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General Trip Information
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Thu May 31, 2018
Trip Name
Harlan High School Music Department-Dallas, TX-04-13-2018
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Harlan High School Music Department
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Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
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Sext
Start
Date:
Time:
End
Date:
Time:
Contract
Due
Received
Deposit
Due
Received
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First Payment
Due
Received
Final PAX
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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 )
San Antonio, TX to Dallas, TX = 290 miles = 5 hrs. non-stop DST 10/23/17: > Andrew has finally gotten all of the details together for his trip! > 110 students plus 22 adults = 132 70 - Band 20 - Choir 20 - Orchestra > Choir and Band forms are in Dropbox - waiting for Orch. form. > Depart Friday - 4/20/18 > 6:30 AM Load Buses > 7:00 AM Buses Depart from John M. Harlan High School > (LUNCH Stop) or arrive at University for Lunch > College Masterclasses and Campus Tours at University of Texas of Austin or Baylor or Southern Methodist University or Texas Christian University. He has not specified any directors to work with. > Depart University for Dinner/Entertainment such as Medieval Times > Post 9:00 PM Arrive at Hotel > Saturday > 7:00 AM Wake And check out of Hotel > 7:30 AM Breakfast > 8:00 AM Load Buses > 8:30 AM Depart for Six Flags > Arrive at Amusement Park stay until it closes - 9pm? > Depart to return home with a Buccee’s - Apparently this is a southern thing - it's a rest stop basically. The Temple location is on their way home. https://www.buc-ees.com Not sure what the big deal is here - but he can just work it out with bus drivers I think. > Return about 2am. > Budget - hoping $250 to $285, hence DST. I would say for an overnight if he can afford CCIS we should try to give him the perks so he will talk us up! > Approved charter list is in Dropbox. > BT added trip to White Board and started IOG. No set date, but he has been very responsive lately and is ready to go. I'd like to set an appointment for next week if possible. > Comps - He wants us to build into the cost single rooms for 7 adults - 4 BD, 1 OD, 1 CD, and 1 admin! 10/25/17: > Per BT, dates have to be changed to 4/13/18 - 4/15/18 (arriving home at 2AM on the 15th, just like before, so still a one-night trip). > BJS updated trip dates. 11/8/17: > BJS reviewed and updated IOG. > BJS made comps 7 singles per director's request. > Will probably give all the CCIS perks at no cost since they are a huge program and one of our first and biggest supporters in TX!!! > CH, is sending for CQRs. > Hotel is attached. > HMS, pleas make your attachments and start work on clinicians and campus tour and if kids can eat lunch on campus with a $10 Meal Credit. > BJS will need to run rates on Thursday and CH complete TO, since BT is meeting with client on Friday. ____ HMS ____ 11/9/17: > BJS reviewed attachments and updated as needed, as well as IOG. > BJS ran rates. > CH, ready for TO - new style. > Please complete and include all charter quotes. I will do the TO text for the MISC Wildcard. > Please text BJS when complete, so I can review TO before tomorrow's meeting with client. Thanks!!! > Tier 1 = 119 – 132 > Tier 2 = 106 - 118 (+20) > Tier 3 = 93 – 105 (+26) __x__ CH _11/9/17___ 11/10/17: > BT had GTM with Andrew for Dallas trip. > Itinerary looks good. > Clarified ensemble form. They are, indeed, NOT taking instruments. Long story short, remove the $1750 clinician fee, he is handling it on his own. I told him to subtract "about $15" from the rates. > He is in talks with a few folks, should be free of charge, he will let us know what to put in the itinerary. > Definitely wants to do Tilly. > will send charter choices as they arrive, once we have choice will set up GTM for Tilly rate worksheet and go to K. 11/15/17: > Misc Wildcard has been marked INACTIVE per clients request since he is handling the College stuff on own. > BJS updated rates by reducing $15pp across the board and for all tiers. > BJS added charter quotes to the TO Rev 1. > BJS updated IOG Rev1 (noted that college stuff was being handled by Client. > BJS alerted BT to the fact that TO Rev1 is ready for Client. We need their charter choice and then we can go to K! 11/30/17: > BT just talked to Andrew! > Go to K. > Regent is charter choice - I think CH already requested K from them. > He wants to do Tilly, so we completed a rate worksheet via GTM. BT put it in Dropbox. > His TILLY Student price = $295 > His TILLY Adult triple price = $335 (he expects many of them to go into triples and will tell them how much more to pay if they do a double). > His TILLY Adult single price = $480 > 3 payments if possible. It seems like we are awfully close for 3, so I told him it may have to be 2. > 1st payment can be Dec. 15. Could have 1 pmt. due in early Jan. and one due at the end of Jan? > Can we have K and Tilly set up for him by Wednesday of next week? 12/5/17: > BJS completed TO K Version. > BJS set due dates. > Group will be using Tilly and CH will set up accordingly ASAP as he needs to get the info out to his group as the first payment is due 12/15/17, one week from this Friday. > JAF, please prepare 1st & 2nd Payment Invoices based on the CCIS rates in the system, NOT Brett's notes above. > This is a DST trip. > Comps are 7 regardless. > Tier pricing in in the TO K Version. > CH, as soon as JAF completes the Invoices, ready for E-Agreement. Please get this to the client NLT 2:00PM tomorrow, including Tilly info. > Thanks All!!! __x__ JAF _12/5/17___ ____ CH ____ 12/5/17: > JAF created 1st payment INV # 6336, due 12/15/17, $10,248.00 > 2nd payment INV # 6337, due 1/15/18, $14,877.00. CH ready for E-Agreement. Mailed & Emailed. Please get this to the client NLT 2:00PM tomorrow, including Tilly info. _____CH_____ 12/8/17: > Andrew has a few students who have season passes to 6 Flags. > He usually anticipates this with Disney, but didn't expect with 6 Flags. > Is it possible to treat this as we would for a Disney season pass holder and have him indicate those students on his room list and credit them on final invoice? If so, how much? Group cost is $45 in the attachment. 12/08/17 > 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 _____ 12/11/17: > BT registered group for Travel Protection and sent information. 1/19/18: > BT got email from Andrew today. > They will only need 6 single comps instead of 7 - "to reduce the cost of the trip". > I told him comps show up on final invoice. Will have to get with BJS and he is out of country. > My thought is Till already set up, can't change anything. He may need to do the math on his end. Please advise when able. 1/30/18: > Andrew requested two "dummy" invoices per this email: The choir and orchestra will be paying part of their fees from a Student Activity Account which means I will need separate invoices for each of the for the amounts specified below.These accounts sometimes take 30 days to draw from so I am trying to be proactive. Choir 521.75 Orchestra 785.00 > Per BJS, BT created these invoices on letterhead and sent to Andrew so be on the lookout for these random payments toward their account. 02/09/18: > BJS marked boxes above, since group is paying through Tilly, Deposit 12/15/17 and First Payment 2/9/18. 2/9/18: > BT reviewed all forms rec’d on 2/9/18 (RL, FPGF, HIF, & FAF). > Total Pax = 106 PAX (84 + 22). > RMS / PAX 16 Qt / 80 02 Q / 08 00 T / 00 04 D / 08 10 S / 10 TOTALS = 32 ROOMS and 106 PAX (84 + 22). > The group will be traveling on 2 buses. 2/12/18: > CH reviewed all forms processed by BT (RL, FPGF, HIF, & FAF). > Total Pax = 106 PAX (84 + 22). > RMS / PAX 16 Qt / 80 02 Q / 08 00 T / 00 04 D / 08 10 S / 10 TOTALS = 32 ROOMS and 106 PAX (84 + 22). > 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 send 106 DST luggage tags and one DST water bottle > JAF, Ready for Final Invoice > Comps are 7 at the single rate > The group will be traveling on 2 buses. > CH updated quote price in red to Tier 2 Pricing ___x__ JAF 2/22/18_____ _____ KMH _____ ____ HMS ____ 2/22/18: > JAF created Final INV # 6381, due 3/2/18, $11.098.53.Mailed & E mailed. C to KH. 2/22/18: > BT just got off the phone with Andrew. > He explained that he has two male students that went unaccounted for on his rooming list. One was blocked on Tilly by a web ad when he printed the list out. I know he spoke with RJ about this and he is a little peeved that he was not able to generate a report that dumped into a spreadsheet that could be easily printed and read. The other kid - not quite sure what happened - but both have paid for the trip. > BT spoke to BJS. All good, we know RJ is working on this. Told BT to talk to CH about how to best handle room situation. > Per CH - she hasn't submitted the list to the hotel yet and there are plenty of rooms. > Andrew is submitting a PCCF (supposedly by email to BT) and CH will add these two boys to a double room. BT will forward once received. 3/7/18 > CH processed PCCF received on 3/6/18 > Total REVISED Pax = 107 PAX (84 + 23). 16 Qt / 80 02 Q / 08 00 T / 00 05 D / 10 09 S / 09 TOTALS = 32 ROOMS and REVISED 107 PAX (84 + 23). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH sent RL pack to Hotel ____ HMS _____ 3/11/18 > Final Pax = 107 PAX (84 + 23). 16 Qt / 80 02 Q / 08 00 T / 00 05 D / 10 09 S / 09 TOTALS = 32 ROOMS and REVISED 107 PAX (84 + 23). > JAF, please send a REVISED final invoice to include all payments received late through Tilly. > Comps are 7 at the single rate > The group will be traveling on 2 buses. > Pricing is as listed below in red __x__ JAF _3/12/18___ > JAF created revised INV No. 6403, due 3/12/18. $8,632.96. Emailed. C to KH. 3/13/18: > JF - when you make out cashier's check for their meal credit - please make it out to Jessica Long - booster treasurer. > It can be sent to Andrew's attention at the school. 3/19/18: > Andrew has been asking me repeatedly if we have received the check from his boosters for the dummy invoices I created back in January for Choir $521.75 and Orchestra $785.00 = $1306.75. He said it could take up to 30 days, still haven't seen any mention of it. > Today he says Check number 381023 from Northside ISD was electronically transferred to "our account" on February 13. He said someone in our company had to fill out a form giving electronic permission b/c their district does not issue checks anymore. > JF, did you complete this form? Could this have been part of the school district application we completed? > If these funds have been received, they need to be accounted for and credited to the group. Please advise! I just assumed we were looking for a check this whole time. 3/19/18: > JAF screw up. Omitted the E -Check from payments received on invoice. Created corrected INV #6410, dated & due 3/19/18 $ 7,253.21. Mailed & Emailed. C to KH. 3/23/18: > FYI - their spring break has already passed - March 12 - 16. March 30 is a school holiday, but otherwise no issues with sending materials to school. 4/2/18: > KH mailed Cashier's Check and Bank Request Form with Meal Credit Envelope. 4/3/18: > BJS emailed Final Itinerary BOOKLET to Andrew et al . . . > Final Itinerary Box is to be mailed this afternoon via FedEx Ground top Andrew's attention at the school. 04/03/18: > KMH sent FI Box Via fedex ground 04/09/18: > KMH received check #1159 for $5676.59 4/11/18: > Andrew finally got FedEx package! > quick debrief. Receipt form, etc. He will go through everything and let me know if any questions. > Re: final invoice being short - Band boosters just sent what they had collected without running it by Andrew first. > He investigated and choir guy screwed up payment with his kids. Had some kids drop and he didn't collect payment from them - didn't tell anyone about it. Being a new school, they don't have the liquid cash, he's working on it. Will need me to have an exact invoice for the choir - will let me know the exact numbers. 4/12/18: > As requested, BT sent Andrew a dummy invoice for $941.62 which is what the choir owes. It sounds like he is paying the remaining $635 out of the band booster account and did not request a separate invoice for that. 04/19/18 > KMH received check #1169 for $635.00 5/31/18: > BT finally had debrief with Andrew. > everything on the trip was smooth, only problems with the trip were "things that he did". > Choir and orch. director are "still figuring shit out" and Andrew was laying off of them. Apparently our thoroughness and organization "bailed them out/made them look good" several times. > Re: check from choir - he will look into it first period this morning and advise. "Takes 30 days to cut the check", but it has been more than 30 days. Remember, this check comes in electronically - JF, can you make sure this didn't happen and go unnoticed like the last one? > Re: next year - couple strange comments. He has a district admin meeting coming up. "if allowed to use us again" - If he doesn't use us, it has nothing to do with his choice. Has to pick his battles. Andrew wants to use us, but also wants to give us the full story. > Procedure is - He submits when and where he wants to go for his trip, not so much paperwork here, just discussion of how does it fit with schedule, etc. Then from there it's proposals. His understanding - if fine arts director of district wants them to use someone else, Andrew can't "go against him". He's been in the district for 41 years. > Generally they will let you use whoever you want, but he has to "pick his battles". BT told him to give us his proposals if he has to get multiple so we can be on top of it if he wants to use us. He's on board with that. > Choir and Orchestra are NOT traveling with him next year. He's going to try to get them to travel with us - they don’t want to do Disney. > Andrew wants to take band to Disney.
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