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Thu Aug 30, 2018
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Blake High School Band and Orchestra-Atlanta, GA-12-26-2018
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Blake High School Band and Orchestra
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
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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 )
Silver Spring, MD to Atlanta, GA = 673, miles = 11.5 hrs. non-stop CCIS trip 5/30/18: > BT talked to Phil about Atlanta trip after sharing the Peach Bowl flyer (without package rates) - He and Jon have decided they want to do Peach Bowl. > BT made Phil fully aware that we will have NO control over the hotel accommodations. > approx. 150 + 15 = 165. 3 buses. MoCo approved charters. Phil likes Atlantic Coast, fine with Gunther, etc. > Marching Band, Concert Band, String Orchestra and Jazz. > According to flyer, there is a band concert bad and jazz band competition. They are good with the competition. Orch. wants to compete too. If not possible, clinician? It sounded like Joe at Box 5 can set this up and include as part of their event. > all-inclusive, CCIS trip. > Depart 8am - They don't want to leave any earlier and they don't care about reception on first evening. Lunch and dinner stop en route check in. > 2nd day - participate in competition in the am. > Afternoon/evening activites on 2nd day - order of preference - 1. Coca Cola (2.) MLK home (3.) Aquarium. They don't really want to do the field show competition that evening. Which is good, b/c it frees up their day and evening. Medieval Times dinner? or maybe dinner followed by a concert/show. > Day 3 - massed band rehearsal and dinner/awards. Not sure how lunch will be handled at the massed band rehearsal. They are there from 10:30am to 2:30pm and no mention of lunch. > Day 4 - parade and game. 1pm is kick-off right now, but could be changed to later in the day. > drive home after game (overnight). I put return time as 8am, realizing this could shift based on game time. > Budget - all adult chaperones travel for free, so they need 15 comps figure in. Under $1000 all incl. if possible. > BT created folder, started IOG, and added trip to WB. > Would be nice to have for them before end of school on June 15. At this point we are just adding meals, bus, and activities to the Box 5 package. 5/30/18: > Per BJS, BT contacted Joe at Box 5 re: site visit that Jon asked Phil to ask me about. > Joe SEEMS like a straight shooter - hoping I don't have to eat those words. > Anyway - they only do their FAM visit once a year. Hotel "donates" the rooms to him, restaurants incl. meals. they show them all of the hotels, and go in all of the venues. > BT expl. that director is not avail. He said sometimes group sends an asst. or booster president…screw that. He can (and has) arranged for site visits at other times. Can get a local BD to show them venues, might not have full access. Fine. > I expl. that hotel is most important for us and client. > He said "we can work something out" for this. I asked if he would reimburse up to $350 like it says on his application - he said "sure - we can work something out". > I asked a few details about the itinerary. > Bfasts are NOT included, can be added as an option. $16? I think it’s on the sheet I attached earlier. > No lunch incl. on Massed Band rehearsal. Some have it delivered at the end. > String Orch. can be a part of the competition - their own category. > He said they would most likely be at the Renaissance since they have multiple ensembles. Who knows. 6/18/18: > BT spoke with Phil. > He'd like to have TO by July 2 (when he returns from our trip to NC) so he can get submitted to county for fall/winter travel. Updated WB. 6/28/18: > They have to leave a bit earlier than 8 due to driver hours and off time Wednesday night since they have to be available for the competition the following morning in Atlanta. Leaving at 8AM doesn't get the driver off duty until Midnight and that is cutting it too close when working with a festival company that is an unknown and their concert competitions are to be Thursday AM. BJS made departure time 7AM - sorry, we can't create hours in a day. > BJS checked Peach Bowl website and game is now scheduled for 12:00PM (subject to change of course)! 7/2/18: > BJS completed IOG. > CH, please send CQR ASAP - Atlantic Coast, Gunther and one more please. > Hotel is part of festival package and TBD, as are hotel breakfasts. > CH, please pass file along to HMS as soon as you have what you need for CQR and making your attachments. > HMS, please review and complete your attachments / calls as needed and then PUT IN BJS's MAILBOX once complete. > This was to have been out the door today, so realistically, if we can have it completed and to the Client on Thursday (due to the holiday), we should be keeping everyone as happy as possible. Thanks!!! __x__ CH _7/2/18___ ____ HMS ____ 7/9/18: > BJS was working to complete the TO so BT could have tomorrow, but noticed that Agreement from Box 5 Events had just 92 total pax (80 + 12) while we have been working with 165 (150 + 15). > BJS called BT to discuss numbers and we are not sure if Phil gave Box 5 those numbers when Phil completed and submitted the application. > We need to know which numbers we should be working with as we complete the TO, etc., so BT is going ot call Phil and get back to me with an answer. 7/9/18: > Per BT - Just talked to Phil. He said the online application only seemed to deal with marching band for the peach bowl. But they intend to bring the indoor groups as well, which is reflected by the original number he gave me. > BJS replied that we will continue to work with the 165 we have been. > BJS will need to alert Box 5 Events to the fact we are bringing everyone. 7/9/18: > BJS figured rates and had to finish by hand since no way to account for the Festival Fees since they include hotel. > Comps = 1 adult for every 10 students. > Tier 1 = 149 - 165 > Tier 2 = 133 - 148 (+$30) > Tier 3 = 117 - 132 (+$30). > Festival Package includes the following - (please include in TO under festival company participation) - Three Nights Hotel Accommodations Performance at the Chick-Fil-A Peach Bowl Game at Mercedes Benz Stadium in Atlanta Performance in the Chick-Fil-A Peach Bowl Parade in downtown Atlanta Optional Performance in the Field Show Competition Performance for Concert Band, Jazz Band, and Orchestra in a National Music Festival with Clinics from nationally recognized adjudicators Admission to the Chick-Fil-A Peach Bowl Game Admission to Fan Fest on the Georgia World Congress Center Awards Ceremony with Banquet and Dance at the Georgia International Convention Center. > CH, please complete TO to the best of your ability - this one is going ot be a weird one since so much of it is coming from the festival co - either as a part of their package of a piece that we are purchasing through them. > If you have a chance to work on it tomorrow AM before heading to the office, that's great. Sorry for the late night :-( _7/10/18_ CH _7/10/18_ 7/10/18: > BJS reviewed To and updated as needed. > BT, TO PDF is ready to share with client. BTW, I would jump on those Adventure by Dawn coaches if he likes this company - that is a great price and I am sure they won't be there long. __X__ BT __X__ 7/17/18: > BT spoke with Phil after advising of the 3 hotel options provided by Joe at Box 5. Phil was excited those hotels. > Adv. by Dawn charter choice. > Phil didn't realize how far northeast Medieval Times was from downtown and airport area. > As free time at hotel is okay with them, they would like to dump Medieval Times and go to Hard Rock on Thursday evening - looks like they could walk there from Aqaurium - then head back to hotel. > Meal credit en route for dinner on the way home instead of Hard Rock. > He asked about doing Medieval Times on Saturday before heading home, but my thought was "what if the kick-off gets changed to later?". > Revision can be K version and ready for K. 8/20/18: > BJS reviewed notes from 7/17/18 and then updated IOG accordingly and called it the K Version. > HMS review and proceed as needed since this going to K. > Once completed, put in BJS MAILBOX so he can run revised rates, create TO K Version and also do the group's Contract. Thanks! __X__ HMS _8/20/18_ 8/22/18: > BJS ran revised rates and had to do some by hand since Box 5 Events handles hotel, etc. > Rates decreased by $30pp after making the changes they requested in mid-July. > BJS sent to BT so he can share with Phil and also let him know that K would be sent in the next week. > BJS adjusted due dates as needed since this is a December 2018 trip. > JAF, please prepare invoices. Since this is a December 2018 trip, lets combine the first and second payments into a single payment of $250 per person, regardless of package type. Also include 50% of the transportation on the first invoice. > JAF, when invoices are complete, please EM BJS so he will know they are there and can work on Client's Contract while in Baltimore. Thanks! ___x_ JAF _8/22/18___ 8/22/18: > JAF created Deposit INV # 6459, due 9/26/18, $52,912.50. Mailed & Emailed . Copy to KH & BJS.
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