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General Trip Information
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Thu May 11, 2017
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Loudoun County High School Band-New York, NY-11-12-2016
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OR
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Final Room List
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Hotel Info Form
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Contract Status
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Leesburg, VA to East Rutherford, NJ = 260 miles = 4.5 hrs non-stop 10/25/16: > BT got email from Darron on 10/20 requesting hotel for USBands Nationals at Met Life on 11/12. > Transportation is ON OWN. > Wants to stay Saturday night and "do something on Sunday before heading back". > 90 + 20 = 110 pax. > I mentioned Broadway matinee on Sunday - he said that sounds cool. If available, BJS and BT discussed breakfast at hotel, 9/11 museum or the like, lunch in the city, show, then depart for home. > BT is trying to get actual departure time and performance time on Saturday from Darron and SH. LCHS is not on the list of performing ensembles yet, SH says they "just registered". I just entered 8am as a guess. 10/25/16: > BT heard back from SH, schedule isn't finalized yet. > Darron says he thinks his performance is "around 2 or 3 on Saturday. > Darron says no Broadway show - kids want some shopping time on Sunday. > BT suggested Top of Rock after b'fast with time to explore that area then lunch before heading home. 10/30/16: > BJS made some preliminary attachments and then ran rates (below) - CH had already entered hotel. > This is a LAST MINUTE TRIP with no frills / extras - none! The inclusions are exactly those as listed below to keep cost down - nothing more and no Added Value Program items. If they travel with us this Spring on a significant trip, they will get them then. > Rates are based on 99 - 110 total pax. > 2 Comps at Double Package Rate > CCIS Sports Bag > One night (Saturday) at Hilton Hasbrouck Heights > Full American Breakfast at Hotel (Sunday) > Admission to Top of the Rock (Sunday) - pending availability > Lunch at the Hard Rock Cafe or similar (Sunday) > Shopping Time (Sunday) > Transportation is on own. > If they want to do this, we will need RL, FPGF, HIF & FAF by 3PM on Wednesday (11/2) & Payment in FULL by Friday, 11/4/16 - no exceptions - none. 10/30/16: > BT sent all info and rates to Darron and attached all needed forms. > I was VERY clear about deadlines, etc. 10/31/16: > Darron said "this looks great". > Will try to get forms to us by tomorrow. BT reiterated about full payment by Friday of this week. > We can't generate an invoice until we have forms correct? Is an OK to pay going to work for this? I haven't said anything to him, just trying to have my ducks in a row as I know things will be moving quickly. 10/31/16: > BJS replied to BT - > Correct, I cannot generate an Invoice with out the forms as there is no way to know what to put on the invoice. > We will need a check in hand by Friday, at that point the trip will be just a week away. I am not a bank and am not going to finance a trip that is just 7 days away. 10/31/16: > BJS alerted BMG to status of trip and the fact that it appears we are moving forward so they can share information with the Hilton Hasbrouck Heights. > BJS created IOG with the information we know - some of it is also just a guess. > Departure and return times, as well as Hotel Check-In time are all just place holders for now - we do not have this information from the client and he is doing transportation on own and they do not yet have performance info from USBands. > HMS has made reservation with HR Cafe for Sunday's lunch at 12:30PM. > BJS has put due dates in Bible. > CH, please prepare K so we can send E Agreement this afternoon. 10/31/16: > BJS sent K to TPW for E-agreement. > BJS sent TO to BT so he can share with Director. > TW sent E-Agreement. 10/31/16: > Darron emailed and says he no longer wants to do Top of the Rock. asked for other suggestions. > I told him it was too late, couldn't find anything out about avail. and price until tomorrow. > His response was, what if they drop it - keep the lunch, and explore. > Please advise. I’m fine telling him go ahead, but we can’t change the rate at this point. Might as well let people go to Top of the Rock if they want! 11/2/16: > Darron forwarded an EM from who I assume is his booster president asking about paying by credit card since full payment is due by Friday. > He also seemed to know that there was interaction between us and Dawn (LCPS procurement coordinator). Email is below: Darron, Once we send you the final hotel list, you will need to submit it to CCIS, along with the allergy form and the commitment form. It seems BPO will have to front the entire cost of the trip, since payment is due Friday. Can you ask if we can pay by credit card? We assume entry fee on Saturday can be paid upon arrival. If not, please let us know. Not sure if we have any action coming from your dialogue with Dawn Taylor (LCPS Procurement Coordinator). Cheers, Kurt > BT thought this was taken care of with those interactions...but it sound like boosters want to front the cost. > Please advise. 11/2/16: > Rec'd FPGF, FAF and HIF. RL was incomplete - ARGH! 11/3/16: > Rec'd RL. > TOTAL PAX = 96 (83 + 13) > RMS / PAX 20 Q / 80 02 T / 06 04 D / 08 02 S / 02 TOTALS = 28 ROOMS and 96 PAX (83 + 13). > BJS updated IOG and BIBLE as needed. > As these numbers are now GUARANTEED and FINAL, please proceed as needed. > Per Kurt, from the Boosters, the bus company is on own for drivers rooms and reservations - not sure where they are staying. > BJS emailed FINAL INV #6111, $11,066.00 due tomorrow 11/4/16. > TPW, please send RL to hotel (Hilton Hasbrouck Heights) per SOP - thanks for helping with this in Hazel's absence! ____ TPW ____ ____ HMS ____ 11/3/16 > mes Bags (96) and Tags (192) sent 11/8/16 > received ck 1068 on 11/4/16 in the amt of $5,533.00 11/9/16: > Per BJS text, BT emailed Kurt/Darron to see what time they are planning to check in to hotel. > He responded: Awards are at 7:30pm for their class, and they are thinking of leaving MetLife at 8:15pm to go to hotel. That could change should they stick around to watch some of the other groups. The last band performs at 11:30. 11/9/16: > Since time to arrive hotel is still uncertain, BJS completed Final Itinerary (more of an info sheet) and made check-in anytime after 4PM. > BJS emailed Final itinerary to Darron et al at CCIS. > TPW is sending Final Itinerary to the hotel and wil make the final confirmation call to Tara. 11/10/16 > check rec'd in the amount of 5,533.00 (#1069) 11/16/16: > Trip debrief email with Darron. "Thanks, all went well". > Wants to do his Disney trip same weekend next year - weekend of November 13. Fly down, parade, stay on Disney property. > Let's get him set up before school year ends for sure! Asked for numbers.
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