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Thu Mar 29, 2018
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Nansemond Suffolk Academy Choir-Nashville, TN-03-22-2018
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Nansemond Suffolk Academy Choir
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OR
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PAX
Youth
Adults
Escorts
DOF
Comps
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Dbl
Trip
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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 )
Suffolk, VA to Nashville, TN = 657 miles = 11 hours non-stop EARLY SIGN BONUS COMPS - 6 Comps total. 6/2/17: > Same pax as usual, 44+10= 54 > March 22 - 25, 2018 > Transportation on own as usual. > Depart early Thursday - 6:00 am > Wants to do clinic and performance - ensemble form attached. > Itinerary possibilities: Grand Ole Opry - attend a performance Ryman - perform on stage Nashville Predators - sing the national anthem Studio B - tour and recording session Parthenon - tour and sing inside Country Music Hall of Fame and Museum Opryland Hotel - tour/shopping time Dinner at Pizza Perfect > Leave after breakfast on Sunday 8/4/17: > BT scheduled in person TO presentation with Toni for Friday, Aug. 11 at 2pm while I'm in the area. > Updated date on white board. 8/7/17: > BJS completed IOG. > There is a Nashville Predators' Hockey game while they are in town, but it is the night they arrive and this will not work with Driver's Hours, etc. 8/8/17: > BJS completed attachments and then ran rates. > BT is meeting with Toni on Friday (8/11), so we had to complete this one without the calls. > It is pretty much identical to the trip in 2014. > Quad rate in 2014 was $500 and Quint rate in 2018 is $509 - pretty good for 4 years later (of course it includes the 10% discount from the 2016 VMEA Convention). > Tier 1 is based on 49 - 54 and Tier 2 is based on 43 - 48 total pax. > Tier 2 pricing is $16 additional across the board. > CH, ready for TO - old version is fine. > HMS, might as well wait until we see what Toni says following BT's meeting and your bike trip before proceeding with calls / reservations, __X__ CH _8/9/17_ ____ HMS ____ 8/9/17: > TO is ready for BT and is in DB along with TO PDF. 8/12/17: > BT had in person TO with Toni. > Trip looks good, few things: > NSO - she thinks this sounds great, but not sure if her kids will like it. (eye roll emoji) Are there any other options, perhaps choral, that they might like better in place of this? > Ryman - we saw that on stage was pending confirmation. Last time they had to sing in balcony b/c something was happening on stage. Do we know when this will be confirmed? > Other than that, she is good to go. > We did discuss Travel Protection and I put the info in her folder. She will offer it. > Discussed Tilly, but no firm response. > Wanted me to check rewards status, sent an email to JF. > BJS, Toni gave me a brochure for the upcoming All-Virginia Band, Chorus, and Orchestra. Huge event in April. She thought we might like the opportunity for sponsorship. There are several levels that include program recognition and ad space. I will put it in the mail to you. 8/15/17: > Per HMS, BT let Toni know about General Jax instead of symphony on Saturday of her trip. > It would add $30 to rates ($47 if she wants to keep Pizza Perfect and do it for lunch). > Will advise. 8/31/17: > Per note on 8/15. Toni has elected to to the General Jax Showboat instead of the symphony and remove Pizza Perfect for dinner. The lunch on that day will be on own. > Ready for a revision followed by K. 8/31/17: > Toni requested revision by end of next week - 9/8 - for a parent meeting. 9/8/17: > Toni emailed BT today asking for the revised IOG. It was in Dropbox updated 9/1 so I sent her that. > Now she is asking for the revised rates by Wednesday. From 8/15 note, is appears that the rates would increase $30 and I advised Toni of this when making decision about keeping Pizza Perfect. Is this still accurate? Do we need to give her an official revision? 9/12/17: > BJS ran revised rates and called them K version. Changes resulted in a $21pp increase. > Also named IOG K version. > BJS updated TO to K Version and asked BT to send to Client. > CH, ready for K. Please send E-Agreement NLT Friday, 9/15/17. > 1st Payment Invoice #6260, due: 10/23/2017, $8,476.00. > 2nd Payment Invoice #6261, due: 12/21/2017, $8,476.00. > CH, already rec'd Advance Deposit Payment of $5,000.00 on 03/27/17, so please note in K accordingly. > Also, transportation is on own, so they will need the CCIF. Thanks! ____ CH ____ 9/13/17: > BT emailed Toni to make sure she got K and reminded her about due date. > She replied: when you schedule the clinic, would it be possible to include a quick college tour, as well? Even just the music dept. would be great... > HMS - please advise if this is possible. 9/17/17: > BT registered group for Travel Protection, sent link, info sheet, and plan doc. 09/20/17 > 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 _____ _____ HMS _____ 10/02/17 > MES Check #56393 in the amount of $8,476.00 was received on invoice #6260. 10/10/17 > MES TPL received on letterhead. 12/18/17 > KMH received check #56964 for the amount of $8,476.00 1/10/18: > Rec'd EM from Toni - her mother passed unexpectedly early this week. > Asked for extension on Form Set Deadline. > BJS reset due dates in system from 1/19/18 to 1/26/18. > BJS sent EM to Toni et al . . . Toni: So incredibly sorry to hear of your mother’s unexpected passing. You have our sincerest condolences. Please do not worry about the forms, we can extend the deadline line until Friday, 01/26/18, with no issues. Please take care and safe travels. Bryan 1/26/18: > BT reviewed all forms rec'd on 1/25/18 (RL, FPGF, HIF, CCIF & FAF). > Total Pax = 51 PAX (45 + 6). > RMS / PAX 07 Qt / 35 02 Q / 08 00 T / 00 03 D / 06 02 S / 02 TOTALS = 14 ROOMS and 51 PAX (45 + 6). > The group will be traveling on 1 bus. 1/31/18 > CH reviewed all forms processed by BT (RL, FPGF, HIF, CCIF & FAF). > Total Pax = 51 PAX (45 + 6). > RMS / PAX 07 Qt / 35 02 Q / 08 00 T / 00 03 D / 06 02 S / 02 TOTALS = 14 ROOMS and 51 PAX (45 + 6). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH sent RL to Hotel > 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 51 bags and 102 tags > JAF, Ready for Final Invoice > Tier 1 Pricing > traveling on 1 bus (on own) - CCIF Form Received - CCIS is arranging for one driver room > EARLY SIGN BONUS COMPS - 6 Comps total ___x__ JAF __1/31/18___ _____ KMH _____ ____ HMS ____ 1/31/18: > JAF created final invoice # 6364, due 2/9/18, $3,238.00. Mailed & emailed final invoice. 01/31/18: > Rec'd EM from Toni re: Final INV not having Driver's Room on it, so BJS completed REVISED Final INV #6364, due 02/09/2018, $3,763.00. > BJS printed copy and put in Financial File. 2/12/18: > BT got this email from Toni re: a late add parent to her trip b/c of medical reasons: Brett, One of my students is having surgery on her knee the week before our trip - this was inevitable, but only scheduled recently. She will be unable to put weight on that leg and will need assistance in moving about. Her mother is therefore needing to go on the trip and She was not included in the initial count. Can we 1. add another person to my room? or 2. add another single room to our trip? The rooms are suites and will have a pull out couch, correct? > Please advise so I can tell her how to proceed. 02/12/18 > KMH received check #57296 for $3,763.00. 02/12/18: > Per BT, needing to add on additional adult due to a child's medical issues and the adult will go in room with Toni, so her Single will become a Double. Price difference between 1 Single and 2 Doubles = $400.00, so BJS emailed Invoice #6369, due 02/26/2018, $400.00. > BT, please have Toni complete and return a PCCF so we have this all in writing and the office can process the Additional Pax and update all as needed per SOP. 2/13/18: > BT advised Toni to complete the PCCF for her late add pax. > She emailed today re: the invoice: Brett, I'm a little confused. My room was a double and will now be a triple. The invoice stated: This invoice represents the difference between one (1) single package and two (2) double packages. I see that difference as being $380. The single packages I have are the two male chaperones. I don't want the rooms to get messed up. Please advise... Toni > BT looked at her rooming list and Toni's room is, indeed a double, so now would become a triple. > Please send a revised invoice OR just let me/her know if $380 is the correct amount for her to send. 02/13/18: > BJS emailed updated INV #6369, $380.00 and made due 2/26/18. 2/16/18 > CH received and processed PCCF for the parent who is now attending. > REVISED Total Pax = 52 PAX (45 + 7). > RMS / PAX 07 Qt / 35 02 Q / 08 00 T / 00 03 D / 06 02 S / 02 TOTALS = 14 ROOMS and 52 PAX (45 + 7). > No change in the number of rooms as this additional person will room with Toni. > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH notified the Hotel of this change > As these REVISED numbers are now FINAL and GUARANTEED, please review and proceed as needed. 02/27/18 > KMH recieved check #57567 for $38.00 02/27/18 > KMH sent cashiers check 03/11/18: > BJS emailed Final Itinerary Booklet to Toni et al . . . > FI Box to be mailed on Monday via FX Ground. 03/12/18 > KMH sent Fi packet with Band's packet 3/29/18: > BT had post trip debrief with Toni, > great trip, went really well. > Gaylord for dinner, a lot of the restaurants were closed off for special events. They found stuff, but had to rush around. Something to check on in advance. > kids really enjoyed Tucker's clinic. Some said it was their favorite thing. Worked on some things they hadn't gotten into yet, she was really pleased. > Recording went really well. > Disney Candlelight for this coming winter - some questions. > BT sent her the application instructions - Toni went through and the application said video has to be ready, but she needs the music first! Apparently is asks "is your video ready" and there is no option to click "no". > Two possible dates - Nov. 24 - 27 OR Dec. 2 - 5. Both the same price at Disney. Flights...any major difference in price for these two dates? Guessing maybe Thanksgiving weekend would be more expensive. > Disney doesn't have 2018 Candlelight info posted online yet. She wants to know if each day they have it has 2 performances every day? She likes the 2 performances, wouldn't want to do it on a day where there was only 1 performance. > Wants to have TO before end of school year.
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