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Trip Notes
( Print Note )
( E-Mail Corporate )
North Clarion HS ---> Washington D.C. 295 miles/ 5.5 hrs non-stop DISCOVER STUDENT TRAVEL 10/5/17 > SN received via EM information from Paula Williams regarding next year's trip to Washington D.C. > They would like it to mirror what they did a few years ago. > Inclusions were: * Smithsonian visit * National Archives * White House Tour * lunch at Union Station * Holocaust Museum * Spirit of Washington dinner cruise * Arlington Cemetery wreath laying ceremony * Ford's Theater & Museum, Preston House & Learning Center * Mount Vernon * Colonial Williamsburg tour * Dinner at Shields Tavern * Busch Gardens > They are trying to get a head start on next year's trip! > In 2015, the trip came in at $452/quint $482/quad etc + bus. Realizing costs have likely risen, still want the same trip with the same inclusions as last time. 12/12/17 > Paula Williams EM'd, asking about the TO status 12/13/17: > BJS added to White Board. > BJS took IOG from 2015 and updated to 2018 dates since they want a repeat of that trip. > BJS also printed copy of the 2015 Final Itinerary and included it in Red File for October 2018 trip. > CH, ready for CQR and BMG (2 hotels, one in northern VA (2 nights) and 1 night in Williamsburg. > HMS, please review and do what you feel you absolutely have to at this point, make all attachments, etc. > Client needs to make decision before the Holiday Break, so lets plan to have this as complete as possible by Monday (12/18), so we can have it to them by Tuesday 12/19 if at all possible. > SN mentioned that they are needing our proposal so they can review it with the others they have. Not sure if they actually have been doing this for the past few years or not, but regardless, we need to put our best foot forward and get this completed ASAP and make certain we are competitive. That being said, hotels may have to be less expensive than what we have done in the past for this group and they never take the Apple product, so we can leave it out as well, especially when we may be getting bis against another company. > Since we are getting bid against, treating as a DST trip. They never take the apple product and always complain that they have to pay for the GTV and don't want it, so this makes sense. Will be an all inclusive meal plan however. __X__ CH __X__ __X__ HMS __X__ 12/19/17: > BJS reviewed and updated attachments as needed and then ran rates. > 4 trips later and the rates went up just $7 on the Quint when compared to 2015. > CH, ready for TO prep - Old School. Probably easiest to take the 2015 version and update - but the choice is yours. > Please TEXT BJS as soon as complete so he can review and get to SN for her meeting tomorrow AM. Thanks! > DST trip > Comps = 1:25 Paid. > Tier 1 = 40 - 44 pax. > Tier 2 = 35 - 39 (+$20pp) > Tier 3 = 30 - 34 (+20pp). __x___ CH _12/19/17___ 12/19/17: > BJS reviewed TO, made a few minor adjustments and then sent note to SN that it is in DB and ready for tomorrow morning's meeting. > After realizing an attachment mistake, package rates are actually lower than they were for the same trip in 2015!!! 12/20/17 > SN spoke to Paula this morning regarding her TO. > Paula says they will definitely have 52 participants now, which is higher than their originally projected numbers. With 52, will they have an additional comp and will anything change in their package price? > While the 3 advisors are conferring and will have an answer on Friday, Paula did say that their likely bus choice would be Butler Motor Transit. 12/22/17 > SN rec'd EM from Paula this morning: 1. Buca Di Peppo - We looked up the banquet menus and from what we can tell we have choices for the Classico menu. We are wondering if we could go with the Magnifico menu. This would be a savings for the students. 2. On Friday, we would like to have more time at the Smithsonian's. We would also like to eat lunch there (taking out the Subway that was planned at Mt. Vernon). That would push Mount Vernon to a later tour time, maybe 1:30ish and then leave at 3:30 to go to Williamsburg. Then arrive at 7:00 for dinner at Colonial Williamsburg Tavern. 3. For Saturday, we would like to start the day with a tour of Colonial Williamsburg at 9 am then do Busch Gardens. Then depart for home around 4:00. > Please let us know how the dinner change would impact the cost of the trip, and we need the rates if we have 52 students going. Everything else looks great! > HMS, please review above, make necessary updates / changes and then return to BJS for revised rates and Rev1. Thanks! ____ HMS ____ 1/3/18 > SN received EM from Paula requesting revised TO 01/08 & 09/18: > BJS updated numbers in system and on IOG K Version to 56 (52 + 4). > BJS updated attachments as needed. > SN is checking on final bus decision. > As for their request to change the menu at Buca, we have a National Contract with them and our menus are set / pre-determined, so no change in menu or rates. > Per SN, BMT is definitely their charter choice. > BJS ran rates and they are unchanged; however, tier breakdown has changed since they are expecting more pax. > Tier 1 = 51 - 56 > Tier 2 = 45 - 50 (+$20) > Tier 3 = 39 - 44 (+$20) > JAF, ready for 1st & 2nd Payment Invoices. > CH, will be ready for E-agreement as soon as JAF has the invoices complete. __x__ JAF _1/9/18___ ____ CH ____ 1/9/18: > JAF created 1st Payment INV # 6351, due 7/11/18, $ $9,132.00 > 2nd Payment INV # 6350, due 8/10/18, $ 12.384.50. > CH, ready for E-agreement. ___CH___ 01/18/18 > 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 _____ 02/11/18 > Paula EM'd saying the invoices in the GLH are from last year and would like to have the correct invoices so she can get their first payment in by 2/20 02/20/18 > KMH received check #8626 for $9,132.00 2/21/18 > Paula EM'd saying they have 52 students and 4 chaperones signed up, so they plan on filling their bus. 5/18/18 > KMH received check #8668 for $12,384.50. 7/12/18: > BJS and KH discovered that this group is DST and it was not marked accordingly with the check-box, so we updated and changed folder to orange. > KH revised IOG and then BJS reviewed in order to accommodate the National Archives visit, which was most difficult to secure this year as they are doing fewer tours, as well as the Holocaust Museum and other items that require hard reservations. > IOG has been updated and all contract items have been accounted for; HOWEVER, In place of $10 Meal Credit for Lunch on Friday at what was to be the Smithsonian, we now need to do a SUBWAY delivery to the coaches at the National Archives for when they depart for Mt. Vernon at 12:30PM that afternoon. The attachments will need to be updated. > HMS, please review and update all attachments and the arrangements made between you and KH with our vendors to make certain all is correct and up-to-date. Thanks! ____ HMS ____ 8/3/18 > SN reviewed all forms rec’d on 7/31/18 (RL, FPGF, HIF & FAF). > Total Pax = 56 PAX (52 + 4). > RMS / PAX 00 St / 00 05 Qt / 20 04 Q / 32 00 T / 00 02 D / 04 00 S / 00 TOTALS = 14 ROOMS and 56 PAX (52 + 4). > The group will be traveling on 1 bus 8/12/18: > SN, Ford's Theatre has scheduled the group's admission for 1PM on the first day of the trip. This is 30-minutes prior to when we requested (1:30) and we feel it will make it a bit close if they have the 1-hour lunch stop en route. > Please share with the group the following for their input / decision - can they bring a bag lunch on the first day and just literally eat it while en route to DC? If they are willing to do this, we can either reduce their package rates by $10pp, via a credit on the final invoice, or we can go ahead and give them the $10 and the two remaining $10 meal credits would become $15 meal credits (one at Union Station and the other for Dinner on the way home). > We cannot make an earlier departure time and include a lunch stop due to driver hour issues. > Please advise ASAP as to how they'd prefer we proceed. Thanks! ____ SN ____ 8/20/18: > BJS reviewed Forms and then made usable Room List. > BJS included the Bus Driver on the Room List, but driver is not included in the numbers that follow per SOP. > Total Pax = 56 PAX (52 + 4). > RMS / PAX 05 Qt / 20 04 Q / 32 00 T / 00 02 D / 04 00 S / 00 TOTALS = 14 ROOMS and 56 PAX (52 + 4) > BJS updated IOG, Bible, and Status Schedule accordingly. > KH and HMS, as these numbers are now confirmed final and GUARANTEED, please proceed as needed. DST trip, so mail wrapped water bottle and orange luggage tags to the school per SOP. > JAF, please complete Final INV. They are Tier 1 and prices are below in red. > JAF, please issue a line item credit on the final invoice in the amount of $10 x 56 pax for the $10 Meal Credit, lunch en route, on the first day. They are doing a self-provided brown bag lunch that they will eat en route to DC and keep moving in order to get to their reservation at Ford's Theatre in time. > All forms were received on 8/3/18: FPGF, RL, HIF. Bus Manifest, FAF, etc. __x__ JAF _8/20/18___ ____ KH ____ ____ HMS ____ 8/20/18: > JAF created final INV # 6458, due 8/31/18, $9,954.50. Mailed & emailed. Copy to KH. 8/23/18 > EM from Paula regarding Ford's theater and when they can eat lunch: Go ahead and reduce the package rate by $10 per person and we will find lunch en-route. We looked at the time and we feel we can find some fast food restaurants side by side which will allow the students enough time to grab something and eat on the bus. 9/4/18 > KH rec'd check #8704 for $9,954.5
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