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General Trip Information
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Tue Jun 26, 2018
Trip Name
Colgan High School Choir & Orchestra-Nashville, TN-04-25-2018
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Colgan High School Choir & Orchestra
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OR
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PAX
Youth
Adults
Escorts
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Start
Date:
Time:
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Date:
Time:
Contract
Due
Received
Deposit
Due
Received
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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 )
Manssas, VA to Nashville, TN = 647 miles = 11 hrs. non-stop 9/6/17: > See client notes - this is a referral from Jennifer at Stonewall Jackson HS. Brand new school, they want an almost identical trip to Stonewall. Ben used her IOG and shared with me exactly what they want, so I have completed IOG put it in their Dropbox. > This is a bid situation. Principle requires 3, but Ben gets to choose. CD has two quotes, but Ben is her mentor so ultimately I think he has pull here. She originally wanted to do a Heritage Festival, but I talked them out of that. > Budget is "around $600". This is about what the choir trip was last year, not sure if it was all-incl. Ben and I talked all-incl., he thinks this is the way to go. > 160 students = 84 choir + 76 orch = 40 adults = 200 pax. > Prince William County approved charter list in their Dropbox folder. > Depart 9:30PM on Wednesday > THursday - Bfast en route, time to explore downtown riverfront w/ $10 MC for lunch, Nashville Zoo, Dinner and show on General Jackson. > Friday - Breakfast at hotel, RCA Studio B - 2 recording sessions (this is something one of the other bids has, they really want it), Lunch somewhere, Grand Old Opry tour, Opry Mills Mall explore - dinner at Aquarium, Grand Ole Opry show. > Saturday - bfast and check out, clinics, Lunch at BB Kings, Step on Tour, dinner at Hard Rock, Nashville Symphony (pre concert talk if available), depart for home. > Sunday - bfast en route, arrive 1pm. > BT created Dropbox folder and IOG, added to White Board. Ensemble Forms have been requested. > Need to schedule TO date ASAP as they already have at least one other bid. Please advise and I will schedule in person delivery with Ben so I can seal the deal! 9/6/17: > Ben sent me the other bid - it's from BRT. Prices not included, unfortunately. I put it in their Dropbox folder. > Good call on mentioning the 55 pax max for Studio B. They have 4 ensembles, two orchestras and two choirs. He's asking if each ensemble is under 55, can all 4 get a session? > Anything is possible with time and money - we will have to see how this might fit in time wise. > We know BRT is not coming to their school in person, so let me know when I can schedule in person TO presentation. 9/14/17: > BT just got off the phone with Ben re: Nashville. > They really want to see how much it's going to be to go to Nashville. Understanding that they may have to stay somewhere farther outside the city than desired and that hotel costs are inflated over this weekend. > They really appreciate that we "did our homework" and found out about this - something no other companies have mentioned. He sounds sold on us, especially based on Jennifer's recommendation. > But changing destinations is kind of the nuclear option for them. They announced it last year. > They have a parent meeting on Wednesday. They would like to be able to present Nashville trip and price, explain the marathon situation to their parents, THEN if they think changing destinations will work better based on cost, etc. they would make that call. > Can we get them something - anything? - by Wednesday? > BTW - all ensemble forms are in their dropbox. 9/19/17: > BJS, HMS and CH all worked together on IOG and then made calls, decisions and attachments, etc. > Ran rates and then CH completed TO old version. > Sent to BT so he can share with client for tomorrow night's parent's meeting. > Rates are higher than we'd typically see since it is Marathon weekend in Nashville. Client is aware thanks to CCIS and they may consider going to Chicago or Atlanta of response is not good at the meeting, due to cost. 9/27/17: > Good news - talked to Ben and they are going with us! > They want to leave the trip exactly as is. > He will have bus choice to me this evening - most likely rank in order of lowest to highest on TO. 1. Gunther, 2. Fullington, 3. James River. > Talked about Tilly - most likely not, will advise soon when he confirms bus choice. > Once we have that, ready for K! 9/28/17: > Gunther is charter choice. > No Tilly. > Ready for K. > BT registered group for Travel Insurued, sent link and docs. 9/30/17: > BJS set due dates. > BJS renamed IOG and TO to the K Versions. > JAF - ready for 1st & 2nd payment invoices. > CH, ready for E-Agreement once JAF completes invoices - please send out before close of business on Tuesday, 10/5/17. > Comps = 1:25 PAID > Ben Bernstein, OD, is the main contact. _x___ JAF _10/1/17___ ____ CH ____ 10/2/17: > JAF created & emailed 1st Payment INV # 6281, due 11/10/17, $43,880.00 > 2nd Payment INV # 6282, due 1/24/18, $62,316.00. > CH, ready for E-agreement.Please send out before close of business on Tuesday, 10/5/17. ___CH___ 10/3/17: > The email address for Ben on the invoices was incorrect so he did not get them. > It looks it was copied, but left off the last letter. > BJS updated in Quickbooks. 10/17/17 > 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____ 11/13/17 >MES TPL received 11/27/17 > KMH First payment received check #1676 in the amount of $39,171.00 02/02/18 > KMH received check #1791 for $31,610.00 02/05/18 > KMH received check #1793 for $29,174.00 2/23/18: > BT reviewed all forms rec’d on 2/23/18 (RL, FPGF, HIF, & FAF). > Total Pax = 189 PAX (143 + 46). > RMS / PAX 29 Q / 116 10 T / 30 21 D / 42 01 S / 01 TOTALS = 61 ROOMS and 189 PAX (143 + 46). > The group will be traveling on 4 buses. 02/25/18 > CH reviewed all forms processed by BT (RL, FPGF, HIF & FAF) > Total Pax = 189 PAX (143 + 46). > RMS / PAX 29 Q / 116 10 T / 30 21 D / 42 01 S / 01 TOTALS = 61 ROOMS and 189 PAX (143 + 46). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL to Hotel on 3/9 – PCCF due on 3/8 > 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 189 Bags and 378 tags > JAF, Ready for Final Invoice > The group will be traveling on 4 busses > Comps 1:25 - 7 at the double rate > Pricing is as listed below in red ___x__ JAF __2/26/18___ _____ KMH _____ ____ HMS ____ 2/26/18: > JAF created final INV # 6390, due 3/9/18, $ 57,945.00. Mailed & E mailed. C to KH. 3/7/18 > CH processed PCCF received on 3/6/18 > Adding one Adult trip participant > REVISED Total Pax = 190 PAX (143 + 47). > RMS / PAX 30 Q / 120 09 T / 27 21 D / 42 01 S / 01 TOTALS = 61 ROOMS and REVISED 190 PAX (143 + 47). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL to Hotel on 3/9 > JAF, Please send a REVISED Final Invoice for One late add Quad Package. ___x_ JAF _3/7/18___ ____ HMS ____ 3/7/18: > JAF created Late Add-on Invoice # 6398, due 3/12/18, $629.00. Emailed. C to KH. 3/15/18: > BT got the following note from Ben at Colgan: Brett, Is there anyway to get an updated final invoice showing the new totals? 120 Quad (instead of 119) 27 Triples (instead of 30) 42 Doubles 1 Single > BT looked at the final invoice and late add invoice and spoke with CH. CH spoke to BJS about this and and BJS decided to handle it with the late add invoice. Perhaps since this is a new large client, we should send a revised invoice so all appears transparent. > By our rough math, this saves the group about $120. > Please advise so I can let Ben know what to expect. 3/15/18: > BJS told BT to tell Ben to expect a revised Invoice within 24-hours. 3/16/18: > BJS sent Revised INV # 6390 to Ben, BT and JAF. > Told him to ignore INV # 6398. > Total due on account = $ 58,454.00. 03/26/18 > KMH received check #1901 for $27,312.50 03/28/18 > KMH received check #1913 for $30,564.50 04/11/18 > KMH received check #1920 for $577.00 04/13/18: > BJS emailed FI BOOKLET to Ben et al . . . > FI Box to mail via FX Ground NLT Monday, 4/16/18. 04/16/18 > KMH sent cashiers check with FI box via fedEx 6/13/18: > BT finally talked to Ben! They have both just been super busy - apologies. > trip went great. > would tweak very small things. things they could have done better, like bus assignments, etc. > Food was good - wasn't expecting anything, all very good. Lots of pleasant surprises. > even their "picky parents" were happy. > The marathon wasn't much of an issue. Good they knew ahead of time. > Ben said he would complete the tour eval. > Oakton HS friend went to Philly - raving about it. Max, who came to Mortons - Ben is trying to link us up. They are becoming better friends. > So they are thinking Philly. > working on dates - principal didn't like their dates this year. Thinking about April 14...work in progress. early Thursday, then coming back Saturday night? 2 hotel nights. As soon as principal approves, he will let me know. > clinics at Temple - McKenna really wants that - Ben open to whatever. > Director at Fairfax is a parent of one of their students. Working on him and some more referrals. 6/26/18 > KH sent back check to Nashville Zoo because it was made out to Colgan HS
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