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Trip Notes
( Print Note )
( E-Mail Corporate )
10/26/99: > BJS faxed Air Charter Quote request to Kris Norder at Witte. 10/26/99: > BJS spoke with Scott. > Holiday Inn West Bank 504-366-2361 is what SHIT has proposed. > The dinner included is at Malotte's Cajun Restaurant > Southwest Airlines out of Baltimore is what they have quoted. > Would prefer to fly (Saturday - Monday) > Could leave school Friday at 4pm. If by charter, the time frame on the itinerary he faxed does not allow sufficient time for travel. > Budget = $255 quad with out transportation, based on the inclusions he faxed. > Super HolidayTours (SHIT) Ultimate Band Trip is the brochure he had, has a second proposal from someone as well, could not think of name off hand. > I told him that we would need to check out parade participation, if we cannot get them in, we cannot do trip. May be able to help with coaches , if all coach trip. > He said SHIT was pressuring him ot sign, I told him not to make the same mistake George did at Atlee! > He said he could give us a few days. > Does not want 3-hr city tour on day of departure. 10/26/99: > BJS spoke with Mayor's Office - Special Events 504-565-6427. Confirmed date of Parade as Sunday, 2/27/00. > Call Linda Ferguson re: Krewe of Alla Parade Participation. > BJS called Linda Ferguson at number provided, but they have no Linda Ferguson. > Per Public Advocacy Office, try 504-565-6500 for Linda Ferguson, &/or 504-827-3220 NOPD Special Operations Office. > Could never get ahold of Linda Ferguson, finally LM. She may return call. 10/26/99: > Per Linda, we should start by working directly with Parade Sponsors (Krewe = group). > Contact = Parade Marshall, John Beninate 504-368-0441, 928 E. Lexington Avenue, Terrytown, LA 70056. 504-368-0735. > Other parades that day include the Krewe of Carrollton Parade, Contact = Chip Keimell, 30 Dunleigh Dr., Destrehan, LA 70047. > Krewe of Camelot Parade = Nick Smith, 59446 Smith Higgins St., Slidell. LA 70460, 504-641-5117. > Per Linda, the Krewe of Carrollton Parade is the biggest of the three that day. No parade on Monday. 10/26/99: > BJS spoke with John Beninate, Krewe of Alla Parade Marshall. > If ready to commit to come, he will make a spot for them. > Needs bio & color photo, no need for video, etc. > Also heads up Krewe of Cleopatra Parade on Friday pm. (most elaborate parade of all Mardi Gras!). Would love to have them do both! > Line up for Cleopatra is 5:30 pm, 6:30 pm Start > Line up for Alla is 10:30 am, start 12 noon. > Krewe of Alla Parade is largest, per John. 10/26/99: > BJS LM for Scott to call me re: various Parade options. 10/27/99: > Per Scott, not interested in Cleopatra Parade on Friday pm. > Realizes he probably cannot afford to fly, but wants to see rates regardless. (Saturday - Monday or Tuesday scheme will work best if flying). I've already faxed to Kris Norder & LM re: preferred Saturday am departure and option of Monday or Tuesday return. MPM, please follow-up with her by noon Thursday (10/28/99), if no word. > 992 miles - 16 hrs. n.s. from Richmond. > He said he wants to use us, especially since we can do the parade participation. SHIT had led him to believe that in order to be in the Parade, they would have to purchase the package through them! > SHIT had quoted him $7,275/55 from NCW & $6,875/54 from Tourtime. We need to do better than that. Get quotes from National, TX & Newton. (2-55's). > The quotes he has included: ($255/Quad) > 2 nights accommodations at Holiday Inn West Bank (504-366-2361). > 3 breakfast buffets at the hotel. (Saturday am upon arrival at Hotel, plus Sunday & Monday). He won't even be at Hotel by Saturday morning. If they leave at 5pm Friday, they will arrive New Orleans around 1pm on Saturday! > 1 Deli Lunch Buffet at Hotel (he'd prefer HRCafe or Planet Hollywood, etc) > 1 Dinner/Jazz Cruise on the Nanchez Steamboat > Jean Lafitte Swamp Boat Tour. > Superdome Tour > 3-hour guided bus tour (he doesn't care if they do this or not, include only as time permits). > Tour escort (he doesn't care about this either, he knows he really doesn't need one with our itinerary). > 2 Comp Packages for Directors (Double Occupancy) > 1/20 additional Comp Packages (Double Occupancy) > $1,000,000 liability insurnace > BJS to prepare IOG & Bible. > Scott is pressing for our porposal ASAP, since departure is drawing near & SHIT is making him nervous. I would like to have something to him by the first of next week if at all possible. > MPM, you will find a lot of attraction, restaurant & hotel info in the North Hagerstown HS Orchetsra files from Spring 1998, but try the computer first, names & numbers may be in there! They did a similar trip & stayed at the Holiday Inn Select at the downtown Convention Center. I would try both the Holiday Inn Select & the Holiday Inn West Bank. We also sent North Stafford HS Band to the Embassy Suites Downtown. __X__ MPM _X___ 11/3/99: > Scheduled PTP mtg for Thursday, 11/4/99 at 2:15pm. > FYI: Booster President, Richard Steely, passed away in his sleep this morning. 11/3/99: > BJS completed two PTPs, one for all coach & one for coach & air. > MWL, please process per SOP, in two separate folios. > BJS to deliver & meet with Scotty Thursday afternoon, 11/4 at 2:15 pm. __X__ MWL __X__ 11/4/99: > BJS met with Client. > Extremely pleased, has given me his word that he will be using us; however, can nopt decide between All Bus vs Air. The majority of the respondents to his survey are selecting the air option. He will meet with Booster Board this weekend and have final decision by the first of next week. I suspect it will be the Air option. With this in mind, MPM, please call Kris Norder and let her know he is leaning toward air and that we need her to hold the 110 seats as outlined in the Air Option PTP. How long can they hold the seats, when will they neeed a deposit, etc. > He is planning to have a $100 deposit to us by 11/24. __X__ MPM __X__ 11/9/99: > Scott called, ready for Contract, wants Air package! > MWL, please mail copy of Air Proposal to: Elaine Rush, Booster President, LDHS Band, 7001 Cornfield Lane, Mech., 23111. (Scotty's fax machine is broken). > BJS to make Contract between CCIS & LDHS Band & Boosters. > Scott has made his due dates with the students as follows: $100 - 11/23/99, $150 ($180/Adult) -1/6/00, $150 ($180 Adult) or balance 2/3/00. > Bingo money available in late December 12/30 & Jan 28. (approx. $200/student) > Scott has Booster mtg. Thursday pm. Needs contract by then. > Please review and confirm as needed, I believe the main thiing we are lacking is the ground transportation in New Orleans. He'll need 2-55 passenger coaches. MPM, please look at Air IOG and see if it is sufficient for getting quotes. Advise if not and I will make up a new one. > We will also need quotes and the cheapest carrier for the trips to and from the Washington Airports. I will do up IOGs for these. __X__ MPM __X__ __X__ MWL __X__ 11/11/99: > BJS completed Contract Packet. > MWL, please process per SOP and then deliver to LDHS this afternoon, ASAP! Scotty needs this for this evening's Booster mtg. Call first to find out his where abouts! > Contract & Deposit due: 11/24/99. __X__ MWL __X__ 11/11/99: > Scott called, thanks for C.N. > Will mail Photo & Band Bio tomorrow, as well as the list of five names for the regualr/non-group airline tickets. > Wants to delete the Aquarium from the Contract and add the Superdome Tour back in on Monday at 10am. I told him to make the changes on his contract and initial - I would do the same. > BJS revised IOG accordingly. Please confirm changes as needed. __X__ MPM __X__ 11/12/99: > BJS faxed Revised IOG to Scott (deleted Aquarium, put Superdome back in). 11/15/99: > Received signed Contract. > Deposit to be expected by 11/24/99. > Make certain we have coaches from Newton (2-55s). 1 to Dulles & 1 to Reagan National. > As this is now UNDER CONTRACT, please review & confirm as needed. __X__ SMP __X__ __X__ MPM __X__ 11/24/99: > Per Scott, now has 122 total participants! > Needs 12 additional packages, including air. Please see what Kris Witte can do for these. He is aware that they may be at a different rate and possibly even a different flight. > THEY will rent a van to get them to the airport in DC. THEY will do the same for their transportation in New Orleans. I told him we could not rent vans for the group! He seemed to understand. > Please confirm availability of contract inclusions based on these new, higher numbers. > We also discussed the possibility that he may have some (3 - 5) students auditioning for All State and that they may need to fly out of a different city on different flights. . . We'll cross this bridge when we get to it. I told him to be prepared for change fees as well as the difference in the air fare. > Provided the names for the 5 extra seats at regular price; although, right now we don't need them. Thomas Powell, Shree Powell, Kelly Powell, Jason Powell, and Elaine Rush. (Group 1) > Bringing by deposit check this afternoon! > Scott referred us to Carol Cuneo in the Fine Arts Dept. interested in large group to NY in Spring. BJS passed info on to DSC. ccuneo@hanover.k12.va.us. __X__ MPM __X__ 11/24/99 > Received Check #3004, $11,500.00 as Deposit. See when Kris Norder needs her initial deposit and request check accordingly. > Mailed pic & bio today for parade. > Total Pax = 121 (76 students/45 adults) > BJS Revised Bible & IOG to reflect this new number of Total Pax. Please review and confirm as needed. __X__ MPM __X__ 11/29/99: > BJS completed INV#2500, $28,684.74, due: 12/30/99. > MWL, please process & mail per SOP. __X__ MWL __X__ 12/13/99: > BJS - we need names to arrive at Witte by 12/23/99. __X___BJS __X___ 12/14/99 > Per Scotty. > He had a kid qualify for All-State auditions. > He needs 2 tickets (kid and mother) of the Group 1 direct flight, to LEAVE out of Charlottesville between 1pm and 2pm on Saturday for arrival between 5pm and 6pm in New Orleans. These 2 tickets/people will RETURN with Group 1 direct flight. > He will be faxing the FPGF, etc. on Friday; his total will = 120. Group 1=65 (63) and Group 2=55. __X___MPM__X___ 12/14/99: > Answer to above request: > Student and mother can leave Charlottesville 3:25pm 2/26/99 arr.Wash/Dulles at 4:05pm. Dep. Wash/Dulles 5:15pm arr N.Oleans 6:49pm. > Couple can return with Group I as originally planned. > Cost $295 p.p. incl. > Need to submit names and payment within 24 hrs. > A-okay per BJS. 12/14/99: > Need equipment & instrument list 1 month out for the airlines. Need weight and height etc. of each piece of equipment. 12/15/99 > MWL spoke with Scott re: request. > Asked for "better" options. I told him I would ask MPM--not MY area. > Also was questioning the IOG specifically Amer. Aquarium vs. Superdome. > He said to get back to him when I had researched the specifics. > @#$%^*!!! 12/15/99 > Called Scott 12:10pm. Needs to call me back. > MPM spoke with Scott - gave him airline details and he's calling back with decision - too expensive to travel back with group - leaning towards the US Air flight leaving 2:05 from Charlottesville - see file. Scott to call back with flight decision. > I told him we could try and move Ralph Kacoos to a later time for them all to eat dinner. > Wants something to do Saturday afternoon between lunch and dinner. He suggested Pool time at the Hotel - I called and pool closed Oct - end March. Too cold to swim. He could go to the Aquarium (told him approx. $5 p.p.) he didn't know if they would like the Aquarium - I suggested more shopping on Riverwalk. He was waiting for "pool" information before he makes any other decision for Saturday afternoon. > Told him I thought he would have been nicer coming from Tennessee - he was surprised that he was not nice - told him he owed Marcy an apology - he said he would call back and apologise to her!!! 12/16/99: > MPM's conversation with Scott - going with the 2:05 flight out of Charlottesville. > Names: Megan K. Smith and Bonnie Lou Smith. > Shopping at the Riverwalk on Saturday instead of Sunday > Move Ralph Kacoos to 7:30 pm - Done. > Seemed quite happy with everything. > Faxing FPGF today > Will be getting instrument measurements and weights etc. for flight. 12/20/99: > Per Scott, the 2 odd balls are no longer necessary as the girl will not be tryimng out for All-State; therefore, all is back as originally planned. (Can you believe it!) 1/4/00: > BJS LM for Scott re: $$$. We have over $26k due to airlines and our check should go in the mail today . . . > Also reminded Scott of equipment list. 1/4/00: > Scott called BJS at home at 9:45pm! He just received message and wanted to know exactly what he owed! I told him I had his files at the office. Off the top of my head I told him we needed $15,000 in order to mail the $26,000 check to the airlines. BJS to prepare and fax final invoice on Wednesday AM. Scott will bring by $15,000 check Wednesday afternoon. > Breakdown, per Room List & FPGF as received on 12/17/99: Total Pax = 120 (77 + 43) Rms / Pax 17 Q / 68 04 T / 12 19 D / 38 02 S / 02 TOTALS = 42 ROOMS & 120 PAX. 1/5/00: > BJS prepared & faxed Invoice #2545 $32,600.31 due: 1/11/00 > Also prepared & faxed Statement showing account balance of $61,285.05. > MWL, Scott to come by this afternoon, please process per SOP and hold originals for him when he arrives this PM. Note: BJS had to revised original Deposit Invoice from $9200 to $11500 as he paid more than was requested. This made the Statement print correctly. Please make changes in book & file accordingly. Thanks! __X__ MWL __X__ 1/5/00 > Recv'd check #469, $15,000.00 today. 1/10/00 > Scott called concerned with the fact he had not recv'd any specs for the parade. > MWL told him she would call and check into some general rules/regs/specs. > MWL spoke with John, Marshall of Parade. > A good march is suggested, not required. > Intonation, GE, Uniformity. > Guard will not subtract, but may enhance performance. > Basic parade. > John will fax last year's rules/regs/specs sheet this evening for receipt Tuesday morning. > MWL called Scott and relayed info. "great" 1/11/00 > LM for John Beninate re: info not recv'd. 1/12/00 > Spoke with John today. > "Sorry"--he forgot to do it. MWL will have it in about an hour (12:30pmET). > 3:50pm. Have not recv'd fax yet. > Spoke with John again, is sending "right now". Confirmed our fax number. > MWL faxed info to Scott. 1/12/00: > MPM L/M for Scott - re deadline for instrument dimensions etc. - gave him Fri 1/21/00 to have in our office so I can fax to Kris at Witte. 1/17/00 > Recv'd check# 3037, $14,000.00. 1/31/00: > Scott called. Very confused by statements & invoices. He told boosters they owed $11,500 less than what is actually due. > BJS prepared Statement as of this moment. MWL faxed to Scott. > MWL also faxed to Booster Pres. 1/31/00: > Scott called & is both embarrassed & concerned that they will fall short of the total due. Wanted to know what our policy was for groups that had an outstanding balance at departure time. > I told him 1.5% interest on any outstanding amount until paid in full. 2/11/00: > His final Chaperon mtg. is scheduled for Thursday pm. 2/17/00. BJS to email Final Itinerary to Scott by noon Wednesday 2/16/00 so he'll have time to add his "stuff" prior to the Thursday meeting. I will also plan to deliver his Final Itinerary Packet on Wednesday, 2/16. Please make sure all is in order - Thanks! MWL, make certain we have all the necessary specifics for their parade participation ie: maps, directions, contact names & numbers, exact times, etc., etc., etc. . . . > Scott's Color Guard Director may not be able to go due to recent cancer surgery. If necessary, can her ticket be changed to his Orchestra Director's name? I told him yes, but there would be a name change fee. I also told him that I was not certain when the last possible day to do that switch might be. . . MPM, please check with Kris Witte on this. He is not ready to make the change yet, but needs to know all the rules when and if the time comes. > Scott needs detailed list of airline procedures in Final Itinerary regarding how items are to be tagged, info on how the groups will proceed once they arrive at the airport, who will off-load equipment from bus to planes (how exactly will that work?), etc. MPM, please check on this with either Kris or the Airline directly. Also, see if Kris has and can fax us a list of tips for airline/student travel. Scott has a number of students who have never flown before and they are both excited as well as anxious / nervous! > He feels confident that we will have another $6,000 in hand prior to departure, leaving him to finance approx. $5,500 for what he expects will be no more than 60 days. __X__ MWL __X__ ____ SMP ____ ____ MPM ____ 2/14/00: > Answers to above questions: > For Ticket Name Change - we need enough time to mail original ticket to Kris and for her to mail back (2-day Fed-Ex) - of course the $25 fee. > Students do not forget I.D's > Washington/Dulles: Group Leader goes into Airport and goes to far left where there is "Groups" sign and let the Group Coordinator know that they have arrived. > Group unloads bus themselves or "hires" porters to help them - they are all going to have to eventually stand in line as everything has to be weighed and they will have to produce their I.D.'s. > Washington/Regan: Very small airport - no special "Group" ticket counter. Group Leader goes to any counter and let them know group has arrived and is disembarking bus. Same procedure with instruments and luggage etc. > Suggest group arrives 2 hours ahead. > Everything to be tagged with name, address, tel #. > Nobody has airline/student tips - use common sense. > Airline Group Co-ordinator will be advised 2 days in advance of group's arrival. ___X____BJS____X___ 2/15/00: > Scott called - is OK with having the parade info separately once received. > We will receive large check this week. > Scott will email list of travel suggestions. > BJS agreed to email FI, or at least as much as we can have done, ASAP. Parade info will follow on separate sheet. > As a side issue, we discussed the Orchestra's participation in the Thomas Dale trip to NYC and his as well as his principal's concerns. 2/15/00: > Recv'd check #'s 3051, $16,000.00 & #505, $10,000.00. > Invoice # 2545, partial payment. Balance Due---$6285.05. > BJS prepared & mailed Statement to Scotty & Terri Decker. 2/16/00: > BJS completed FI, excluding Parade Specifics. A separate Addendum will be created once info is received from New Orleans. > BJS emailed FI file to Scotty so he can use it for Thursday night's Chaperone mtg. > Do not forward Final Itinerary to vendors until the Parade Addendum has been generated. __X__ MPM __X__ __X__ SMP __X__ 2/17/00: > BJS received email from Scott. Final Itinerary delivery Meeting is scheduled for Monday afternoon, 2/21. > MWL provided Scott with the Parade guy's number. Scott is going to try to get the specs. from him. I told him that was fine. I didn't want to be too much of a pain in the ass to the guy, for he might give LDHS a bad spot in the parade. Atleast if Scott calls and makes him mad, it will be his fault, not ours! __X__ MPM __X__ __X__ SMP __X__ 2/17/00: > Finally received Parade information from New Orleans. > BJS prepared Final Itinerary Addendum for the Krewe of Alla Parade. > BJS printed Final Itinerary and highlighted, etc. > MWL & SMP, please process per SOP. BJS has final pre-trip meeting with Client on Monday afternoon, 2/21. > AS final itinerary and addendum are now complete, please forward to all vendors, etc. per SOP. __X__ MWL __X__ ____ SMP ____ ____ MPM ____ 2/22/00 > Recv'd check #'s 3052 and 3056, total of $6285.05, Final Payment complete. > Invoice #2545 PIF. 2/23/00: > BJS delivered the two "Name Change" tickets to LDHS. > BJS also delivered INV #2624, $93.90. Due: 3/15/00. > Also delivered a copy of the Thomas Dale Orchestra PTP Revision 1 and Contract to both Scott & Deanna. > MWL, please process per SOP. __X__ MWL __X__ 3/7/00 > Recv'd check #3074, $93.90, invoice #2624---PIF.
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