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Mon Jun 06, 2016
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Blue Ridge High School Sr. Class-Virginia Beach, VA-06-05-2016
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Hotel Info Form
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Contract Status
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Blue Ridge HS to VA Beach = 425 miles / 7 hrs non-stop 10/22/15 > DD see Kim Davenports email forwarded to Bryan on 10/22/15. all the details of the trip are in there from last years trip. 11/6/15: > BJS completed IOG. > JM,please send CQR to the same companies we sent the Blue Ridge HS Band's Orlando 15 trip to. > Please make attachments, TPW is still working on hotel. > Please call Jewish Mother and update menu and rates, etc. > Share with HMS to see if there is any thing she feels we need to call / contact prior to sending PTP to client. Thanks! __x__ JM __11-6-15__ ____ HMS ____ 11/6/15: > Per DD, she now needs 4 comps. 11/9/15: > BJS emailed and faxed PTP pack with note - Kim: Attached please find the Pre-Trip Planning Proposal for your group’s up-coming trip to Virginia Beach. This proposal is based on the information which you provided to Dave Dietz a few weeks ago. Please understand that we have taken the time to make certain the bus companies from which we have included quotes actually have buses available for your group and the two hotels we have quoted are both holding rooms for you at this time. As a former teacher myself, I always hated receiving a proposal from some tour company and then when I asked about the hotel, it was not available! Speaking of the hotels, I can honestly say that I am somewhat embarrassed by the rates included in your group’s proposal. Most of our trips occur prior to graduation, and are typically in March – May. That being said, going to the beach in mid-June brings with it warmer days, but also “Peak Season” rates at the hotels. These peak season rates are nearly double what we experience in the Spring and for that I am sorry, but unfortunately, I have no control over the rates and I know they make most of their money for the entire year between June and August. If there is any possibility of changing your dates to sometime before Memorial Day, I am confident we could do better; however, being a Senior Class Trip, I understand if you cannot. I appreciate your careful review of this information and Dave Dietz will follow up with you on Tuesday or Wednesday, for I understand you are meeting with the Class on Tuesday morning. Please do not hesitate to contact me directly if you have any questions or concerns in the interim (724.991.6123 – cell). Thank you for the opportunity to be of service to you and your students. BJS 11/10/15: > BJS confirmed receipt of fax. 11/10/15: > BJS sent Fullington PPBCC via fax - Kim: I hope things went well this morning at your class meeting. We just received the charter quote from Fullington, so I am including the corresponding Per Person Bus Cost Chart with this fax. Should you have any other local companies that you would like us to request charter quotes from, please share that information with me and we will get those sent out this week. I am not sure what’s up with the email, since we are receiving your emails, yet even when we reply to your messages, the replies are not going through. Technology is so great when it works, but in the meantime, we will resort to faxing – I know it may seem archaic, but it works! If you have a personal email account and don’t mind sharing the address with me, we can send everything there. I know we had to do this with Vince and Amy last year, with their Orlando trip, as the school filters presented the same challenges for us then. Thanks again and please give Dave (717.580.6908) or me a call if you have any questions or concerns. All the best! Bryan 11/12/15: > Kim called, wants to go with the Best Western PLUS and will have charter decision hopefully by the end of the day today. 11/16/15: > BJS sent EM to Kim re: charter choice - Hi Kimberly! I hope you had a great weekend. I wanted to check in with you to see if the bus company your school system has the agreement was able to help you with your motor coach needs for the trip to VA Beach or if you wanted us to book one of the coaches for which we provided quotes. I know when we spoke last week you were hoping to have an answer from them by the end of the day on Thursday. Please advise at your earliest convenience so we can proceed as needed. Thanks, Bryan 12/2/15: > Per Dave, Go to K! > Charter Choice = Lowest priced, so it appears that would be Susquehanna. > As this going to K, please review all and proceed as needed. E-Agreement to go out early next week (12/7/15). Thanks! __x__ JNM __12-3-15__ __x__ TPW __12/7/15__ ____ HMS ____ 12/8/15: > Per DD EM from late yesterday, Date change for the trip (school administration says it has something to do with lack of snow days thus far) Sun. June 5 thru Wed. June 8. Everything else remains the same. > Original trip dates were Sunday, June 12 - Wednesday, 15, 2016. > BJS updated IOG and dates on Bible, but did NOT change any dates in attachments. Staff will need to do that as they contact their vendors to see if they can accommodate the group over these new dates. > Please review and update all as needed. This is going to CONTRACT, so please confirm everything as needed ASAP. Thanks - want to get the K out and back before Christmas!!! > Please let BJS know as everything is confirmed for new dates. TPW, maybe the hotel can do a bit better on their rate since this is a week earlier in June (it would be nice . . .) __x__ JNM _12-8-15___ __x__ TPW _12/9/15___ Left vm for Jan at the Hotel. _X___ HMS _12/9/2015___ 12/13/15: > BJS completed PTP K Version and then did invoices and sent to CH for K prep. > TW sent E-Agreement. 1/14/16: > DD spoke with Kimberly - she gave contract to the principal to look over. She will check tomorrow on status. Also wondering what happens if trip participants are lower? (40). 01/15/16: > If trip is below K minimum, as always, we try to make changes in the package that will not effect the per person rates. We usually do this by adjusting the number of comps, reducing meal credits, etc. `1/28/16 > DD text urgent reminder @ contract - vendors have deadlines etc. 2/1/16: > TW re-sent E-Agreement. 2/2/16 > DD another v-mail to cell 2/3/16 > DD Kimberly's principal would not sign contract. She was ready to cancel. Told her we will make adjustments but need to know how many are going. She will call me tomorrow at 3:30 with a solid number 2/4/16 > DD talked to Kimberly@ 4PM. 1) confirmed students 34 plus 3 adults safe # to figure 40.Go ahead and re figure for this number. I told her the dinner cruise will be taken out, she was fine with this. 2) principal still hedging about signing a contract. 3) talked about contacting co. who did trip previous years. 4) mentioned some nonsense about bus driver hours. 5) wants to talk to Vince LoRusso about thow he handled the contract when he traveled with the band. 02/11/16: > Kim called BJS while at TMEA - > Discussed the following changes to make this trip a reality - > New count = 44 (40 + 4) > Comps - reduce to 3 instead of 4. > Delete Carrie B since it is expensive and their group is now too small to meet his minimum requirement anyway. Will do dinner at Golden Corral and she is fine with that - > She is currently collecting money and most of the students are fundraising - she has asked for 50% of their money to be due to her by the end of this month. > BJS told her we would do a $100pp deposit and then break up the remaining balance into two equal payments. > BJS revised IOG (took the lunch on the way down and made it on own since they would have money in their pockets at that point. Took the $10 meal credit and applied it to Linner on the way home. 2/12/16: > BJS ran revised rates after updating IOG and put rates in system. > Savings of $20pp. > BJS sent Revised IOG and rates to Kim - Kim: It was great to speak with you yesterday afternoon. I hope parent conferences went well last evening. If it was anything like the ones I remember, you saw all the parents of the kids you didn’t need to see and none of the parents of the students that you really needed to see – LOL! I have attached the revised IOG to this email reflecting the changes we discussed yesterday. Based on 40 – 44 total trip participants, including three comps at the double package rate, the revised per person rates would be as follows: Quad = $389 Triple = $459 Double = $579 Single = $959. Even with the smaller group, the rates still dropped by $20pp since we replaced the Dinner Cruise with Golden Corral and dropped the comps from four down to three. Please take a few moments this afternoon to review carefully and shoot me an email with any comments / concerns or that all looks good. I will then prepare a Group Leaders Handbook for your use which will include all deadlines, payment due dates, etc. BJS. 02/16/16: > BJS sent EM to Kimberly in response to her email from this past Friday wanting to delete the Dinner at Dave & Buster's and replace it with Pizza at the hotel. . . > Sure thing, I will make the change by deleting Dave & Busters and you can have a $10 Meal Credit (per person) for Pizza or whatever you’d like. > As for using the hotel’s conference room, I would rather not put that in as an “official” part of the plan, for most hotel’s will want to charge you a rental for the space as well as require you to purchase the pizza through their catering office (which at most hotels is almost always expensive and usually not very good pizza!). > This change will also bring the rates down by another $10 per person. > I will make the changes and send a group leader’s handbook your way later this week. Thanks Kimberly, Bryan > Once BJS has the revision done, we are going to have to mail her a Contract Notebook the old fashion way. Her principal will not sign the E-Agreement. . . > BJS revised rates on screen to Q starting at $379. > HMS, please cancel the reservation at Dave & Busters. > BJS replaced D & B's with a $10 meal credit for pizza at the hotel. > Please review to make sure bus and hotel as well as what few attractions are left, are still in place and we are good to go so BSJ can revise K and Invoices we can mail to Kimberly. Thanks! _x___ JNM _2-17-16___ _x___ TPW __2/23/16__ __x__ HMS _2/18/16___ 03/02/16: > BJS completed revised PTP K Version as well as Contract Packet and then emailed and mailed.Kimberly: Kim: Attached is a copy of the Group Leader Handbook for your up-coming trip to VA Beach. A hard copy is being mailed via Priority Mail and will arrive in a few days, so please keep a look out for the package. This packet contains information and forms that you will need to review and return by the requested due dates. I will also attach electronic copies of the forms to this email. Your first payment invoice is also included. Do not hesitate to contact me if you have any questions or concerns. I am glad we are able to make this all work for you and your students. Thanks, again, BJS. 3/11/16 > DD talked to Kimberly rec'd packet will send deposit reminded her of deadline. 03/25/16: > Rec'd signed K and $5000 deposit check; however, check was not signed, so BJS mailed back to Kim's attention, with a self addressed stamped envelope, so she can get it signed and return when she returns to school on Tuesday. > Looks now to be 50 pax, based on the paperwork she sent with K. Final number is not due until forms due date 4/5/16, but BJS went ahead and updated the count on the IOG and Bible accordingly. > As this is now UNDER CONTRACT, please review carefully and proceed as needed. > JNM, the GLH was sent the old fashioned was, so she already has the notebook. ____ JNM ____ __x__ TPW __3/25/16__ ____ HMS ____ 4-4-16 >Rec'd Check #17856 in the amount of $5,000.00 04/12/16: > BJS sent forms past due em to Kim - Kim: We are in need of the forms attached in order to release any unneeded rooms at the hotel and to guarantee your group’s final numbers with all vendors, order park tickets, etc. They were due on 04/05/16. Please complete and return to my attention vie email or fax. Thanks, Bryan 4-20-16 >Rec'd Final Pax and Room List >JM processed Hotel Room List Packet to include: 11 Q/44 pax 1 T/3 pax 0 D/0 pax 4 S/4 pax TOTAL 16 ROOMS/51 pax (47 + 4) __x___TPW__4/21/16___ __x___HMS_5/2/2016____ __X___BJS___X__ 05/04/16: > BJS emailed and mailed final INV #6014, $21,183.00 and made due 05/20/16. > BJS sent BRF to JAF for CC Check > GTV was never a part of this trip. 5-16-16 >Rec'd Check #17916 in the mount of $21,183.00
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