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Bible (Basic Trip Report)
General Trip Information
Updated
Tue Jul 03, 2018
Trip Name
Mars Area High School Choir (2018)-Myrtle Beach, SC-04-25-2018
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Mars Area High School Choir (2018)
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Final Room List
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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 )
Mars High School ---> Myrtle Beach, SC = 635 miles / 10.5 hrs non-stop. Myrtle Beach to Charleston = 100 miles / 2.5 hrs non-stop (US -17) 8/9/17 > Mark is interested in a Myrtle Beach music department trip April 25-29, 2018. > They would have to leave after school if they did in fact leave on the 25th, however they could go on the 26th if they fly. > They first want to see what airfare would be to get there, which means they could actually leave early on the 26th. > The times entered above reflect a bus option, however, as stated just now, they want to explore flight first. > Performance opportunity wanted for band, choir, and possibly orchestra at Broadway at the Beach or similar. > Not interested in doing any clinics. > Not particularly interested in Ripley's or Wonderworks > Day visit to Charleston or Wilmington to sight see > Beach time > Mini golf > If they do in fact fly, would renting school buses for transportation be an option since any commutes within Myrtle Beach would be fairly short? > Budget: $700 max, but he understands that this may not be possible with airfare (therefore necessitating busing) 9/6/17: > Flights are going to be over $400 or more, so BJS informed SN to tell Mark it is going to have to be by coach. 9/8/17 > SN spoke to Mark this afternoon regarding performance options: Barefoot Landing OR Broadway at the Beach for a performance. Morning or afternoon performance. OR House of Blues (might be the best choice because of the covered deck) A one hour slot or whatever would be best so they can divide their time however they like between the ensembles. > They’d also enjoy going on the riverboat cruise. > Need TO by 9/27 for the October board meeting. 9/21/17: > BJS and SN discussed how far it is to Charleston (2.5 hrs) and Wilmington (2 hrs.) and made the executive decision that this was not a side trip worth pursuing, for if they did, they'd really only be in Myrtle Beach for one day. > Should they decide they really want to go, HMS did call Fort Sumter and they can take them on Friday at 10:30AM presently. 9/25/17 > Mark is asking via EM how soon to receive information from us? 9/25/17: > BJS made final attachments and review so rates can be generated. > BJS ran rates. > Comps = 1:25 PAID Tier 1 = 114 - 125 pax Tier 2 = 102 - 113 pax (+14pp) Tier 3 = 90 - 101 pax. (+16pp) > CH, ready for TO - old version. > Would be great to have before end of day today, but if not, tomorrow morning works. __X__ CH __X__ 9/26/17: > BJS reviewed TO and then sent to SN for sharing with client. 10/23/17: > Per SN, ready for K. > BJS set due dates. 10/24/17: > BJS completed TO K Version and IOG K Version. > Comps = 1:25 Paid. > Tiered Pricing. > JAF, ready for 1st & 2nd Payment INVs. > CH, ready for K as soon as JAF completes invoices. Please send NLT 10/25/17. __x__ JAF 10/24/17____ ____ CH ____ 10/24/17: > JAF created 1st Payment INV, due 11/30/17, $23,375.00 > 2nd Payment INV, due 1/24/18, $38,348.00. > CH ready for E-agreement.Please send NLT 10/25/17. ___CH___ 11/10/17th > SN and Mark spoke about his participant numbers. He only had 84 total, including adults. He is concerned about overall cost and is wondering how a choir only trip would compare. > SN and BJS discussed and if they can get their 90 person minimum, price should not be affected much, if at all. A choir only trip would require starting the trip basically from scratch. > SN called and LVM with Mark. 11/13/17: > BJS rec'd EMail from Jennifer Kennedy - Good Morning, I hope this email finds you both well. I wanted to get in touch with you about the proposed trip for the Mars High School Music Department trip to Myrtle Beach in April. I am not sure how much Mark Rodgers has been in contact with you the last two weeks. Unfortunately the band and orchestra had minimal participation forms turned in for the trip due to unexpected events conflicting. Between the two groups and parents they did not fill one bus. However, the choir has an entire bus full as originally planned. I really hate to cancel the trip for them and was wondering if we could take a look at numbers for the Myrtle Beach trip if we took one bus and just the choir. Is this possible to do? To be very upfront, we were hoping to have our student cost not exceed $750. I am open to altering the events in the time frame to make it work. Please let me know your thoughts. You can email me or call me on my cell phone, 724-766-4912. Thank you so very much, Jennifer Kennedy Mars High School Choral and Musical Director 520 Route 228 Mars, PA 16046 724-625-1581 > She then added - Good Morning.... again. :) I thought it may be helpful to know that I would have 55 travelers with 53 paying. For rooming, it looks like we would need 17 rooms. > BSJ sent on to SN and she will let them know we are happy to have a trip happen and they shouldl expect few adjustments. 11/27/17: > BJS reviewed and updated attachments and rates as needed. > Sent TO to SN so she can share with group and get a decision on the escort. If they'd take it out, they'll save $25pp. > Also told SN that we would change the name on everything and get them a new E-Agreement as soon as we have the answer on the escort. 12/6/17 > SN reached out again yesterday regarding whether they wish to have an escort or not, with no response yet. 12/8/17 > SN LVM regarding the need for an escort or not. 12/8/17: > SN, just so you know, BJS changed the Escort from ‘throughout your trip’ to CCIS Representative “on-location” in Myrtle Beach. The escort will meet them when they arrive in Myrtle Beach for their first activity. > Since it is now just Choir, we are doing a completely new set of dates, K materials, invoices, etc. > BJS created TO K Version. > BJS set dates. > JAF, you can delete the Mars HS Music Department Invoices created earlier as this trip is now just Mars HS Choir. > BJS created client & trip in QBooks - Mars Area HS Choir - Myrtle Beach '18 > Ready for 1st and 2nd Payment Invoices. > 1 coach > Comps = 1:25 Paid > Tier pricing is in TO K Version. > CH, please proceed with E-agreement as soon as JAF completes Invoices. Please try to send to client before your shopping days off. K is due 12/19/17. Thanks! ___x_ JAF __12/8/17__ ____ CH ____ 12/11/17 > EM from Jen Kennedy says she definitely wants to have the Escort. 12/19/17 > SN LVM and resent agreement for Jen Kennedy. 1/3/17 > SN LVM and again resent agreement for Jen Kennedy. 01/12/18 > KMH printed fully executed contract and TO > KMH processed GLH per SOP > As this group is now UNDER CONTRACT, please review all and proceed as needed. _____ CH _____ _____ HMS _____ 01/29/18 > KMH recieved check #1001 for $7,000 2/21/18 > SN reviewed all forms rec’d on 2/20/18 (RL, FPGF, HIF & FAF). > Total Pax = 51 PAX (44 + 7). > RMS / PAX 09 Q / 36 03 T / 09 02 D / 04 02 S / 02 TOTALS = 16 ROOMS and 51 PAX (44 + 7). > The group will be traveling on 1 bus > They also are scheduled with an Escort 02/23/18 > KMH recieved chcek #1003 for $8,000 2/24/18 > CH reviewed all forms processed by SN (RL, FPGF, HIF & FAF) > Total Pax = 52 PAX (44 + 7 + 1). > RMS / PAX 09 Q / 36 03 T / 09 02 D / 04 03 S / 03 (Includes Escort) TOTALS = 17 ROOMS and 52 PAX (44 + 7 + 1). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL to Hotel on 3/12 – PCCF due 3/9 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > KMH, Please set up GTV > KMH, Please notify the ARC to send 51 bags and 102 tags > JAF, Ready for Final Invoice > The group will be traveling on 1 bus > Comps 1:25 - 2 at the double rate > Escort is already part of package rates and should not be listed on the invoice at all. > Pricing is as listed below in red ___x__ JAF _2/26/18____ _____ KMH _____ ____ HMS ____ 2/26/18: > JAF created final INV # 6389, due 3/12/18, $ 24,297.00. Mailed & E mailed. C to KH. 03/16/18 > KMH recieved check #1004 for $10,000 4/6/18 > Pre-trip meeting is April 16th at 6pm. 4/12/18: > BJS emailed FI BOOKLET to Jennifer et al . . . > BJS will deliver FI Packet to Melva, the Escort, on Saturday morning when I meet her for breakfast in Pittsburgh, including Meal Credit Cashier's Check & Bank Request Form. 04/13/18 > KMH receieved check #1006 for $14,297.00 04/13/18 > KMH sent Cashier's check with BJS
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