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Trip Notes
( Print Note )
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Austintown to Atlanta = 735 Miles / 12.5 hrs Non-Stop Austintown to Cincinnati = 275 Miles = 4.5 hrs Non-Stop Cincinnati to Atlanta = 465 Miles / 8.0 hrs Non-Stop Atlanta to Columbus = 565 Miles / 9.5 hrs Non-Stop Columbus to Austintown = 180 Miles / 3 hrs Non-Stop 8/23/07: > Rec'd RFP via website. > Atlanta, GA > 735 Miles / 11.5 hrs n-s > Departure Date: 05/01/2008 > DepartureTime: 1:00 PM > Return Date: 05/05/2008 > Return Time / ArrivingHome: 3:30 PM > Music In The Parks Festival > Ensembles participating in Festival: Symphonic, Marching, & Jazz Band > Students: 175 > Adult: 24 > Total Pax: 199 > Bus (no company preference) > Attractions: Sporting Event, Amusement Park > Budget / Person: $300 - $400 > Director's Name: Mr. Wesley O'Connor > Trip Coordinator: Christine K. Comeau > TC Day PhoneAreaCode: 330-503-1375 > TC Email Address: mhsckc@aol.com > TC Home Address: 532 Wilcox Rd., Austintown, OH 44515 > Boosters Address: P.O. Box 4460, Austintown, OH 44515 > BJS entered in system. > Home Address on GIF screen = Trip Coordinator's address, email address and day phone. > BJS sent email to Kay Wms to see if she provided the referral. 8/23/07: > BJS called Christine and LVM. > Need just a few more answers in order to get to work on their PTP. > Are they planning on Thursday night in the hotel? She listed 1PM departure time, that would get them to the hotel +/- 4am with a 1 hour dinner stop and 2 hours of potty stops. > Depart for home Sunday after last activity? > Marching Band - is she aware that is Parade Band? > Ever stayed in a suite hotel? > Is she OK with 5 or 6 students in a suite? > All-Inclusive Meal Plan? > Bus Company Preference? 8/24/07: > BJS called - no answer, did not LVM. > BJS sent email to Christine ansing for her to call so we can schedule a meeting with her & Mr. O'Connor. 8/27/07: > BJS called again, she was working concessions at a football game! > Students return to school next Tuesday and she'll call back once she has had a chance to meet with Wes and see what works with his schedule. > Definitely wants to meet with us, will be an afternoon, sometime after 2:30pm. 9/10/07: > Chris called and LVM for BJS - would like to meet either this Thursday, 9/13/07 at 3PM or sometime next week. 9/11/07: > BJS sent email to Chris. 9/11/07: > Rec'd answers from Chris via email. To answer your questions - 1. We would like to leave at the 1:00 time because the kids have band at 11:00 they are excused at this time and have to be back to school by 12:30. they are considered in school for Thursday since its 1/2 day. otherwise we could not leave until after 4:00 due to school bus schedules. We have in the past gone to a baseball game on the way down to take up some time. 2. We can not arrive back to school any earlier than 3:30. We are not allowed to arrive when school is still going on. 3. We know that this will be a parade competition. That is what we have done previously. 4. If a suite hotel will give us a better price then lets go with it. 5. In the past we have used Campbell bus lines out of slippery rock and have had no problems with them. 6. The band parents organization will pay for some of the meals. so don't give a price "ALL inclusive" Also - Include a "pizza" party for our seniors on the last night in our hotel at approximately 11:00 to 12:00 am "Hotel Time" to enjoy facilities. We would like not to go, go, go all the time. Maybe Weather Channel, Coca cola plant, Stone mountain just some suggestions of places that we could go. 9/17/07: > BJS sent email to Wes and Chris confirming PTP presentation meeting for Wednesday, 9/19/07, 3PM, Fitch HS Band Room. 9/17/07: > BJS based comps on 1double / every 20 paid trip aprticipants. > rec'd meeting confirmation response from Chris, good to go Wewdnesday at 3PM. 9/19/07: > BJS completed PTP and alternate versions B & C. > B = same rates as A. > C = $20 less per person (IOG has rates published). > BJS delivered PTP as well as CCIS )old logo) backpack, Luggage Tag, CCIS Folio, CAV dvd samples, pen & pencil to both Chris and Wes. 9/19/07: > BJS met with Wes (Director) and Chris (Booster). > Very impressed with our entire package! > IOG Version A is their choice - they really like the idea of auditioning for the Anthem at the game. > IF there is no Baseball Game in Cincinnati on Thursday evening, May 1, 2008, they will go with Version C and it is $20 less per person. We will have to wait until the Baseball Schedule is released in order to make this decision. > Delete all reference to the Columbus Zoo's Aquarium, just show it as the Columbus Zoo. Since they are already going to the Georgia Aquarium, they don't want anyone to question why they are going to two aquariums. (BJS removed from IOG). > They really do want an all-inclusive trip; however, they do not want to increase the currently published per person package rates. That being said, the Boosters are to be billed for the non-package items. > Add 2-Guards / night at the hotel from 12 midnight to 6 AM (Booster Pay). > Delete trip to Lenox Square Mall on Friday evening, they want to just stay at the hotel once they arrive at check-in on Friday night. This way the students can enjoy the facilities. Dinner Friday will be a planned dinner at the hotel (Booster Pay). > Need Room List in advance with tentative room number assignments. > Add Breakfasts en route - they like Ryan's, Old Country Buffets, etc. (Booster Pay). > Add lunch on Friday at either the Georgia Aquarum or CNN Center. They do not want to use a $10 Meal Credit, but prefer either a Meal Coupon / Voucher, or a planned meal of some type if a coupon is not available. Needs to be at one of these two places if at all possible (Booster Pay). > Add Lunch at Columbus Zoo (Booster Pay). > Check on quality of Pizza at the hotel (one year they had hotel pizza and they still refer to it as Fear Factor Pizza). > NO GPS - Boosters are too organized! > Lakefront Lines is the charter choice (4-55s) - BJS sent deposit & requested K. > Wants Pizza for everyone on Saturday night. Seniors in one room and then everyone else in another room. Booster Pay for everyone else, the Seniors Pizza Party is already included in Package rates. > BJS updated IOG Version A based on meeting. Where it says (Boosters), that means that we are to make the arrangements and then Boosters will pay us directly. We are not to figure this into the existing Per Person Package Rates. > BJS updated attachmenst as able, HMS will need to do the same as she reviews. > BJS called Hotel and spoke with Sylvia re: pizza, security, Friday's Dinner, 2-nites rather than three, etc. > HMS, please check with Georgia Aquarium and CNN Center re: Friday's lunch options. > Check with Columbus Zoo re: Monday's Lunch options. > We will also need to find restaurants for their Breakfasts on Friday morning, somewhere about 90-minutes north of Atlanta and again on Monday morning somewhere about an hour from the Columbus Zoo. > BJS to have revision complete NLT Monday morning so I can leave it a Fitch when Lucia and I meet with Kay Wms at Fitch on Monday afternoon., BJS to leave hard copy with the Band Director and then email copy to Chris Comeau with the Boosters. ____ HMS ____ 9/23/07: > BJS completed PTP Rev1 and ran rates for Add-Ons = $95 additional per person. > BJS completed cover letter and will deliver to Wes tomorrow while at Fitch when meeting with Kay Wms re: Choir Trip. > BJS will also email copy to Christine Comeau with the Boosters. > Rates on Bible screen are those with the $95 increase added in. > CCIS will bill the boosters for the $95 worth of add-ins separately from the per person package rates. 9/24/07: > BJS sent em to chris after delivering packet to Wes at Fitch - - - Christine: As promised, please see the attached regarding the Fitch HS Band's up-coming trip to Atlanta. I was at the school this afternoon to see Kay Williams in the choir room. When I dropped by to deliver the hard copy of the revisions to Wes, he was not in the band room, so I left his copies in the Main Office. I hope all meets with your approval. Do not hesitate to contact me if you have any questions. I look forward to hearing from you soon so we can proceed with your group's Contract / Group Leader's Handbook. 9/25/07: > Rec'd email from Chris - - - Byran, We requested the original 'on own' meals be priced separately to the Band parent organization and the pizza for the rest of the kids keep separate also. They were NOT to be included in the price. We (The band parents) want each meal priced separately on a separate bill. The only addition to the kids price would be security guards and dinner at the hotel on Friday evening. Any questions please feel free to call me at 330 503-1375 , email me with the corrected items. Please correct this asap so we can make our decision. 9/25/07: > BJS repsonded to Chris - - - Chris: I apologize for not having broken this out in the way you wanted. We included all you asked for; however, I guess I put in on paper in a different way than you were looking for. The 2nd paragraph in my cover letter to Wes says that we will bill the Boosters directly for these add-ons at $95 per person. By doing this, the student rate would remain unchanged at $385 (quad). Here is what I saw as the Booster Bill items: Friday's Breakfast en route (Ryan's) Friday's Lunch at the Georgia Aquarium Dinner Friday at the Hotel (we took the original $10 Meal Credit which was to be for Dinner Friday at Lenox Square Mall and shifted it to a $10 Meal Credit for Lunch at Six Flags on Saturday). Pizza Party at Hotel (added for the Underclassmen, in a separate room from the Seniors) Monday's Breakfast en route (HomeTown Buffet) Monday's Lunch at the Columbus Zoo Hotel Security (2 guards / night at the hotel from 12am - 6am). These items total $95 per person. I cannot generate an exact amount that the boosters will be billed until we have your group's Final Participant Guarantee Form (due 60-days prior to departure) for we will need to multiply the $95 by your group's total number of participants less comps (based on 1 for every 20 paid participants). I will call you this morning, before I re-do the paperwork, to make certain I get you what you need. Again, I apologize for not making it clearer in the revised documents I delivered yesterday. 9/25/07: > BJS called Chris > OK to raise the per person package rates, for she wants them to include the Dinner at the Hotel Friday night as well as the Hotel Security. > She wants ala carte rates for the other items so the boosters can pick and choose what they can afford to have us do and what they may end up doing on their own. > Pizza - underclassmen do NOT need a room of their own, they will just order pizza & drinks from a local pizza parlor on their own and have it in their rooms. BJS told her it would be best to just go ahead and have the Boosters take care for this on their own and CCIS will stay out of it. > Senior Pizza, is it possible for the Seniors to have a private room for an hour or and not order pizza from the hotel? If required, we could pay a room rental fee and then they could also order pizza and drinks from a local pizza parlor. Per Chris, only the senior and the directors will attend this party (about 45 max). BSJ sent em to hotel to check on this. > BJS to prepare revision and forward to Chris ASAP. 9/25/07: > BJS revised IOG and then completed PTP Rev2. The inclusions were based on my comversation with Chris this morning. > BJS updated rates on Bible. > BJS also completed Booster Bill Add-On Options list with per person rates. There are NO comps for these add-ons, if they choose any . . > BJS emailed to Chris and Wes. > We are awaiting their decision before proceeding further. > BJS is holding off on making any changes to attachments until we see what they are going to do. > EM - - - Chris: Per our conversation earlier today, I have completed the attached Pre-Trip Planning Proposal Revision 2 for your review. In addition, an itemized list of the "Booster Bill" Add-On Options is also included as well as an updated IOG (Itinerary Outline Graph). Friday's dinner at the hotel and hotel security have been added to the per person package rates as you directed this morning. Your careful review of this information is appreciated. Please note that I did not include any arrangements for the Underclassmen Pizza. If we use the hotel's meeting space, then we must use the hotel's Catering Department. I tried several different approaches to get around this requirement, even offering to pay a room rental fee and have a very limited set-up; however, they were unyielding with this policy. That being said, since a meeting room was not a requirement for the underclassmen, it will be much less expensive to have the boosters order in pizza from a local delivery service. The hotel will provide us with the names and numbers for several companies which deliver to their guests regularly. There is also a grocery store located near the hotel which will be convenient for the purchase of soft drinks at a much lower rate than the hotel. Do not hesitate to contact me if you have any additional questions or concerns. Please advise at your earliest convenience as to which of the Boosters Add-Ons you would like us to include and we will finalize your arrangements and prepare your Contract / Group Leader's Handbook accordingly. Thank you again for the opportunity to work with you and your students - it is our privilege and pleasure. 9/27/07: > BJS sent EM trying to get an idea of where this stands - - - Chris: Just a quick note to confirm your receipt the revision I emailed Tuesday night. I want to make certain the information was provided in the format you were looking for. If you are uncertain about the "Booster Add-Ons", please realize that we can add as many or as few as you wish at a later date. Provided you do not need to make any further changes to the Package Inclusions as presented in Pre-Trip Planning Proposal - Revision II, we will confirm these arrangements and prepare your Contract / Group Leader's Handbook based accordingly. Please advise at your very earliest convenience. I hope to hear from you later today. If you have any further questions, do not hesitate to call (800.432.5095) or email me. I have a doctor's appointment this morning at 9:45am and will be out of the office from approximately 9am - 11am. Thanks again! > We shall see . . . 9/28/07: > BJS called and LVM for Chris at 330-503-1375. Asked her to please call today so we can get things confirmed . . . 9/29/07: > BJS sent email - - - Dear Chris & Wes: I am going to be back in the Youngstown area on Tuesday, October 2nd, and I know from our first meeting that you are anxious to receive you Group Leader's Notebook / Contract. I can delivery it to either the school or Chris' place of business, just let me know your preference. In order to have sufficient time to prep the documents for a Tuesday delivery, please advise no later than 12 Noon Monday which Pre-Trip Planning Proposal Package you want to use. We will then proceed accordingly. For your convenience, I have attached the most recent Revision, IOG and the list of proposed Booster Add-Ons. Remember, we can add as many or few of the Boosters Add-Ons as you wish now, or at a later date - just let me know. Thanks again and I look forward to your quick response. 10/1/07: > Chris Comeau called and they are ready for K to be based on PTP Revision II. They also want all the Add-ons, to be showns separately. > K to be between CCIS and the Austintown Band Parents, Inc., PO Box 4460, Austintown, OH 44515, Christine Comeau, President fax: 330-792-9098. > BJS agreed to complete CN and deliver to Chris' attention at the school on Tuesday, 10/02/07. > BJS and HSM reviewed and all appears to be in good order for completion. 10/2/07: > BJS completed CN and delivered to Fitch HS, Attn: Christine Comeau. > K, 1st Payment ($27,735.75 - INV #4524) and MITP Application all due 10/31/07. > Also included 2nd Payment INV #4525, $41,145.75, due 02/01/08. 10/19/07: > Rec'd MITP Application via fax. > BJS sent email thanking him for sending & copied Chris Comeau. 11/5/07: > Rec'd signed K and deposit check #1058, $20,000.00. > BJS mailed signed copy back to Chris' attention. > HMS, as this group group is now UNDER CONTRACT, please review and proceed as needed. Thanks! __X__ HMS __X__ 1/4/08: > Per HMS, there is NOT a baseball game in Cincinnati on Thursday, 05/01/08. 1/9/08: > BJS revised IOG to show no baseball game and hence, later departure time from school. It is now 7:30 PM as presented in one of our options early in the planning stages and agreed upon in the event there was not a game. > BJS emailed Christine Comeau and Wesley O'Connor to alert them to this fact and included updated IOG. Final Invoice will show credit of $20pp since there is no game. > BJS updated Bible and IOG. > HMS, as necessary, please update attachments and alert Bus Company to the fact that the departure time has changed since there will be no stop in Cincinnati. __X__ HMS __X__ 01/18/08: > Rec'd letter from Boosters asking for donation for Spaghetti Charity Dinner on 02/23/08. > BJS mailed check for $50 donation. 1/23/08: > BJS purchased two tickets for site visit weekend, Feb. 29 - March 2, 2008. > Fare = $214 pp. > CCIS is paying for one and Christine will pay for the second. BJS mailed INV #4585 to Chris' attention, $214.00 due: 02/22/08. 2/1/08: > Rec'd check from Minuteman Plumbing for $214 re: Site Visit Airfare Reimbursement. 2/8/08: > Rec;d check #1064,m $35,000.00. > First Payment INV #4524 in now PIF. > Applied remaining $27,264.25 to Second Payment INV. > Outstanding balance on Second Payment INV = $13,881.50. 2/29/08: > Rec'd FPGF, RL & HIF via certified mail. > Total Pax = 120 (103 + 17) > Rms / Pax 22 Q / 88 08 T / 24 03 D / 06 02 S / 02 TOTALS = 35 ROOMS and 120 PAX (103 + 17). > BJS updated IOG and Bible accordingly. > BJS placed order for 103 CAV dvds. > BJS called Lakefront Lines and LVM re: releasing the 4th coach since they'll only need 3. > HMS, as these numbers are now GUARANTEED, please review and proceed as needed. Thanks! ____ HMS ____ 3/11/08: > BJS completed Final Invoice (used published CCIS Value Rates less $20 since they did not meet the requirements for the Large Group Discount). > BJS updated rates on Bible. > INV #4598 = $12,712.00 > INV #4599 = $4,050.00 > Total Due on Account = $16,762.00. > BJS mailed Invoices and Statement to Chris' attention. 3/11/08: > Rec'd email from Chris re: count for Seniors Pizza Party . . . > We have 33 Seniors and then the two band directors will be at the senior pizza party (35 total). > BJS emailed this number to Sylvia at the hotel. 3/17/08: > Rec'd check #1067, $16,762.00. > Account is PIF. > Gross Receipts = $71,762.00. 3/27/08: > BJS mailed festival schedule and forms to Wesley. > Marked areas that needed his attention. 4/18/08: > BJS spoke with Chris, meeting Monday, 4/21/08, 10:30AM at Eat'n Park for Final Itinerary Packet delivery.
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