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General Trip Information
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Tue Jun 28, 2016
Trip Name
Daggett Montessori School Choir-Houston, TX-05-20-2016
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Trip Notes
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Ft. Worth to Houston = 265 miles / 4.5 hrs non-stop. (50 4th-5th graders and 50 6th graders) and roughly 50 adults (25 for each group) > Jerri would like to see the following activities: * Conductor clinic with the Houston Children's Chorus director (or other available clinician) * Visit to NASA * Children's Museum * any other activities we find - but NO water activities (no beach or cruises, etc) * Same schedule as in past trips: depart at 8:30am on Friday and return by midnight on Saturday 9/15/15: > SN spoke to Jerri yesterday afternoon regarding their upcoming trip to Houston. > There will be about 100 students * Dinner out somewhere (Hard Rock or whatever is appropriate and available) * Similar budget as in the past $350 or so * Proposal needed as soon as we can complete it. > Dates: either May 13-14 or May 20-21. Either is fine, so perhaps this decision can be made based on the availability of a clinician. 10/30/15: > EM received from Jerri: Hi Stephanie, > Sorry for the delay but Daggett Montessori talked to the astronauts on the space station today!! So we have been very busy. > There is only one ensemble of about 55 students. Polish the music we have learned, any vocal pedagogy, warm-ups, reiterate what we have learned!! Thanks, Mrs. Jerri Davidson Daggett Montessori #194 Music Educator/ Technology Integration Educator FWISD Children's Honor Choir Co-Director Phone Number: 817-814-6300 Fax: 817-814-6350 11/4/15: > SN spoke to Jerri Davidson regarding difficulties securing suites with a separating door between sleeping and living areas: The response is twofold. 1. Jerri says the suites would only really be desired for the younger students and parents, which is roughly 60 children and 25 parents. Doors won't be necessary. 2. The 50 middle school students and parents do not need suites since parents and students will not be sharing a room. > However, if we cannot find an adequate number of suites, then they will have to take whatever they can get, but the preference for the younger kids is still for suites. She does understand that it may be impossible. 11/5/15: > TW and BJS rec'd quote for an Embassy Suites in Houston that can accommodate the group. BJS asked Ninffer to book the Embassy. > TW attached the Embassy Suites and added 1 breakfast. > TW changed trip dates to May 20-21, due to the clinician availability. Per notes on 9/15, Jerri was okay with the dates. 11/22/15: > BJS completed IOG and adjusted Bible times as needed. > JM, please send CQR to the charter companies we have requested from in the past. We will need 3 -55s. > JM, please add the information to the system - makes calls, etc. as needed. It will all need added since we have never done a trip to Houston before. > Be sure to add PTP text as well as rates, etc. > TPW, please review IOG and update your attachments as needed and also speak with the Clinician re: time and the ensemble that will be participating. (see IOG and note above from 10/30/15. > Also, please talk with the Houston Astros about auditioning to sing the anthem at the baseball game. What is the audition process, etc. Be sure to make them know that there will be +/- 55 ES singers, but more importantly, we will be buying +/- 150 tickets. This group is really a VERY fine children's choir. I have heard them song on at least 3 different occasions. > I need to complete the PTP as soon as the Thanksgiving break is over. Thanks. __x__ JNM __11-23-15__ ____ TPw ____ 12/2/15: > BSJ sent PTP Pack to Jerri - Hi Jerri! I hope this finds you well and I am most appreciative of your patience. As you know from your correspondence with Stephanie, we faced a few challenges along the way with both the director of the Houston Children’s Choir and securing a single hotel with suites to comfortably accommodate your entire group. Fortunately, all of these issues have now been resolved and I believe we have put together a trip that you will find to be a very good fit for you and your students. As you well know, if you would like us to make any adjustments, we are happy to do so. Stephanie will follow up with you in the next day or so, after you have had a chance to review the packet attached, to see if there are any changes you would like us to make or if you are ready for us to proceed with your group’s Agreement. Please do not hesitate to contact her in the interim should you have any questions or concerns (724.822.6633). Thank you for your continued support. I am grateful for the confidence you have placed in our business for all these many years. Sincerely, BJS 12/2/15: > Rec'd EM from Jerri - Thanks Bryan I will start the approval process. Looks GREAT !! As you know though tis the season to be busy for a music teacher!!!!! 12/3/15: > BJS replied - Jerri: Thrilled that you are well pleased and I understand completely about being a music teacher in December!. Please keep me posted on the time-line, etc. I will have Jude go ahead and secure the coaches from Cowtown so as not to lose them. Also, I found a misprint in the proposal. . .in my haste to get it to you (I am limited in the office this week as my Father-in-Law passed away over the weekend), I listed the hotel as the Embassy Suites Galleria and it is actually the Crowne Plaza Suites. I apologize for my error, everything else is the same, including the rates. I have attached a corrected version of the Proposal Pack. Thanks again and have a great rest of the week. Bryan. > As she is ready for K as soon as she receives her approval, please review and proceed as needed. Thanks all, BJS. She is a multi-year client, so I expect no problem with approval . . . > BJS selected the $21 Peanut Heaven seats for the baseball game as this is all that will work with their budget. Vendor will need alerted accordingly and we will also need to get the specs / audition process requirements for performing the National Anthem and send those along to the Director ASAP. __x__ JNM _12-3-15___ __x__ TPW _12/7/15___ __X__ HMS __12/9/15__ 12/10/15: > TW spoke with Haleigh @ Houston Astros. They will continue to hold the Atrium space for the choir performance before the baseball game. She needs us to send a video of the choir singing 1-2 songs (examples of what they might be singing that day) so she can forward to the marketing department for their "Audition." > Haleigh also asked when we might be able to make a deposit on the tickets - ticket rates change on the 1st of every month, so she would need something by the end of December to guarantee the $21.00 seats. > TW updated the deposit due date in the system. BJS or HMS - should we send an OK to Pay deposit to Jerri? > SN - please contact Jerri to get the video(s) ASAP. 12/21/15: > Video received. 01/07/16: > BJS sent EM to SN - did she get her trip approval so we can send the E-Agreement? 01/30/16: > Per Jerri, trip has been approved and she is ready for K. 02/01/16: > Jerri sent BJS email looking for a word copy of the PTP and Excel copy of IOG. BJS emailed both and told her E- Agreement would be sent by end of day tomorrow. 02/01/16: > BJS sent to CH for E-Agreement prep. 02/02/16: > TW sent E-Agreement. 02/03/16: > Rec'd signed E-Agreement. 3-1-16 >Rec'd Check #3166 in the amount of $11,250.00 3/3/16 >EM received from Jerri, asking if the performance time at the stadium was confirmed? >Also, could they use one of the boy's choirs accompanist for their workshop, of course with payment. In the past Jerri's accompanist has had relatives in San Antonio and was willing to travel with them, but not to Houston. Additionally, does Carole Nelson want copies of the music? 03/09/16: > BJS Sent EM to Jerri regarding bus situation - Jerri: The Direct Rate for the FWISD to charter the buses from Cowtown would be $2,355.20 per coach. As you know, we add the Driver’s Rooms to our rate, but even with this addition, the school’s direct rate is significantly better than ours due to the amount of business conducted between the schools and the charter company. When Jude spoke with Brenda at Cowtown earlier today, Jude brought up the idea of you just paying them directly since it would save your group a considerable amount of money. We would then remove the charters from our contract and adjust the invoices accordingly. Brenda mentioned that they are in a sell-out situation over your group’s dates and have actually oversold. Our coaches are safe since we have a signed contract with Cowtown and have paid the deposit; however, Breda said that if we canceled our contract for the buses, there is a chance that the school would move to the bottom of the list and since they are in a wait list situation, someone else could get those coaches! My feeling is this, if the FWISD does that much business with Cowtown, they should not allow this to happen. I would think there is someway they can override their system to make certain that when we cancel the buses, the school would automatically get them. After all, it is the same trip, just a different company making the final payment. Surely someone from the FWISD, above your pay grade or mine, could call Cowtown and make sure this happens as we all want. If the school system can get it worked out, we would only invoice you for the Deposit we have already paid to Cowtown ($884.12) and the driver’s rooms ($152 / coach). If Cowtown will refund the deposit we already paid, directly back to us, then you would only owe CCIS for the driver’s rooms. We have not canceled our contract with Cowtown nor will we until when / if we receive direction from you to do so. Please advise on how you want us to proceed and we will do so accordingly. Thanks, Bryan 03/11/16: > JNM, please mail GLH. > E-Agreement was received on 02/03/16. > First $ was received on 03/01/16. > Per Jerri, they are going to need just two (2) buses - not three. Please advise Cowtown accordingly. > Group is expected ot be around 110 now, not the 150 we were originally planning for. > As group is now UNDER CONTRACT and $$$ has been received, please proceed as needed. Thanks! ___x_ JNM _3-11-16___ __x__ TPW __4/21/16__ ____ HMS ____ 3-11-16 >JM sent Contract Notebook via USPS. 3-18-16 >Rec'd Food Allergy Form, Final Pax form, Room Lists, and Hotel Info form. 03/23/16: > Group is now working with Cowtown directly on charters, so BJS marked attachment INACTIVE. > BJS has requested refund of deposit from Cowtown. > Group will be charged for Driver's Rooms at $152 / room / night. > Jude has been copied on all emails as has JAF as needed. 4-4-16 >JM processed Hotel Room List Packet to include: 18 Qt/90 pax 5 Q/20 pax 0 T/0 pax 2 D/4 pax 0 S/0 pax TOTAL 25 ROOMS/114 pax (87 + 27) ___x__HMS__4/21/16___ __x___TPW___4/21/16__ __X___BJS_4/28/16____ 4-22-16 >JM FED EX cashier's check and bank request form. 04/28/16: > BJS emailed and mailed Final INV #6010, $15,544.00 and made due 05/09/16. > BJS sent Em to JNM asking her to order Jude order for 87 DVDs and 1 Mosaic for this group’s trip to Houston. 5-9-16 Rec'd check #3191 in the amount of $15,544.00
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