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Thu Jan 05, 2017
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North Harford High School Band and Choir-Nashville, TN-11-16-2016
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North Harford High School Band and Choir
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Trip Notes
( Print Note )
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Pylesville, MD to Nashville, TN = 743 miles = 12.5 hours non-stop 2/19/16: > BT has been going back and forth with Angie since Morton's dinner, then she was out for surgery for a few weeks. > Trip was originally going to be spring 2017, but principal wants them to go fall of this year to avoid dealing with missed time due to potential snow closing next year. > Depart Friday night, NOVEMBER 18 to arrive in Nashville early on Saturday. > 150 students (potentially) + 20 adults. I say potentially b/c her orchestra has never travelled with them before. She's trying to get him fired up about it...seems hopeful. > They really liked the Walt Whitman itinerary, she specifically mentioned clinics at Vanderbilt, Grand Old Opry, Symphony Concert. > Doesn't need quite as fancy a hotel as Whitman. Phil from Rockville HS liked that Embassy Suites you put him in. > Budget - looking to be $800/pp or less incl. transportation. 03/15/16: > BJS started IOG - > Really want to come home on Wednesday, the day before Thanksgiving? > NSO Schedule: CLASSICAL SERIES Rachmaninoff's Rhapsody & Piano Concerto No. 4 Thursday, November 17, 2016 at 7:00 p.m. Friday, November 18, 2016 at 8:00 p.m. Saturday, November 19, 2016 at 8:00 p.m. > Grand Ole Opry Shows are Friday at 7PM, Saturday at 7PM and 9:30PM and Tuesday at 7PM. > Clinics could be a challenge since most professors will be off for break. 3/16/16: > BT spoke to Angie re: BJS comments above. > She is totally fine with departing Thursday night, doing Grand Old Opry Friday, clinics on Sat. am, NSO on Saturday pm. Maybe Riverboat lunch on Sunday? My suggestion - she seemed to like the idea. Depart Sunday night. > He school is off entire week of Thanksgiving, that's why she wasn't concerned about her return day. > She also mentioned they only need to really do one large group meal altogether. She seemed concerned with that many people getting their food at the same time - I think she just thinks they are a pain. > So some meals on their own are okay, still wants meal credits built in though. I take that to mean, they could go somewhere where people could slip up and choose where to eat. > Let's do an IOG for me to share, then she wants proposal asap. They can't get admin to approve any fundraising until they get that. > She is on Spring Break next Thursday and prob. going to the beach, but we may be able to meet up the following week. 03/24/16: > BJS updated dates and times on Bible screen and then completed IOG and sent to BT so he can share with Angie for her review and comment / approval. > Once we have this, we will proceed with PTP prep. 3/27/16: > Per BT, Angie likes IOG, go we are to go ahead with PTP prep. > JNM, please send CQR to your DC area regulars. I have asked Brett if their county has an Approved Carrier List and we are awaiting this answer. Regardless, I am sure you can go ahead and send it out as I am sure at least some of your regulars will be on there, if it exists. Thanks! > TPW, please send specs to BMG so we can make a hotel selection. The group has mentioned to BT that they are willing to consider suite properties such as Embassy, etc. > HMS, please work with Jude to make attachment and calls / updates as needed. > We can / need to get the file to CH for a full blown Power Point and PTP by the end of this week if at all possible. I would like to have it in front of the group when they return from Spring Break next Monday (04/04/16). __x__ JNM _3-29-16___ __X__ TPW __X__ __X__ HMS __X__ 04/07/16: > BJS sent to CH for PTP Prep. 04/8/16: > BJS emailed PT Pack to Angie - Hi Angie! Brett is off to Orlando with his own ensembles from Our Lady of Good Counsel HS, so I am sending this to you directly. The proposal represents the IOG which he shared with you just before your Spring Break. We have made contact with all of the vendors and secured space for your group at the hotel, etc. Charter quotes are also included from three different carriers; however, we are not holding coaches at this time, so please advise as to your preference of carrier and we will then get the necessary coaches under contract. I need to make you aware that since this trip is over what is considered a holiday week, several of the vendors are requiring us to make a deposit in order to hold seats – for example, the Grand Ole Opry, Nashville Symphony, and General Jackson Showboat. We can always adjust your numbers down, but the sooner you can review this information, the better, so we can begin the reservation process. One other related note, the Grand Ole Opry Show, because of the Holiday, will be taking place at the Ryman Auditorium in downtown Nashville, the original home to the Opry! This is a real treat to get to see the show here, in a much more intimate setting. Because of this smaller house, ticket availability will be at a premium, so we should move as quickly as possible on these. Brett will be back on his regular schedule on Monday, but should you have any questions or concerns in the interim, please do not hesitate to contact me directly. Thanks Angie! We are excited to be working with you and your groups!!! All the best! Bryan 4/12/16: > BT spoke to Angie re: Nashville > There are 180 students between choir and band, so even without orch. she is hoping to be at the same number of students and adults as PTP. She is trying to get something out today so she can get firm commitments. She doesn't seem to have "any clue" until she gets this out. > She would like to drop NSO concert on Sat. evening since Orch. isn't coming and let kids explore Riverfront area either before or after dinner until about 8pm or 8:30pm, then return to hotel. > She requested that we send PTP as a word document so she can use it to create her abbreviated trip sheet to give out. She also needs to know how much we need in deposits and first payment so she can figure out how much money to ask for up front. > If possible, can revised price w/o symphony be on what we send her? > I explained rate worksheet and went through it with her, that is essentially up to her as to what to charge everyone based on charter choice, surplus, etc. I think she thought we were going to come up with this per person - that's what the shady companies do that are stealing your money! > Charter choice is Atlantic Coast. She asked about a 37pax bus again in case she doesn't have enough to fill 3. > BT reduced rates by $40 for removal of NSO concert. Rates in TPMS do NOT reflect this reduction. I sent her a revised PTP in Word with the reduced rates for her to use for her students. I also adjusted her IOG to reflect free time after dinner at riverside and downtown. Both docs were copied to BJS. > EM is below: Hello Angie, Per your request, please find your revised PTP for Nashville as a Word document. Please note that I removed the Nashville Symphony concert as you requested which dropped the package rates by $40. I also revised your IOG to indicate time to explore the Riverside and downtown areas after dinner instead of the symphony. I asked about the possibility of a smaller bus, and apparently companies do not send 37 pax or smaller buses on overnight trips. Plus as I mentioned, the cost savings would not be enough to make it worth it. Your deposit would be due May 20. Your deposit would be $179 per student and $216 per adult (1/3 of the package rate for each). The first payment would be due on August 18, and the final payment would be due on September 30. You will get invoices for all of these payments along the way. The final invoice will be adjusted based on your Final Participant Guarantee form which will be due on September 16. This is when we need your exact number of participants. Please let me know if you have any more questions! 4/18/16: > Angie got approval from admin., so she is ready for K. > Sent info to parents, kids are excited. Hoping for a good response. 05/03/16: > BJS completed K Version of PTP and IOG. > BJS updated rates on Bible Screen based on BT's PTP Rev for client on 04/12/16. 5/5/16: > TW sent E-Agreement. 5-11-16 >JM EM Certificate of Liability Insurance to client and copied Brett on it. 5/11/16: > BT texted with Angie re: her email, she had bad reception. > Per convo with BJS, BT informed her of "hold harmless" statement , admin. can black it out and BJS will initial. She seems to think this will be fine. > New estimate is about 130 pax - will update number of students and adults tomorrow and continue to keep us posted. She says she has more than 20 adults. > So 3 buses for sure. Her estimate of 170 pax was when she thought orchestra was attending. > She asked about changing #s on contract. Per convo with BJS, BT informed her of page 2 of contract where it states the prices are based on the "estimated number of participants". > She's going to call from school tomorrow where she has better reception and clarify anything else. 5/12/16: > BT spoke to Angie this morning continuing conversation from above. > Right now she has 85 students plus 37 adults confirmed. She feels confident that she will have 93 students + 37 adults for a total of 130 pax for the trip. > She mentioned that more adults showed in interest if there is room, but she is worried about getting "stuck" with tix cost, etc. since vendors are asking for deposits. Should she cap it at 130? She will keep us posted with any number adjustments over the next week or so, but doesn't think it will change much. I wouldn't want her to cap it too soon and prevent anyone from going who wants to go. > Please advise if there is an earlier date that we need firm numbers for reservation/tix deposits. > Per her request, go ahead and remove GTV. > Per convo with BJS, I explained (not in writing) how our goal is to keep package rates the same by removing inclusions and/or comps if necessary. > She's not sure if she will have the entire deposit by due date, I explained to play as much as possible. Will likely be about $10K. Not sure if her business manager will let them go over what they have collected at the end of the school year. > Contract went to her supervisor for review and will likely be returned as a hard copy instead of electronically. 05/12/16: > BJS marked GTV INACTIVE at Director's request since she is aware they are going to be below K minimum. 5/23/16: > BT received the following EM from Angie today and forwarded to BJS: Hi Brett, Okay I finally heard back from Central Office and the school system attorney. I can email the changes for the contract tomorrow. The other glitch is that they want us to change the trip to leave one day earlier. Yes, they would rather the students miss 2 days of school instead of having 2 teachers miss one professional development days. Is this possible? Would need a new contract with those dates and I know there were some mistakes in the contract too where it said 2013 instead of 16 and Virginia instead of Maryland. Will have the rest by tomorrow. Thanks! > I replied that moving the trip would require a completely new proposal and that the cost could change, things could be unavailable, etc. Since this was something their admin. wanted to avoid them missing a pro day, I advised her to see if they would consider keeping dates as is to avoid going back to the drawing board. > Will advise when I hear back from her. UPDATE - apparently their superintendent has taken a firm stance on this and doesn't like faculty missing professional development days. We need to back it up a day, depart Wednesday and return Sunday. 05/26/16: > BJS and TP{W reviewed IOG and then made the necessary changes, including a change in dates (1 day shift). > UPDATED IOG as REVISED K Version. > Please review and make all necessary calls and changes in attachments as needed and then return to BJS as soon as completed so he can review pricing, make any necessary changes and then get another K out to the grop ASAP. _x___ JNM __5-26-16__ ____ TPW ____ ____ HMS ____ 6/6/16: > Angie sent EM to BT. > They're asking kids for another payment before school is out so they can send another payment. > She's asking when we will know if price will change based on new dates. Please advise. 06/07/16: > Per Angie - > For the contract we cannot have anything about teachers getting any incentive in it. > I would actually prefer and Ipad so I could use it in school :) but it could not be listed in the contract. Thanks. 06/07/16: > Rec'd check #1429, $17,000.00. > BJS marked UNDER CONTRACT since we received a portion of the First Payment. > Group needs a revised K since their dates have shifted. 6/8/16: > TW and BJS discussed conflict with clinic schedule because of Saturday football game. Clinicians asked if we could move to Friday. > TW and BJS revised IOG. > HMS, please review IOG as BJS highlighted the things we changed and also updated the attachments as needed. You will need to update with your vendors as needed. Please advise if there are any conflicts. > BJS ran revised rates and sent to CH for REVISED K Version of PTP and also a REVISED Contract. ____ HMS ____ __x__ CH _6/8/16_ 06/09/16: > BJS made Apple Watch INACTIVE and attached an iPad and marked it in inventory for this group. > BJS also removed all mention of the "perks" in the PTP Revised KL Version and in the Contract itself, but they will still get all of these. > BJS reviewed PTP Revised K Version and REVISED Contract. > BJS sent these files to BT so he can get on to Angie - not worrying with e-agreement since she had issues with it in the past and has to have her Admin mark it up anyways. > K due 06/17/16. 06/09/16: > Per Angie via EM to BT re: higher rates due to date change - Hi (Brett), The only problem is that we notified parents that it was $5-$15 higher since that is what you had emailed me. Can we cut costs any other way? I know that $25 should not be a big to deal but our parents are crazy. Will cross out the stuff in the contract and fax it back. Thanks! Angie Jones 06/09/16: > BJS reviewed - made the following changes: > Comps 2 instead of 4. > No iPad. > Dropped rates by $14 across the board, so they start at $525 quint. > Still based on 149 minimum pax. > BJS entered revised rates below. > BT to share with Angie and she will mark K accordingly. 06/09/16: > rec'd signed K via fax. > As this is now UNDER K and some $$$ has been received, please review and proceed as needed. __x__ JNM __6-10-16__ ____ TPW ____ ____ HMS ____ 6-10-16 >JM mailed contract notebook 7/6/16 >Payment received ch# 1505 $18,270.00 8/11/16: > BT reminded Angie about 2nd payment, she says she scheduled it with business office. Keep an eye out. > Also, she needs some info re: bus company insurance: "Can we seek a new certificate of insurance that includes the bus contractor’s general liability and worker’s compensation coverage? HCPS should also be listed as a named additional insured.” > There was also an attached document that I could not open that apparently outlines the insurance requirements. Angie is on vacation, so I have asked her to send the document in a different format when able. 9/8/16: > BT got an email from Katie yesterday in risk management of Harford County Public Schools re: the information they require from the charter company. > I assured her that we had requested the information and were waiting for it. Per text convo with BJS, I passed on the contact info for Linda at Atlantic Coast and suggested she contact them as well. > She did and copied me on her response - but also made a remark to me about the "customer service of our bus company". > I called her just to explain how we secure charter quotes and that Angie chose this company just so she was aware that it was not "our" charter company. I also explained that it was rare for a county to request this information and that we would pass it along as soon as we had it and asked to let me know if she gets a response as well. > She did indicated that this trip was already approved (although they still want the info) - but they were reviewing their procedure for field trips and would likely require this information up front in the future. 9/9/16: > Rec'd check #1686, $1,562.00. 9/12/16: > BT reminded Angie about forms and sent her the forms by email. 9/19/16: > TW processed RL, FPGF and other forms all rec'd 9/16/16. > RMS / PAX 13 Qnt / 65 pax 5 Qud / 20 pax 3 Tpl / 9 Pax 12 Dbl / 23 pax 1 Sgl / 1 pax TOTALS = 34 ROOMS & 118 PAX (89 + 29). > As these numbers are now FINAL & GUARANTEED, please review and proceed as needed. _x____ CH _9/20/16___ ___x__ HMS _9/29/16___ _____ TW _____ __X___ BJS _10/11/16___ 9/21/16 > CH rec'd payment Ch# 1544 $30,000.00 10/11/16: > BJS reviewed RL and numbers / packages - did not jive. > TOTOAL PAX = 118 (89 + 29) > ROOMS / PAX 13 Qt / 65 05 Q / 20 04 T / 12 09 D / 18 03 S / 03 TOTALS = 34 ROOMS and 118 PAX (89 + 29). > BJS reviewed math since pax is well below K minimum, but we will leave as is since we were able to recover on a few items and they are a first year client. > BJS emailed and mailed FINAL INV #6083, $23,777.00 and made due 10/21/16. > TPW, please see BJS re: RL, etc. ____ TPW ____ 10/25/16: > BT recieved the following EM from Angie: Hi, I thought our final school payment had been sent but the secretary called me down today to discuss. I just turned it in without really looking at it. She did all of the numbers based on our spreadsheet/ rooming list. Our quint and quad room numbers differ from the bill. Can you please double check for me? 3 single 18 double 12 triple 12 quad 73 quint And the triple number includes my 2 kids and I staying in the room with me. The bill says 20 quad and 65 quint. Can you double check and get back to me? Once I can give her an explanation we can get the check cut. Those are the numbers that we based the kids payments on. > BT forwarded EM to BJS to investigate. Not sure what happened here. Please advise. 10/27/16: > On 10/26 BT went through invoice and rooming list that BJS and TW sent and confirmed. I cam up with the same number. Sent to Angie and explained, offered to talk with her today and go through it. > She emailed this morning, all good. I guess her last company didn't charger her for quints if she could only put four in a room and there was no one else to put with them. It appears that she made some note of that in the comments and we were supposed to interpret that?? > Anyway, lesson learned, she understands now as I explained we have have to bill the rooms based on what she submits. She apparently charged those kids less money (not a good idea). > BT definitely wants to do an in person trip delivery since I have her bags and tags, so let me know when I should schedule that. 11/2/16: > BT received the following email from Angie this morning: Hi, This is crazy but can I add a girl to the quad room to make it a quint. We will just pay whatever. Long story short, we had 8th graders sign up last year via our feeder middle school. Her form and deposit were just found in the middle school safe. How Mom did not realize that she wasn't getting payment reminders, etc. I don't know but anyhow she expects to be on the trip. Please let me know ASAP so I know how to proceed! > BT forwarded to BJS. Please advise. > So Angie needs to add a student to her final participant count. It's WAY past the date on the change form. Anything we can do here? 11/2/16: > Per note above, the additional student name is Gina Lux and she will go unto room 3 on page 2. > BT and BJS discussed this as well as timing of sending her trip info. We agreed that office will send trip materials directly to Angie next week then BT will shoot for an appointment on Monday 11/14 to deliver bags and tags and go over trip materials. 11/3/16: > Per note above, the additional student's name is Gina Lux and she will go into room #3 on page 2. - TPW, please make this addition on the room list and advise the hotel accordingly. > BJS added the LATE ADD Student (Gina Lux aeterna - LOL!) to the IOG, BIble Screen, and Status Schedule, so count is now 119 (90 + 29). > HMS is adding to all inclusions, as able, and will advise BJS is any issues. > Student will be charged the Quint rate, less the $40 worth of Meal Credits, so her rate will be $485. > Where tickets are involved, they will have to pick up at the "box office" as we do not have time to have this late add ticket(s) shipped. __x__ TPW __11/3/16__ 11/3/16: > BT informed Angie of the above re: extra student. > BT delivering bags and tags in person on 11/14 and will go over trip materials that will have already been sent per discussion with BJS and note on 11/2. 11/8/16 > Rec'd on 11/4/16 ck #1693 for $1,820.00 and ck #1601 for $22,458.00 11/9/16: > BJS emailed FI and QR code sheet to Angie et al, including Linda Kelly at Atlantic Coast Charters.
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