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General Trip Information
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Thu Apr 12, 2018
Trip Name
Elizabeth Seton HS Music Dept.-Charleston, SC-03-22-2018
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
Dbl
Trip
Quad
Quint
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 )
Seton HS to Charleston = 540 miles / 9 hrs non-stop 6/6/17: > Added trip to system, will continue to garner additional info so we can move forward. > BJS / BT / SN started IOG for training. 6/13/17: > Trip notes that BJS and BT used to start IOG: > 1. 150 students -give or take - will participate, depending on final enrollment, issues with course scheduling, etc. > 2. About 20 adults will be along as chaperones, plus Brad and me. > 3. Our per-person goal has been $500 for the past several trips, and we've always tried to include as many meals as possible in the overall cost. Less, of course, would be even better... > 4. Departure time...hmm... trip takes about 9 hours, would need a planned stop for lunch with access to several fast-food options... we should probably leave at 8am. > 5. I'm not aware of any particular approved bus services, but will check with school administration. We've had different ones each time, but I unfortunately don't have any details. > > We have never used a trip planner before, and I am really looking forward to your assistance. We usually announce the destination in the fall, so we're not going to be "selling" for awhile. We had a very good time in Myrtle Beach in 2016*, but we tend not to repeat destinations in successive years. Could you give us an idea of what activities besides the festival would be available? It would help "sell." > *Some of the positives from Myrtle Beach were our hotel on the beach, and the "Legends In Song(?)" and > "Pirates Voyage" shows. (I would never have chosen either show for myself, but they were both excellent and enjoyable.) > > As a former faculty member at Good Counsel, you will know that we must take students to Mass. We've usually gotten on the bus and headed home immediately afterward. (Mass is not optional - everyone has to attend.) A possibility would be to see if a local priest would be willing to say Mass at the hotel, which would save time. Depending on scheduling of festival events, a late Saturday afternoon (4 or 5pm) vigil mass might work even better given the long trip home. > > Please let me know if I can provide you with any additional information. 6/14/17: > BT had IOG review meeting with Brad and Kathy at the school. Very productive. > Want rehearsal at hotel if possible on morning of festival. > $550 budget all-inclusive. They really like the idea of all-inclusive, think it will be a good sell to their families. In the past their trip has been around $500 but kids had to bring money for some meals. > Charter - no approved list, but mentioned Spriggs. Brad has used Eyre before. > They want to depart school at 8am instead of 9am. > BT shared 6 or 7 itinerary options. They liked Ghost Tour, but Kathy is afraid some kids won't like it. Maybe an alternative non-ghost tour option? On Friday there is the Night Market. > They want to avoid plantation tours b/c of their demographic. > Liked idea of Central Market explore with lunch on own. > Fort Sumpter and/or USS Yorktown. > BT completed IOG as we discussed and added it along with ensemble forms to Dropbox. Saved as a separate file from original IOG created in office. > TO presentation scheduled for 8/23/17 at 9:30am. > NOTE - BT was contacted the other day by Kristin Heckrote at Music Festivals as Brad had listed me as the contact and informed them that we would be their tour company. She said she would wait to get applications from us to proceed, she was very accommodating and looking forward to proceeding with us. > Kristin Heckrote Festival Director Music Festivals P.O. Box 4579 Reading, PA 19606 610-898-1844 x 304 610-898-1850 fax kheckrote@musfestivals.com 8/22/17: > TO meeting is confirmed for 8/23 (tomorrow) at 10:30am. > I tried to push until later - but no go. I would hate to push it back because we're not ready. Bad look for a new client. 8/22/17: > BJS and BT discussed via GTM. > Decided to come closer to their budget, we better go with the economy approach - removed all $10 Meal Credits ($50 savings), and no Apple Watch, GTV, or USBands. By making these changes, we were able to get the package to $449 + transportation. > BJS updated IOG and attachments accordingly. > Other options we discussed - Remove Beautiful, the Carole King Musical and replace with a Ghost Tour and we can make one of the guides not so scary - this would save at least $30pp. - Depart Saturday night for home following the Awards / Dinner Cruise and this would save another $40pp quad and even more on the other occupancy types. - By going in with this approach, they can add in or make changes as needed to get the trip they want AND can afford. > Tier 1 Q = $449 T = $499 D = $619 S = $899 > Tier 2 (ADD $16 across the board) > Tier 3 (ADD $14 to the Tier 2 rates). > AS far as coaches - if we have any quotes by tomorrow AM when BT meets with group, he will share - if we don't, he will let them know that we wanted to wait and see how they decided to proceed with the IOG before we guaranteed charter rates. > CH, ready for TO (new version). ____ CH ____ 8/23/17: > BT had in person TO with Brad and Kathy. > They definitely fit in and are fine with the budget travel category. Brad said I "mentioned an iPad or something", and said he would gladly forgo the extras for a less expensive trip. > Gunther is definitely their charter choice. > Since Gunther has 56 pax coaches, they have decided to limit their number of chaperones to fit on 3 buses almost full. So revised number would be 150 students + 15 adults = 165. This gives them a 1:10 ratio and they are ok with this to keep charter cost down and still keeps them in Tier 1 for pricing. > They LOVED the idea of the Carole King musical and very much appreciated the consideration of lent for lunch. > Would like to depart Saturday evening after awards and arrive Sunday morning at home to save $…yay! Perhaps charter cost would go down a little bit too? > In the space between Fort Sumter and Dinner cruise, they would like to attend mass. If there is a church that would have a space where girls could change clothes in case some want to "dress up" for dinner cruise, that would be nice. One of Kathy's choirs would like to sing something (offertory, special music) at the mass. They have plenty of sacred rep. > In a perfect world, they would like to have the meals be all inclusive. So, add Lunch and Dinner en route via MC, Saturday Lunch at market via MC, and early breakfast en route MC on Sunday. I did the math on the travel time, I think it they did a 6am breakfast stop, that would put them home around 8:30am? If I'm wrong and it's way earlier, perhaps they can skip this meal. > They are worried about the total cost "not starting with 5" when I asked about how much is too much. The meals may still put them over with the changes we are making, but they understand the smoke and mirrors of having kids bring money vs. paying up front. Plus, some of them may not spend $10 on a meal and they get to keep the remainder. Perhaps this "sales technique" will work with the parents. > They have a parent meeting on 8/30 and would very much like the revision by Aug. 29 so they can get their shit together. 8/26/17: > BJS updated count to 165 (150 + 15) so they will fit on 3 coaches. > BJS created IOG Rev1 based on BT's meeting notes from above. > CH, please send IOG Rev1 to Atlantic Coast for a re-quote and updated K. Also, will only need 3 coaches. > CH, please advise hotel that this will be a 2 night stay instead of 3 due to budget and update paperwork accordingly. BJS updated attachment's c/o date and total number of nights in order to generate Quote Rev1. > HMS, please review meeting notes from above and here, and proceed as needed. > BT needs to have Revision to group before end of day on 8/29 if possible since they have their parent meeting on 8/30. Some of this will have to be pending . . . > BJS added the meal credits back in so we now have an all-inclusive meal plan. > BJS ran revised rates. Tier 1 (149-165): entered below. Tier 2 (132 - 148) + $16, Tier 3 (116-131) + $14. > No idea what coach price may do since they are now driving through the night, I doubt it will go down since they are now driving thru the night and will require relief drivers on the return trip, could actually go up. ____ CH ____ ____ HMS ____ 8/28/17: > BJS completed TO Rev1; HOWEVER, Charter quote from Atlantic Coast is listed as PENDING since we need the revised rate based on IOG Rev1. We will also need just three coaches instead of the 4 we currently have under contract. > BT, you may have to send this ti the GL w/o the updated charter rate . . . 9/14/17: > BJS updated IOG to show updated hotel, Hilton Garden Inn. > BJS ran revised rates and update charter rate. > BJS completed TO Rev 2 and alerted BT that is was ready for his client's review and hopefully Go to K! 9/17/17: > Go to K! > Kathy asked about payment schedule and if the first payment (deposit) can be "after their Nov. 11 fundraiser". I told her I would check. If not, I can have the verbal convo. with them about sending money when possible. > Kathy also asked about the site visit, so I sent her the form. I made sure to note that they needed to be under K to take the visit and also mentioned the fine print about transportation as they are very close to the 150 pax mark. 9/17/17: > BT registered group for Travel Protection, sent link, info sheet, and plan doc. 9/23/17: > BJS created / renamed to TO K Version and IOG K version. > BJS and JAF created and emailed 1st Payment INV #6267, due 11/02/2017, $25,095.00 > 2nd Payment INV #6268, due: 12/21/2017, $35,847.00. > CH, ready for E-agreement. Please send out before close of business on Monday if possible - thanks! ____ CH ___ 09/26/17 > 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 _____ 10/10/17 > MES TPL received but was not on their letterhead. 10/11/17: > BT got TPL on letterhead and forwarded to MES. > BT placed in Dropbox on 10/26 just in case as it is due on 11/2. 11/01/17 > MES Check #30812 was received in the amount of $16,175.00. 11/27/17 > KMH Check #5417 received in the amount of $8,920.00. 12/22/17 > KMH received check #5448 for $17,923.50 1/18/18: > BT reviewed all forms rec’d on 1/18/18 (RL, FPGF, HIF, & FAF). > Total Pax = 166 PAX (152 + 14). > RMS / PAX 38 Q / 152 00 T / 00 06 D / 12 02 S / 02 TOTALS = 46 ROOMS and 166 PAX (152 + 14). > The group will be traveling on 3 buses. > Note that they have 165 seats. One adult is driving separately and is noted on rooming list. 1/19/18: > BT received the Music Festival "final count form" and completed it based on the groups forms that were submitted yesterday. > This is due back to Kristin at the festival company by 1/26 for the dinner cruise count. > BJS - please review and either submit the form or let me know and I can email the form back to Kristin. > Kristin also asked for an updated ensemble count, so I have asked the directors for that and will respond to Kristin and make note here once they respond. 1/19/18: > Choir ensemble numbers: Chorus - 24 (SSA) Seton Chorale 24 (SSA) Concert Choir - 23 (SSAA) > Band Updated Ensemble Count: Wind Ensemble 29 Concert Band 27 Orchestra 25 1/19/18 > CH reviewed all forms processed by BT > Total Pax = 166 PAX (152 + 14). > RMS / PAX 38 Q / 152 00 T / 00 06 D / 12 02 S / 02 TOTALS = 46 ROOMS and 166 PAX (152 + 14). > The group will be traveling on 3 buses. One adult is driving separately. 1/21/18 > CH reviewed and verified all forms that BT processed > Total Pax = 166 PAX (152 + 14). > RMS / PAX 38 Q / 152 00 T / 00 06 D / 12 02 S / 02 TOTALS = 46 ROOMS and 166 PAX (152 + 14). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL to Hotel on 2/2/18 as the PCCF is due 2/1/18 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > KMH, please send 166 DST Luggage tags and one DST water bottle > JAF, Ready for Final Invoice > Comps are 1:25 paid – 6 comps at the double rate > Tier 1 Pricing (they are actually 1 above the Tier 1 pricing) ___x__ JAF __1/22/18___ _____ KMH _____ ____ HMS ____ 1/22/18: > JAF created final INV # 6361, due 2/2/18, $51,325.50. Mailed & emailed. 1/31/18: > FYI - there will likely be a PCCF coming tomorrow. > Brad had one student in orchestra removed from the school this week - he wanted to let me know so we can inform the festival if necessary. > Kathy also has someone who is delinquent on payments, so she is deciding by tomorrow if that person can go. 2/1/18 > CH received the PCCF via fax deleting one student > Total Pax = 165 PAX (151 + 14). > RMS / PAX 37 Q / 148 01 T / 03 06 D / 12 02 S / 02 TOTALS = 46 ROOMS and 165 PAX (151 + 14). > 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. ____ HMS ____ 02/02/18 > KMH received check #5450 for $38,325.50 02/08/18: > BJS spoke with BT re: Brad had reached out to his on Tuesday looking for an updated Final invoice. > No real need for another Final Invoice, but here is the math BT can share with him regarding the balance due: - Following Receipt of $38,325.50 on 02/02/18, balance due was $13,000.00; however, on 02/01/18, we received a PCCF deleting one student, Serlena Flowers. Serlena was in a QUAD room and per our K will be charged 75% of the Quad Rate, or $336.75. This is a difference of $112.25, so the balance of $13,000.00 is reduced by $112.25, leaving a final balance due of $12,887.75. > BJS shared this information with BT so he can share with client and create a dummy final invoice, if needed, for $12,887.75. 2/20/18: > Per Slack between BT and HMS last week: > From Kathy at Seton: . One of my students apparently didn't remember until Bubba Gump's came up that she has an airborne allergy to seafood, such that she literally can't even go into a seafood restaurant. Is there a non-seafood restaurant near Bubba Gump's where we can arrange a meal? It would be the affected students, an adult or 2. and her 3 roommates, who realized that under the circumstances, they shouldn't be eating seafood. > BT suggested - Maybe we could reduce the Bubba Gump number by 6 and give these folks a MC to go somewhere nearby? > HMS agreed, will reduce Bubba Gump number and provide a $15 MC for the pax not eating at Bubba Gump. > BT confirmed with Kathy - there will be only 5 pax that will need the $15 MC - not 6! > BT will provide some options within walking distance for to Kathy for these pax. 2/26/18: > BT got updated FAF. > Put it in Dropbox and Slacked HMS. 3/1/18: > HMS confirmed that CiCi's will work on Friday evening before their Show. > Ron Simmons confirmed Tuesday (2/27/18) that the festival performance schedule we proposed will work. > BJS updated IOG. > BT, you can now send updated IOG to client. > HMS, please review IOG and make necessary attachment adjustments as needed. ____ HMS ____ 3/1/18: > Brad called me this morning after I sent festival schedule. > He was all pissed about the band and orchestra are warming up together. > I explained how the festival moved things around and why we were locked into that time slot. He understood. > Apparently Kathy (CD) is only part time - so he has a hard time getting her to do shit. He called her to see if she had talked to the church. She can't fucking remember, but she doesn't think so. He tells me they are both in favor of skipping the mass if it eases the festival schedule. Either way, it doesn't sound like getting the choir to the church early is a factor. > He also asked if they can start their rehearsal at the hotel on Friday morning 30 minutes earlier. > He assured me he would get her to complete the required forms - as expected, he already completed and sent his. 03/02/18 > KMH received check #5512 for $12,887.57 03/09/18: > BJS sent BRF to JAF. 3/10/18: > JAF delivered CC to office. > BJS put in safe. 3/11/18: > BJS emailed Final Itinerary Booklet to Brad et al. . . > Final itinerary Box (2 booklets) to mail on Monday, 3/12/18, including Cashier's Check and Bank Request Form (in safe), via FedEx Ground to Brad's attention at the school. 03/12/18 > KMH sent FI Box with cashiers check via FedEx 3/15/18: > BT had pre trip brief with Brad. > All good - but he has tried to reach Jeff - festival director - twice to ask a question about equipment provided and his call has not been returned. > I emailed Kristin to let her know and copied Brad on the email. 3/21/18: > Brad called BT re: departure tomorrow. > Principal wants to have them depart at 10 or 10:30am. This would be firm even if school is delayed or closed. They are going to ask parents to have their kids there at 9 or as soon after 9 as they can get there. > Please advise. 4/12/18: > De-brief with Brad. > everything we put together was just fine. > Meals went smoothly, drivers were great. Like clockwork. > Music Festivals SUCKED. > The festival contact's phone was off on the day of the event. > All of his group's got high 2's - "cuz they hadn't rehearsed". Apparently they got 1's at county festival the week before....whatever. > Played in half darkness - they had "blown the lights". > Percussion equip. was terrible. Timpani couldn't be tuned. > No signage for arrival. > He said next time, travel in April. I said if not, do a clinic or workshop. If they just did county fest., why take them to some BS festival? He seemed open to that. > The girls LOVED the Carol King musical. > Didn't make it to mass. Running late, would have been 15 minutes late. Walked around waterfront park - it worked out. > Couldn't believe the festival co. wouldn't bend on the Friday thing since Seton made up almost the entire festival. > He appreciated that we advocated for them on trying to keep the festival on Friday. I explained some of the back and forth we had and how if no one shows up they drop a day and it's usually the evening before so they don't have to show up and stay the night before, etc. > The girls said all the other events on the trip were great, and they all had fun. Festival was "shady". > I encourage him to complete Tour Eval. and include extra detail about festival so we can pass it on to them. > They travel every other year. Maybe a day trip MITP next year. Next March - start planning for following year. > Talked about referral program.
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