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Wed Apr 19, 2017
Trip Name
Quince Orchard High School Music Dept.-Atlanta, GA-03-16-2017
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Quince Orchard High School Music Dept.
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
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Sext
Start
Date:
Time:
End
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 )
Quince Orchard HS to Atlanta, GA = 659 miles = 11 hrs. non-stop 8/29/16: > Brigitte wanted to change destination and dates of trip. > Now Atlanta, March 16 - 20. > Depart evening/after school. BT chose 7pm b/c after dinner (no meal cost - they usually do the first meal on their own anyway) Plus with stops it won't get them there too early. > Things they want to do in Atlanta: · Public performance · Atlanta Symphony Orchestra with “Cherish the Ladies” · Six Flags Over Georgia · Musical – Annie and/or Cinderella and Fella · Georgia Aquarium · Underground - shopping · Coca-Cola Museum · Olympic Park > Numbers are the same. > Return on Monday, 3/20. 9/22/16 > CH completed IOG, then BJS and CH reviewed. CH made system attachments. 9/26/16: > BT emailed Brigitte to try to set up ptp for this MOnday when BJS is in town. No school in MCPS that day. This was her response: I’d appreciate it if you could just send it to me ASAP. We’re already way behind schedule at this point. I’m not sure we’re even going to have enough interest to go on the trip at this point and we’re finishing up our fundraiser on Wednesday, which we’ve had no interest in since there’s no trip to present to the students. I realize that we changed our mind back in August, but I didn’t realize it took this long to put the trip stuff together. If this happens again, that we change our mind, we might consider planning the trip ourselves. At this point, we might not even get the trip approved until November, which will make it hard for our families to get a payment plan in place. This has been a bit stressful for us. > BT expl. that they changed their destination when we were basically finished with their Boston trip and it's the busiest time of year for TOs. > I said I would send it as soon as I have it. > This may explain why Patrick and Robyn kept their distance from me at USBands on Saturday, although I did tell them I would be in touch this week with their Atlanta stuff. > Gotta love how everything is our fault. 9/26/16: > Here is Brigitte's reply - guess she is a little more understanding than her first email let on: Yes, Brett you’re absolutely right. I realize that we changed our trip at a really hectic time, which has made us realize that if we find ourselves in this situation again, we know what to expect. 9/27/16: > BJS reviewed and updated attachments. > Need HMS to get rates for Annie (Fri at 8pm), ASO Concert (Sat at 8pm) and GA Aquarium (Sunday). BJS can then run rates and we will get client the TO NLT end of day on Wednesday (9/28/16). 09/28/16: > BJS reviewed and then ran rates. > CH, please complete TO so we can send to client this afternoon. Thanks! ____ CH ____ 09/28/16: > CH completed TO and then BJS reviewed and sent to BT so he can share with group. 9/29/16: > BT spoke briefly with Brigitte re: trip. They are pleased and submitted all paperwork today. > Eyre is charter choice - please request the following drivers if available. Gerard, James, Kevin Washington, Roger Cook. > Remove GTV. > B'fast on Friday will be ON OWN, so remove meal credit. > They want to add an ON OWN b'fast on Monday at 7am and arrive an hour later. > Add 2 security guards at hotel. > FYI - she wanted to remove the sports sacks b/c she said "the kids won't use them". I expl. about advertising, etc. and told her we can't remove them. She saw the one Patrick got at USBands. I personally think the kids would really like them...but thought you would want to know what she said. > We had a convo. about possibly leaving 6 Flags earlier to go back to the hotel and change. Eventually she decided maximizing time in the park would be best and kids will just deal with being "stinky" at the concert. That's what my kids are doing! > They were excited about being reimbursed for the USBands membership! I also expl. if they do a USBands overnight with us in the future they would get a discount on their main trip. 10/6/16: > CH, I see where you have their coaches secured - thanks! > CH, please update the hotel and breakfasts to the Wyndham (same hotel as Our Lady). > BJS will then make the other requested adjustments, update those attachments, and then complete their revised rates and TO Rev1 which will hopefully turn around and quickly become the K version. ____ CH ____ 11/2/16: > Brigitte is asking about director's notebook and K. 11/11/16: > Numbers update from Brigitte: Right now they are at 71 + 6. She had mentioned that she thought they may drop to one bus, so this is pretty good news. > We need to move this along so we can get them to K. 11/21/16: > BT spoke with Brigitte today re: Atlanta trip. > Numbers are holding firm at 71 + 6, so she is concerned about bus cost per person as they didn't get the response they thought they would get, bus cost is too much with new numbers. > Does Eyre have smaller bus? Do they have a 47 pax? any Cheaper? Or would they match the Hunt Valley price - would be about $30 difference per person if they did. BT gave standard response about smaller buses, but CH said she would ask. > Still going to go - still need two buses, Brigitte is just trying to say she made an effort. > anything would help - need to get K asap so she can get firm financials! Need by Dec. 2. > BT mentioned per BJS convo that rates may go down a bit with hotel change and other changes that she made, so perhaps all will work out in her favor. > BJS - this revision needs to be top priority when we return from Thanksgiving so they can have their financials firm be the end of that week. 11/22/16: > Brigitte would like to go with the 2 47-pax buses from Eyre. 11/28/16: > BJS and BT discussed and updated numbers to 83 (75 + 8). She is currently sitting at a pretty solid 77, so this will give us a little breathing room. > BJS updated IOG and Bible screen as well as Status Schedule. > BJS updated all attachments as needed and re-ran rates as K Version. Stayed the same as in the original TO. > BJS created TO K Version, set dates in tpms and did 1st Payment INV. > CH, ready for 11/29/16: > TW sent E-Agreement > A few moments later, Brigitte emailed Tommy: > Could you please send this to me in a PDF format? I can’t see any of the attachments, even after I download the images, and I need to have a more official document for my principal sign. > TW replied with the following: Brigitte, No problem. You should be able to click the link on the right to open the document and be able to print a copy. That said, see attached PDF! Let me know if you need anything else. Best, Tommy 12/15/16: > Director sent signed K to BT. > BT forwarded to BJS. > They are ready for first invoice and can process immediately. 12/15/16 > CH printed and countersigned K on behalf of BJS > MES please mail GLH (already assembled) > As this group is now UNDER CONTRACT, please proceed as needed. _____ MES _____ _____ CH ______ _____ HMS _____ 12/22/16 > MES TPL received. 1/5/17: > BT sent reminder forms are due 1/13. 01/10/2017 > MES Check #003640 was received in the amount of $21,663.00. 1/16/17 > CH reviewed all forms rec'd 1/13/16 (RL, FPGF, HIF & FAF). > Total Pax = 74 (68 + 6). > RMS / PAX 00 St / 00 00 Qt / 00 17 Q / 68 00 T / 00 02 D / 04 02 S / 02 TOTALS = 21 ROOMS and 74 PAX (68 + 6) > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH sent RL pack JoAnne Richards at the Wyndham Atlanta Galleria > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 74 bags and 148 tags. ___x__ MES 01/16/17 via FedEx ____ HMS ____ 1/23/17: > Brigitte sent ensemble numbers for public performances to BT: Full Orchestra - 50 Choir - 20 > 3 students that are in both ensembles 2/1/17: > BT reached out to Brigitte per HMS re: other options for public performance as VA has been unresponsive. > I gave her Atrium of Aquarium, world of coke, piazza outside concert, and asked about nursing home or church. > Her response is that the Atrium in the Aquarium would interest them the most. > This would involve finding something/moving something in the VA performance space on their IOG for the final day. 2/8/17: > BJS emailed Final INV #6152, due 2/17/17, BALANCE DUE $31,758.00 3/1/17: > Cashier's Check was mailed via FedEX 2-day. 3/2/17 > MES Check #003715 was received in the amount of $31,758.00. 03/03/17: > BJS EM'd Final Itinerary to Brigitte et al. Brigitte: Attached please find an advance copy of the Final Itinerary for your group’s up-coming trip to Atlanta. 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 winter weather, etc. Your complete packet, including all tickets, meal coupons, dining cards, meal credit cashier’s check, etc., will be delivered via FedEx next week. Should you have any questions or concerns, do not hesitate to reach out to Brett (301442.5839) - 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 3/8/17 > MES Sent Apple Watch along with 2 portfolios via FedEx. 4/19/17: > Post trip with Brigitte: > HMS - is it possible to with refund from Hard Rock - can it just be credit for next year with CCIS? If she deposits it at school, they would kind of lose that money and couldn't apply it to their fund for next year. > She sent the tour eval apparently? > Step on tour was not so great. They have been hit or miss. They walked around a cemetery for like an hour and that was the main stop. Guides were all good, but the route was pretty redundant. Drove by things multiple times. > Probably won't want one in the future. > Food was outstanding everywhere they went! But all "junk foodish" Maybe some more healthy options? Allergies were all accommodated. > Hotel was good. Apparently her girls floor smelled like pot? Parent complained and they took care of it. Wasn't her kids I guess. > Student watchers - 2nd night was supposed to be same two people and it was a new person. So had to get a new room list. 2nd person never showed up. No problems, but boys floor didn't get monitored. Guard mentioned it was her first time doing it. Brigitte has already gotten a call from Student Watchers. > Eyre was great, concert was great. Mostly little tiny things. > Disney next year. Wants to submit everything before end of school year. ASAP. County takes two or three weeks. By May 12 if possible. > 90 + 10 = 100pax > Depart Wednesday night Jan 10th and 15th. > Buena Vista Suites would be fine - but last time when they did the Embassay Suites Jamaican Court was good too. Might like Holiday Inn Waterpark - 6 in a room. Open to on property if you think it's cheaper at this time of year. But only 4 in room, so probably not. > Only like doing workshops - choir group and full orchestra. Like last time. > Would like to do 3 days in Disney and one day in Universal if possible. Maybe two and two? Way too much? If so, leave on 11th. Either way would leave Sunday night and come back Monday. > Thought about water park, but Holiday would kill those two birds with one stone. > About $650 or less if possible. Maybe Universal only? Or Kennedy Space Center or Sea World. > We talked about these options with budget. > She will research STARS and get back to me asap with what they decide to do so I can get trip is as soon as possible.
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