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Trip Reports:
Bible (Basic Trip Report)
General Trip Information
Updated
Tue May 30, 2017
Trip Name
Mars Area High School Music Dept.-Nashville, TN-04-27-2017
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Mars Area High School Choir (2018)
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OR
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Final PAX
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Final Room List
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Hotel Info Form
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Balance
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Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Mars High School ---> Nashville, TN 582 miles/10 hours 5/19/16 > After conversing with Mark Rodgers, he and the other two directors decided upon Nashville for their April 2017 Music Department trip. > They anticipate roughly the same PAX as last > April 25th - depart early morning. 5:00am is OK. > April 30th - arrive at school mid-morning > Budget max $700 > They would like to see as many of the following activities as possible: *Grand Ole Opry (definitely want to do this) *Country Music Hall of Fame (definitely want this as well) *Performance opportunity for band, choir, orchestra *Clinic, if there is time *Mark said he liked when he did this trip with Moniteau, the kids enjoyed Dave&Buster's time *Parthenon *Hermitage > They have a meeting on May 31st, so while it would be great to have something by then, Mark says a "ballpark" guess is OK then too. 6/6/16 > SN LVM with Mark to confirm actual dates since the length of time presently isn't too compatible with the budget. 6/7/16 > Per SN - text received from Mark confirmed dates as April 27th-30th. > BJS updated dates in system and then updated and completed IOG. > BJS sent IOG to SN for her to review with Mark and get his input / comment / approval. > TPW, please send to BMG for hotel options. > CH, please send out CQRs for 4 coaches to Anderson, Mlaker, Barons, BMT, Fullington, and Lenzner. __x__ TPW __6/7/16__ __X__ CH _6/7/16___ 06/07/16: > SN reviewed IOG via GTM. He is pleased with the trip, but proposes the following changes: Go to The Hermitage, but NOT perform there. Could all three groups perform at the Opry Plaza? > Next board meeting is the 2nd Tuesday of July (July 12th). Could we have this complete by then? 06/07/16: > TPW, see note above re: all three groups performing at Opry Plaza and advise us accordingly. __x__ TPW __6/9/16__ 07/05/16: > Per TPW, they can have three performance slots before the Grand Ole Opry show. > With conformation of these three slots, we now need proceed with their Proposal ASAP as their meeting is next week, so Mark needs to have it NLT Monday, 7/11/16, > BJS updated IOG to reflect the changes the group requested on 6/7/16 and called it IOG Rev1. > Tommy, lets be sure to make hotel choice NLT Thursday, 7/7/16. Also, please review and make sure all of your attachments are up to date and then send along to HMS ASAP so she can also review and make any necessary calls, reservations, updates, etc. __x__ TPW __7/6/16__ __X__ HMS _7/11/16___ 7/11/16: > BJS reviewed IOG and attachments and then ran rates. > CH, please complete PTP. No PP required. __X__ CH _7/11/16___ 7/11/16: > BJS reviewed PTP and then sent files to SN so she can get to Mark for his Booster meeting tomorrow night. 7/13/16 > SN spoke to Mark, as well as BJS and TW about PTP changes and questions. 1. Can CCIS get a quote from Myers? - No. Myers will only do overnight trips which go to Orlando. 2. What if there is bad weather during the Opry performance? - TW is checking for sure, but believes there is language within their agreement that states inclement weather will result in a cancelled performance. 3. Can the Holiday Inn provide room for their delivery pizza dinner? - TW will be checking into this, since he believes this property has the facilities to accommodate a group, but is not certain if there would be additional charges, or if the hotel would require the group to use their food service. 4. Can we do anything other than the clinic, a Studio B tour perhaps? - Studio B only accommodates about 50 at a time, so to do this would require them to go in shifts and may be more expensive anyway. *** (SNs opinion - keep the clinic. If the weather is bad and the Opry performance was cancelled, at least they would get to play a little if they had the clinic) 5. Will there be access to the buses on Saturday (especially so they can dress before the NSO concert)? - Yes, they will have their buses. SN LVM with Mark to discuss these answers. 08/13/16: > BJS played golf with Mark, his brother Steve, and his father in law, Tom, at the Butler Band Outing. > Jessica has left Mars and has gone to Lincoln Park so she has more time to work on her Masters degree. > They expect to hire the new Orchestra Director this week - there are three finalists. Should have no effect on trip. > Does not want Clinics - would rather replace clinic time with a TOUR of Studio B on Saturday morning during the clinic time - not a recording session. BJS said we may need to do a shuttle between there and the Country Music Hall of Fame. > Once this change has been confirmed, they are ready for K - BUT WE ALSO NEED HIS CHARTER CHOICE. > HMS, please see what you can do with Studio B Tour and CMHoF and update IOG accordingly. > TPW, please advise clinician contacts that this group will not be doing any clinics. > Tutti: Please review all and update attachments and confirm as needed as this is going to K. Thanks! ____ TPW ____ ____ HMS ____ 08/28/16: > BJS sent EM to SN re: charter choice - do we have it? 08/31/16 > EM from Mark says they will go with Fullington, as it was the least expensive quote. > Will we have an updated PTP to reflect the above changes/additions or will these be reflected in the K version? 9/18/16 > No recent updates - do we have an answer regarding an updated TO? 10/10/16: > BJS reviewed attachments and ran rates and created IOG & TO K version. > BJS prepped Invoices and sent to CH for K prep. 10/11/16: > TW sent E-Agreement 10/13/16 > Mark is happy with the trip, but can we resend, minus the mention of the Apple Watch? 10/20/16: > TW revised E-Agreement and sent back to Mark for review and signature > 6 minutes later, TW received signed E-Agreement! 10/26/16: > BJS signed Contract. > CH, please process GLH per SOP. > As this group is now UNDER CONTRACT, please review ALL inclusions and make certain all is in order / confirmed as needed. > 1st $ due 11/11/16. ____ CMH ____ ____ TPW ____ __x__ HMS _11/2/2016___ 01/10/2017 > MES Check #748 received in the amount of $23,125.00 02/20/17 > EM and VM reminders for forms. 3/2/17 > MES Check #759 was received in the amount of $30,000.00. 3/3/17 > CH reviewed all forms rec’d on 2/24/17 (RL, FPGF, HIF & FAF). > Total Pax = 117 PAX (96 + 20 + 1). > RMS / PAX 21 Q / 84 04 T / 12 09 D / 18 03 S / 03 includes CCIS escort TOTALS = 37 ROOMS and 117 PAX (96 + 20 + 1). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL pack to Hotel on 3/13/17 – PCCF due 3/10/17 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 116 bags and 232 tags. _____ MES _____ ____ HMS ____ 3/12/17: > BJS reviewed as they are so far below K minimum . . . Min pax was 167 and they only have 116 total pax + 1 escort. > Made comps 3 instead of 8. > Coaches are 3 instead of 4. > Deleted GTV. > Reduced guards from 4 to 3. > By making these changes, no other changes required and rates can remain as published. > BJS emailed and mailed FINAL INV #6185, $31,541.00, and made due 03/24/17. 03/20/17: > BJS sent BRF to JAF for CASH to have Ken take with while escorting. 04/12/17: > BJS em'd final itinerary to Mark et al - Mark: Attached please find an advance copy of the Final Itinerary for your group’s up-coming trip to Nashville. 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. Ken will have all your tickets, meal credit cash, etc. when he arrives to Escort your trip and Stephanie is dropping by the school today to deliver your group’s CCIS Sport Bags and Luggage Tags. Should you have any questions or concerns, do not hesitate to reach out to Stephanie (724.822.6633) - she 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. 04/12/17: > SN delivered bags (116) and tags (232) to Mark at the HS, as well as two tubes of CCIS banners for use at the Mars Band on the Run event in May. > SN also delivered apple watch 4/13/17 > Final Invoice paid, check #784, $31,541.00. PIF 04/17/17: > BJS mailed selfie stick, photo info, Final Itinerary, Copy & QR Code 1/2 Sheet via FX Ground to Mark's attention. > SN is taking everything else ot Ken at PMEA this week so he will have it when escorting. 04/26/17: > Parent called - the same one who called several months ago, and it seems there is some confusion over the hotel - BJS told him the hotel and address in our final itinerary are correct. (CH reconfirmed as well). > BJS sent EM to Mark and cc'd SN, Ken & CH - Mark: Just a quick note to let you know that a parent called here this morning and it seems as if there is some confusion over your group’s hotel. The hotel name and address in the Final Itinerary we provided is correct. He seemed to think there was a different hotel in the information you prepared. Your hotel has not changed, it has always been the: (Hilton) Nashville Airport Hotel 2200 Elm Hill Pike Nashville, TN 37214 615.883.9770. This hotel is being rebranded to a Hilton, so that could be where some of the confusion occurred. BTW, Christi has alerted the charter company about using the buses to change following dinner and prior to the Symphony concert as we discussed the other evening. Having just escorted a trip to Nashville a few weeks back, Christi mentioned that some of her group used the restrooms at BB Kings to change, in small batches of students. Thanks and have a great trip!!! BJS.
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