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General Trip Information
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Fri Jun 01, 2018
Trip Name
Lewiston High School Music Department-Williamsburg, VA-04-26-2018
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Lewiston High School Music Department
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Final PAX
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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 )
Lewiston, ME to VA Beach - 13 hours VA Beach to Willliamsburg - 2 hours Williamsburg to Lewiston - 12.5 hours >10/3/17 SS heard from Darren at Lewiston HS. Ready for a trip to Williamsburg VA Darren's email request: "Would like to leave on a Weds. night arrive in Virginia Beach to do a beach day on Thursday and then create an Itinerary for Friday and Saturday with Saturday ending at Busch Gardens and then travel home overnight to arrive back in Lewiston on Sunday. Obviously would like a performance opportunity, a Clinic and hopefully take in some sort of musical performance as well. Would like to attend (as spectators) the Tattoo Festival taking place in Norfolk that weekend. Again we are trying to keep cost under $800 with travel included." CCIS to do travel: suggests Raposo Bus Company (used them in 2016), Northeast Charter: http://www.northeastchartertour.com/ VIP: https://vipchartercoaches.com/ 10/26/17: > BJS sent Ensemble Information Forms to Sophia so she can have Darren complete and return ASAP. > BJS and SS also texted back and forth and it is agreed that they cannot afford the GWL, so we will go with a BMG hotel option. > CH - please check with BMG for day rooms in VA Beach for both the drivers (2) and 4 additional rooms for the group - one each for male and female adults and students. 11/3/17: > BJS and CH discussed day rooms in VA Beach and amount of time to be spent at the beach and decided this is something that does not need to be included from the start. If they ask, it could always be added and we will invoice accordingly. > BJS reviewed and updated IOG as needed. > CH sent CQRs. > BJS made attachments as needed / able. > BJS ran rates. > CH, ready for To - old school. I need to send to Sophia this afternoon, so please complete as soon as you return from lunch. Thanks! > HMS, you may want to wait to see what response Sophia gets before making your calls - hopefully by the time you get back from Orlando, we can get the go ahead to proceed to K. ____ CH ____ ____ HMS ____ 11/5/17: > Darren sent Sophia updated travel dates in mid-October, but she never saw the email . . . > BJS sent EM to Sophia - Sophia: With a Friday night departure, I am thinking Saturday would be all day at Busch. Sunday would be Tattoo (matinee) in Norfolk and quite possible their clinics. The Tattoo is only available one weekend, the weekend he is traveling, but it is Thursday, Friday & Saturday nights + a Sunday afternoon matinee. They could go Saturday night, but it would create some bus driver hour challenges since the Tattoo is in Norfolk and their hotel is in Williamsburg. Darren mentioned Busch on Monday, but Busch Gardens has not released their 2018 operating schedule and it is typically open only on weekends at this time of year. The Friday departure is actually not ideal due to the limited availability of Busch & the Tattoo. Is there any chance he could leave Thursday night instead? A Thursday night departure will definitely open up the possibilities and make for a better trip with fewer scheduling challenges. See how he feels about the rate as presented – even with transportation, he should be nicely below his requested max. If he is fine with that and willing to spend a bit more, I would very strongly suggest staying the extra night and NOT driving through the night on both ends of the trip. Adding this night and the corresponding meals would be around $70 - $75 dollars or so (estimate only) . . . I really need to know NOW if he wants to make this addition, for it effects both the hotel and charter company. Please apologize to Darren and let him know we will make the revisions as soon as you have an answer on departing Thursday night instead of Friday and if he wants to add the extra night at the end of the trip. Once we have these decisions, we will revise the IOG, checking with the hotel, charter companies, etc. and complete a revised Trip Orchestration. Please understand, once we have these answers, it is going to take 3 – 5 days (I am guessing) to get this all together. Thanks, Bryan >11/6/17 > Sophia sent an email stating all of the above to Darren along with a text to check his email. > Complete hold on this trip until we get answers to the questions above. >11/9/17 >Sophia heard from Darren on 11/7 and forwarded the response to BJS on 11/8. Lewiston can leave Thursday morning, beach on Friday morning, Williamsburg in the afternoon. He does not want to travel at night in both directions. Also requests Tattoo festival on Saturday and Busch on Sunday, leaving from Busch for home. 11/15/17: > BJS revised IOG to IOG Rev1. > Is now a three night stay, departing on Thursday morning and arriving back at the school at noon on Monday. > CH, please check with Hotel to see if they can accommodate the Saturday night stay. > Please send out for re-quotes to Raposo and your friend Joel at Yankee Trails. > Please advise BJS as soon as we know about hotel so BJS can complete revised rates and TO Rev 1. __x__ CH _11/15/17___ 11/20/17: > CH updated ALL attachments to reflect IOG Rev1. > BJS updated rates and TO and then sent TO Rev 1 to SS so she can share with the group and hopefully move this along to K ASAP. 11/21/17: > Sophia spoke with Darren He likes the itinerary but would like to make some changes. Friday: clinics in AM at William & Mary; afternoon Colonial Williamsburg Sat: morning activity - maybe something at Virginia Beach?; afternoon (around 1pm or so) at Tattoo Festival, Darren is looking into whether or not food vendors are available in the evening, show at 7:30pm at Tattoo Festival - tickets will need to be purchased Sun: perfect! 11/21/17: > Sophia just heard from Darren: "Just talked to people at NATO Festival. They said that there is a mall between Town Point Plaza and Scope Plaza that kids can get food, so a meal credit will work well for Saturday dinner. Thinking about Saturday morning, we could maybe do Jamestown as a filler and then move on to Norfolk for the afternoon." 11/30/17: > BJS revised IOG based on Darren's conversation with SS on 11/21/17. > BJS sent to SS so she can share with Darren for his final review and approval before we make any more changes, etc. 12/20/17: > Per em from Darren to SS on 12/7/17. BS found in his email and added note to TPMS. Hi Sophia, Looks good. The only concern we have is that there is only 2 hours of time at Colonial Williamsburg in the morning and then time shopping. Could we extend the time in Colonial and shorten the shopping/ lunch? What time do things open in Colonial? Other than that things look good. > BJS reviewed IOG and then moved Breakfast to 7AM and started Colonial Williamsburg Tour at 9AM in order to extend it by an hour - it will be from 9 - 12. > BJS renamed IOG Rev2 to the K version. > BJS reviewed rates and then updated attachments and rates accordingly. ($10 increase per person). > BJS updated TO Rev 1 and then called it the K Version. > BJS set due dates with slight adjustments. K due 1/5/18 and 1st $ due 1/19/18. > JAF, ready for 1st & 2nd payment invoices. > CH, ready for K as soon as JAF has the invoices completed. Please make sure it goes out before 12 noon tomorrow (12/21/17). Thanks! > KH, please print the QUOTE K Version (out in green file), Trip Notes in TPMS, and the TO K Version and place in Red File for CH and HMS to review and sign off on. Thanks! __x__ JAF _12/20/17___ ____ CH ____ ____ HMS ____ 12/20/17: > JAF created 1st Payment INV # 6346, due 1/19/18, $15,576.00 > 2nd Payment INV # 6347, due 2/16/18, $ 24,541.00 > CH, ready for E-agreement. > ___CH___ 1/4/18 > Sophia heard from Darren this morning. He has received the contract and will sign and send ASAP. Darren confirmed that band and orchestra are performing together as one unit. 01/15/18 > 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 received check #4582 for $15,576.00 01/29/18 > SS heard from Darren regarding number of students and adults for trip. They have 57 students and 8 adults with the possibility of a one or two person change either way. He is planning to adjust his second payment to reflect the lower numbers. SS explained that this is usually done on the final payment. 02/27/18 > SS heard from Darren. They are down to 52 students and would like to cancel one of their busses. SS requested an updated number of adults and information on how the "extra" adults would get to Williamsburg. 02/27/18: > BJS sent EM to SS - we need his forms - they were due last Friday, 02/23/18 and his hotel has an attrition policy, so we have to release any unneeded. Told her the deadline was close of business on Wednesday, 02/28/18. 2/28/18: > BJS marked Apple Product INACTIVE since we do not have forms by 2/23/18 due date. > CH, please monitor hotel Attrition Clause and release rooms as needed - if we don't have forms by deadline, you will need to do it based on the numbers SS provided on 2/27/18. Thanks! ____ CH ____ 3/1/18 > SS received an email from Darren. A check for $7600 was mailed today. Trip numbers are now 52 students and 4 adults. Darren also questioned whether the student quad and triple rates would remain the same. SS checked with CH, then sent a follow up email to Darren explaining that we would do our best to keep the rates the same, but there may be an increase due to the lower numbers bringing them down two bracket breakdowns. 3/6/18 > CH reviewed forms received LATE on 3/2/18 (RL, FPGF, and HIF) > FAF was to be faxed, but has not been received yet > > Total Pax = 58 PAX (52 + 6). > RMS / PAX 10 Q / 40 04 T / 12 01 D / 02 04 S / 04 TOTALS = 19 ROOMS and 58 PAX (52 + 6). > Final number are below Tier 3 prices therefore, CH marked lunch and dinner on the first day (4/26/18) inactive as they will now be meals on own in order to keep prices at the Tier 3 rates. > CH updated rates to Tier 3 > 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 58 Bags and 116 tags > JAF, Ready for Final invoice > The group will be traveling on 1 bus > Comps 1:25 - 2 at the double rate > Rates are Tier 3 as listed below in Red __x___ JAF _3/7/18____ _____ KMH _____ ____ HMS ____ 3/6/18 > Sophia Santerre heard from Darren. He is wondering is a 58 passenger bus is available. 3/7/18: > JAF created final INV # 6397, due 3/16/18, $26,733.00. Mailed & Emailed. C to KH. 03/09/18 > KMH received check #4620 for $14,200.00 04/09/18 > KMH received check #4679 for $12,533.00 04/16/18 > SS heard from Jenna (choral director). She would like to know where the seats are for the Tattoo Festival so her brother can purchase a ticket in the same area. 4/17/18: > BJS emailed Final Itinerary packet to Darren et al . . . > FI BOX to be mailed via FedEX Ground.
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