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Pinecrest Academy Band-Nashville, TN-03-22-2019
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Trip Notes
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Cumming, GA to Nashville, TN = 250 miles / 4.5 hrs. non-stop Nashville to Pigeon Forge = 215 miles / 4 hrs non-stop Pigeon Forge to Cumming = 180 miles / 3 hrs non-stop DISCOVER STUDENT TRAVEL 4/26/18: > Len is ready to plan for next year and needs to present to admin and make a decision by May 15. > Wants to do a festival, did some research - his dates suck. FOM has one in Chicago, he wants to go with that. He also mentioned Heritage/Worlstrides. I gave him my personal/professional take on that. He did say that "WorldStrides has already sent proposals for all of their events that weekend. I'd like to stay with you guys, but need other bids to present for comparison." > Trip looks a little bigger next year - 52 + 8 = 60. I explained about bus size. He said "Can we get a 61 passenger bus? US Coachways has them. Maybe one of those Megabuses that hold 80+.?". Whichever bus company he used this year must have subbed out b/c they were on a US Coachways bus. > Thursday - Depart 9:00AM - drive all day. > Len mentioned that he is friends with Ken Dye at Notre Dame. Maybe he would come to Chicoago and do a clinic with them? Perhaps Jose at UIC would host - or more likely do the clinic since he's right fucking there and he's awesome. We also have to see what the FOM schedule will be. Perhaps this could happen Friday morning. > Chicago Symphony Concert for sure - Friday evening? > Sky Deck, Field Museum he named specifically. > Mass on Sunday am and depart for home. > He needs a quote including transportation, and projected itinerary probably in the next week or two so he can make a decision by the 15th. > BT created folder, started IOG, and added to WB with TO date of May 11. 4/29/18: > Len had expressed some concern about Chicago being approved b/c of weather. I told him to figure this out BEFORE we went through the process of planning the trip. > He emailed on Friday: "we had a meeting today and there were a few concerns about Chicago (March weather, distance, cost, political climate in the city, etc.)." > He came up with an alternate plan to Nashville and laid out the following proposed itinerary that starts with them performing in the Southern Star Music Festival in Atlanta: > Friday 3/22/19: - Depart school at 11am. - Lunch - Riverside Epicenter in Atlanta. - Perform - Southern Star Music Festival - Riverside Epicenter, Atlanta - Dinner - Dave & Busters - Marietta, GA - Travel to Nashville > Saturday 3/23/19: - b'fast at hotel - Recording Session at RCA Studio B - 90 minutes. - Lunch - Old Spaghetti Factory - Step-On Bus Tour (3 hours) - Dinner - Schermerhorn Cafe - Nashville Symphony Concert > Sunday - 3/24/19 - bfast and check out - Church (early) - Dollywood - Ride Home > Cumming, GA to Riverside Epicenter = 43 miles = 1 hr. non-stop. > Marietta, GA to Nashville, TN = 236 miles = 4 hrs. non-stop. > Nashville, TN to Cumming, GA = 244 miles = 4.5 hrs. non-stop. > BT does not think they have enough time to get to Dollywood on Sunday. Len said in his email that if it is not feasible, they can fill with other activities so that is what I am suggesting to him. > My thought on Sunday after church would be maybe to do lunch on General Jackson, explore downtown. Or maybe tour grand old opry or Ryman. > BT updated IOG in Dropbox. 4/30/18: > Ok, no longer on hold. > Len wants to skip the music festival in Atlanta and do clinics in Nashville and extend the trip to include Dollywood on Monday. > Wants to look into staying at Gaylord Opryland. > Here is his proposed itinerary: > Friday 3/22: - Travel to Nashville - depart at 9:15am. - Lunch - en route - Clinic at Vanderbilt or other? - Dinner - Dave & Busters > Saturday 3/23: - Recording Session at RCA Studio B - Lunch - Rainforest Cafe - Step-On Bus Tour - Dinner - Schermerhorn Cafe - Nashville Symphony Concert > Sunday 3/24: - Church - Lunch - In groups in city - Free Time in Nashville - Recording Session 2 (he said he wants two recording sessions. Better to do them both together?). - Dinner - Old Spaghetti Factory - Ghost Tour > Monday 3/25: - Depart early and go to Dollywood - Return home late that evening. 5/17/18: > Here's is Len's response re: multiple bids: "Yes, we have a few other companies bidding on the same basic itinerary. The low bid is not necessarily the winner, but need to justify why we want to go with a higher price. Past experiences will go a long away , and we are coming off a good trip. The fact that yours is all inclusive is also nice for parents." > So, technically this is now a FISHING quote, but we have a leg up. I'd like to get this to him on Monday if possible. 5/22/18: > BJS completed IOG. > BJS ran rates - old school. > BJS completed TO. > BJS shared with BT so he can share with Len this evening. > Afraid it is too expensive as BT now says he wants it to be NGT $650 including transportation. > BJS and BT worked up IOG Rev1 which appears to come in around $499 Q + Bus. > BT is meeting with Len this evening, so we will see what he wants to do. 5/22/18: > BT shared TO and IOG rev 1 with quad rate of $499 with Len. > Kids really wanted amusement park and "more down time", hence Dollywood. > Sounds like IOG Rev. 1 will be most likely course of action. I expl. meal credits, etc. if he wants to add meals back in. > Only change, he thinks he would rather do two recording sessions instead of the clinic. One before lunch and one after - "one of the other companies had that". > some kids leaving, so they will be at 56 pax with adults. So the whole 61 pax bus thing won't be an issue. > running all by admin., will be in touch. 6/1/18: > BJS updated numbers to 56 (50 + 6) on bible and IOG. > Since HMS has the two recording sessions at Studio B confirmed for Saturday morning, BJS went ahead and updated the IOG accordingly. > Rates will need revised, but is hoping for somewhere around $499 + bus per note from 5/22/18. Maybe some adjusting to do as far as rate is concerned since he no longer wants the clinic and has two recording sessions instead. > BJS made rates in TPMS $0.00. > BT, please share the updated IOG with Len and see if that can generate some movement on his part. > CH, we will hold on hotel and charter quotes until he tells us we are doing the trip. When / if that time comes, remember, just one (1) 56-passenger coach required and then two nights in Nashville area hotel and one night in Gatlinburg / Pigeon Forge area. __X__ BT __6/4/18___ ____ CH ____ 6/13/18: > BT got the following email from Len: "I don't know if I am allowed to share this info, but, you are currently the middle quote. The low bidder includes all the same activities as you (although in a different order), with an additional meal voucher at Dollywood, and Transportation (US Coachways - 56 passenger) for $595.00 per student with 6 chaperones broken down into the student price for a total trip cost of $29,647.00. Can you get me a price that includes 6 chaperones already figured into the student price? That would be very helpful. Since we have already gone with you and had a successful trip, I can still petition to use you as long as you are under $650.00 limit. Hope this is helpful." > This seems awfully low. I asked him to provide the quote if he's willing. Will forward it along if he sends it. 6/14/18: > Per BJS request to put what Len is asking for in "CCIS Terms": > My interpretation of Len's math is that the low company is giving him all of the same activities as us PLUS an additional meal voucher at Dollywood PLUS transportation, PLUS 6 comps all for $595/student quad. $595 x 50 students = $29,750, so I'm not sure where he comes up with $29,647…but fairly close. > Our student quad rate with 2 comps and no transportation is $669. > This is why I asked him to provide the actual quote - there's got to be something missing unless they are staying in a fucking hostel! > Perhaps Len thinks that our $669 price includes transportation???? > Again, trying to get more information from him. 6/14/18: > Here is Len's response: Sure, there shouldn't be any harm in that since it is the same info I requested from you guys. There will of course be some who will want to go with the lowest price regardless, but prior experience, and trust, needs to account for something. I will remind them of a bad situation we had with a company a few years ago. The bus dropped us off in front of a gas station/strip club, in the rain, while it went to go get "repairs" done on a faulty air conditioner. It came back unrepaired 3.5 hours later and we had to go the rest of the trip until the day we left, without air conditioning. I'll tell you more about that one later. That's what happens when you try to save a few bucks. Here is a list of paid inclusions. > Meals: Dave and Buster's Old Spaghetti Factory (2) $10 Meal tickets at Dollywood > Activities: (2) 90-min. Recording Sessions at RCA Studio B Nashville Symphony Orchestra Concert Walk-On Bus Tour Ghost Tour Dollywood Theme Park > Transportation: US Coachways 56-passenger (does not include driver tip) > Accommodations: SpringHill Suites by Marriott (may be 5 students to a room. It was mentioned as a possibility so need to confirm) > At first glance, we are including a $10 MC for dinner en route to Pigeon Forge Sunday evening. There is no mentioned of 2 hotels, so they likely haven't taken driver hours or time in Dollywood into account. No mention of breakfasts included, but I would assume it is included at the hotel. While it says 2 $10 meal tickets at Dollywood, perhaps this is not enough? Does not include driver gratuity, no mention of driver room. 6/15/18: > Per BT convo with BJS, we're going to proceed with actual charter quotes and hotel prices to see if we can win this trip since it sounds like Len wants to convince his people to use us since he has been burned in the past. > See charter companies from DC/Philly trip attachments. > Len confirmed that the price they gave him was, indeed, for quads - NOT quints. 6/21/18: > BJS updated to a DST trip in the system - BJS had already been pricing it that way anyways. > Hotels have been confirmed and some charter quotes are in, so BJS reworked rates. > BJS completed TO Rev 1. > Had to make some revisions to what we wanted to include since we were over budget once the 6-comps were included. > BT, please review carefully and share with Len - some of the things you were going to point out, like our inclusion of the $10 Meal Credit en route to Pigeon Forge and $10 not being enough for meals in Dollywood, are no longer valid (see bullet above). > Still awaiting additional charter quotes from Academy and MLB. __X__ BT __X__ 6/22/18: > BJS sent message to BT telling him that the Academy quote is in the system and it is about $1400 less than the quote from MLB that was in TO Rev1 which he sent to Len last evening. 7/25/28: > Email from Len re: approval status: "No. We have a new head of school and things need to be cleared through him. I haven’t met him yet. The good news is that I will report directly to him instead of a fine arts coordinator. Band is now its own department. Maybe that will give me more decision making power. I’ll let you know once I know something." > Holding pattern for now. 8/29/18: > BT spoke to Len yesterday. > Had to wait on new principal/head of school. > Trip approved, Len just wanted to clarify cost/comps. > Hopefully will know today. Has to submit ours and another tour company with max cost to admin. He's telling them we are his top choice and wants to work with us again. > Charter choice - Academy, then Southeastern. Hope they are still available! > Can we check on charter availability so Len will know firm cost? 8/30/18: > Len called b/c he wanted to explain the situation and clarify that he's not dicking us around and really wants to use us and he thinks Worldstrides are a bunch of crooks. (again, why even bother with them then?). > In the past, he has been in control. But this new admin. is really putting him through the ringer, making him do multiple quotes, not trusting his decisions and reasoning. > Told him we would try to secure new charters and lock up his choice immediately. > Water under bridge now, but he said he though he replied to me on 6/22 giving the go ahead for Academy. Looking back through, it was still unclear to me b/c he said he still didn't have approval when I told him we would make Academy his choice and go to K. Oh well... 9/5/18: > Go to K! > Samson is charter choice.
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