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General Trip Information
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Fri May 06, 2016
Trip Name
Woodgrove High School Music Department-Hershey, PA-05-03-2013
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Woodgrove High School Band and Orchestra
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
Dbl
Trip
Quad
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Sext
Start
Date:
Time:
End
Date:
Time:
Contract
Due
Received
Deposit
Due
Received
Partial Deposit
First Payment
Due
Received
Final PAX
Due
Received
Final Room List
Due
Received
Hotel Info Form
Due
Received
Balance
Due
Received
Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Purcellville, VA to Hershey, PA = 120 miles / 2.5 hrs non-stop 10/17/12: > CJ received EM from group - > Hershey Park on May 3-4. > Friday night performance with MITP. > Spending Saturday in the park. > Stay only 1 night (Friday) > Only need breakfast, lunch (picnic in the park for an extra fee), and dinner on Saturday. > It will be Choir, Orchestra, Guitar, 2 directors and approx: 150 students, 13 chaperones. > Festival is Music in the Parks, competition time on Friday night between 8-10 PM. > Can you beat $220/person from Kaleidoscope? > They think the rate seems high for a one-nighter. 10/19/12: > CJ scheduled GTM for Friday, 10/26/12 at 12:15PM. > BJS sent evites for meeting. > CJ rec'd email from Director saying they have as many as 200 students interested in the trip . . . 10/24/12: > BJS sent EM to BMG re: Change group name and increase block size. > BJS spoke with CJ re: getting a handle on the size of the group, is it 163 or 200+. > Departure time on Friday, if 10AM, they will arrive by 12:30PM and cannot check into hotel until 4PM . . .etc. Any need for meals or activities on Friday prior to competition. > Does she realize competition time is anyhwere from 4PM - 11PM on Friday night and we are not sure where they got this 8 10 pm time frame, etc. > CJ has a call into the Director to get some more definite answers. > CQRs are pretty much on hold at this point until we get more answers since IOG cannot be completed . . . 10/25/12: > BJS completed making attachments and then ran rates and did PTP. > Also completed Power Point for tomorrow's GTM presentation at 12:15pm. Still need one more charter quote - Adv by Dawn for it to be 100% complete. 10/26/12: > BJS and CJ met with Jessica at 12:15PM. > Reviewed IOG and made some changes - > Transportation is ON OWN - she is using the school district's activity busses. BJS added On Own Transportation and marked as under contract. > Delete Friday's Dinner en route, she is going to let the kids have Pizza at the school prior to departing and they will handle this on their own. BJS told her rates would drop by $10pp across the board. > Bus cirle clears after school by 4:10pm, so they will plan to leave at 4:30pm. > She already registered wtih MITP and will send BJS reservation confirmation from them so we can be named their official travel planner. > Ready for CONTRACT!!! 10/29/12: > BJS spoke with MITP (Debbie Steranko), and we are all set as far as being listed as the group's Travel Planner. > Jeff Micco sent confirmation of grouip's registered. > BSJ noticed that the Guitar Ensemble, a Concert Band & a Jazz Band were still listed on the list of registered groups. BJS sent EM to CJ to ask Jessica for confirmation. > BJS completed Contract packet and then emailed to CJ and JAF. > JM, please process per SOP and mail this afternoon. Thanks! _x___ JM _10-29-12___ 11/7/12: > Per CJ, school's busses are not available, so they will need us to get charters for their group. 11/8/12: > Rates were already requested and in system, so BJS sent EM telling her to check the system, print the PPBCCs, scan and EM to the Director so she can make her choices in order of preference. > Once we have this, we will do a Contract Addendum for the transportation and adjust invoices accordingly. 11/13/12: > Rec'd Official Travel Planner Letter. 11/20/12: > BJS completed and emailed Contract Addendum for Transportation to Jessica and cc'd CJ. > This was required since transportation was added after we sent the CN. > Transportation will be invoiced in its entirety on the group's Final Invoice. 11/20/12: > Rec'd Signed Contract Addendum for Transportation. 12.3.2012: > Emailed Jessica for what date she sent the contract and initial payment in to CCIS. It was sent last week, just confirming which date with her. Cindy 12.4.2012: >Jessica stated:Hi Cindy,Our booster treasurer mailed the check last week so it should be any day! Central office is currently approving the contract. 12/6/12: > rec'd signed K via EM. 12/10/12: > Rec'd check #1249, $6,400.00 from Boosters. > As this group is now UNDER CONTRACT and $$$ has been received, please review and proceed as needed. Thanks! __x__ JM ____ __X__ HMS __12/12/12__ 2/11/13: > Rec'd check #1268, $6,400.00 from Boosters. 2/14/13: > BJS called school and spoke with Jessica re: Ensembles and performacne times. > Can depart school as early as 3:30PM if need be. BJS said YES, we need to make this change in order to accommodate the performance schedule and even them it will be tight. > Discussed who directed which ensembles and she confimred that Bill Strickler and one of his Concert Bands is going with, so BJS changed group name in system to Music Department and also changed it on the IOG so Band kids won't feel left out. > Jessica conducts all three choirs as well as the advanced orchestra. > Romana conducts the Intermediate Orchestra and the Guitar Ensemble. > Jessice is willing to have the Choirs block their Warm-Up & Performance times so they can get everything done on Friday noght as they definitely do NOT want to do any performances on Saturday. > Jessica said there are no cross-overs between the orchestras and the guitar ensemble, so Jessica's orchestra can be sandwiched between Romana's orchestra and the guitar ensemble. > Bill conducts the Concert Band. > BJS scheduled groups as best as possible on the MITP website and then called Jeff Micco at MITP and talked with him about our schedules tight time frame. Also mentioned how we scheduled in order of arrival, from south to north. He is good and said they will do all they can to make it work. > BJS updated IOG departure time as well as performance time block and locations, plus the Awards Ceremony, breakfast time, and the upgraded hotel - Wyndham Garden hotel - Harrisburg / Hershey since Comfort Inn at the Park has been receiving some less than desirable reviews. Upgrade has been made at no chanrge to the group as we want them to be well pleased with quality accommodations. > BJS added new hotel to the system as well. > BJS sent updated IOG and Performance Info / Schedule to Jessica and cc'd Cindy. > Jude, please make the necessary departure time change with the charter company and update departure time in the system on the charter comapny attachment. __x__ JM _2-15-13___ 3.6.13> CJ - sent second request to Jessica for FPGR, HIF and RL. 03/18/13: > Rec'd EM from Jessica - she left a student off the list and needs us to Add. > REVISED Hotel Room List Packet to include: 27 Q/108 pax 3 T/09 pax 7 D/14 pax TOTAL 37 Rooms/131 pax (117 + 14) > BJS updated Room List, Total Pax = 131 (117 + 14). > BJS also updated IOG, Bible & Status Schedule. > BJS sent EM to Jessica - Jessica: > We have added Michael Fagan as requested bring your total to 131 trip participants (117 students + 14 adults). > Your registered ensembles (and yes, there are currently two orchestras registered) and the number of performers in each are as follows. Please advise as to any changes in the ensembles or the performer counts by the end of the day Wednesday (03/20/13). Mixed Choir – 20 Men’s Choir – 16 Women’s Choir – 55 String Orchestra I – 25 String Orchestra 2 – 20 Concert Band – 50 Guitar Ensemble - 15 Thanks, BJS 03/19/13: > Per Jessica - just one Orchestra. > Made changes as needed with MITP. > Also wanted to delete a students, but date to make changes has passed. BJS asked CJ to alert her accordingly. 3-20-13 >JM REVISED Hotel Room List Packet to include: 26 Q/104 pax 4 T/12 pax 7 D/14 pax TOTAL 37 Rooms/130 pax (116 + 14) 03/21/13: > BJS reviewed numbers as K minimum was 147 and they are 130 total pax. > Comps will be 4 instead of 6. > No iPad since weeks late on Forms :-( > By making these changes, no need for anything further. > BJS EM'd and mailed Final INV #5403, $14,466.00 and made it due 04/05/13. 04/08/13: >CJ - emailed Jessica about our 2013 Student Scholarship Program. 4-12-13 >JM processed REVISED Hotel Room Lists to include: 29 Q/116 pax 2 T/6 pax 5 D/10 pax 3 S/3 pax TOTAL 39 Rooms/135 pax (122 + 13) 5/1/13: > rec'd check #1311, $14,466.00. INV #5403 is PIF. > This inv was for 130 pax and after a plethora of revisions, they ended up with 135 (122 + 13). > BJS figured difference and then emailed and mailed INV for this difference, $890.00. Made it due 05/31/13. #5422
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