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Thu Dec 15, 2016
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Freeman Optional School Band and Orchestra-Orlando, FL-04-05-2017
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Trip Notes
( Print Note )
( E-Mail Corporate )
Freeman Optional to Kennedy Space Center = 820 miles / 14 hrs non-stop Freeman Optional to LBV = 815 miles / 13.5 hrs non-stop 8/31/16: > SN has been in contact with Andrew via Google Hangouts and texting regarding a band and orchestra trip to Orlando in April 2017. > April 6th, 2017, depart anytime after 3:30pm, return evening of Sunday, April 9th. > 50 students, 5 adults > Kennedy Space Center visit > Orlando Philharmonic Orchestra concert (available concert is on 4/8/17) > Performance at Universal for the band and orchestra. Each ensemble will only have around 25, so it will be necessary to find out if this will be allowed. > Instrumental workshop for the band and orchestra. Andrew and SN discussed and felt it would be best to combine the two ensembles for the workshop if possible, since there is a minimum requirement. 09/01/16 > Andrew would like to keep the budget around $700, including transportation. 09/01/16: > BJS added to all schedules. > BJS created IOG since he was able to quickly modify the trip from 2013. > CH, please send out CQRs to the companies we have requested from in the past. > TPW, please make attachments and see if Holiday Inn & Suites Resort & Waterpark can accommodate - This would be a good fit since they have time to kill on their first night in Orlando since they are doing Kennedy Space Center all afternoon and then coming to the hotel for an early evening check-in and will be there the rest of the night without access to their coach. We will also need dinner voucher options so they can eat in the food court there at the hotel. > Group is STARS performance for the Band & Orchestra (each approx 25 players) and then a single workshop > Please make attachments as needed and then pass along to HMS so she can > BJS sent Em to Michelle at Universal to see if a Friday evening Music & The Art of Foley workshop was a possibility since this was a Grad Bash night. Michelle responded and said this was not a good option because of it being a Grad Bash night. > Friday evening then go to Disney Springs to explore and have dinner with a $20 Meal Credit. > Saturday Workshop Day (one combined Music & the Art of Foley). Will need access to a vehicle to transport instruments on Saturday for workshop since bus has to be off duty. > BJS to build in a $400 allowance for a rental truck that the school will have to make arrangements for to transport instruments to and from the workshop on Saturday. If performances have to be on Saturday, the same thing would take place with a rental truck and workshop could be Friday. > Unfortunately, due to drive hours, going to the Symphony Orchestra on Saturday night is really not an option and the concert is not offered on Friday. > Please pass along to HMS so she can review and make any necessary calls / updates. > HMS, please put in BJS box when complete so he can run rates. __x__ CH _9/2/16___ __x__ TPW _9/8/16___ _X___ HMS _9/13/2016_ 09/17/16: > BJS made some minor adjustments to the IOG namely because, BJS made executive decision to take out STARS Workshop at the moment as I am afraid, based on past history with this group since Pam is no longer at the school, they cannot afford everything that they want and if it is too expensive, they will not be able to go on a trip. We can add it if they want, but not only is there the cost of the Workshop ($44pp), but since it would be on Saturday their departure day, it would also involve the cost of a rental truck for equipment or a bus from a local charter company. > BJS made generic attachment in the hotel / restaurant for dinner since we have not yet received menus and / or rates. > BJS sent slack message to CH to call / follow-up with charter companies since CQR was sent 9/2/16 and we have no quotes back at this time. > BJS made remaining attachments and then ran rates. > CH, ready for TO - no PP required. We will send TO even if we don't have any charter quotes. SN can then forward them as they are received. __X__ CH __X__ 09/20/16: > BJS EM'd TO pack to SN - See attached for Andrew. Also, be sure to see / review notes in system so he and you know why we were unable to include everything he was asking for. I guess anything is possible - for money, but knowing their track record, I was afraid to add a bunch of additional costs as would be the case, for local transportation, to do all he asked for. Again, we can add more, but price will increase. Buses alone start at a base of $500 for the required 5-hour minimum. Let me know if you have any questions before sharing with him. Thanks, BJS 09/30/16 > Andrew was supposed to call SN at 1pm to review TO together, but he did not and did not answer when called. Will have to reschedule. 10/12/16 > Andrew is happy with the trip overall. > Add Music and the Art of Foley > He has selected Crown Charter for busing > SN will check in with Andrew next Thursday, 10/20, regarding status of interest from students. 10/20/16 > Andrew says the kids are interested, parent meeting tonight after the concert. Andrew will let me know either tonight or tomorrow. > SN received EM from CH that she found Crown was no longer available. We have a quote from Gray Line and never heard back from Cline. CH says she can try Cline again. Andrew is sending SN approved charter companies so we can try to get more quotes. > SN spoke to Andrew tonight. We can go to K! 12/1/16: > BJS just saw note in system from the end of October. Please review and get bus under K (CH) and make sure everything else is good to go. Thanks! __X__ CH 12/2/16____ __X__ HMS __X__ 12/10/16: > BJS emailed partially completed STARS appl to SN so she can share with Andrew. We need this back ASAP!!! TPW sent her the Appl back on 9/16/16 and she sent to Andrew then, but it appears as if it was never returned to us. . . > BJS deleted GTV (BJS decision). > BJS added Music & the Art of Foley Instrumental Workshop - this created a $44 / student price increase. > BJS updated IOG as needed. > BJS updated rates accordingly. > BJS updated TO and IOG to K Versions. > BJS created 1st Payment INV, #6125, $5,500.00 and made due 1/6/17. > CH - Ready for K - please note, just two payments on this one and make cancellation fee $100 per person (not the usual $85). K is due this Friday, 12/16/16, so if you can please get out as an E-Agreement before shopping days, that would be very much appreciated. > CH, make sure you have K for charter company - it is marked UNDER CONTRACT, but no notes about K actually being received. > BJS sent TO Pack K Version to SN so she can also send to client. ____ CH ____ 12/12/16 > Texts received from Andrew Knote: "Hey Stephanie. I had been trying to collect money from as many students as possible but I was only able to get money from 16 students. Unfortunately we won't be able to go on the trip. I had been prodding and poking and sending letters home, but the interest that I had at my first meeting disappeared. I had payments in manageable chunks, especially around the holiday season but only the same students were turning in money, no one new" 02/12/16: > PLEASE REVIEW AND CANCEL ALL AS NEEDED. > No more trips for this guy without a deposit. __x__ CH 12/14/16__ __X__ HMS _12/15/2016___
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