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Thu May 11, 2017
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Nansemond Suffolk Academy Choir-Savannah, GA-03-30-2017
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Nansemond Suffolk Academy Choir
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OR
Number of
PAX
Youth
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Time:
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Due
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Due
Received
Final PAX
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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 )
HS to Savannah = 460 miles / 8 hrs non-stop 03/28/16: > BJS emailed and mailed Advance Deposit INV #5988, $5,000.00 ands made due 4/27/16. > Destination, dates and times all TBD and will be updated once decision has been made. BJS just inserted a set of dates to get it to show up in the system. > Group will get a TOTAL of 6 comps due to ESBC program. 4/14/16: > BT had a quick de-brief with Toni for her NYC trip > She us "leaning" toward Savannah for next year - see previous Savannah trip > Dates are March 30 to April 2, 2017 > Similar group size - 40 + 9. Will have a batter idea in late May. > Music festival in Savannah. She also mentioned visiting another school in the area to parter with/sing with. Will clarify. > Will touch base in late May for more details. 4-18-16 >Rec'd Check #51940 in the amount of $5,000.00 5/24/16: > BT reached out to Toni to discuss her 2017 trip. > She's still wanting to go to Savannah. See dates above from 4/14 note and update trip as I am adding this trip to the trip priority list on Google Drive. > She mentioned the music festival happening down there that they went to last time. > She also mentioned signing at a retirement home and that was a good experience. > The only new thing is that she is interested in having some kind of partnership with another high school in that area - maybe joint concerts? If she doesn't actually KNOW someone interested in doing this, not sure what if we could set something up like this. > Savannah is not assigned to TW or CH. Let BT know who gets it. 05/25/16: > BJS assigned Savannah to CH. 5/26/16 > CH updated dates to 3/30/17-4/2/17 per BT notes on 4/14/16 06/30/16: > BJS sent EM to BT - Does Toni know anyone in Savannah that she wants us to work with regarding the “school concert”? Just let Christi know - if not, she will reach out to some schools in the area and see what we can come up with. Thanks, BJS 7/5/16: > BT emailed Toni re: BJS request above. > She does not know anyone in Savannah that she wants us to work with. 7/6/16 > CH spoke to Erin at Savannah Music Festival. She said they usually use professional performing groups for the festival, but the group is welcome to submit an application for consideration. Looking back at their trip from 2013, it seems as though their performance may not have been part of the festival. >CH will also look into school groups they can perform with. >BT please ask Toni for a recording of the group that we can submit for Savannah Music Festival. 8/18/16: > BT got an email from Toni checking in on trip progress. > She's asking for info by end of the month if possible. Please advise. 8/19/16: > BJS replied to BT that having TO by end of month will not be a problem. 09/06/16: > BJS reviewed IOG and updated attachments and IOG as needed and then ran rate sand gave to CH for PTP prep. NO PP required. Needs to get to BT before 5PM this afternoon. __X__ CH _9/6/16___ 09/06/16: > BJS reviewed PTP and then sent files to BT so he can pass along to Toni. > Quad is $20 more per person than her last trip to Savannah in 2013. Hotel is the main reason for the increase, as hotel rates in Savannah have increased pretty dramatically since her last trip there 4 years ago.. 9/8/16: > BT spoke to Toni this morning re: her Savannah orchestration. > First I informed her of her qualification for ACDA and gave her the dates. She was excited - will let me know. FYI - it looks like their early registration last until Feb. 1. > Just a few things she wants to adjust. > instead of Tybee island Friday am, would like to go Sunday am and leave from there? B/C - she likes to go there when they're "exhausted". > eliminate the history museum and ice cream altogether. > maybe one of the performances in that time where the Tybee Island visit was on Friday? > school performance - would like to be collaborative if possible with whoever is at the school - not just a performance. > She noticed some educational "stuff" during the Savannah festival - definitely want to go something along this lines if possible. > Public performance opportunity - last time it was in outdoor mall area where people were milling around. For choir - wasn't the best situation. Would prefer for them to see another performance at the Savannah music festival instead of performing in public. So is it possible to go to two things there? > BT confirmed they do trans. on own. > It looks like the cost of the museum was only $5. > She mentioned the meal credit - she doesn't usually like to do this. Keep it for now, if price goes up for any of the changes she would likely take it out. She doesn't like to carry the cash. > She has a parent meeting on Sept. 21st. Any adjustments by then please. I reiterated what it said on the orchestration about negotiations in the works for the the performances and we would not likely have firm answers by then. 09/21/16: > BJS prepared IOG Rev1 and then TO Rev1 and emailed to Toni and cc'd BT. Hi Toni! Attached please find the revision for your group’s upcoming trip to Savannah. We have made the changes as requested per your discussions with Brett. Here are a few additional notes – 1. There are actually three Educational Programs with the SMF; however, one is geared to K – 2nd grade, and the other two are multi-day workshops, one for Jazz / Swing Bands and the other for 16 vocal soloist chosen by a juried audition. 2. We have noted your request for a more appropriate Public Performance, one without people milling around, ad will proceed along those lines. We recently attended the Student & Youth Travel Association (SYTA) National Convention in Orlando and met some folks from Savannah who I know can help us with this! 3. We are also working on a “collaborative” school experience. 4. The official release date for concerts and tickets at the SMF is November 1, so we have built in an allowance for admission to two (2) concerts and can proceed with more specifics once concerts and rates are announced, all with your input of course. Thanks Toni. All the best, Bryan. > BJS did rates for Rev1 by hand and entered thos rates below (increase of $36pp across the board.Qd went from 519 to 555, etc.). > BJS marked the items she wanted us to remove INACTIVE. > Made no other changes to attachments and figured we would wait until we get the Go to K to proceed. ____ CH ____ ____ TPW ____ ____ HMS ____ 9/23/16: > BJS received Em from Toni - This looks great! Just take out the lunch at Sweet Potatoes Kitchen to save us $15/person and we are good to go! Thanks! > BJS marked the Lunch at Sweet Potatoes INACTIVE. > BJS reduced rates on system by $15 across the board. > BJS updated IOG accordingly and called it IOG K version. > BJS created TO K Version. 10/16/16: > BJS prepped invoices for K. > CH, ready for K. Please advise BJS when done so he can review and pass along to TPW for E-Agreement on Monday 10/17/16. Thanks! __x__ CH _10/18/16___ 10/18/16: > TW sent E-Agreement 10/18/16: > Rec'd signed E-Agreement. > CH, please process GLH per SOP. > As this group is now UNDEr CONTRACT, please review ALL inclusions and proceed as needed. WE rec'd an advance deposit of $5,000 from this group in April 2016. __x__ CH _10/20/16___ __x__ TPW __10/20/16__ ____ HMS ____ 11/8/16 > mes TPL received 11/30/16 > CH rec'd ch#53881 $7,105.00 12/11/16: > Per HMS, BT sent Toni the list of Savannah Music Festival concerts on 12/8. > She replied today with the following: What's the possibility of going to the Patrick Watson concert on Thursday night and switch with the Friday or Saturday event? > Please advise. 12/14/16: > BT got email from Toni re: music festival concerts: Is this doable? Youngbloods at 12:30 on Friday Jason Isbell at 8:00 on Saturday - we would switch the night of the trolley tour to Friday. > HMS, please advise. 12/19/16 > MES Check #54076 in the amount of $8,250.00 was received. 12/20/16: > BT emailed forms to Toni and let her they are due 1/27. 1/31/17 > CH reviewed all forms rec’d on 1/25/17 (RL, FPGF, HIF, FAF, & CCIF). > per CCIF, CCIS is to arrange for driver room at the hotel. > Total Pax = 54 PAX (44 + 10). > RMS / PAX 11 Q / 44 00 T / 00 05 D / 10 00 S / 00 TOTALS = 16 ROOMS and 54 PAX (44 + 10). - 17 ROOMS NEEDED – One for Bus Driver per CCIF > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL pack Hotel on 2/10/17 – PCCF due 2/9/17 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 54 bags and 108 tags. __2/2/17___ MES sent via FedEx __2/6/17__ HMS ____ 2/15/17: > Per HMS request, BT asked Toni about needing electricity for a potential performance on Rover Street. > Her response: If that is the outdoor venue that we performed at the last time we were there, I really am not interested. They don't provide any PA so to speak and a choral group just cannot be heard in that setting. Some of our music is a cappella and some is with recorded piano accompaniment. > I take this to mean she would need electricity for recorded piano accomp. Please advise. 2/25/17: > BJS reviewed and all numbers within K limits, so no changes necessary. > BJS emailed Final INV #6164, $6,917.00 and made due 3/10/17. 3/7/17 > MES Final payment of $6917.00, Check #54807 was received. 03/08/17: > BJS EM'd FI to Toni et al - Toni: Attached please find an advance copy of the Final Itinerary for your group’s up-coming trip to Savannah. Don’t forget to forward a copy of the Itinerary to your charter company as soon as possible. Your group’s QR Code half-sheet is also attached. This needs to be provided to each member of your group and their families so they will have access to the Final Itinerary via their smart phone / device. For anyone who has a smart phone, it is important that they use the QR code, for it is how we will communicate with the group should there be any changes to the itinerary due to inclement weather, etc. Your complete packet, including all tickets, etc., will be delivered prior to your departure. Should you have any questions or concerns, do not hesitate to reach out to Brett (301.442.5839) - he is a pro at these trips! Wishing you all the best for a safe and wonderful trip. Thank you again for allowing us to be of service to you, your students, and their families. Sincerely, BJS. 3/9/17: > Toni got itinerary - all good. > Wants to start talking about next year so she gets her bonus comps. I think last summer, you just did a pre-payment invoice for her before we even got all of the details. Lemme know when you want to send that. 4/12/17: > went really well - had some bus trouble. Bus company came through, glad that worked out. Fun Tours. They were really good about fixing it. > concerts were good, kids had a great time. > working with other schools went really well. Fledgling program, restarting their program. Low performing type school, but very receptive. Did some sectionals and learned a piece together. Very cool experience. > Sticking with Nashville for 2018. > No exact weekends yet. Not 1st or 2nd weekend of April. Likely last couple weeks of March. > Similar size and budget - so likely no Gaylord Opryland. > Maybe clinic at Belmont U. - Dr. Insminger? BT told her about Biddlecombe at Vanderbilt also.
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