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Fri May 11, 2018
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North Allegheny High School Band-Louisville, KY-05-02-2018
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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 )
North Allegheny HS --> Lousiville, KY 403 miles/6.7 hours non-stop Friday & Saturday Competition Site (Kings HS) is less than 1 mile from the Great Wolf Lodge 7/31/17 > SN has been in correspondence with Todd regarding participation in the Pegasus Parade at the Kentucky Derby in 2018. > He would like it to mirror the 2014 trip as closely as possible and the following inclusions are based on that particular trip: * Great Wolf Lodge * BB Riverboat * King's Island * Participation in the Pegasus Parade through Music in the Parks. > Regarding budget, Todd would like the trip to look like 2014 and see where we are. He knows what the cost was in 2014 and that rates will be higher than that time. 8/7/17 > SN spoke to Kelli Dibiassi, record keeper, about the upcoming trip. Kelli says there has been question about transparency in the past and they are utilizing a trip committee. > BJS and SN discussed their needs, especially regarding keeping the trip less expensive and it was decided that Seneca Valley's trip from last year should be shared, since it was significantly less expensive than NA's trip even 4 years ago. > SN emailed Kelli: It was so nice talking to you today! Just for a point of comparison, I want you to see Seneca Valley's trip this year. Since you brought up price as a major consideration, I am concerned that as fun as the Great Wolf Lodge can be, it might add substantial cost to the overall trip. Take a peek at what Seneca did this year and let me know if this might be an option worth pursuing, rather than replicating what you did in 2014. If you want to share this with Mr. Stefan too, that would be fine! I'm looking forward to working together on this year's trip! 8/15/17 > SN LVM with Kelli regarding the above email. 8/17/17 > SN texted Kelli regarding EM from 8/7 8/21/17: > BJS sent EM to SN - I see there is a TO appointment on the White Board for 9/1/17. Do we know what trip we are doing yet as far as money saver similar to SVHAS Band or are they staying at the GWL? We need this answer before we can move forward with their planning here in the office. > No response after multiple attempts with Kelly, so SN EM'd Todd: Hi Todd! Attached is Seneca Valley's most recent trip to Louisville. Their cost was quite a bit less, even from yours in 2014, and one cost saving example could be to stay at a different hotel than the Great Wolf Lodge, since I know overall price is a large factor in this. Maybe take a look and see if this is a route in which you might be interested? I was contacted by Kelly Dibiassi, to whom I sent this on August 8th, but have been unable to get in contact with her since. Is she going to be our point of contact this year, or should it be someone else? Our concern is that we want to get yout proposal done accurately, in a timely manner, and to the correct specifications, and currently we are not sure from whom we should be taking direction. Thanks so much, Todd! ~ Stephanie > Todd replied that we can deal directly with him until the trip is rolling and then he will pass it off to Kelly. He said they definitely want the GWL, as he considers it one of the big attractions for the trip. 8/23/17 > EM received from Todd: Stephanie- Haven’t heard back from you regarding our trip and I’m getting a little nervous because the last time we knew we were accepted into the parade the night of our preview, which is Thursday of the second week (tomorrow)…Any updates? Todd > SN replied: Hi Todd, Just spoke to Bryan and they are working on your trip, based on the communications you and I had on Monday. I am checking with Hollie regarding the parade and will fill you in with more information as I get it. Thanks Todd and enjoy the afternoon! ~ Stephanie > SN also messaged HMS via Slack regarding any application info. 8/24/17: > BJS sent EM to SN re: Parade - So you will know where we stand with the Parade for NAHS Band – > BJS called and spoke to John Pollock, my long-time contact with the Pegasus Parade. 2017 was his last year as the Parade Event Manager, so he trained Zack Fisher in 2017 to be the 2018 Manager. > John said that we are a bit ahead of the game and 2018 Application is not yet available. He said he would transfer me to Zack and Zack would get some information from me so we can get the ball rolling. > BJS LVM for Zack explaining who we are and that the NAHS Band is planning to return to the parade in 2018, gave him my cell number and asked for call back as soon as possible. 9/5/17: > BJS spoke with Zack at the KDF and he assured me that they are in the parade; even-though; application is not expected to officially open until October. > BJS ran rates and it is now ready for TO, old-style. > Comps are 24 and no multi-tier pricing. __X__ CH __X__ 9/6/17: > BJS reviewed To and then sent note to SN that it is ready for client. 9/6/17: > SN spoke to Todd regarding this trip today. To appease dissatisfied parents, Todd would like to see rates at a different hotel property, even though Todd definitely wants the GWL. BJS suggested that even leaving on Thursday morning could save even more. > Additionally, could we included the words "study time" along with the places on the IOG for "waterpark" so it would read waterpark/study time, again to appease dissatisfied parents upset that the trip is interfering with AP test study. > BJS updated IOG to show Waterpark / Study Time at GWL. > CH, please send to BMG for Cincinnati area hotel options, letting them know that we are NOT interested in the GWL for this group. This will save us the pain of them finding out we went to them (GWL) directly. Chill as much as possible on the girl at GWL so we can see if they decide to stay at another hotel. (I know, we suggested this to them and they (Todd) insisted they were staying at the GWL, but now that they see the price, some parents are bitching and he wants to have a lower cost option so a final decision can be made. THUS the reason for going cold on your friend at GWL for a day or two! Lets hope she doesn't have a sudden change of heart about the Attrition Clause and decide to sign and return the K we sent last Friday!). Since we have the pending K with GWL, time is of the essence, so make sure BMG is aware we need some options ASAP! BTW, Todd still really wants to stay at the GWL, but he is trying to end and up-rising - some parents actually wanted to send the trip out for bids and he disbanded their committee and told them NO FUCKING WAY! Thank goodness __x__ CH _9/7/17___ 9/12/17 > SN spoke to Todd Stefan and Ann Helgerman this morning. > They are keeping everything with the departure and the Great Wolf Lodge pretty much as is. > Drop one bus and fit all on 6. SN already let CH know. > They want to drop the brunch cruise and just add breakfast at the GWL. They are fine with having most of their day spent at the hotel. There are parents complaining that their kids have AP exams for which to study, so having more time at the GWL will allow those kids study time as well as play time. 9/25/17 > Text received by SN from Todd says we can correspond and work out details with Kelly Dibiassi now. He says he is turning over the rest of the planning to her at this time. 9/26/17: > BJS updated IOG and attachments and called them K Version. > BJS ran revised rates and they too will be the K Version. Changes created savings of $24 pp. > BJS updated TO to K Version but needs CH to add the IOG and PPBCC. > JAF, ready for 1st and 2nd Payment Invoices, then CH can complete and send the E-agreement. > Comps are NOT based on any ratio, they are a hard number and there is no tiered pricing. __x__ JAF _9/28/17___ ____ CH ____ 9/28/17 > Text received from Todd, asking to remove Golden Corral and replace it with a $10 meal credit. 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. __x___ CH _10/23/17____ ___X__ HMS _10/29/2017____ 11/2/17: > BJS sent Parade Application to SN and the following Slack message - The official Application for the Pegasus Parade is now available and I just scanned it and sent it to your email. Zach Fisher, the KD Festival’s parade director has asked that we have the group complete the application in its’ entirety and return it to our attention (CCIS) with a color photograph of the band. Zach has assured me that this is a formality - for as you know, he has already confirmed NA’s participation in the parade, he just needs to have the paperwork on file. Please have them return the application and photo to CCIS ASAP and I will then send it along to Zach with the appropriate cover letter. The application will only take a few minutes to complete and I would like to get this in the mail tomorrow if at all possible. Thanks - give me a call if any questions. 11/8/17: > Todd sent SN photo and application. > BJS sent to Parade committee. 11/13/17 > MES Two checks received: #5647 in the amount of $10,000.00 and Check #317 in the amount of $48,800.00' 02/05/18 > KMH received check #323 for $77,466.00 02/08/18: > BJS sent EM to SN to share MITP Performance Times with group. > BJS updated IOG with Music In the Parks Performance Times for Friday & Saturday. Pegasus Parade times are still TBD. > BJS sent EM to festival host director to see if they are offering dinner concession that can handle a group of this size (see notes in $10 Meal Credit attachment for Friday's dinner). 02/09/18 > Todd said via EM that they will not do the MITP parade and review since they are doing the ky derby. 03/02/18: > BJS emailed Pegasus Parade Deadline Sheet to SN so she can follow-up with Todd on all required elements - most everything needs to be returned to the Parade Committee directly, NLT 3/19/18. > BJS already emailed the Certificate of Insurance to the Pegasus Parade. > All of the items were sent directly from the Parade Committee to the Director a few weeks ago. BJS also put a copy of the required items in the group's Dropbox. > SN reviewed all forms rec’d on 3/2/18 (RL, FPGF, HIF & FAF). > Total Pax = 297 PAX (273 + 24). > RMS / PAX 52 Qt / 260 03 Q / 12 02 T / 06 08 D / 16 03 S / 03 TOTALS = 68 ROOMS and 297 PAX (273 + 24). > The group will be traveling on 6 busses > They are also scheduled to have an Escort 3/18/18 > CH reviewed all forms processed by SN (RL, FPGF, HIF & FAF). > Total Pax = 298 PAX (273 + 24 + 1). > RMS / PAX 52 Qt / 260 03 Q / 12 02 T / 06 08 D / 16 04 S / 04 (Includes Escort) TOTALS = 69 ROOMS and 298 PAX (273 + 24 + 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 group's GTV > KMH, please notify The ARC to send 297 bags and 594 tags > JAF, Ready for Final Invoice > The group will be traveling on 6 busses > Escort is already included in package rates therefore does not appear on the final invoice. > Comps firm at 24 at the double rate > Pricing is as listed below in red _____ JAF _____ _____ KMH _____ ____ HMS ____ 03/26/18 > KMH recieved check #326 for $48,231.00 4/24/18: > BJS emailed FI BOOKLET to Todd et al . . . > FI Box to mail to Todd attention at the school on Wednesday, via UPS.
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