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General Trip Information
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Tue May 08, 2018
Trip Name
Loch Raven High School Music Department-Williamsburg, VA-05-04-2018
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Loch Raven High School Music Department
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Number of
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 )
Towson, MD to Williamsburg, VA - 214 miles = 4 hrs. non-stop 6/2/17: > Bryan and Cassie made their day trip to Hershey happen this spring and are ready and excited to go to Williamsburg next year. > May 4,5,6 - 2018. > 110 + 13 = 123. Byran said this was estimate on the high side, but worth shooting for. We discussed number of seats, waiting lists, etc. My gut is that this will be a 2 bus trip. He is brainstorming to see if he thinks they can fill a 3rd bus. Will advise > Depart 5pm on friday, return sunday "whenever". Seems like 2 park days and leave after park on Sunday would make sense. > They want hotel, music festival, and meals. > No approved charter company. (BT used a small company called Rill's in Westminster for Good Counsel graduation. They did a great job, modern and clean coaches. Might be worth a look). > BT will get per person budget and advise as well as ensemble forms. > BT will see Bryan and Cassie on 7/14 for Orioles game - would be nice to have TO for them by then. 6/2/17: > Update from Bryan on budget, etc.: > Per person all-incl. budget $300 to $350. > Open to 1 park day and 1 day doing more "culturally relevant" stuff. Colonial Williamsburg, etc.? He and Cassie will discuss. BT made him aware that festival would take a chunk out of park time. 6/30/17: > BJS sent EM to BT - We need Ensemble Forms ASAP in order to complete TO prior to my coming to Baltimore for the O’s game. Monday would be nice. Thanks! BJS. > BJS completed IOG - need to complete MITP Application to hold pace in the festival, but can't do this w/o the ensemble forms. As of today their are 14 choirs holding space and 22 instrumental ensembles, per their website, so time is of the essence. > CH has sent to BMG for Hotel. > CH, please send CQRs. > BJS made attachments. > To to be completed in time for BJS to take with him to Baltimore on 7/14/17 when he goes to the Oriole's game with BT and his group of new prospects. > The Guided Tour of Colonial Williamsburg, I am thinking, would be with Angela, not the Colonial Williamsburg Foundation. ____ CH ____ ____ HMS ____ 7/10/17: > Ensemble forms received and uploaded to their Dropbox! 7/18/17: > In person TO scheduled for Sunday, August 6. 7/28/17: > BJS reviewed attachments and then ran rates for all 3 tiers. > It is over their proposed budget, but we will start with full CCIS TO and if they do not want to go this route, we can do budget travel trip at a significant savings. > CH, please complete TO prior to your vacation. __X__ CH __X__ 7/28/17: > CH completed TO. > BJS reviewed and printed 2 color copies and MS mailed them to BT so he will have them for his meeting. > BT, once received, please reach out to BJS to discuss Budget Travel rates for this particular group. 8/6/17: > BT had in person TO with Bryan and Cassie. > These two LOVE CCIS...and that is an understatement. > Trip is exactly what they want, they think the price as proposed will be fine. Mentioned the "budget travel" rates - NOT interested. They want the full experience. Good call. > They want to add a tour escort. I was telling them a little about Ken, and they though that sounded fantastic. They really like the idea of not worrying about anything but the kids. > Charter Choice is Atlantic Coast. Would have gone with Eyre for price, but they only had the 47 pax coach - so they want the 55 pax coach. If you need rank, it's cheapest to more expensive excluding Eyre. > They think they will be in the 110 pax range - discussed having a waiting list if they think it will go over 110. > They are very interested in Tilly and online payments since they are doing this entirely through their booster organization. Anything to make it easier. > They are ready for K! K needs to be between CCIS and "Loch Raven HS Music Boosters" - NOT the school. > Only thing they want to see is a copy of our statement of Liability Coverage. When they did their Hershey day trip, they had to purchase liability coverage, so he knows the booster parents will ask what ours covers. > Booster meeting sometime in September, want me to come. Haven't set date yet. 8/7/17: > Per BJS, tour escort will add $10 per person to rates. > BT will complete rate worksheet with them for Tilly asap. 8/7/17: > Loch Raven HS Music Boosters uses the school address and Bryan Welker as main contact. 8/9/17: > BT had GTM with Bryan W. and Cassie to complete rate worksheet for Tilly. > Based on their current scenario with 110 pax or less, + $10 for tour escort, we used rates of $349 for Q, $397 for adult double, and $537 for adult single. > With transportation and surplus, we determined the student quad rate would be $430, adult double rate would be $474.60, and adult single rate to be $614.60. > Divided by 6 payments, student quad would be 71.67 per payment (round up to $72 even for a little extra surplus), adult double would be $79.10 (round up to $80), and adult single would be $102.43 (round up to $103). > We also ran the numbers for scenarios in which they may need a 3rd bus but not completely full to determine what their cut off would be. They are comfortable and aware of these scenarios and feel that they can still make it work, especially since package rates would drop by $10 if the numbers go above 110 pax. > They are ready for K and will advise me of their parent meeting in September. 8/14/17: > K is to be based on 123 as the max, knowing that we will most likely end up with just 110. > CH, Tilly - YES. Student Quad Rate to use is $432, Adult Dbl = $480, and Adult Single = $618.00. > CH is confirming charter K and as soon as that is done, we are ready for the K. 8/15/17: > BJS updated rates to include the additional $10pp for the Escort. > BJS added Escort attachment and added Escort to the count above as well as the K Version of the IOG. > CH, ready for E-Agreement. > BJS has already completed the MITP festival Application - so you can list it on the Deadline Schedule as CCIS Completed. > K due 8/23/17,1st $ due 9/25/17, #6236, $14,107.00, 2nd $ due, 2/2/18, #6237, $20,218.00. This group is using tilly - see note from 8/14/17 regarding what the package rates are to be. __x__ CH _8/15/17___ 8/16/17 > CH printed signed E-Agreement and TO K Version. > As this group is now UNDER CONTRACT, please review all and proceed as needed. > MES, please send GLH per SOP. The TO is already printed in color as I am now sending the TO K version along with the E-Agreement as one large document. __x___ HMS __8/16/2017___ __x___ MES _8/17/2017____ 9/05/17 > TPL received. 9/14/17: > BJS created group in Tilly and CH sent BT Tilly Info Sheet. 9/15/17: > BT registered group for Travel Protection and sent group specific link, info sheet, and plan document. 9/20/17: > BT attended Loch Raven parent trip meeting. This is their first overnight trip and are moving toward more. > Bryan and Cassie presented price and payment structure. I introduced myself, reinforced their philosophy of travel and how CCIS fits into that. > Talked about Tilly and Travel Insured. > B&C were worried as so far they only have responses from about 1 bus worth of pax. Think some were waiting for the meeting. Collected a few more commitments tonight. They felt like all was well received by the parents and they asked good questions. > They think we are status quo for now - they are hoping to be 2 buses. We figured the math and they need 75 paying pax to be at the price they advertised with two buses. Will start a waiting list if necessary and go with one bus worst case scenario. Worried about ensemble numbers for the festival though. > No changes for now - they're going to see how the first payments roll in. 10/3/17: > Cassie and Bryan decided after we completed the rate worksheet to increase the total payment amount for the trip on Tilly. > BT talked to CH and she said it can be changed. > New student rate = $462. New adult double rate = $510. She did not give me a new adult single rate. If she provides one, I will advise. > UPDATE - Adult single is $650. 10/26/17: > Per JF and BJS, BT made group aware of Tilly shortfall on first invoice. > They have collected some funds, but not enough to fulfill the entire invoice. They share our concerns and are on top of it. > I will inform them to go ahead and send what they have. 12/11/17: > BT checked in with Bryan re: Williamsburg and to let them know that I will be their escort. > He replied that it is looking like 1 bus. Significantly different numbers than proposed. > Per note on 9/20 this not completely unexpected. 12/18/17: > BT spoke with Bryan re: numbers update. > # of pax who reserved a spot 52 + 7 (including directors) = 59 (would have to cut it off at one bus = 55). 31 of these students have paid something, 0 of these adults adults have paid something. 10 kids have paid in full. > Thinks kids have asked for $ for xmas - so is hoping for positive return after break. > Jan. payment - will have to threaten to kick kids off trip if they haven't paid. Based on their community, they think this will encourage some to come through once actually threatened with something. > Bottom line - they are 99% positive it will be one bus. This could mean 35 pax up to 55? Will update in Jan. 1/8/18: > Update on numbers from bryan: > 48 students + 3 adults - Cassie, Bryan, Me escort. > I made him aware that the adult to student ratio could potentially be an issue. Please advise if he definitely needs to find another adult or 2. > They could, based on messages left, possibly drop 8 from that number of students. 01/29/18 > KMH recieved check #1000 for $7,881.00 1/31/18: > Per BJS, BT reached out to client for ensemble numbers. > They will have their firm ensemble numbers by Friday. > Right now looks like a 10 person choir for comments only and a 38 member combined band/orchestra that will compete. > Catherine Jacobs is the CD. > Bryan Welker is the band/orchestra director. > Will update on Friday. 01/31/18: > BJS updated ensembles and scheduled Performance Times with MITP. > BJS updated IOG accordingly and also updated total pax to 55 (50 + 4 + 1). Final numbers not due until 3/2/18. > Since this trip was originally based on 120+ pax, we may need to make some adjustments to inclusions once final numbers are guaranteed, as they don't even fall within their tiers. > CH and HMS, you may want to alert your vendors to this drastic reduction in number of pax. ____ CH ____ ____ HMS ____ 2/2/18: > They emailed with updated ensemble numbers for the festival: > Full Orchestra/Band&Strings Combo (I don’t know what to formally call this thing)- 35 > Chamber Choir- 10 > Pertinent info- we have one young lady who is shared between both ensembles. 3/3/18: > BT reviewed all forms rec’d on 3/2/18 (RL, FPGF, HIF, & FAF). > Total Pax = 46 PAX (41 + 4 + 1). > RMS / PAX 10 Q / 40 01 T / 03 00 D / 00 02 S / 02 TOTALS = 13 ROOMS and 46 PAX (41 + 4 + 1). > The group will be traveling on 1 bus. 3/18/18: > CH reviewed all forms processed by BT (RL, FPGF, HIF, & FAF). > Total Pax = 46 PAX (41 + 4 + 1). > RMS / PAX 10 Q / 40 01 T / 03 00 D / 00 03 S / 03 (includes escort) TOTALS = 14 ROOMS and 46 PAX (41 + 4 + 1). > 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 GTV > KMH, Please notify the ARC to send 45 Bags and 90 tags > BJS, please review for package rates > Pricing would fall into Tier 7 - (37 - 48 pax) > The group will be traveling on 1 bus > Comps 1:25 - 1 at the double rate __X__ BJS _3/23/18_ __X__ KMH _3/20/18_ __X__ HMS __X__ 3/23/18: > BJS reviewed numbers and discussed with Brett. Brett said they are prepared for increase and have planned for lower numbers in their contingency from the very beginning of their planning. > Rates will be Tier 6 (46 - 48 pax). > BJS updated rates below in RED > JAF, ready for Final INV. Do not invoice for the Escort - The Escort is shown below as one (1) of the three (3) single packages. Also, there are different rates for Students & Adults. > Total Pax = 46 PAX (41 + 4 + 1). > RMS / PAX 10 Q / 40 01 T / 03 00 D / 00 03 S / 03 (includes escort) TOTALS = 14 ROOMS and 46 PAX (41 + 4 + 1). > The group will be traveling on 1 bus > Comps 1:25 - 1 at the double rate, so they will get just one (1) comp. at the Adult Double Rate of $437. __x__ JAF 3/23/18____ 3/23/18: > JAF created Final INV #6413, due 3/30/18, $7,351.00. Mailed & Emailed. C to KH. 04/02/18 > KMH received check #1001 for $7,351.00 04/13/18 > KMH sent Cashier's check via FedEx. 4/24/18: > BJS emailed FI BOOKLET to Bryan et al . . . > Final Itinerary BOX to mail to Bryan's attention at the HS once we have their Busch Gardens tickets and meal vouchers. 5/7/18: > BT escort notes. > Atlantic Coast was great. Lisa was really nice, quick to respond to texts, and very easy to work with. Bryan and Cassie liked her and would certainly use them and request her on future trips. > Hotel was very nice, easy check in process. Great covered area (Ballroom entrance) for bus loading/unloading. Lots of first floor open spaces to hang out or if group wanted to have a chaperone meeting or something. Coffee/snack shop. Indoor/outdoor pool looked nice. > Breakfast was find and as advertised in TPMS - "deluxe continental". Nobody complained, but I think we were expecting "full American" - eggs/bacon. > MITP went very smoothly at both schools. > BG was really fun. They cleaned up at the awards ceremony. Perfect weather, mild and overcast. > Everyone seemed to enjoy the Williamsburg tour - 10:30 to 12:30 was the perfect length. Tour guides were knowledgable and friendly. > The kids loved the shopping time. Although the food court only had 2 options, Chinese or pizza. But there was also a subway and a couple other spots around the complex. > Got home right on time. > Bryan and Cassie are already talking about next year - Possibly Cleveland/Sandusky with MITP. They are hoping to use the momentum and make it a two bus trip. They really liked having me there and asked if I would join them next year. > Many of the bags fell apart. They are sending me some. > Will have a formal debrief with them soon to get there feedback about everything.
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