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General Trip Information
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Fri May 11, 2018
Trip Name
Bedford High School Band-Washington, DC-04-13-2018
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Hotel Info Form
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Bedford HS --> Washington D.C. 132 miles/2.3 hours non-stop DISCOVER STUDENT TRAVEL 9/27/18 > SN spoke to Steven Rodgers by phone about a Washington D.C. trip for 2018. > As a department, they are critically short on instruments for everyone who wants to play, including current students and especially beginning students on the elementary level. That said, they were considering NOT traveling this year so that money could be spent on instrument purchases. The booster group was not in agreement with this and insisted they continue to take an annual trip. > That said, they need to travel as inexpensively as possible, with a trip around $300 including transportation. > 4/13 - 4/14 2018, 50+5 PAX > Would like to either see a performance or do a performance (not both!) > International Spy Museum > Twilight Tour > Newseum > No security. > Basically, whatever they could do on this limited budget. The 8th grade also goes to D.C., but they do this as a day trip, so there would not be a lot of overlap in activities. > Proposal by October 27th 10/29/17: > Hotel has been selected - Hyatt Place Chantilly South (near Dulles) > BJS reviewed and updated IOG. > CH, please send CQRs to this group's usual list. > CH, please complete your attachments and pass along to HMS ASAP. > HMS, please make attachments and calls as needed ASAP. > SN, please contact Steve ASAP to make an appointment for TO presentation no sooner than Wednesday afternoon, 11/1/17 - thanks all! _x___ SN _10/30/17___ __x__ CH _10/29/17___ ___X_ HMS _10/29/2017___ 10/29/17: > BJS replaced Mason Cabaret in Manassas with the Indianapolis Orchestra concert at the Kennedy Center - figured it was more appropriate for a band and tickets were also just $25pp, not including any group discount. Kennedy Center is also more convenient than Manassas on a Friday evening when they will already be in DC. 10/30/17: > BJS ran rates. > CH, ready for TO - old school. Please complete ASAP as SN has been told to schedule TO presentation for anytime after lunch on Wednesday or later. Thanks! ____ CH ____ > SN EM'd Steve to set up time to present TO 10/31/17 > SN is scheduled TO presentation Thursday morning. 11/2/17 > Steve is fine with everything within the trip, but would like to know if doing the Escape Room/Operation Spy is an option for the Spy Museum. SN looked up information on this and it is limited to 15 participants for each hour long session, so I don't think this particular activity will be a good fit for any group. > BJS Agreed. We will keep it as presented. SN, Please let him know. Ready for K as soon as we have a couple charter options for him?\ > SN replied YES > CH, since charters are all we are waiting for to get this to K, please get quotes in the system as soon as they are received and advise SN accordingly. 11/10/17 > SN slack to CH - Bollman is charter choice. 11/12/17: > BJS set due dates. > BJS renamed and updated TO and IOG to K versions as needed. No changes in inclusions or rates. > JAF ready for 1st & 2nd Payment INVOICES. > CH, as soon as JAF completes Invoices, will be ready for E- agreement. Please send to client on Monday, 11/13/17 if at all possible. Thanks! ___x_ JAF __11/13/17__ ____ CH ____ 11/13/17: > JAF created 1st Payment INV. #6325, due 12/15/17, $4,135.00 > 2nd Payment INV. # 6326, due 1/12/18, $5156.00. > CH, ready fo E-agreement.Please send to client on Monday, 11/13/17 if at all possible. Thanks! ___CH___ 11/15/17 > 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 _11/15/18____ _____ HMS _____ 12/19/17 > KMH received check # 291 for $4,135.00 01/11/18 > KMH received check #295 for $5,156.00 02/11/18 > SN reviewed all forms rec’d on 02/08/18 (RL, FPGF, HIF & FAF). > Total Pax = 53 PAX (44 + 9). > RMS / PAX 10 Q / 40 01 T / 03 05 D / 10 00 S / 00 TOTALS = 16 ROOMS and 53 PAX (44 + 9). > The group will be traveling on 1 bus 02/14/18 > CH reviewed all forms processed by SN (RL, FPGF, HIF & FAF) > Total Pax = 53 PAX (44 + 9). > RMS / PAX 10 Q / 40 01 T / 03 05 D / 10 00 S / 00 TOTALS = 16 ROOMS and 53 PAX (44 + 9). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL to hotel on 2/26 as PCCF is due on 2/23 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > KMH, Please send 53 DST Luggage tags and one DST water bottle > JAF, Ready for Final Invoice > The group will be traveling on 1 bus > Comps 1:25, 2 comps at the double rate > Pricing is as listed below in red ___x__ JAF _2/15/18____ _____ KMH _____ ____ HMS ____ 2/15/18: > JAF created final INV # 6371, due 2/26/18, $ 4,540.00. Mailed & Emailed 03/01/18 > KMH received check #302 for $4,540.00. 4/1/18: > BJS reviewed final itinerary packet, then scanned booklet. > BJS emailed FI Booklet to Steve et al. > BJS reviewed and updated the Receipt Form. > BJS gave JAF BRF, needs Cashier's Check. > Kati - prior to mailing on Monday or Tuesday at the absolute latest, the following items are needed - 1. Cashier's Check from JAF and the corresponding Meal Credit Envelope. 2. Label needs fixed on the Orchestra Concert tickets (wrong day of week). 3. DST Water Bottle? Did this go with the DST luggage tags earlier? If not, please include > Once corrected and in house, ready for shipping via FedEx Ground to Steve's attention at Bedford HS. I checked the school calendar and they are in school all this week due to snow make-up days. Thanks! ____ KH ____ 04/02/18 > KMH sent cashiers check w/ FI box via FedEx Ground
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