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Bible (Basic Trip Report)
General Trip Information
Updated
Mon May 21, 2018
Trip Name
Clarksburg High School Music Dept.-Philadelphia, PA-04-27-2018
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Clarksburg High School Band and Orchestra
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Trip Notes
( Print Note )
( E-Mail Corporate )
Clarksburg, MD to Philadelphia, PA = 153 miles = 3 hrs. non-stop DISCOVER STUDENT TRAVEL Trip!!! 11/5/17: > Finally got the details from Amy and Chuck about their trip and Philly is the destination. > Depart "early" on Friday, April 27. School starts at 7:45, so load coaches at 8 and depart at 8:30 should keep them out of the way of the bus loop. > Depart after breakfast on Sunday for home. > 150 students + about 10 adults. Amy thinks this might be on the high side, but at least they will have the correct amount of buses for pax! > Ensemble forms are in Dropbox. > Charter - use MoCo list. They like Dillon, Adv. by Dawn, and Eyre. > Clinics for band, orchestra, and choir in Philly (U. of the Arts or Temple). Amy requested Paul Rardin for choir at Temple if possible. > Public performance - choir liked the church performance. Must be inside unless the outdoor venue has an inside option if it rains. > Any must see/do items? 1. We want to see a musical or awesome music concert. Something the kids will be excited about! 2. Cheese steaks and time in a safe part of the city to see some history. 3. A museum that features something we might not be able to see/do in DC > Anything you DON’T want to do? - Bus Tour - Hard Rock - Sports event - Outdoor Performance (unless there is an inside performance option in case of rain) > BT started IOG in Dropbox. > Budget - keep it close to $500 to $550 all-inclusive. I'm thinking DST. Started IOG as DST. > We promised a free tour escort. I have reminded them of this in an effort to get them to respond, but they have not specifically mentioned that they want it. 12/5/17: > We are sending an escort (BRETT TAYLOR), whether they want it or not, to make certain this trip doesn't go "rogue" as it has a history of doing that in the past. This is all in an effort to protect our brand. > BJS completed IOG. > CH and HMS, please review and proceed as needed. BT was told to schedule meeting for TO presentation anytime from this Friday on. Thanks! ____ CH ____ ____ HMS ____ 12/11/17: > GTM for TO presentation set for Thursday, 12/14 at noon. 12/12/17: > BJS reviewed and adjusted IOG and attachments as needed now that HMS has her updates from the majority of the vendors. > BJS ran rates. > DISCOVER STUDENT TRAVEL Trip! > Tier 1 - 144 - 160 pax (remember, there is an Escort on this trip) > Tier 2 = 128 - 143 (+$20pp) > Tier 3 = 112 - 127 (+$20pp) > Comps = 1:25 Paid. > CH, please add / secure remaining charter quotes to system and then ready for TO - old school. > BT is meeting with client at 12 Noon on Thursday, so BJS needs to review & send to him no later than Wednesday afternoon. __X__ CH __X__ 12/13/17: > BJS reviewed and alerted BT to the fact that TO is ready for his presentation. 12/14/17: > BT had GTM with Chuck and Amy - very positive. > They are excited that I'll be on their trip - yay. > All looks good as is. They mentioned possibly looking for a church performance or activity on Sunday am, but Amy seemed fine with getting home early. > Only change is they want to add the two meals on own as $10 meal credits. Can we get them a revision by COB today or tomorrow morning? > Eyre is charter choice for now, but please advise if Dillon's and/or Martz provides a quote. > Once we know if there are more charter choices or not, they are ready for K. 12/14/17: > BJS adjusted / increased rates by $20 pp. This is for the 2 $10 Meal Credits they wanted to add. > BJS attached the 2 $10 Meal Credits for the two lunches. > Seeing no other charter quotes received, EYRE will be their charter choice, CH - please request K. > BJS completed TO K Version and alerted BT to the fact that it was ready for Client. > BJS set due dates (adjusted a bit BTW). > JAF, ready for 1st & 2nd Payment Invoices. > CH, ready for E-agreement as soon as JAF has the invoices complete. If possible, I would like this to go out before end on day on Friday, 12/15/17 - thanks! ___x_ JAF 12/14/17____ __x__ CH _12/16/17___ 12/14/17: > JAF created 1st Payment INV # 6344, due 1/19/18, $22,800.00 > 2nd Payment INV. # 6345, due 2/16/18, $30,903.00 > CH,ready for E-agreement. If possible, I would like this to go out before end on day on Friday, 12/15/17 - thanks! __x__CH__12/16/17__ 01/29/18 > 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 _____ 02/27/18 > KMH received check #1656 for 16,600.00 2/27/18: > BT reviewed all forms rec’d on 2/27/18 (RL, FPGF, HIF, & FAF). > Total Pax = 91 PAX (84 + 6 + 1). > RMS / PAX 20 Q / 80 00 T / 00 04 D / 08 02 S / 02 TOTALS = 26 ROOMS and 91 PAX (84 + 6 + 1). > The group will be traveling on 2 buses. > THIS IS THE FIRST I HAVE HEARD THAT THEIR NUMBERS ARE THIS FAR BELOW K MINIMUM!! 3/7/18: > BT got updated ensemble number and questions answered per HMS for clinics. > Total number in choir = 27 > Total number in band = 36 > Total number in orchestra = 22 > Crossovers = There is one kid in both band and orchestra. Chuck directs both band and orchestra. 3/7/18 > CH reviewed all forms processed by BT (RL, FPGF, HIF & FAF). > Total Pax = 91 PAX (84 + 6 + 1). > RMS / PAX 20 Q / 80 00 T / 00 04 D / 08 03 S / 03 (Includes Escort) TOTALS = 27 ROOMS and 91 PAX (84 + 6 + 1). > The group will be traveling on 2 buses. > 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 90 DST Luggage tags and one DST water bottle > Due to very low numbers BJS will review for rates > The group will be traveling on 2 buses > Comps 1:25 - 3 at the double rate __KH_ KMH _3/15__ Will send Bottle with FI Pack ____ HMS ____ 3/16/18 > BJS and CH discussed rates and have decided to add $20 across the board for Tier 4 pricing. > CH updated pricing below in red to Tier 4. This is a $60 increase from Tier 1 > JAF, ready for final invoice > The group will be traveling on 2 buses > Comps 1:25 - 3 at the double rate > Rate are as listed below in red __x__ JAF _3/17/18___ 3/17/18: > JAF created INV # 6406, due 3/23/18 $37,237.00. Mailed & Emailed. C to KH. > CH please check Eyre bus as 3 are showing held. 4/2/18: > Amy and Chuck have been back and forth with BT for weeks, less time when they were on Spring Break and made themselves unavailable to him. > They paid no attention to the tiered pricing and wanted to try to deduct the 2nd night at the hotel, they could do this, but the hotel rate for the single night then jumped to a point where there was no savings. Bus would also have required relief drivers, etc., etc., etc., so there was no way to make any changes and have a significant savings. > On several occasions BT explained that if they had kept us abreast of their numbers, we could have made changes months ago, but at this point, everything has been paid and we were not made aware of any change in numbers until receipt of their forms. > They really should have been in Tier 5 pricing, but to be nice we sent the invoice based on Tier 4. > Also offered top remove the 2 - $10 Meal Credits and this would allow them to get to Tier 3. > Amy (and Chuck in reality) need to take some responsibility and are going to throw us under the bus, again, I am sure, but they had the tiered pricing and never even looked at it to see how their group being half the size we planned for was going to effect their rates. > Long story short, they did not charge their students enough money and now they want us to cut our margin to accommodate for their fuck-up, since changing the trip duration at this point is not possible and creates no real savings. > Since they seem incapable of understanding or making a decision, BJS made the decision for them, in conversation with BT - the 2 $10 Meal Credits have been made inactive and BJS updated the Final Invoice to Tier 3 pricing. > BJS updated IOG accordingly. > BJS emailed Final INV - REVISED. #6406, $35,497.00. 4/6/18: > BJS, CH and HMS discussed IOG due to changes with Clinics at West Chester University being on Friday morning with an 11AM arrival on Campus. > Load coaches when school starts 7:45 AM and then depart as close to 8AM as possible. No reason to have the coaches there at 7:30AM, they will be in the way of the school buses as school does not start until 7:45AM. > CH, please alert charter company to this. > BJS updated IOG accordingly and made other adjustments as needed. > IOG is correct and take precedence over the attachments. CH and HMS can decide if they need changed and update accordingly. ____ CH ____ ____ HMS ____ 4/10/18: > BT just got this email from Chuck: Hi Brett, Sorry to be a pain in the ass. Amy was in the hospital all last week, so yesterday was the first time I got to speak with her. I think that we’d like to keep the two meal credits in the plan. It’s easier than trying to manage their budgets. We’ve had some blowback from parents about the cost, but not as much as we feared. Sorry. Thanks, Chuck > Always something with these two. Can we add the MCs back in? I'll just tell him to pay the original Final Invoice. Pretty please? I have to escort these fools! You can even send it to me so they don’t fuck it up! 4/12/18: > BJS emailed INV #Invoice 6425, due 04/20/2018, $910.00 for their lunch at West Chester University of PA. > Total due on account = $36,407.00. > BJS told Brett we could not add the other Meal Credit back in. No reason for us top have to get the Cashier's Check and then just turn it back around to them to get the bills. Have the boosters get them the bills and we are not involved. > BJS updated IOG accordingly. 04/19/18: > BJS emailed Final Itinerary BOOKLET to Chuck et al . . . > FI Box to mail on Friday (4/20/18) via UPS Air to Chuck's attention at the school for an arrival NLT 3pm on Monday. The 3rd BOOKLET is to be mailed via UPS Residential delivery to BT on Friday as well. 04/26/18 > KMH received check #1676 for $36,407.00 4/19/18: > BT post trip brief after escorting. > Clinic - West Chester was very organized. They had admissions there to welcome everyone and students leading the tours. > Choir and Orchestra clinicians seemed to be the favorites. Band guy was good, I didn't catch much of that one since I was bouncing around between clinics, but Chuck seemed pleased. > Lunch was WAY across campus, which wouldn't have been a problem if they hadn't arrived 30 minutes late that morning. But the food was great - lots of options. I got them back on track. > I would totally use WCU again for clinics in that area - they were very happy to have us. > CPK - great. Couple parents said they didn’t get fed when we got back to the hotel befroe leaving for Sound of Music. But it turns out they left early to get back for the 6:30 departure. (little bit of a language barrier I think). I went back and they gave me 2 pizzas to go for them - Amy was bringing up the rear with a few other folks who all ate. CPK was VERY nice and was cranking out pizzas. No complaints. > Sound of Music was great, all seemed to like it. > Independence Hall area free time was good. Would have been to have one set activity/event there to give an anchor point. Chuck said he found a free independence hall tour ticket, but they are timed. When he showed up, earliest they could get was 2:30pm. If we could arrange for that in advance to get an earlier time, that would have been good. Not sure if this is possible for groups. > Cheesesteaks are $11 - and that's for just a cheesesteak with no drink or side. Need at least a $15 MC for Pat and Geno's. > Battelship was great. No audience really, but the kids enjoyed it and the choir watched. Tour was well done. > Rocky steps was fun. Lots of traffic though, esp. getting back to dinner cruise. We had to help the bus drivers with detour. They always seem to ignore Waze and other apps that route around traffic. Got there in plenty of time. > Dinner cruise was lovely. Kids and adults all had a blast. Food was meh, but no complaints. > Hotel: Very nice hotel, clean, good area, loved walking to restaurant Target, etc. Breakfast was good, no complaints. > Saturday night there were a few issues upon return to hotel. Bus driver room key didn't work - said they didn't have that one driver for 2 nights, only one. So they had to check him back into his room and comped it?? All his stuff was there, it was fine. > One room of parents - key worked, room wasn't cleaned, but they were missing a green bag, their toiletries, and a case of water they had purchased at Target. Staff couldn't locate, no cleaning manager there, said would have to wait until morning. Gave them toiletries. > Sunday am - BT met manager (Eddie). Found their stuff in lost and found. Only certain people have access to that, that's why staff the night before couldn't get in there. All good in the end, but why the fuck did it get taken out of their room? He said something about a housekeeper in training. He promised to investigate and have sales follow up with CH. > Group seemed very happy all around, and seemed very pleased that I was there to help with some of these issues. > Next year - Amy is taking choir to Worldstrides in NYC b/c they got "invited to sing at Carnegie"...whatevs. On that note, I got another interesting story about their last trip to Disney with Worldstrides and how they suck and Amy also went rogue. > Chuck wants to take band to Disney - should still be 2 buses since Disney will be more of a draw. He has dates, will touch base in the next couple weeks to start planning. 5/21/18: > Chuck's comments in addition to his tour eval: Hi Brett, I indicated on the form that I would provide additional feedback in an email, so here it is! Thanks for everything! IV. Attractions I feel that the time in the Independence Hall area was too unstructured for teens. They didn’t know really where to go, and even accessing the tourist map I posted in our trip’s Google Classroom was too much hassle for today’s lazy kids. In the future, I would recommend two alternatives: 1. Pre-arrange free timed tickets for access to Independence Hall. By the time we got there, the earliest ticket available was well past our departure time. If the times were spaced out, and kids were given a clear itinerary (Go to the Liberty Bell at this time, and Independence Hall at this time). 2. A good self-guided tour would be helpful, or maybe one of those cell-phone scavenger hunts. My kids always seemed to enjoy those. The kids really liked the dinner cruise, the battleship New Jersey, and Sound of Music. VI. Festival/Special Events Company I don’t know if the performance on the battleship New Jersey is something they routinely do, or if that’s something that was arranged by CCIS special for the trip, but there was NO audience whatsoever. The kids noticed and were bummed. If a place advertises itself as a performance venue, it needs to have an audience. IX. Value for the Travel Dollar As a veteran trip planner, I feel this trip was a bit expensive for what we got. One entire morning (Independence Hall area) consisted of free activities. I appreciate that CCIS is a business and has to make money, but I know what hotel rooms, shows, and clinics cost. This is the first time working with CCIS that I felt I could have put the trip together on my own for significantly cheaper.
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