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Bible (Basic Trip Report)
General Trip Information
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Mon May 23, 2016
Trip Name
James Wood High School Band and Choir-Gatlinburg, TN-04-21-2016
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James Wood High School Band
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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
Varies, AK
Vaugwa Ontario, CA
Victoria, ON
Vienna, VA
Virginia Beach, VA
Waldorf, MD
Walkersville, MD
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
Wellsboro, PA
West Chester, PA
West Grove, PA
West Newton, PA
West Orange, NJ
Westchester, IL
Westhaven, CT
Westminster, MD
Westwood, MA
White Plains, NY
Whites Creek, TN
Wildwood Crest, NJ
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
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Contract Status
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Winchester, VA to Gatlinburg, TN = 428 miles / 7.5 hours non-stop Winchester to Bristol, VA = 315 miles / 5.5 hrs non-stop Bristol, VA to Gatlinburg = 120 miles / 2.5 hrs non-stop Gatlinburg is in the Eastern Time Zone 9/3/15: > OK, not sure what I'm doing wrong entering dates. Perhaps b/c Toronto trip wasn't grayed out yet? Please advise. > Jeff has decided to change destinations this year, Toronto is "not going to work" > They want to look into the Smokey Mtn. Music Festival in Gatlinburg, TN > 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.) 9/9/15: > TPW sent specs to BMG for Gatlinburg since Toronto is out. 9/10/15: > Rec'd River Terrace option from BMG. Not as great one since so many rooms would be exterior corridors. > TPW asked BMG to expand range and see what else may be available. 9/15/15: > BMG came back with Ramada Pigeon Forge. 9/17/15: > BT emailed Jeff to ask about Ramada or two hotel split option. > Per Jeff, That was quick! Groups need to stay together, staggered breakfast is not a problem. Go with Ramada and proceed to PTP! 09/24/15: > Per TW, SMMF requires us to buy their hotel package. > TW is trying to get answers - what hotel (or at least will they be staying in Gatlinburg or Pigeon Forge), breakfast - is it included at the hotel with their package, Full or Continental, if not, how much is breakfast? > BJS completed IOG. > Lunch en route at Golden Corral in Bristol, VA 09/25/15: > TW got enough of the answers during yesterday's conversation with Brandie to get the IOG completed and then BJS made attachments and ran rates so we can get something to Jeff as he is very anxious. > Hotel. per conversation with Brandie, will be Fairfield Inn & Suites and includes FAB. 09/26/15: > BJS sent PTP Pack to BT so he can send along to Jeff. 9/26/15: > BT sent PTP Pack to Jeff for his review. 09/29/15: > BT spoke to Jeff, he received PTP for Gatlinburg > All looks good, no changes. > Needs to talk to Tom parents and will advise asap when ready for K. 10/2/15: > BT checked in with Jeff re: status for Gatlinburg > He responded that they like the trip, have a booster mtg. on Monday and will advise on Tuesday am on how to proceed. 10/6/15: > Per email from Jeff to BT, they are go and ready for K!!! > As this is going to K, please review all and proceed as needed. K to go to client on 10/12/15 or 10/13/15. __x__ TW _10/8/15___ __X__ HMS _10/12/15___ 10/20/15: > BJS created IOG and PTP K Versions, and then sent to CH for CN prep. > TW emailed E-Agreement' cc'd BT. 10/29/15: > Rec'd signed K. > As this is now UNDER CONTRACT, please review and proceed as needed. NOTE, 1st $$$ is due 11/20/15. > TPW, be sure to follow up with Jeff and Tom, the Choir Director, regarding their SMMF Applications. Thanks all! __x__ JM _10/29/15___ __x__ TPW __10/29/15__ __X__ HMS _11/2/15___ 10/30/15: > Info requested from TW for festival application: # of female students - 70 # of male students - 40 # of choir students - 35 # of band students - 75 Classification will be AAA Ensembles we plan to have at this time: Symphonic Wind Ensemble Concert Band Jazz Ensemble Indoor Color Guard Indoor Drum Line Mixed Chorus Women's Chorus Men's Chorus > All of the choral groups would be Intermediate groups. The Jazz Ensemble, Concert Band, Marching Band would be intermediate groups The Symphonic Wind Ensemble would be an advanced group. Both Indoor Groups (Guard and Percussion) would be Intermediate groups. 11-19-15 >Rec'd Travel Planner Letter 12-14-15 >Rec'd Check #1842 in the amount of $26,500.00 2-19-16 >Rec'd Final Pax form, Room Lists, Hotel Info. form, Food Allergy Form, and Charter Co. Info form. >JM processed Hotel Room List Packet to include: 22 Q/88 pax 3 T/9 pax 16 D/32 pax 1 S/1 pax TOTAL 42 ROOMS/130 pax (97 + 33) _____BJS_____ __x___HMS_3/21/2016____ __x___TPW__3/9/16___ 3-1-16 >Rec'd Check #1872 in the amount of $15,000.00 04/03/16: > Since group is below K minimum, BJS reduced comps from 5 down to 4. That is the only required change. > BJS emailed and mailed FIN L INV #5993, $21,814.00 and made due 04/13/16. > Also included note that - We will be sending an additional invoice for the Bus Driver's Rooms, as soon as we receive the driver room amount from Smokey Mountain Music Festival. > BJS sent EM to JNM to order 97 DVDs and 2 mosaics. 04/06/16: > BJS emailed and mailed INV #6002, $900.00 for driver room nights. Made due 04/18/16. 4-14-16 >Rec'd Check #1876 in the amount of $21,814.00 4-18-16 >Rec'd Check #9789 in the amount of $900.00 5/2/16: Trip de-brief: > BT spoke with Jeff re: Gatlinburg > loved Gatlinburg, and festival was great - hotel was "sub-standard" > Dirty, bug-infested. They paid to stay at Fairfield Inn, really disappointed that the festival company chose this hotel with so many other good options. He would have rather stayed in Pigeon Forge! > They will go back, kids love the destination - but insists that we are in control of the hotel > He's getting a lot of heat from parents, has a booster meeting tonight. He's trying to explain that this was not our fault...he gets it. They don't. > He did say there were other groups who were involved in the festival that may have booked their own hotel. > Other problem - they were supposed to have a 2 hour tour of the state park inlcluded - tour guide never showed up, no phone call. This is what he wants a refund on. There had to be a cost associated with it somewhere in the package. He realized while the hotel was awful, they did stay and used the service so a refund is unlikely there. > Also, he's missing an award. They said they shipped it, hasn't gotten it yet. > If there is any response we can get from SMMF before his booster meeting tonight, he would appreciate it. > He travels every other year, Disney 2018 would be next trip. 5/5/16: > Rec'd EM from Jeff with Tour Evaluation - Good Morning Bryan and Brett, This was a very difficult evaluation to fill out this year. For the first time ever I could not give my highest marks and that troubles me greatly. I have been a long time client of CCIS and I hope to remain a client in the future. I have several of my parents upset about our trip this year and many are putting the blame on me, even though none of the issues are my fault. There was a serious communication breakdown between CCIS and JWHS in the implementing of this trip and some answers need to be provided as to how this happened and how we resolve and move on from here. I was contacted by the Smoky Mountain Music Festival in response to the hotel assignment made for JWHS for this event a couple of weeks ago. Imagine my surprise to learn two major points of concern: 1. JWHS was never booked into the Fairfield Inn and 2. the assignment to the Sydney James Mountain Lodge was finalized in February, only days after my final paperwork was due to you. This kind of change from the original proposal needed to be passed along immediately. I did not take the opportunity to make a site visit because I assumed that we were in the Marriott property. I would have definitely gone to Galtinburg to check out the hotel if I had known of the change. I would never have approved of this hotel had I known ahead of time. The outside corridors and balconies were the least of my concern with this property. Whomever in your office takes care of these arrangements had an obligation to make this change known not only to you, but to me as well. Finding out on April 18, three days prior to departure is not acceptable. I have serious "egg on my face" right now because of this and it is not my doing. Another major issue for me is the tour we had scheduled but did not have on Sunday morning. I have learned that the tour was never confirmed from CCIS and therefore was never scheduled. An attempt was made on Saturday(4/23) evening after the close of business to confirm the tour guides but at that point it was impossible to schedule guides for the following morning. The paperwork for that tour should have been filed when requested so that we received the services we were entitled to through our participation in the festival. Bryan, I have defended my relationship with your company many times over the years. I have had someone comment every year about costs and whether or not "it can be done cheaper." My response has always been in full support of what you do and how your company works. I have never in all of the years I have traveled with you been dissatisfied with your work or the services you provide. I am in a bit of a bind here though. I cannot defend what happened here and I am certainly not going to allow myself to be blamed for the unsatisfactory inclusions involved with this trip. It is my intent to remain a client and have you assemble my Disney trip in 2018, but I am meeting great resistance to do so from parents that want answers for this year's experience. I hope that you are able to help to satisfy this concern. I look forward to hearing from you. Sincerely, Jeff 05/05/16: > BJS replied - Jeff: Obviously, this is extremely disturbing to me and I would like to discuss it with you in person. What is your availability like next week, Monday, Wednesday or Thursday – day or evening – whatever is best for you? Thank you, Bryan 05/07/16: > BJS sent another em to Jeff - Jeff: I originally replied to your email from earlier this week, the same day it was received. Please allow me to say that I am truly sorry that you have been put in such a difficult situation with your Boosters and I can understand their complete displeasure, as well as yours. Some of what Brandi has shared with you, I have come to find is true, but many of the other statements she has made are completely false. There was a situation here in our office that I now know led to some of the issues and as owner of the company, I take full responsibility for our employees and every portion of every trip. You know that I would never risk our company’s reputation or our relationship by providing false or misleading information. I would appreciate the opportunity to come to Winchester to meet with you and your Booster President to provide a full explanation of the situation between CCIS, the SMMF, and what transpired here in our office. You certainly deserve this and I would prefer to do it in person and want to make the trip. Please let me know of your availability over the next week or two, day or evening, and I will be there. Thank you for your continued support of CCIS, even though I realize how difficult it is at the moment. I know we have left you down and I hope that once you have a complete explanation, you and your Boosters will have a better understanding and we can restore their faith in what we do. Again, I am sorry. Bryan 5/20/16: > BT and BJS met in person with Jeff, booster president, principal, and AP. > BJS shared timeline of communication with SMMF re: hotel and tour. > All were very positive about the kids experience aside from those two issues. > They asked clarifying questions about how everything transpired and seemed to understand what went wrong and who's responsibility everything was. > Very appreciative of us coming to explain. Will share with parents how issue was resolved. > BJS offered a refund of $2000 + a $2000 credit toward their Disney trip in 2018. They seemed thrilled that we we offered this. 05/23/16: > BJS sent SLACK to JAF asking him to mail check for $2000 refund and revised the Credit Memo to $2000 instead of $3000 since we decided to give the $2000 refund as well. 5/23/16: > JAF sent $2,000 refund ck #9955 and a $2,000 credit memo #6017 for future trip.
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