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Bible (Basic Trip Report)
General Trip Information
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Sat Aug 25, 2018
Trip Name
Clear Spring HS Band-New York, NY-02-15-2019
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OR
Number of
PAX
Youth
Adults
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Sext
Start
Date:
Time:
End
Date:
Time:
Contract
Due
Received
Deposit
Due
Received
Partial Deposit
First Payment
Due
Received
Final PAX
Due
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 )
Clear Spring, MD to New York, NY = 254 miles = 4.5 hrs non-stop DISCOVER STUDENT TRAVEL FISHING for Quotes!!! 4/9/18: > After much back and forth about destinations and budget, Cara has decided to proceed with a trip to NY for her band. > This needs to be along the lines of the Skyline HS budget friendly trip we did last year. > Budget is $600. We did that Skyline trip in that ballpark. > 38 + 10 = 48. > She wants to to B'way classroom clinic option - ensemble form is in Dropbox. > Stomp! or Blue Man Group + a musical if possible. Or open to a concert if only one Bway show is in budget. BSSF is in Dropbox. > Metropolitan Museum of Art. > Other standard sight seeing options - there were no "definitely nots". > They were happy with Bollman charter last year. > Per client notes - this TO is "to get approval". They are also getting a quote from another company even though they used us before and were very pleased. I think we do a non-guaranteed DST trip with 1 charter quote and see what happens. > BT created folder, started IOG, and added to WB. 4/13/18: > After taking forever to get forms to me and answer my questions, now they are asking for TO by 4/23. > I added this date to WB, but I had already told her - "Keep in mind, this is a busy time of year for us with a lot of Final Itineraries going out and trips on the road. There are also some other groups ahead of yours waiting for Trip Orchestrations for next year. It could take a few weeks, so I will be in touch. If there is a specific meeting date that you are hoping to have everything for, please let me know and I will do my best to have it by then." > So I'm making no promises to her - if it can be done, great. 5/7/18: > Group is FISHING for Quotes! > BJS ran rates based on list of inclusions. > BJS completed TO. > BT is sharing TO with group. > We will only proceed once we know they have selected CCIS. > At that time we will put together IOG and get two (2) charter quotes. > BT, remember, only two, so if they have any preferences, once they have confirmed that they are traveling with CCIS, is the time to get their preference(s). 5/9/18: > Yesterday Cara asked about how to save cost. BT told her only 1 show, or maybe doing a concert instead of 2 bway shows. > Cara liked the idea of a NY Phil concert, esp. once I told her we had seen some tix in the $15 range. > She asked "will this save about $60?". I made it clear that it would be pending availability. > Essentially, we would be working with a $90 allowance instead of $150 for bway show + concert. > She hopes to have a decision within a week. 5/27/18: > BT followed up on 5/16 - still no response from director on any decision yet. 5/30/18: > Good news, email from Cara today and they have selected us. > Few minor changes for full TO/revision: > Wants to add lunches in. Original only incl. bfast and dinner. MCs are fine if on own. > Would like to do Planet Hollywood instead of Hard Rock. > Wants to do one b'way show and one concert - NY Phil is preferable. We had originally budgeted $150, she's hoping to save as much as possible here. The cheapest b'way show from her list is fine. If less than $75, fantastic. > Hoping to keep the whole trip at $600 or below inlc. trans. > Liked Bollman charter last time. She is sending me approved list - NO Atlantic Coast. > ADDITIONAL NOTE: Hunt Valley would be 2nd charter choice. County approved list is also attached in case one is already sold out. > Has booster meeting on June 12 - wants to give exact cost by then and get payments going. 6/11/18: > BJS and BT completed IOG. > Booster Meeting requiring final rates is tomorrow evening. > CH - please send to BMG for a VERY quick turn around - we will need to make choice tomorrow before lunch time. > Send CQRs to Bollman and Hunt Valley. They do NOT want Atlantic Coast. __X__ CH _6/1218_ 6/12/18: > BJS ran rates after hotel was selected. > CH entered charter quotes from Bollman and Gunther. > BJS updated the TO and then sent to BT so he can share with Director for this evening's Booster meeting. This TO is a revision from her original Fishing TO since she has made her selections and added the all inclusive meal plan, decided to do 1 concert and 1 show in place of two shows, etc. > Go to K SHOULD come following this evening's Booster Meeting as well as charter choice. 6/13/18: > BT shared TO with Cara yesterday for her meeting and heard back from her today. #ihatepople Hi Brett, I don't know why I didn't pick up on it sooner....Can our itinerary be shifted to Friday 2/15-Sunday 2/17 with the same pricing? The reason is we can only miss one day of school (not 2)... Cara > Per BJS, BT made sure she is 100% sure that she can't make this work before we change anything as we have to start completely over and prices could change. > She replied that she HAS to change it as they can only miss one day of school. > So the trip needs to shift from Friday to Sunday. > BT looked at NY Phil calendar. There is no Friday night show that weekend, only Saturday night. So I think it would make the most sense for them to do their bway show on Friday night and NY Phil on Saturday night. All else can stay relatively the same. > She asked when she can expect the revision - last day of school is Friday. I told her I can't promise anything by the end of the week since we have to start completely over. Please re-work and advise. 6/13/18: > BJS replied to BT and cc'd HMS and CH. > It will NOT be Friday – maybe by the end of next week at the very earliest – she should have known this from the beginning, so it is not an emergency now – we have other groups that have also been waiting. > Is she ready for contract at the same time we change the dates? > Is Bollman her Charter Choice provided they are available on the new dates? > BJS updated dates in system and revised IOG as needed to accommodate the new dates. > Depart School time has also shifted in order to accommodate what is now a B-way show on Friday night. > CH, HMS, and KH, please make attachments / review with your vendors and make changes / confirm as needed. > Put in BJS box once the last person has made their confirmations / changes - do NOT put it in my file cabinet. Thanks All - ARGH!!! __X__ BT __X__ __X__ CH _6/13/18_ ____ HMS ____ ____ KH ____ 6/13/18: > BT found out that - YES, Bollman is charter choice assuming they are available for new dates. > Ready for K with new dates assuming cost increase is not more than say $30. She did say changing the Met in favor of something cheaper to keep costs down would be fine. > Also for K - please put "Clear Spring Area Band Boosters" as the signing organization so they can sign faster and process payments through that organization. Cara's email as well as Tara Clark, Booster President on the K - ClarkTar@wcps.k12.md.us. BT will add her to the client contacts also. 06/22/18: > BJS reviewed IOG and attachments and then ran rates for revised dates. > All able to be accommodated on the new dates, with some minor adjustments in timing / placement - Rates have increased by $26pp (some of which is the PITA fee). > BJS completed TO Rev1 for BT to share with Client to make sure all is in its' final state and we will then go to K once she confirms. I know she said she was ready for K, but she is a bit cray-cray, so we better make sure and allow her to review this one more time! __X__ BT __X__ 7/3/18: > Go to K! > As this group has requested K, please review and confirm all as needed. Last person done, please put in BJS MAILBOX as soon as complete so BJS can get to work on the Contract. Thanks! > E-Agreement should be ready to go NLT next Thursday, 7/19/18. ____ CH ____ ____ HMS ____ ____ KH ____ 7/18/18: > Per HMS and KH, BT gave Cara options for Broadway show. > She has decided to go with Aladdin and understands that it will increase rates by $12.50. > She will want the Broadway Classroom sight reading clinic to focus on Aladdin. 8/8/18: > BJS reviewed TO Rev 1, rates and attachments and then created TO K Version. > Due to Aladdin, BJS increased rates by $12pp and ran QUOTE K Version. > OK to Pay for Aladdin will need to be completed and sent to client when HMS returns from vacation. > BJS set due dates. > Ready for E-Agreement as soon as JAF completes invoices per SOP. > CH, please send E-agreement NLT 2PM on Wednesday, 8/8/18. > Thanks All! ____ JAF ____ __x__ CH _8/7/18___ ____ KH ____ ____ BT FYI
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