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General Trip Information
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Tue Aug 21, 2018
Trip Name
Hopewell High School Band-Cincinnati, OH-05-03-2019
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OR
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Hopewell HS --> Cincinnati, OH 286 miles/5 hours 5/31/18 > SN received the following bid from Hopewell for a 2019 Trip to Cincinnati. > Considering this as "fishing" since they are putting this out for bid. > Kit says to "Feel free to add more events to the proposed agenda" DATES May 3 - May 5, 2019 > ATTENDEES Approx. 95 students (possible attrition) > Approx. 10 parent chaperones > 4 staff comps > TRAVEL 2 coach buses for round trip and local (leaving Friday after 3PM, returning Sunday evening) > LODGING 2 nights at Great Wolf Lodge, No more than 6 students in a room > 2 security personnel at hotel each night > All meals paid in price of trip, including daily breakfast and meals en route > PERFORMANCE SATURDAY 5/4/19 Marching band - Music in the Parks at King’s Island, followed by time in the park > ENTERTAINMENT FRIDAY Admittance to Great Wolf Lodge indoor water park > SUNDAY Visit Cincinnati Zoo and/or other tourist destinations in Cincinnati > ESCORT A travel escort from your company to join us on the trip > MISCELLANEOUS Please provide optional travel insurance information > They are requesting bids by Monday, June 18th. 6/1/18: > BJS sent slack to CH since she is not in office today - - - Since there is only one hotel option they want, can’t wait for step #8 on our new trip procedure guide or I am afraid someone else may have the rooms at the GWL Mason, OH and block us out! Please take a look at the notes and get the hotel process started ASAP. Thanks! 6/1/18: > SN, I am concerned about their departure time . . . if they do not leave until 3PM it will be at least 9PM (if you take into account a dinner stop) and they will not get anytime in the GLW Waterpark since it will be closing when they arrive. > Is the 3PM depart school time correct? If so, please have a conversation with Kip about this, for their is no reason to spend the money to stay there if they can't be in the waterpark on Saturday or Sunday. > Please advise ASAP since they have a very quick turn around on this. __x__ SN ____ > The 3pm departure time came straight from the bid proposal Kit sent. It was in a pdf document that presumably he sent to all companies from whom he is requesting. That said, I will still ask him about this, since the arrival at GWL is a valid point and could as an example, set us apart from the other companies 6/7/18 > Kit says they need a NOON departure instead of 3pm on Friday! 6/19/18 > CH completed IOG and made attachments > BJS and CH ran rates via phone > 96 - 105 86 - 95 + $20 76 - 85 + $20 > CH completed TO and sent to SN to share with client. 7/11/18: > UPDATE??? 8/15/18: > BSJ asked SN for update. > Kit informed SN via text that the approval is scheduled for the board meeting on 8/20 8/21/18 > SN spoke to Kit and the trip is being handled by another company. Price was the deciding factor. > Please review and cancel all as needed. I don't think there was much of anything done since we knew this was a bid situation. > No reason to provide bids to this group since lowest price is always their deciding factor, not the quality of the experience. We cannot do this trip for free and they get lower prices by staying at properties that do not meet our standards, sorry! > Hotel is aware this group is canceled. > Buses were never quoted. > BJS deleted the Escort attachment so it stops showing up on the ESCORT report. ____ HMS ____ ____ KH ____
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