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Trip Notes
( Print Note )
( E-Mail Corporate )
Arlington, VA - Philadelphia, PA = 142 miles / 3 hrs non-stop 6/12/09: > APW got RFP and emailed to BJS 6/19/09. > See RFP for majority of info, here are some additional notes > Groups: Chorus, Band, Orchestra > Last year's trip to Atlanta was $575 total. Try to stay under that. > Would like to offer option of Philly Orchestra Performance or Broadway Show for one night (split group into 2 groups) > Interested in Franklin Institute, PMoA, City Tour, Liberty Bell, Phillies Game, Free Time for Shopping > Would like to stay downtown if in budget > Include a campus tour with educational clinic if possible. > Include 8 comp packages > Goal is to fill 4 busses. Will not take more than 4 busses, but could possibly fill 4 busses. > It appears as if Jeff Benson is no longer at HB Woodlawn. I believe he went back to school to get his Dr. > Orchestra Director = Main Contact = Risa Browder E-mail: Risa_Browder@aspva.us / lusion@earthlink.net > Band Director = Carl Holmquist E-mail: Carl_Holmquist@apsva.us / cholmquis@gmail.com (No "T") > During Summer, please contact both directors via personal e-mail. CC both on everything. 6/19/09: > BJS sent hotel request to BMG. 7/6/09: > BJS completed PTP and emailed to APW as well as staff. > Included rates for btoh downtown hotel and a suburbs hotel as it was significantly less expensive. > Sent 3 PPBCC - additional quotes are stil pending from Martz and Schrock. 7/14/09: > BJS emailed PPBCC to Amanda from Schrock & Martz in two separate emails. 7/15/09: > APW has meeting set with Directors the week of July 27th. 7/31/09: > Per APW mtg with Client yesterday. > They are in love with us. > Dates have changes to April 15 - 17, 2010. > Like the downtown hotel and ant to stay there. > They are going to discuss additional changes during band camp and get these back to > May possibly want to add a community service performance or sometype of performance as the last event of the trip prior to departure for home. 8/20/09: > Per APW, here are some thoughts from the music teachers at H-B Woodlawn about their trip. Let me know what you think about all this. > I think we should put together an IOG and work with that until we get the "final" trip - they are picky! 1. Date Change (1 week) from April 22-24 to April 15-17 2. Prefer Hard Rock the first night. Do not want to go to Spaghetti Warehouse 3. Lunch the second day at the Temple commissary / cafeteria / student union (through $10 meal vouchers) after the clinics and tour. The choral director takes his men's choir to JMU every year for a competition, and said they always get a kick out of eating in the college atmosphere. Also, the Band director's father happens to be a professor at Temple, so he was very familiar with the campus. 4. Would like to schedule a performance at some point in the itinerary. if something needs to be deleted for this, they are least interested in the Constitution Center. 5. Definitely want to stay at Holiday Inn Historic 6. For the performance night, they are definitely interested in the "Forever Plaid" option, and are also interested in the Philadelphia Orchestra performance at the Kimmel Center (Emanuel Ax playing Beethoven, Ravel Mother Goose Suite, Stravinsky Petrushka, Charles Dutoit conducting) 7. Would they be able to find out who the clinicians would be? They also hope very much that each group can have separate clinics going on simultaneously, or during another group's tour, so that the clinics don't take too much time (although they do want the clinics themselves to be substantial, they don't want to be waiting on each other) 8. What sights does the bus tour include? 9. Definitely want to do the Franklin Institute 10. They were curious if there were ever spooky night tours of Eastern State Penitentiary... just as a thought. I think they may be more into this than Dave and Buster's, but perhaps not. The Orchestra teacher was not really excited about D&B. I think they would definitely want to go to a baseball game if it's available though. 8/31/09: > BJS and APW revised IOG based on Client suggestions from 8/20/09. > APW will share with group for their input and then we will proceed with PTP Revision. > BJS made NO Changes to attachments or rates. We will make certain they have the IOG they want prior to doing so. 9/3/09: > Per Amanda - > Thank you so very much for taking the time to put together such an awesome itinerary. We are very excited about this trip, especially its flow and the much needed change in pace from previous years. > We have just a few minor amendments and from there I think we ready to commit. > There seems to be a lot of food court action on Friday. Could we put one of the food courts on Thursday night and move Hard Rock to Friday night? This will give us a nice community dinner after a day of performing and sight seeing. I know that this puts us pretty close to the performance. Is it possible? > We'd like to spend more time at the Franklin Institute on Saturday. Could we go to the art museum in the morning, take the boat cruise an then go to the Franklin Institute for a few hours. > We'd also like to push back Dave and Busters and our departure time to allow more time for all of this. Is there a reason we are leaving so early? Remember we are accustomed to nocturnal travel ; ) Could we leave at say 8 or 9:00? > Aside from these, it is terrific. Thank you so very much for your time and attention! Sincerely, Bill Podolski Director of Choral Activities 9/8/09: > Per EM from APW - > I got a phone call from Risa Browder at HB Woodlawn today. She let me know that they are intending to travel with us this year, so as soon as we get that revised proposal over to them for approval, we should be heading to contract rather quickly! > They are getting a quote from a bus company they used for a day trip last year. and will probably use that company. > I just wanted to check in with you to make sure you had gotten the requested revisions from them that I sent you last week and that we are on track to get them a proposal shortly. 9/8/09: > BJS made revisions to IOG, but did NOT make any revisions to the attachments. > BJS EM APW the Revised IOG for her review and to make certain I have done as requested. As soon as she tells me it looks good, we will proceed with PTP Revision - hopefully the K version in the next day or so. 9/9/09: > Ready for K!!!! > HMS, as this is going to the final PTP stage and K, please review and update as needed. __X__ HMS __X__ 9/25/09: > Rec'd em from APW - they want coaches from Atlantic Coast. > BJS called Linda; however, they are SOLD OUT April 15 - 17, 2010. > BJS sent EM to APW to see if they have another charter choice. 10/15/09: > At client's request, BJS called Kewl and they too are sold out over these travel dates. > BJS asled APW to advise as to their next charter choice. 10/19/09: > Per APW, they actually have the coaches secured with Kewl , that ios why we couldn’t get them - so they are going to do transportationon their own. 11/3/09: > BJS completed CN and mailed via USPS 2-Day Priority Service. > K due 11/13/09. > First Payment Due: 11/20/09. > BJS included OK TO PAY for the Independence Hall Tour - due: ASAP. > HMS, as this has gone to K, please review and proceed as needed. Thanks! ____ HMS ____ 11/17/09: > Rec'd signed K from Risa. > First Payment is not due until 11/20/09. > Rec'd recording for performances to go to NY Offstage. > HMS, as this is now UNDER CONTRACT, please review and proceed as needed. Thanks! ____ HMS ____ 11/18/09: > BJS mailed fully executed K back to Risa. 11/30/09: > rec'd check #13672, $20,000 toward First Payment INV. > BJS sent updated STATEMENT. 1/5/10: > Per APW - still some indecision from one of the Directors re: Tierra Columbiana Restaurant and the fact that making this change will add $10pp to the cost of the trip. . . . BJS suggested that if they really want it and don't want the price to change - we could drop the Create A Video. > She will share this with Directors and let us know their final decision. 3/1/10: > Risa emailed APW the FPGF numbers, 164 (152 + 12), but then she faxed them and they were 162 - go figure - we need the forms before they are correct. > BJS updated Bible Screen only at this time. > ALSO, Only the choir may do the performance at the Train Station, so we will not need to pay NY Offstage for the B & O if they do not perform. BJS explained this to APW and told her we would need their decision ASAP. 3/19/10: > BJS processed FPGF, RL, HIF & CCIF. > Total Pax = 162 (150 + 12) > Rms / Pax 34 Q / 136 04 T / 012 07 D / 014 00 S / 000 TOTALS = 45 ROOMS and 162 PAX (150 + 12). > BJS updated Bible and IOG accordingly. > BJS placed order for 150 CAV dvds + 1 large mosaic. > As numbers are bloew contract minimums, BJS will have to review Quote and make determinationon number of comps I norder to maintain ROI. > Per APW conv with Client, the choir is performing at the train station, the orchestra is performing at the train station (will only need 2 chairs and no stands) and the band is still to be determined. Risa to have answer to APW by the first of the week. > Per CCIF, will need three (3) driver rooms per night at the hotel. > HMS, as these numbers are now FINAL & GUARANTEED, please review and proceed as needed. Thanks!!!! ____ HMS ____ 4/5/10: > BJS emailed Statement to APW and Risa Browder. > Cover letter told her we must have PIF prior to deparutre and to have a check ready when APW delivers FI Packet on Thursday, 04/08/10. > Balance due = $53,718.00.
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