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General Trip Information
Updated
Tue May 08, 2018
Trip Name
Walt Whitman High School Music Dept.-Nashville, TN-04-18-2018
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Walt Whitman High School Music Dept.
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Trip Notes
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Betheda, MD to Nashville, TN = 665 Miles = 11.5 hrs. non-stop 3/2/17: > Per Jeff's email to BT and BJS below - BT adding trip to CH can get hotels booked for these dates: Hey Bryan, Looks like next year is our Nashville rotation. We know it’s super early. But, we also know that hotel space may still be at an optimum. As you know we like staying downtown. Our dates will be April 12-15. Thanks Bryan J & T > BT made departure 4/11 at 11pm to match last Nashville trip. > BT copied the notes below from their last Nashville trip. Will fill in details once Jeff and Terry return from their Orlando trip. 1) Same trip as last time to Nashville, TN 2) Same hotel - Renaissance Downtown 3) Same Meals 4) Same Clinics - Vanderbilt. David Cassel and the band guy (can't remember his name) were awesome with us and the kids. The new choral director's name is Tucker Biddlecombe and Mary (his wife) for the women. 5) Nashville Orchestra 6) Buses - a must is wifi and outlets -Fullington or Erye with all 6 BUSES GUARANTEED TO HAVE WIFI and Gottfried as our leader again. 04/26/17: > Per CH, there is a city-wide Audiologist convention in Nashville and all of the downtown hotels are booked over this group's travel dates, including the RenaissanceDowntown where they always stay. > As Nashville continues to grow in popularity, it is becoming more difficult each year to find hotels for groups of 200+, especially downtown as their building projects have not kept up with demand and the conventions book several years in advance. > We have reached out to the Gaylord Opryland Hotel and they can accommodate this group. BT, please check with Jeff & Terry for their decision on how to proceed. Thanks! 4/27/17: > BT spoke with Jeff and Terry re: Nashville hotel. > Talked a little about Gaylord. > If Gaylord, maximize downtown time - walk around. They like to give their kids some freedom, would have them walk around and show up at the hotel at 10pm? > Don't want to reinvent the wheel for their last few trip. Going to go with Nashville and stay at Gaylord! Want to have some time downtown walking around. > Contact Vanderbilt and get them on the calendar! > Terry - jazz band guy was awesome. > Really love the BBQ place with line dancing. > Gospel brunch was amazing. > Simulate last trip - but stay at Gaylord. > Symphony very important. Liked Andrew Jackson home. 04/27/17: > BJS replied to BT and CC'd HMS and CH - > Good notes and glad to know we can proceed with K for the Gaylord Opryland Hotel. > CH, please secure the Rooms K from BMG. > BT, we will make no contact with Vanderbilt or any other performance / clinic opportunities until we have the Performance Clinic / Workshop Forms completed for each ensemble/ clinic / workshop, etc. We cannot start IOG or contacting any other vendors (beside hotel) without these forms, for this part of the equation is the least flexible since it is dependent on when the clinicians are available and everything else in the itinerary must be planned around it. ____ CH ____ 5/11/17: > BT just got a call from Jeff & Terry after I told them about the Gaylord issue. > As I suspected, they want to look at different destinations - same overall format, same dates. > Toronto, Montreal, or Quebec City instead of Nashville? > MUST stay in the city! > Haven't done Chicago in a long time. 4th choice, but would want to stay DOWNTOWN! 5/11/17: > BT just got an email from Jeff and Terry. > After we spoke about changing destinations today, they had their calendar meeting for next year with their drama director. > They realized they are going to now need to change the trip date to April 19-22! > They asked if this would this change availability for Gaylord or other downtown hotels? > If so, they would probably stick with Nashville. 5/11/17: > BJS and BT realized Jeff probably meant 4/18 - 4/22 - he's just not taking into acct. the Wednesday departure. > BT is making sure, will update if Jeff says something different than what we suspect. 6/16/17: > BT invited Jeff and Terry to O's game, can't make it. Also tried setting up TO presentation to get a date on the books. Shooting for late July/early August. Will advise and add to white board. > They aren't jazzed about going to the Hermitage. Any other thoughts? What about lunch/cruise on general Jackson showboat that afternoon? 6/19/17: > BT heard back from Jeff re: other options besides Hermitage. He thinks the General Jackson lunch cruise sounds cool. > TO presentation set for 7/31. > BT updated White Board. 69/27/17: > BJS and HMS reviewed and updated IOG. > Sent IOG to BT so he can send to Jeff and Terry for their Review and Comment / Approval. > Since it is such a large group, HMS does not want to proceed with calls and reservations until we know the client has reviewed and approved. 7/1/17: > BT sent IOG to Jeff and Terry for approval. > All looks good except for dinner at Dave and Busters. Last time it was not good. Last Nashville trip they did BB KIngs. BT asked Jeff if they would prefer that or if they have any other ideas. > Will advise. 7/7/17: > Jeff did not like suggestion of BB Kings either - "the experience was mixed there too. They had no vegetarian food ready for us, so those kids didn't eat with the others-had to get Holly to talk to the manager about the situation-was kind of a drag. She might remember" > He asked if gospel brunch at House of Blues was in Nashville, he really liked that. BT researched, that was in Myrtle, no HOB in Nashville. > BT sent Jeff a list of sit-down restaurants at Opry Mills to see if anything looks good to him. > Also suggested just doing a dinner meal credit at Opry Mills since they will have had a big lunch on the river boat that afternoon. > Will advise. 7/13/17: > Jeff says go for the $15 meal credit for dinner at Opry Mills. 7/29/17: > BT scheduled in person TO presentation for Tuesday, Aug. 1 at 10am. 7/31/17: > BJS completed review of attachments and then ran rates and completerd TO. > BJS sent TO to BT for his meeting tomorrow AM. 8/1/17: > BT had in person TO meeting with Jeff. > Signed OK to pay for Symphony, BT placed in their Dropbox folder as WWHS OK to Pay for NSO. > All looks good with bones of trip. > He needs to talk to Terry about bus choice. Leaning towards Martz, but they had a good experience with Gunther last year. Will advise asap, then ready for K. > Please make sure to provide ANY communication to both directors, including a duplicate copy of the Director's Notebook - one for each please, sorry Mary! > Jeff wants to make extra sure that meals have vegetarian options, incl. FAB at hotel. Please ask about fruit/pastries/yogurt. > Wanted to know if Jackie? is still manager at Renaissance. She helped them out with pizza delivery last time, worked perfectly. > Wants to know if hotel has their own security guards that we can pay rather than Student Watchers. He thinks hotel guards are better if possible. > They want to do site visit, BT will provide request form. > Jeff said their business office is a huge pain, they have their own "trip planner worksheet" so everything is accounted for. Last year they used the MCPS online payment system as well as let people pay by check. He hated it, so was going to make everyone pay by check. Hence the discussion about Tilly. They MIGHT be interested depending on fee if they can justify it. Not sure what the county fee was, but there was one for sure. BT got fee info from BJS and will provide to Jeff. > BT also talked about Travel Protection at length, Jeff seemed to like the idea. Will need to provide sign up sheet for them...he thinks some individuals would purchase. > They go back week of Aug. 23, will definitely have charter choice by that week so we can get K. If they go with Tilly, first payment would need to be no earlier than end of September. 8/12/17: > BT checked in with Jeff re: charter choice. Terry still away. Will be their first order of business on Aug. 21. It's between Martz and Gunther. > HMS, Jeff did say that he knows Terry wants an orchestra clinic. And while you're working on this with the Biddlecombes, can you request Tucker for Chamber Choir and Men's Chorus- Mary for Women's Chorus and Treble Chorale? 8/16/17: > Martz is charter choice for Jeff and Terry. > Still waiting on decision for Tilly, but ready for K otherwise. 8/16/17: > Gunther is new charter choice. 8/22/17: > Jeff called to check on bus situation. > I saw in the system, while I was on the phone with him, that Gunther is no longer available either!!! > They start tomorrow and want to start getting their trip letter together. He mentioned Dillon's. I know we have MoCo charter list, can we send to more? I see you emailed Keller again. > Fullington, if still available, would be super expensive for them. > Please advise ASAP if you hear anything...he's going to want something firm soon. Why couldn't he have given me his fucking charter choice when we met!!??? 8/23/17: > Per CH, BT notified Jeff of charter quote from Atlantic Coast. > They have used them before, and thinks we should go ahead and lock them in as their choice. > Please advise of any other responses, including if Fullington still has availability. (He mentioned biting the bullet and paying the high cost for them). 9/1/17: > BT had convo. with Jeff and Terry re: Tilly. > Still not sure b/c of extra fees. Their cost is a little over $900 with their extras built in, so they are a little nervous. > Make sure two of everything - incl. GLH!! 9/17/17: > BT registered group for Travel Protection, sent group specific link, info sheet, and plan document. 9/27/17: > Jeff said NO Tilly. > Ready for K. > Remember, two of everything (GLH, etc.) where possible. 9/30/17: > BJS set due dates. > BJS renamed IOG and TO to the K Version. > CH, please put TO on letterhead and also add the IOG and PPBCC. Once that is done, please also save it as a PDF. > JAF, ready for 1st & 2nd payment invoices. Both Jeff and Terry should be included on the invoice emails. > CH, once JAF is done with invoices, ready for E-Agreement - both Jeff and Terry should be required to sign and should both receive the E-Agreement. Jeff first and then Terry as Jeff is the main (1st contact). Also make certain Mary sends two (2) CNs, one for each of them. > Comps are constant, not based on a ratio. > Please send E-agreement to client NLT close of business on Tuesday, 10/5/17. > As this has gone to K stage, please review and proceed as needed. Thanks all! __x__ JAF _10/1/17__ ____ CH ____ ___x_ HMS 10/5/2017____ 10/2/17: > JAF created & emailed 1st Payment INV # 6283, due 11/10/17, $64,600.00 > 2nd Payment INV # 6284, due 1/17/18, $95,380.00. CH, ready for E-agreement. Please send E-agreement to client NLT close of business on Tuesday, 10/5/17. ___CH___ 10/16/17 > MES printed fully executed contract and TO > MES processed GLH per SOP > As this group is now UNDER CONTRACT, please review all and proceed as needed. _____ CH _____ __X___ HMS _10/29/2017____ 10/30/17 > MES received TPL. 11/13/17 >MES check #5754 was received in the amount of $64,600.61 invoice #6283 1/16/18: > Jeff called, numbers are lower than they expected. > Now 199 students + about 12 adults? = 211. > Could be a few more come through - they have two more weeks for final decision. Jan. 29. > will be 5 buses max. Maybe only 4 - will know in a couple weeks. > Sending about $56K tomorrow. 01/23/18 > KMH received check #5875 for $56,715.00 2/9/18: > BT got updated STUDENT count from Jeff = 197. > I assume adult number is still 16 - will confirm. > So updated pax count is 197 + 16 = 213 which is more than 10% less than original TO. > Breakdown of ensembles: Men’s Chorus………41 Women’s Chorus…43 Treble Chorale…….24 Chamber Choir……32 (All of these kids are in Men’s or Women’s) Orchestra………..…..23 Symphonic Band….22 Wind Ensemble……44 Jazz Ensemble………22 (All of these in Wind Ensemble) _____ CH _____ _____ HMS _____ __X__ BJS __X__ 2/12/18: > BSJ and BT discusses where these numbers would put them when it came to comps, so BJS figured ration was 1:18 Paid, so they would end up with 11 comps (9D + 2S). > BJS also told BT that there may be some adjustment to package costs since they are so far below. He will advise group and we can confirm once final numbers are due on Friday, 2/16/18. 2/16/18: > BT has final count and forms (211 = 199 + 12) and they will only need 4 coaches, but they were wondering if since in their minds they may have a surplus, they should ask more adults and try to fill the busses. They have a total of 9 empty seats. > BJS and BT discussed in SA and we d not think this is a good idea since several of their inclusions are fixed cost items and rates will need to be revisited. > BJS went ahead and worked on inclusions with fixed rates to see how this will affect their rates and our bottom line. WIP (Work In Progress as of 10:24 AM, 2/17/18). Need answer on NSO concert ticket deposit / final number adjustment. 2/18/18: > BT and BJS discussed on 2/17 in San Antonio and decided the following: > Change Thursday 4/19 MC from $20 to $15 and Saturday Opry Mills MC from $20 to $10 and all rates stay the same with 11 comps as BJS mentioned in 2/16 note. > BT will advise client and go ahead and process forms for CH. 2/18/18: > BT reviewed all forms rec’d on 2/16/18 (RL, FPGF, HIF, & FAF). > Total Pax = 211 PAX (199 + 12). > RMS / PAX 47 Q / 188 03 T / 09 06 D / 12 02 S / 02 TOTALS = 58 ROOMS and 211 PAX (199 + 12). > The group will be traveling on 4 buses. 2/21/18 > CH reviewed and verified all forms processed by BT > Total Pax = 211 PAX (199 + 12). > RMS / PAX 47 Q / 188 03 T / 09 06 D / 12 02 S / 02 TOTALS = 58 ROOMS and 211 PAX (199 + 12). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL to Hotel on 3/2 as the PCCF is due 3/1 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > KMH, Please set up the group's GTV > KMH, please notify The ARC to send 211 bags and 422 tags > JAF, Ready for Final Invoice > Group traveling on 4 buses > Comps are firm at 11 total comps – 9 at the double rate and 2 at the single rate per BJS 2/12/18 note above > Rates are correct as listed below in red ___x__ JAF __2/23/18___ _____ KMH _____ ____ HMS ____ 2/23/18: > JAF created final invoice # 6382, due 3/2/18, $ 56,562.39. Mailed & E mailed. C to KH. 03/05/18 > KMH received check #006008 for $56,562.39 3/20/18: > BT got a call from Jeff & Terry. The question falls in the "doesn't hurt to ask" category so I told them I would. > On their room list, lines 61 and 62 are a double and a triple. One of the kids in the triple (Elijah Kay) has ditched them for the trip and hasn't paid in full. So they want to know if they can consolidate the two rooms to a quad and save any money even though they have already paid in full. > They know they can't officially remove the kid from the trip at this point. > They do have $60 in MCs that that they can now keep for him. 3/26/18: > Per HMS, updated choir numbers for clinics. Still waiting on instrumental with seating charts. Women’s Chorus 42 Men’s Chorus. 40 Chamber Choir. 33 Treble Chorale. 23 04/05/18 > KMH sent cashiers check via FedEX 14/6/18: > BJS emailed Final Itinerary BOOKLET to Jeff & Terry et al. . . > KH to mail FI BOX via FedEx Ground to Jeff's attention at the HS. 4/9/18 >KMH mailed FI Box via FedEx Ground 5/8/18: > BT had in person debrief with Jeff and Terry this morning. > Overall, trip was great. They really liked Atlantic Coast charter and all of their drivers - want to use them again. > Jeff had called me before the trip to make sure fresh fruit would be available for hotel bfasts - very important for them. BT didn't reach out to CH b/c in the attachment it is listed in the menu. Jeff says there was no fruit at bfast, the hotel scrambled and got them some and it worked out, but he says that the hotel showed him in their paperwork that it was listed. Bullshit? > Otherwise, hotel was great. > Clinics - Biddlecomb's were awesome. Jeff's choirs got shorted on time a bit since we had missed one of their choirs in the scheduling. Band guy was good. Terry thinks he's not really a fan of doing these clinics, but was excited to work with their group and did a good job. Loved the jazz guy. But orch. and jazz scheduled at the same time so she didn't see the orchestra clinic. Wish they could get around that, but they know it's tough with so many groups and pax. > Restaurants were great, symphony was great. They were very pleased. > Talked about next year - Canada. Want to do a festival again. Probably more pax, back to normal size? Will add trip shortly.
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