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Fri May 06, 2016
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Montoursville High School Band-Boston, MA-04-18-2013
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Final PAX
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Final Room List
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Hotel Info Form
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Contract Status
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Montoursville to Boston = 375 miles / 7.5 hrs non-stop 2/15/12: > Rec'd RFP from Adam for Boston Trip in April 2013. 2/18/12: > Sue's Client . . . Dennis Carpenter has retired as Band Director. > BJS updated client general info and then added trip. > This is great to get an early start - that way they can make a financial committment and get several Early Sign Bonus Comps. > Needs PTP by 3/15/12. > Festivals of Music Competition > Duck Tour > House of Blues (Sunday's Gospel Breakfast - of this is an option) based on Festival Schedule . . . > All-Inclusive Budget = $400 - $500. > Wants CCIS to get transportation quotes, Susquehanna & Avis are his preferred charter companies. > BJS sent EM to Sue to follow-up with Adam on Tuesday to introduce herself, let him know we have the info for the trip, and are starting to work on his proposal - a bit iof a challenge at this point since Festivals of Music does not yet have their schedule out for 2013 nor do they know if it will be a Fri/Sat festival or a Sat/Sun festival. This Spring (2012), Festivals of Music has 3 Boston weekends, all in April. The first one, is a Sat/Sun scheme and the second two are Fri/Sat festivals . . . No way to tell at this point. > Also, based on $400 - $500 All-Inclusive Budget, will most likely need to be a 4d/3n trip so festival schedule may really dictate trip's origination date. 2/18/12: > After thinking thru this and looking at travel times, etc., I believe a departure on early Thursday morning, arriving the hotel at 3PM Thursday afternoon for check-in and then a dinner out and show or concert that evening would work best. This will be more budget friendly and make for a nicer trip, allowing them to do a few more things and not worry about going over budget. It will also accommodate the festival, regardless of the schedule . . . it will be a three hotel night trip. Even if the festival is a Sat/Sun outline, all they usually do on Sunday is have the Awards ceremony in the morning (+/- 10AM) and then head for home. 2/21/12: Spoke with Adam he would also like to add a trip to the aquarium to his trip SH Adam is fine with a Thursday departure. 5/2/12: > rec'd email from Adam with the dates - We would like to go to Boston leaving Montoursville at 3:30 on April 17th and returning home 4-5:00ish on the 21st. 5/8/12: > Per Adam, Concert Band woul dbe the only ensemble, and maybe Indoor Guard. > 2nd email said to nevermind on the guard. > BJS replied that we can always add later if he'd wish. 5/11/12: > BJS based on 6 comps - 3 requested and then 3 ESBC (figured in rates), but of he gets us his deposit by 5/31/12, he will get 6 ESBC (3 of which will truly be for free). 5/11/12: > BJS completed PTP and emailed to Adam - Adam: Per your request, I have completed the attached Pre-Trip Planning Proposal for your group’s up-coming trip to Boston. This proposal is based on the specifications you provided to our office over the past few weeks. I have also included the group’s Itinerary Outline Graph (IOG), Per Person Bus Cost Charters for each quote received, and information on our many unique Added Value Programs. A few notes about your proposal specifically: • I know you were hoping to attend the Gospel Brunch at House of Blues; unfortunately, it is not on the current schedule and in speaking with their Director of Sales, it does not appear to be making a comeback at their Boston location any time soon. The Boston restaurant is not open for lunch and is also extremely limited on space, having a capacity of less than 100. That being said, they do not typically take groups of your size unless doing a “buy-out” which carries with it a $7,000 - $10,000 food and beverage minimum. • You requested a Wednesday after school departure; however, in the interest of your budget and since we were able to accommodate all of your requests and more in a 4-day / 3-night scenario, I have made the departure time early Thursday morning. • As you will see, the bus quotes are pretty wide ranging, so the choice, as always, is yours. I know you mentioned Susquehanna and Avis – they are one in the same. Susquehanna has a satellite office in Avis, but their charters are all handled out of the main office in Williamsport. Since they were one company, I went ahead and provided quotes from several other carriers. • The Boston Symphony has a great program while you are in town, including BRITTEN - Fanfare for St. Edmundsbury MOZART - Serenade No. 11 in E-flat for winds, K.375 DVOŘÁK - Serenade for strings TIPPETT - Praeludium, for brass, bells, and percussion BRITTEN - The Young Person's Guide to the Orchestra. If the BSO is something you’d like to include, it can easily be arranged. It could be in addition to or in place of Blue Man Group or anything else for that matter. I figured you’d know best what your students would prefer and / or what you might want to expose them to. Remember, this proposal is to be used as a starting point in the design of your group’s customized itinerary and we are happy to revise, add, or delete inclusions as seen fit in order to better meet the educational needs & budgetary requirements of your group. I would like to take this opportunity to say a very sincerely “Thank You” for the opportunity to be of service to you and your students and I look forward to our work together. Do not hesitate to contact me or your Account Executive, Dave Dietz (717-580-6908), if you have any questions or concerns. Have a great weekend and I look forward to hearing from you early next week 5/14/12: > BJS sent Em to Adam asking him to call em today or tomorrow so we can go over the Proposal. 5/14/12: > Reviewed PTP with Adam. > King Coal is Charter Choice. > Ready for K based on PTP. > Since he is new att his school (this year) and they dd not travel in 2012 (they traveled with us in 2011 to Cedar Point with the old director), he is not sure if he'll be more than 1 bus. I told him we'd work with him and start where we are and then adjust down later if needed. > Discussed possibility of his wife getiing pregnant and being due in April . . . we may need to adjust dates inthe next few months if this comes to pass. > HMS, as this is going to K, please review and proceed as needed. BJS hoping to mail CN by week's end if possible. __X__ HMS __X__ 6/1/12: > BJS sent CN via USPS Priority mail with Delivery Confirmation. > K & 1st Payment Due: 6/15/12. 6/4/12: > BJS scanned and emailed to JAF & DD. > Also sent EM to Adam to let him know it is on the mail truck for delivery today. 6/5/12: > Recd EM from Adam - Bryan, I have the binder in my hands! I'm going over the agreement. When I originally talked to you, I was planning on 72 kids. Since then, I've taken a survey of the kids and it looks more like it's going to be 49 kids with 5 chaperones for a total of 54 people. My question to you is this, should my deposit/1st payment be 4900, 5400, or the original 7200. I can't come up with the 7200. 4900 or 5400 would be doable. -Adam BJS replied - No problem, go with the $5400 - it will all come out in the end. I will hold on to the second bus for a while and then release it late this summer / early fall if you are definite that it will not be needed. 6/15/12: > Rec'd singed K, Travel PLanner Letter and Check #7595, $5,400.00. 9/10/12: > Rec'd EM from Adam asking for return call to his cell. 9/11/12: > BJS returned call and LVM. 9/11/12: > Adam called re: payment #2. > Discussed FOM application - BJS got info needed to complete FOM applicationo n line. 9/20/12: > rec'd check #7635, $8,848.00. 11/28/12: > BJS completed FOM application on line. > JM, please process signed K per SOP. > HMS, as this group is now UNDER K and $$$ has been received, please review and proceed as needed. Thanks! ___x_ JM _11-28-12___ ____ HMS ____ 01/17/13: > Rec'd check #7756, $10,937.00. 2-14-13 >Received Final Pax, Final Room List, Hotel Info. Form 2-15-13 >JM processed Room List Packet to include: 12 Q/48 3 T/9 2 D/4 TOTAL 17 Rooms/61 Pax 03/19/13: > Group is below K minimum, so BJS made comps 4 and then rates can stay the same as published. > BJS EM'd and mailed Final INV #5390, $8,427.00 and made it due: 03/29/13. 04/01/13: > Rec'd check #7847, $8,427.00. > Pending no further changes, account is PIF.
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