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Bible (Basic Trip Report)
General Trip Information
Updated
Wed Jun 07, 2017
Trip Name
Clarksburg High School Music Dept.-Boston, MA-04-20-2017
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Clarksburg High School Band and Orchestra
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Trip Notes
( Print Note )
( E-Mail Corporate )
Clarksburg, MD to Boston, MA= 452 miles / 8 hours non-stop 6/20/16: > BT spoke to Amy today re: 2017 trip. > They now want to go to Boston, same weekend. > Interested in "clinic/conservatory performing opportunity". > Budget between $500-$700. > They are flexible to travel overnight on either or both ends, departing on Wednesday evening the 19th if better for itinerary purposed. Open to suggestion here. I sent them Hickory itinerary for their review. Will advise if there are any items from that they they do or do not like. > sightseeing and hopefully seeing a musical performance that their students would enjoy. Original note from Nashville trip: 4/26/16: > BT got some group names and size estimates for clinics: chamber singers 20 Women's chamber choir 20 Mixed concert choir 35 Treble choir 20 Jazz Ensemble - 20-25 Concert Band - 40-50 String Orchestra - 40 - 50 08/02/16: > BJS reviewed IOG and made some adjustments and reviewed reasoning with TPW. > TPW, please complete attachments and make your calls as needed and then pass along to HMS so she can make her calls / updates etc. > HMS, when complete, please but in BJS box so he can run rates. I will then give to CH so she can get out for quotes as soon as she returns from vacation. Thanks all! __x__ TPW __8/3/16__ ____ HMS ____ ____ BJS ____ ____ CH ____ 8/24/16: > BT got EM from Amy today, she had forgotten that she gave us the Boston details. > She was excited that we had already gotten started. She did note, however, that they would like to go to the Museum of Fine Arts while there. She did not indicate this previously. > Per convo with BJS, since trip is done we will leave as is and revise if necessary. > BT will schedule PTP for late next week. 08/31/16: > BJS reviewed attachments and IOG, then made some updates. > Ran rates and sent to CH for PTP prep. 09/02/16: > BJS sent PTP files to BT for presentation. 9/12/16: > BT had PTP via GTM with Chuck and Amy. > All looks good to them, Hunt Valley/Gunther is their charter choice. > They were wondering where clinics would be. No suggestions really, but they know NE Conservatory and Berklee are there. > Only thing they would change if possible: Parents always ask for some kind of college tour. They understand this is difficult with a group of this size, but it could go in place of Aquarium or Museum on Friday. If not, maybe someone from music admissions wherever they do the clinic could speak with them? Apparently this happened when they were in NYC and it was really cool. > If it doesn't work, they will live...just wanted to ask. > For clinics: Concert Band - about 60 String Orch. - about 60 Combined choir - about 60 a few crossovers > Pending answer to questions above, they are seeking official county approval and are ready for K. 9/27/16: > Per CH, BT sent Eyre quote to client and informed of Hunt Valley being unavailable. > Any thoughts on their questions re: clinics and college tour from 9/12 note so we can move to K? 9/28/16: > Amy texted BT re: bus. > She thinks that she and Chuck would agree to go with next cheapest which would be Martz, but wanted to make sure it was on MCPS list. I don't think we would have gotten a quote if they weren't, correct? > She was "waiting to hear back from Chuck", but if I can confirm that they are on the list it would be helpful. 10/4/16: > BJS sent EM to BT - do we have definitive answer on charter company per note from 9/28/16? 10/6/16: > Hold off on Martz until later today. > Basically, Amy has had some health issues so Chuck is trying to take some burden off her for the trip. > On their last trip before us they had major bus issues and he thinks it may have been with Martz. He is checking and will get back to me today. > I also asked for updated charter list to see if there are some more companies we can send CQR to. 10/7/16: > Chuck says go ahead with Martz. 10/10/16: > BT passed on new PPBC to Chuck for Martz since they dropped their price. 10/11/16: > BJS prepared 1st & 2nd Payment Invoices for K. > BJS renamed IOG to K version and also prepared TO K version. > BJS sent to CH for K prep. Please advise BJS when complete so BJS can review and then TPW can do the E-Agreement. ____ CH ____ 10/12/16 > TW sent E-Agreement 10/13/16: > FYI, Chuck is taking over as lead for this group. Amy has had some health issues and has been out a lot. > He got K, waiting for approval from county. He asked if "he need to wait for approval to submit". I expl. that it really depends on his admin. Some clients submit right away, some don't/can't. > I updated him to primary contact in the system, his cell and email are up to date. 12/12/16: > Here was Amy's response to my inquiry about K. This has been the story for the last several weeks: Hi Brett, Believe me- it has us all anxious. I wish there was something we could do to move this approval process along but we are still waiting on the MCPS office. Can you tell us if any other MCPS schools you are working with have been approved for a spring trip with CCIS? I know Quince Orchard was considering Boston as well. Our CHS business office has been emailing regularly so I'm hoping we hear something soon, Amy > BT sent her the list of MCPS schools who have already been approved for trips with us. Hopefully this will help. 12/15/16: > Good news, they finally got approval. > CH, please re-send the eAgreement (to Chuck) so he can sign and return ASAP! 12/19/16 > BJS countersigned contract > MES please process GLH per SOP > As this group is not UNDER CONTRACT, please review as proceed as needed. _x____ MES _12/19/16____ GLH Sent __x___ CH _12/19/16____ _____ HMS _____ 1/18/17: > Chuck sent updated numbers to BT. > 116 + 6 = 122 - not sure what they are going to do about only having two buses. He asked about it, I suggested renting a van like Einstein did last year. Band – 46 String Orchestra – 32 Mixed Chorus – 37 1/19/17: > Chuck says go ahead and release 3rd bus - they are renting a van. 2/9/17: > BT reminded Chuck about forms due next week. > Got response for HMS re: BSO clinics: The band will need 46 chairs and 35 stands The orchestra will need 32 chairs and 20 stands We will need two timpani. Do you know how much it might cost to rent those? We will bring a suspended cymbal. > Please advise on timpani rental cost. 2/14/17: > Chuck informed BT that they will NOT rent the timpani for the BSO clinic. > He also requuested that we look into a 28-30 pax mini coach as they have "a very full van" since they decided to release their 3rd coach. > BT informed him that most coach companies don't send mini-coaches on long trips and even if they did, the cost would likely be the same as a full size coach. > CH, please verify so he can plan accordingly. > CH told BT there is no mini coach and we still have the 3rd coach, so if they want it they could have it, but we need to know. 02/15/17: > BJS reduced numbers on Bible screen to 112 (116 + 6). Final numbers / forms are due Friday. 2/17/17: > Chuck sent all forms today to BT, HMS, and BJS. > CH, Chucks says they are sticking with the van - so you can release the 3rd bus for real now. > HMS, he said there is a seat for the tour guide in the van. 2/22/17 > CH reviewed all forms rec’d on 2/17/17 (RL, FPGF, HIF). > Total Pax = 122 PAX (113 + 9). > RMS / PAX 25 Q / 100 04 T / 12 04 D / 08 02 S / 02 TOTALS = 35 ROOMS and 122 PAX (113 + 9). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL pack to Rick and Zach Hotel on 3/3/17 – PCCF due 3/2/17 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 122 bags and 244 tags. _____ MES _____ ____ HMS ____ 3/6/17: > BT emailed with Chuck re: their issue with renting a van (dicussed on GTM with BJS and HMS today). > BT suggested adults rent van(s) and kids of those adults ride in vans. Apparently, they had already been down that road and the parents refused. > He will advise ASAP about how they decide to handle the situation (Amtrak and Uber?). In the meantime, it sounds likely that 13 pax will need to have some kind of walking tour option. 3/10/17: > Chuck emailed BT informing that they think Amtrak will be the way to go for them to get Amy + 12 students to Boston. > He asked if we are able to arrange tickets and add to their invoice. I replied asking if they had looked into cost or tickets yet on their own and to provide me with any info they found. Please advise on how to best respond to this request. Are they on their own for this? I'm thinking after 13 round trip train tix and travel around the city, they should have just kept the 3rd bus!? > They will need an alternate (non-bus) tour for these 13 pax. If a walking tour can be arranged through the same step-on folks that would probably be best. He mentioned a cell-phone scavenger hunt as an option. > This group of 13 would travel around via Uber/public transport, so he wanted to know which sites were accessible by public transportation - bus, subway I guess? (it's called Google!) > HMS - Chuck is asking for more info about their clinics. Location, length, how much music they should prepare. 03/11/17: > BJS replied to BT's questions from 3/11/17 - 1. Unfortunately, they are on their own for the Amtrak (train) tickets as a group is 20 or more 2. Since they have now decided to go by train, Hollie will check on a Walking Tour, like the Freedom Trail, and advise. There may also be a Grayline Step-On / Step Off Tour in Boston like some other cities, namely NY and their famous double-deckers, so she can see what we can make happen. 3. I honestly don’t do public transportation with groups, so I guess Google might have to provide those answers. I have never even used public transportation in Boston – or NYC for that matter. 4. HMS will advise regarding the clinics . . . ____ CH FYI ____ HMS ____ 03/19/17: > HMS has already contracted and paid for the 3 tour guides, so whatever we do for the small AMTRAK group will need to be done through the folks we have already contracted. She has reached out to them and is awaiting a response for their ideas / suggestions. > Since group was to be 171 - 190 and is now just 122, BJS reviewed and reduced comps from 4 to 2 and also removed GTV. 03/20/17: > BJS sent BRF to JAF for CC. 3/21/17: > Per convo with HMS, BT asked Chuck and Amy about issue with adult/student ratio. > Their decision is to add two adult tix to these venues. They think they will be able to find two adults to attend with them. They have at least one parent meeting them there extending a college visit. > Amy has a reservation for herself and 13 students to take a train from Union Station to Boston (Back Bay). She says she will send itinerary to me - will advise. > Amy asked for help with a few things. 1. Can you please send me exact/updated addresses of the hotel and to all of the venues and activities so we can map out public transportation. Any information you can provide with public transportation would be so appreciated since I don't know the city very well. > BT will research addresses of venues so she can start planning ahead. Other than that, I'll just send links to public transportation. 2. Can you make sure the hotel knows I will be arriving separately at ~4:00 and check if they can let us drop off our belongings and check into rooms. (It is three complete rooms of girls and myself). > Not sure if check in will be available separately from the entire group. 3. Can you help us to find a separate tour (walking/duck tour) that preferably is near the hotel since we won't fit on the bus for the other tour. > HMS, please advise. Earlier you noted that we already contracted 3 tour guides. 3/22/17: > Amy sent train schedule to BT. BT emailed to BJS and HMS as it has everyone's names on it FYI. > 4/20/17 Washington - Boston (Back Bay), Departs 7:25am - Arrives 3:20pm > 4/23/17 Boston (Back Bay) - Washington, Departs 9:45am - Arrives 5:30pm 3/29/17: > MES sent Cashier's Check to Chuck via FX 2D Service. 03/29/17: > BJS reviewed numbers since they are 49 pax below the K minimum. > Deleted GTV dvd. > Reduced comps from 4 to 2. > Adjusted other math in attachments as needed. > Rates can remain as published with these two changes (DVD and comps). > BJS emailed and mailed final invoice #6201, $82,276.00 and made due 4/7/17. > This group has made no payments at this point, so the $82,276.00is the entire balance for the trip!!! 4/3/17: > MoCo Spring Break is April 10-17. > If something needs to be shipped over that week, please send to: Chuck Orifici 6612 Hollingsworth Terrace Derwood, MD 20855 301.366.9349 (cell) 4/3/17: > Hollie - can you verify which Dave & Buster's this group is going to in Boston? > There is one right by their hotel, but the address of the one in the system is on the opposite side of town. > The reason I ask is that I gave Amy all of the addresses so she can plot transportation for her small group and she was saying they would never make it to the D&B that I listed since it's so far away. She asked if that group can go to the other one - but after looking on the map, I thought maybe the whole group is going to the other one and this won't be an issue. 4/4/17 > CH rec'd check for final balance of $82,276.00. Group is now PIF. 4/6/17: > Per HMS, group of 13 can go to closer D&B. We are eating the cost of the extra 2 pax. > BT informed the client of this so they are aware we are going above and beyond. 4/10/17: > BJS emailed Final Itinerary to Chuck & Amy et al - Amy & Chuck: Attached please find an advance copy of the Final Itinerary for your group’s up-coming trip to Boston. 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, meal coupons, etc., will be delivered this week via FedEx to Chuck’s home address since the schools are closed for break. 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. 4/23/17: > BT and BJS texted - agree that we need to have a conference call with both directors asap to figure out what really happened. > Since they were on their way home, BT called Chuck to try to get some of the story straight since he seems to be on our team. Here are the notes from our convo: > BT talked to Chuck to try to get the timeline of that happened yesterday. > Tour guide. One didn't show - apparently they were all running late to begin with. Chuck "hasn't talked to Amy yet about it", but something happened at the beginning. Apparently Chuck took a small group of 12 with one guide and walked b/c Amy's choir kids were "feeling fragile" and she also has some health issues. So two buses left, only one had a tour guide (Chuck didn't know this until later). Tour started, parents were freaking out that 1 bus didn't have a tour guide, so the entire group stopped and the 1 guide attempted to do a walking tour the the 2 buses around the commons. This must have been when Amy texted me. Chuck asked her if she called the emergency number, she told him yes (but we know that didn't happen). Chuck sent his walking guide to go to the larger group b/c he had some alums who knew the city with him and they walked around with them. > He did say that the tour guides were "really bad". Really old, had a hard time relating to the kids. > Fire & Ice - one of the buses went to the restaurant 30 minutes early. They made them wait outside - it got cold. Brought them into the lobby of the office building. Some tenants complained. Chuck wasn't sure why the one bus went there that early but he brought his group over. > 5:45 came and went. 6:15 talked to manager. Got seated at 6:40 when finally got seated or maybe later? Extremely crowded - hard to get the line quickly. > Kids asked if they could take things to go b/c some didn't get to eat. Apparently while a manager was getting them to-go containers another staff person dumped their hot plate of food in the trash? > So 1 bus made it to symphony on time, 2nd bus missed the first half of the show. He said that 2nd bus left restaurant at 7:53...he was on that bus and noted the time. The restaurant person told them "it's a 3 minute drive". That group had to wait in lobby until the 2nd half - they were pissed. > On the bright side, he said the clinics were AMAZING! Best clinics he ever had. > BT thanked him for info so we can deal with tour co. and restaurant tomorrow. Requested he find a good time with Amy for all of us to chat. I assured him that we will advocate on their behalf and make things as right as we can - obviously some things are out of our control. > He thanked me - they were almost home - making really good time. 4/23/17: > Chuck sent BT the email below "while it was still fresh": Hi Brett, While its fresh in my mind I wanted to share some trip reflections. This is apart from the very specific grievances I have with the boston bus tour company and fire and ice. I'll use the triple A system. AWESOME: BSO Clinics. Universally praised Aquarium: awesome Museum of fine arts: super awesome - actually needed more time. even the most aloof kid was absorbed the whole time. Give it 3 hours instead of 2. Hotel: far away, but really nice. had renovation problems. Hope you knew that. Had one working elevator (out of three, and no stairwell) making everyone angry (us AND other visitors). Blue Man Group: Hot. kids loved it. AVERAGE: BSO: was great, but we were done worn out after being ravaged by the tour company and fire and ice Bus company: the lead bus cost us collective hours. he sucked at city travel. really badly. 15 minute trips turned into 45-60 minute trips. But he was nice and got us DC - Boston quickly. Fire and Ice: it's a cool place that the kids really enjoyed (the ones who got dinner, anyway). *****In the future though, maybe ***not on a weekend***, and not on a rigid deadline like symphony tickets. Faneuil Hall/Quincy Market: Only 90 minutes needed here, INCLUDING lunch. Shops didn't occupy them long. D&B: bad food fun games Hard Rock: They were perfectly average AWFUL: Tour Guides: these guides were awful. really, really bad. PLEASE cut ties with this company right away, and I don't say that lightly. Aside from someone not showing up, they were truly terrible. no one could listen to them and maintain their sanity. 04/24/17: > BJS sent EM to BT - Brett: We are on this as you can imagine. Just a few updates – We will be receiving a refund from the tour guide company and a refund of $500 will be going back to the group. To whom should this check be written? They will also be sending a letter of apology. CCIS will be sure not to use these guides again. We have been in touch with Fire & Ice and they have asked to reach out directly to the group’s directors. Hollie is providing them with Chuck and Amy’s contact information as well as the notes we received from the two directors. We are also working to secure a refund for the inconvenience created by their lack of performance. For their next trip, to ensure that everything runs as smoothly as we all want, we will be sending an Escort with the group on a complimentary basis. This will also help keep the itinerary as planned with no deviations. Christi is also going to speak with the hotel regarding the elevator / staircase issue . . . I called your cell and then realized you are in class today, so this is the update to this point. Thanks, BJS. 05/02/17: > Rec'd $295 refund check from the Tour Company for poor service and lack of guard. CCIS is upping that refund to $500. > BT, please advise the group that they will be receiving a total Refund of $2,580.00. This represents $500 for the Tour and $40/person for the 52 people who missed the first half of the BSO Concert because of the bad dinner experience at Fire & Ice. > We have not yet received any refund from the restaurant, but we don't want this to drag on. > John, please mail a check for $2,580.00 made payable to: CHS OOMPAH, Inc., 22500 Wims Rd., Clarksburg, MD 20871. > Thanks everyone! 5/2/17: > JAF prepared refund check of $2,580 on ck # 10428.
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