is appreciated. Please note that we have placed your group at the Marriott City Center hotel in downtown Pittsburgh. If you would prefer a suburban location, we can send your group’s specifications out for additional consideration, keeping in mind that the price of the package would most likely decrease, in some cases rather significantly, with a hotel further away from downtown. Remember, as always, we can make any changes that you may want and / or need. Thank you again for this opportunity and we look forward to our continued work together! Sincerely, BJS. 9/9/15+: > BJS rec'd EM from Chuck follwoing their meeting - Hi Bryan and Dave, If we could save money by moving out of Pittsburgh, that would be preferred. In the past, Music in the Parks – Pittsburgh has been at Irwin High School, so within 1/2 hour or 40 minutes of there would be great! The cruise on Friday, May 6 feels a little tight, besides we may have some kids who need to take an AP History test that weekend, so I think I’d prefer that we simply check into the hotel on Friday afternoon. We could have the music association give the kids dinner at the hotel (something we’ve often done with the cooperation of the hotel) and leave from there for the symphony. Or, we could go out, depending on the price. Buca would be great, but I’m concerned about the cost…. I’d also like to pass on the full American Breakfast. Here are my thoughts on that…my parents have done really well packing breakfast foods – bagels, cereal, etc, and that has saved us a ton on past trips. …unless, of course if we could get a hotel breakfast for a reasonable price – that would certainly be easier. Sunday – would we be able to reserve a “breakfast cruise” on a Gateway Clipper? That would save on breakfast and give us an activity for Sunday…we’d leave from the ship. I’m sorry….you may find me a little more annoying for this trip – I’ll try not to be! Do those requests sound reasonable? Thanks, Chuck 9/10/15: > See Chuck's note from 9/9/15 - > TW, please contact BMG and see if they can find a hotel out of the city, maybe in the Monroeville area. Their festival performances are going to be at Norwin SHS and Norwin MS, so somewhere in this area would be much better than downtown, airport, or Cranberry. Would really like to have the hotel include b-fast. > As for doing a Booster dinner at the hotel, I would really like ot discourage this and keep it at Buca di Beppo. IF we need to save some money, we could go to Hard Rock, also at Station Square, and this would save about $7pp. > Breakfast Cruise on Sunday is not an option since it is Mother's Day and they really don;t want to sell 175 seats on one of their busiest days of the year to a group of HS kids. > We can do another activity Sunday AM, maybe the Pittsburgh Zoo and Aquarium, or maybe the Carnegie Science Center . . . BJS checked baseball schedule and Pirates will be in St. Louis that weekend. > We are saving $17 each morning on the hotel breakfast at the Marriott, so this will have a very helpful impact on his budget! > DD will run all this by Chuck for his comment and to get an answer about the Sunday morning activity. __x__ TW __9/10/15__ 9/17/15: > TW and BJS selected Doubletree Hotel from BMG > TW added hotel and breakfasts, waiting on confirmation/contract from BMG or hotel. 09/18/15: > BJS revised IOG to include dinner on the Gateway Clipper and the new hotel, Doubletree Monroeville. > Adjusted rates and times accordingly and then prepared PTP Rev1. > Did not finalize the changes to the attachments - we will wait for Chuck's decisions! > BJS emailed to Chuck and cc'd DD. Hi Chuck! Attached please find the REVISED Pre-Trip Planning Proposal for your group’s up-coming trip to Pittsburgh. We have made the following changes, per your correspondence with Dave, and have been able to save $54 per person: 1. We have secured a less expensive hotel, with a location more convenient to the competition performance sites, currently projected by Music in the Parks to be Norwin HS (Instrumental) and Norwin MS (Choral). We also got the hotel to include with the room rate, a Full American Breakfast each morning. 2. We have replaced the Dinner at Buca di Beppo and Pittsburgh Symphony Concert with a Dinner Cruise aboard a riverboat from the Gateway Clipper Fleet. 3. We have adjusted the depart school time on Friday morning accordingly, so your first activity on Friday afternoon will be hotel check-in. 4. If you would like, we could move it back to an earlier departure and include Lunch and Play at Dave & Buster’s prior to checking into the hotel. This would increase cost by $15 / person. 5. We could also add an activity on Sunday morning, either in Pittsburgh, or on the way home. A side trip to Laurel Caverns might be fun for the kids and adds about 30-miles to the trip. This could also be an option for Friday prior to arriving in Pittsburgh. If you are interested in this option, please let me know and we can advise as to rates. 6. One other cost saving option for your consideration - we can delete the Group Travel Video and reduce rates another $10 / person. Thanks Chuck, I hope you are well pleased with these changes and suggestions. I would encourage you to make a charter choice ASAP, for we are not holding any coaches for your group at this time and they are going fast (excuse the pun!). Please let Dave know how you would like to proceed and we will do so accordingly. All the best, Bryan. 09/23/15: > Per Chuck - Hi Dave and Bryan - Let’s go with what you’ve proposed for Fleetwood HS to Pittsburgh May 6 to 8, 2016 with the following changes…. 1. We’d like to do the “Dave and Busters” Friday afternoon for supper (May 6, 2016) followed by the Pittsburgh Symphony concert. 2. We have a lot of groups performing on Saturday, so we usually need to feed them at the performance site. My parents have done a good job putting out a lunch for the kids in the past (during a break in the performances). Could we be responsible for that meal, and give the kids $15.00 in the park for their evening meal? Would you be comfortable with that plan, or would you want to provide the meal at Norwin HS? 3. No meal money on the trip home after breakfast on Sunday, May 8 4. I don’t think we’ll have more than 155-165 total (students/directors/chaperones), so that number should change from what I originally posted with Music in the Parks. 5. Would I be able to do a “site visit” on Thursday into Friday, October 8 and 9? 6. What is your time line for payment, or could I send you a copy of our proposed time line to see if we can make them match? Thanks, and have a good morning, Chuck 09/24/15: > BJS updated IOG accordingly, based on Chuck's email from 9/23/15 (see above). > For now, BJS left numbers where they are since last year we dropped them back and then he had to have us add more pax. > They are going to K based on this, so please proceed as needed. > Jude, please advise Elite of the trip's new start time, 8.30AM. > HMS, please review and update attachments and make all necessary arrangements. > TW, please make sure all is set with hotel. __X__ HMS _9/25/15_ __x__ JM _9-25-15_ __X__ TW _9/25/15_ 09/24/15: > BJS sent EM to Chuck, cc'd DD and TW. Chuck: We are working on these final revisions and will send your Tour Agreement early next week. FYI, we have gone to an electronic document for the Agreement . Once we have that back, we will send your Group Leader Handbook. We started using the e-agreements about a month ago and it has really streamlined the process. Here are the deadlines for your group - everyone traveling that particular weekend has the same due dates, so we have to keep them as posted here. They will also be found in your Group Leader Handbook, but since I know you are ready to set dates with your group, here you go . . . Contract: 10/5/15 First Payment: 11/2/15 ($85pp) Second Payment: 2/5/16 Final Participant Guarantee Form, Room List, Hotel Information F.orm, and Food Allergy Form: 3/4/16 Final Balance: 3/21/16. As for the Site Visit at the hotel, I will have Thomas Walters, our new Education & Media Director check on this and we will advise. Thanks again and let me know if you have any questions or concerns. Bryan 09/27/15: > BJS ran K version rates after reviewing attachments. > Created PTP K Version and then sent to CH for CN prep. 09/28/15: > TW sent E-Agreement. 10/1/15: > BJS sent EM to Chuck to check on his receipt of K. 10/1/15: > Rec'd signed K. > As this is now UNDER CONTRACT, please review and proceed as needed. > 1st $ due 11/2/15. _x___ JM __10-5-15__ __x__ TW _10//5/15___ __X__ HMS _10/5/15___ 11/13/15: > Rec'd check #1321, $13,600.00 > As we now have $$$ from the group, please review and proceed as needed. Thanks! __x__ JNM _11-13-15___ __x__ TPW __11/17/15__ X____ HMS 11/16/15____ 11-16-15 >Rec'd Travel Planner Letter 11/23/15: > TW added note to Doubletree hotel; a booster parent would like a room at the hotel but wants to pay for it on her own. > I spoke with the hotel and all we have to do is include her in the Room List and mark that she is to be billed separately. > JM - please let me know when Room List is ready so we can add Susan Hawkins and her husband. Thanks!! 01/14/16: > BJS sent Performance Schedule to Chuck so he can check fir any issues with Cross-Overs, etc. We will then need to make adjustments as needed. 2-25-16 >Rec'd Check #1335 in the amount of $20,867.00 3-4-16 >Rec'd Food Allergy form, Hotel info form, Final Pax, and Room Lists. 3-7-16 >JM processed Hotel Room List Packet to include: 33 Q/132 pax 7 T/21 pax 9 D/18 pax 2 S/2 pax TOTAL 51 ROOMS/173 pax (154 + 19) __X___BJS__4/3/16___ ___x__HMS_4/15/16____ ___x__TPW__3/9/16___ 04/03/16: > K minimum met. > BJS emailed and mailed Final INV #5999, $24,165.00 and made due 04/18/16. > DVD was not included. > BJS sent EM to JNM to cancel the 4th bus, the few extras are driving on their own. > BJS LM on TPW's desk re: needing only 3 driver rooms at hotel, not 4 as shown on the RL packet. 4-14-16 >Rec'd Check #1336 in the amount of $24,165.00 4-22-16 >JM FED EX cashier's check and bank request form 04/28/16: > BJS emailed Final Itinerary and QR code to Chuck. > BJS mailed FI Packet via FEDEX. 04/29/16: > Chuck wanted us to make some adjustments so our FI would look like his. > BJS did what we were abel to do and then sent REVISED Final Itinerary to Chuck et al.
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