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General Trip Information
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Fri May 19, 2017
Trip Name
Struthers High School Band-Baltimore, MD-04-28-2017
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Struthers High School Band and Choir
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
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Date:
Time:
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Date:
Time:
Contract
Due
Received
Deposit
Due
Received
Partial Deposit
First Payment
Due
Received
Final PAX
Due
Received
Final Room List
Due
Received
Hotel Info Form
Due
Received
Balance
Due
Received
Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Struthers HS to Baltimore = 305 miles or 5 hours 2/17/16 re > SN spoke to Josh Hawkins regarding next year's trip to Winchester, VA > Joshua really liked the look of Jamestown (PA) High Schools similar trip, which is happening this year, and would like to include as many of the same elements as possible: > 4/28-4/30 (Friday through Sunday - this part differs from Jamestown as they went Thurs - Sat) > Fireman's Parade > Six Flags *Luray Caverns > Overnight security > 60-70 people total - marching band and some show choir members (choir members are NOT performing) Josh is aware how difficult that number can be in reference to busing and is open to the idea of renting their own vehicle to accommodate numbers over 55-56. That said, my inclination is to still quote 2 buses and drop one if necessary. > $300-400 budget > Proposal desired ASAP. Next board meeting is 3/15/16 3/4/16 > Meeting is actually 3/17/16. Will we be able to have a proposal before the meeting date? 3/25/16: > BJS called and main weekend of festival in 2017 is May 5 - 7, 2017, so > Firefighter's Parade = Friday evening, May 5, 2017 > Main Feature Parade = Saturday afternoon, May 6, 2017 > Obviously, this information will affect his travel dates. > SN needs to contact Josh and see if the May dates will work for him in 2017. > SN LVM for Josh 4/4/16 > SN spoke to Josh and he thinks the new dates should be fine, however he still needs to get approval. He will let us know ASAP. >T ext received shortly after talking. Might be prom weekend, but will let us know for sure. 4/18/16 > SN spoke to Josh today about plans for a Baltimore trip, April 2017. > Struthers HS --> Baltimore 305 miles/5 hours > Budget $350-400 max > Six Flags > Performance for Marching OR Concert Band > Baltimore Symphony Orchestra concert or any other show > Inner Harbor > any other activities we can fit > Proposal needed ASAP before end of school. Next booster meeting is May 9th. Last day of school is very early- *May 27th*!! 5/5/16 > Josh texted SN today inquiring about the status of the proposal. 5/10/16 > Proposal meeting set for 12:30pm - Tuesday 5/17 5/11/16: > TW completed IOG and saved to 16/17 Dropbox. 5/11/16: > BJS reviewed and updated IOG as needed. > JNM, please send CQR to Barons, Anderson, and others that you usually send to for groups like Fitch, Boardman, etc. > JNM & HMS, please review and make attachments, calls, and updates as needed. > We are awaiting on hotel options from BMG . . . > Please return to BJS as soon as complete so we can run rates and complete PTP. SN is meeting with client to present on 05/17/16 (Tuesday). __x__ JNM _5-12-16___ __X__ HMS _5-12-16___ 05/16/16: > BJS selected hotel. > TPW made hotel attachments. > BJS reviewed attachments and then ran rates - too expensive to include Medieval Times, so BJS took that out and also reduced Meal Credit at Inner Harbor for lunch the first day from $20 down to $10. > BJS updated IOG and attachments as needed. > BJS ran rates and sent to CH for PTP Prep. 05/16/16: > CH completed PTP. > BJS sent files to SN for her meeting tomorrow in Ohio. 5/17/16 > SN met with Josh Hawkins today for PTP presentation. He is happy with the trip and MIGHT stick with it as is, but is also considering leaving after Medieval Times to save some money. Josh will let SN know by Friday which way he would like to do this. > In the meantime, he definitely wants to go with Baron's for their charter company > Regarding their performance (pending acceptance):This is a stationary performance, and not a marching performance? 05/17/16: > BJS sent EM to SN - what does he want, a stationary or marching performance? > Jude, Barons is the charter choice, so please request K. Thanks! __x__ JNM __5-18-16__ 5/26/16 > Josh says we can go to contract! > Regarding the performance, he doesn't really have a preference between standing and marching. It really depends on what options are available. 05/26/16: > Since this is going to K, please review and proceed as needed!!! > K to EM on 6/2/16. __x__ JNM __5-31-16__ __x__ TPW __6/1/16__ __X__ HMS _6/7/16___ 6/7/16 > Text received from Josh asking about the status of the contract. 06/08/16: > BJS renamed IOG and PTP to K Versions. > CH, ready for K. ____ CH ____ 6/9/16: > TW sent E-Agreement. 6/15/15 > At Josh's request, please add overnight security 6/21/16 > SN received EM stating a new contract was not necessary to add security. SN let Josh know via text message (text messaging is the best way to reach Josh) > TW rec'd signed E-Agreement. 7/18/16 > SN spoke to Josh regarding his first payment. They have a new treasurer and have not received a purchase order yet. He is letting us know just in case they do not have it completed in time to get a payment to us. Any delay would be minimal. > Additionally, Josh does not have a contract notebook! 7/18/16: > Group is UNDER CONTRACT. > Please review all and proceed as needed. _x___ CH ____ __x__ HMS __7/29/2016__ ____ TPW ____ 8/3/16 > SN received text from Josh stating the check will be in the mail this week. 08/08/16: > Rec'd check #19352, $9,400.00. > CH, please process per SOP. > As group is now UNDER CONTRACT and Initial Payment has been received, please review and proceed as needed. ____ CH ____ __x__ TPW _8/25/16___ __X__ HMS _8/17/2016___ 09/15/16 > EM from Josh asking if the performance is standing or marching? He is fine with either, but just needs to know what the options are, if there are any? 11/04/16 > Text received from josh, asking what the performance will be. 1/5/17 > Email received from Josh, with the following dates for a site visit: Feb: 17, 18, or 19 Mar: 4 or 11 Apr: 1, 13, 14, 15, 16, or 17 1/11/17 > CH informed SN that Josh could actually have 2 nights, over President's Day weekend. Josh texted SN, saying the 17th and 18th would work well, as it is his wife's birthday. 1/31/17 > MES Check #019588 was received in the amount of 14,248.00 02/28/17 > SN spoke to Josh this afternoon about the following: > Final Invoice - when can he expect it? > Is there any way we can get a small brass ensemble to play possibly at the entrance to Six Flags? He is thinking only 8-10 players (7-8 students and 2 adults), for at most 15-20 minutes. I don't see much information regarding a performance past some correspondence between Six Flags and TW from September. Josh doesn't even necessarily need much of a performance at this point, but rather at least something of which they can get a photo and prove to the school admin that they weren't just on a trip for fun only. 3/2/17 > CH reviewed all forms rec’d on 2/22/17 (RL, FPGF, HIF & FAF). > Total Pax = 48 PAX (43 + 5). > RMS / PAX 07 Q / 28 05 T / 15 02 D / 04 01 S / 01 TOTALS = 15 ROOMS and 48 PAX (43 + 5). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL pack to Hotel on 3/11/17. PCCF is due 3/10/17 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 48 bags and 96 tags. __XX___ MES __XX___ see below for updated numbers ____ HMS ____ 03/12/17: > BJS reviewed - K was based on 63 pax, has 48, so BJS made the following changes in order to keep rates as published. > Dropped comps from 3 to 2. > Removed GTV. > Security was added (1 GUard) as a line item per his request. > No other changes. > BJS emailed and mailed final inv #6187, $354.00, and made due 03/24/17. 3/14/17 > CH received PCCF after BJS and HMS discussed and decided that we could accept it. > Josh is adding his wife Elizabeth > Total Pax = 49 PAX (43 + 6). > RMS / PAX 07 Q / 28 05 T / 15 03 D / 06 00 S / 00 TOTALS = 15 ROOMS and 49 PAX (43 + 6). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will sent RL pack to Hotel. > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 49 bags and 98 tags. ___x__ MES 3/20/17 bags and tags sent FedEx ____ HMS ____ 03/19/17: > BJS emailed and mailed INV #6190, $349.00 and made due 3/27/17. This is for the Late Add Pax difference - between 1 single and 2 double packages. 3/20/17 >MES Check #019665 was received in the amount of $354.00. 03/21/17 > SN asked Josh via EM if 4/10 would work for trip packet delivery 3/27/17 >MES Invoice $6190 was paid in the amount of $349.00, Check #019668. 03/29/17: > BJS sent EM to SN re extra money invoice - Did Josh ever get back to you with exactly what he wants us to do regarding the extra money he might want to have us invoice him for and then include in his cashier’s check? Please tell him we need to know before the end of the day Friday so we can proceed as needed. Thanks!!! 03/29/17: > BJS emailed INV #6120, $980.00 for the $20pp up-charge on the Meal Credit making the $10 MC a $30 MC since he has extra money in his account. Due: 04/07/17. > BJS updated IOG accordingly. > BJS marked $10 MC INACTIVE for the lunch on 4/28/17 and then attached the $30 MC for lunch. > This whole thing with the $30 MC is a wash for CCIS, just a way for us to help him get the left over money out of his trip account into his kids hands. 4/11/17 > Rec'd check #019689, $980.00. PIF
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