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General Trip Information
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Fri Jun 07, 2013
Trip Name
Plymouth Whitemarsh HS Band-Williamsburg, VA-10-12-2012
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Plymouth Whitemarsh High School Band
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Trip Notes
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Plymouth Meeting, PA to VA Beach VA = 280 miles 6.0 hours non-stop Plymouth Meeting, PA to Williamsburg, VA = 300 miles 5.5 hours non-stop VA Beach to Williamsburg = 60 miles 1.5 hrs non-stop 5/23/12: > BJS completed IOG and emailed to Tonia for her review and comment. > CC'd Dave. > Told her to get back to me ASAP with any changes and then we would put a price on it. 5/24/12: > Rec'd em from Tonia - This is in the ballpark. However, I would like to have the option of leaving first thing on Friday morning and then having time at the beach in the afternoon. Do you know if the boardwalk is open that time of the year? Laser tag is a mandatory activity on every Plymouth Whitemarsh Band trip. Maybe we could do that on Friday night? Last but not least, is there a well-known go-kart facility in the area? I think that I have been to it before so that may be another option. 5/24/12: > BJS sent Em to Tonia with Revised IOG. > I know I told you earlier today that I would just go ahead and get charter quotes and rates for this revised outline (attached); however, since the changes were pretty significant, including an entirely new stop in VA Beach, I thought I had better share this with you again for your review / comment / approval. By the way, the Go-Karts are a good idea, but their Fall Operating Hours will not permit them to be an inclusion. 5/24/12: > Tonia responded - > She was thinking she would stay in VA Beach. 5/24/12: BJS replied - Sorry, I don't know which school the competition was at, so I was thinking Williamsburg to be close to the park. Williamsburg would also be a bit less expensive. The choice is yours, so let me know and I will re-arrange as needed. 5/24/12: > BJS went ahead and moved to VA Beach and then rearranged IOG and sent to Tonia. Tonia: I will go ahead and send requests based on a VA Beach property. I know you are anxious for this and since you were thinking oceanfront all along, that is the route I will go (see attached). It makes you closer to Norfolk for Monday’s Harbor Tour & Luncheon Cruise and it may also allow us to fit in the GoKarts! I hope this is OK with you! Thanks again, > BJS sent specs to BMG. > BJS sent CQRs. 5/29/12: > BJS made attachments as needed and then ran rates and completed PTP. > BJS emailed PTP to Tonia based on a 4d/3n trip; however, I know she will have sticker shock. > BJS included a sample 3d/2n IOG that would save hr at least $65 per person. 5/30/12: > Rec'd EM from Tonia - Is Virginia Beach really expensive? Last year’s 3-day trip was under $350 and even the 3-day version of VA beach is way over that when transportation is included. Do you have any other suggestions for less expensive locations? I think that I am back to the drawing board. 5/30/12: > BJS replied to Tonia with a 3d/2n IOG with scaled back inclusions (mainly, deleted the Dinner Cruise). Tonia: VA Beach is more expensive than Pittsburgh. The attractions are what really add up . . . Busch Gardens is quite a bit higher than Kennywood, the dinner cruise is another $40 item, so it all adds up rather quickly. I went back to look at the DC / Annapolis trip from 2010 and then last year’s Pittsburgh trip and thought there might be some sticker shock. HOWEVER, take a look at what I have attached – it is still a VA Beach trip, similar to the 3-day / 2-night trip I provided as a sample yesterday afternoon, but if you are willing to forgo the Dinner Cruise and have some beach time on Saturday morning, it really helps with the budget. By making just these few changes, I can get it to less than the DC / Annapolis Trip and just a wee bit more than last year’s trip to Pittsburgh. Remember, your charter rates will also drop with the 3-day trip as opposed to the 4-day trip which the Perkiomen quote was based on. Using the IOG attached, per person rates would be as follows: Quad = $285 Triple = $315 Double = $365 Single = $515. I hate to see you have to go to a completely new destination, for I think the students will really enjoy being on the oceanfront and Busch Gardens is a fantastic park! Let me know what you think and if this looks like a real possibility, I can get a revised quote on the charter from Perkiomen. Thanks Tonia. > BJS made no changes to the system, will await her response. > Copied DD on all correspondence. 5/31/12: > Per Tonia, really wants a 4d trip if she is going this far. > BJS told her he would try to come up with something that meets her requirements and get back to her ASAP. 6/6/12: > BJS completed a 4d/3n IOG and then ran rates. > Made NO changes in the system. > Sent IOG and rates to Tonia via email - Tonia: Please see attached, for I have been able to come up with a 4-day / 3-night revision that is $64 less than the original 4D/3N Proposal I sent a few weeks back and just $46 more than your 3D/2N package to DC in the Fall of 2010! Based on the IOG attached, and still staying oceanfront in VA Beach, the per person rates will be as follows (not including bus): Quad = $355 Triple = $395 Double = $465 Single = $685. Please take a look at what I have designed and let me know if you need me to make any more changes, for I want to make certain you are happy with the trip and its inclusions. Thanks again and I look forward to hearing from you later this week. > CC'd DD. > We shall see. . . 6/7/12: > Rec'd EM from Tonia - Bryan, Thank you for making changes. The under $400 price needs to include the bus, which I do not think we are close. The itinerary changes look okay. Do you have any other suggestions? Tonia 6/7/12: > BJS responded - Tonia: > I was on the road this AM and responded via my iPhone, but not sure if it went through. I would like to suggest that you stay in the Williamsburg area instead of VA Beach. Still go to the boardwalk and have some beach time, but the hotels away from the ocean are less expensive. Departing for home Monday morning, following breakfast, and arriving Plymouth Meeting in the afternoon would also save, for we could delete the dinner en route as well as the attraction admission on Monday morning. > With the bus running over $1,000 / day, and this is pretty standard, you are left with just $300 for the CCIS portion of the package and going anywhere for $75 a day, to include all attractions, meals, and accommodations, is a challenge. Unfortunately, that is the reality of today’s economics, regardless of destination. I do think the change in hotel venue and other suggestions I have made above can get us close, and I would like to pursue that, with you approval of course. > Please advise as soon as you have a chance and I will proceed as you wish. 6/11/12: > Rec'd EM from Tonia, curious as to how far it was from VA Beach to Wmsbrg. > BSJ replied 60 miles with hotels everywhere in between. 7/30/12: > BJS made revisions and emailed to Tonia as well as DD. Tonia: I am sorry for the delay as I thought I had sent this to you earlier. I hope you are pleased with the attached, for the package price is down to $295 + bus, so we are below the $400 ceiling for a 4d/3n trip. Please review and advise as to how you want us to proceed at your earliest convenience. Do not hesitate to contact either Dave Dietz (717-580-6908) or me if you have any questions or concerns. We look forward to hearing from you soon, Bryan > Made no changes to system other than charter price was lowered due to change in hotel driver's room rate. > Will await Tonia's response before making any additional changes. > At this point, hopefully she will give the go ahead. 8/14/12: > Per DD's conv with Tonia, her email from last week telling us to reserve the bus and hotel was her version of "Go To Contract". > She told DD her Boosters have already written a check, so he told her to have them send it to our Corp office ASAP. > BJS will need to complete CN and mail ASAP. > 4D/3N low cost version which was the most recent IOG. > System needs updated accordingly. 8/21/12: > Rec'd Booster check #2549, $10,000.00, as deposit for trip in October. 8/27/12: > BJS set dates for CN. > BJS updated all attachments and then completed K. > Jude, please process CN and mail today via USPS 2-Day Priority Service with Delivery Confirmation. We will have to generate postage rate on line. . . > HMS, as this contract is mailing today, please review and proceed as needed. WE have already received a deposit of $10,000.00 from the group. FPFG and RL are due 9/12/12. Thanks! __X__ JM __X__ __X__ HMS __X__ 8/31/12: > BJS sent Em to Tonia with some MB competition options for Saturday, 10/13/12. 9/11/12: > Rec'd EM from Tonia - I received a tentative schedule from Hanover High School and the competition begins in the morning and will be done in the afternoon. I will not receive the final itinerary until Sept. 25. However, we will need an activity on Saturday after the competition and dinner hopefully in a restaurant. Is it possible to go to Colonial Williamsburg at night and is there anything notable to do there at night? Also, can you confirm the hotel that we will be staying in? I have a parent meeting tomorrow night and would like to have that information finalized. Thanks, Tonia 9/11/12: > BJS replied - Tonia: Per your Contract, the hotel is the Holiday Inn Patriot in Williamsburg. Since the Competition is a day event, we should keep the $10 Meal Credit for lunch at or near Hanover HS and then we have $10 remaining for Dinner. You mentioned a restaurant . . . in an effort to not increase your budget but by a few dollars for this meal, we could make arrangements for your group to have Dinner in Williamsburg at the Golden Corral. There are several other options, including Colonial Williamsburg Restaurants / Taverns, but they are quite a bit more expensive for dinner. Please advise. As for an evening activity in Williamsburg, I would suggest the Williamsburg Ghost Tour. This will again add to your package rates, approx. $11 - $12 per person. Please advise ASAP and we will proceed accordingly. 9/11/12: > Made no chacnges to IOG, attachments or rates - will need her decisions before proceeding further. . . 9/11/12: > Tonia called and spoke with BJS - she apologized for all of the confusion regarding MB competition. > Hanover HS tells her competition will begin at 10AM and conclude NLT than 4pm. She does not have any of her group's specifics as they will not be sent until 9/25/12. > Hanover HS is also to be doing some type of meal package for lunch and she is hoping she can use her $10 meal credit to buy that from the school. She is also planning on it being less than $10pp. Out of our control - she will let us know how much it is once she gets the info. > After competiton, needs to return to Hotel to change and then have a few minutes down time. > Needs Dinner reservation at Golden Corral in Williamsburg for Saturday at 6:30PM. > Dinner will be folllowed by Prime Outlet Shopping and then Ghost Tour of Williamsburg to staert at 9PM. She does not want to start earlier than (PM as she does not want the kids getting back to the hotel before 10 or 10:30pm. > She is aware that rates will inclrease but hopes it is minimal. > BJS updated IOG. > BJS emailed updated IOG to Tomnia and Dave. > HMS, please reivew IOG and update attachments as able / needed. Thanks! __9/12/12__ HMS ___ HMS emailed for confirmation on ghost tour and dinner at golden corral_ 9-13-12 >JM received forms. 9-14-12 >JM processed forms. >52 (44+8) >RMS / PAX 9Q / 36 3T / 09 3D / 06 1S / 01 TOTALS=16 rooms & 52 PAX 9/26/12 > DD note to Tonia It sounds like your trip plans are shaping up quite nicely. Please don't hesitat to contact me if you need anything. 10/5/12: > BJS emailed Final INV to Tonia, $9,543.00 due 10/11/12. > Gave credit for the meal credits in the invoice rather than sending her a Cashier's Check . . . > BJS completed Final Itinerary and emailed to Client, HOtel and Bus Co. as well as DD, JM, HMS and JAF. > JM mailed FI Packet via FedEx 2-day delivery. 10/12/12: > Rec'd check #2580, $9,543.00. > ACCOUNT IS PIF.
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