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General Trip Information
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Fri May 06, 2016
Trip Name
Pelham High School Band-Williamsburg, VA-05-14-2014
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Trip Notes
( Print Note )
( E-Mail Corporate )
Pelham to Williamsburg = 620 miles / 10 hrs non-stop >>1/24/13 Sophia has been in contact with Joe Mundy. Joe would like to travel with the band, and possibly jazz band, in March 2014. His email regarding the trip is below. He sent a second email inquiring about the cost of Orlando versus Williamsburg. "I have thought through some of the logistics of the trip so here's what I've come up with. I'd like to make the trip relatively substantial. We have a teacher workshop day (which I will try to get out of) on Tuesday March 11, 2014. So maybe we could leave sometime Friday March 7, and return so the kids can be back in school on Wednesday March 12? That way we minimize their time out. Numbers wise its hard to say exactly, the hope is that we continue to grow. I'll estimate for now that we will have 40-45 kids, with myself and 4 chaperones. I would consider performance options, but am interested in a festival if possible. I would be curious to know the price difference for one over the other. And yes, this would be a band only trip, possibly with jazz band included (the 40-45 would be about the same either way since most of the jazzers are band kids). And both groups would perform. I liked the Williamsburg idea, but I'm certainly open to other thoughts. The kids do DC in 8th grade, and we did NYC last year. I would love to do Orlando, but I understand it gets very pricey with the airlines (not putting up with a 24 hour bus ride)." >>4/17/13 Sophia heard from Joe Mundy today - he is very interested in a trip very similar to what was done in 2012 with Nashua HS South. He would like to go to Williamsburg, stay at the Great Wolf Lodge, have a clinic at the college of William & Mary, Spirit of Norfolk dinner cruise, etc. He does wish to compete - ensembles would be concert band and jazz band. He would like to have the jazz band get an improv clinic. He is ready for a trip proposal. 5/13/13: > BJS texted Sophia re: Departure Dates and times when compared to all he wants to do, will not work . . . also, no reason to stay at GWL since they will have no time to enjoy the water park if doing all of this. . . We need to talk ASAP as meeting is scheduled for Thursday at 12 Noon. > Per Sophia, dates are May 14 - 18, 2014. > GTM is scheduled for this Thursday, 5/16/13 at 12 Noon. 5/16/13: > BSJ and SS met with Joe via GTM. Sophia was actually there with him in his office. > Extremely pleased. > Want to make the Clinics one each at 60-minutes per clinic, Concert band and Jazz Ensemble Improvisation. While not in clinic, other students can go explore Merchants Square right across the street from the Campus of W & M. > BJS said there would be no change in rate for this revision. > BJS updated IOG and PTP accordingly with the clinic change and then emailed presentation and PTP Packet, both as PDFs to Joe. > Wants to see charter quote from McGinn Bus Company from Massachusetts. www.mcginnbus.com > JM, please visit their website to get their info and then add to system and email them a CQR. Please advise BJS as soon as received. > He will make his charter decision once the McGinn quote is in and then he should be ready for K!!! > Would like to try to get some early sign bonus comps, so we want to get on this ASAP. _x___ JM __5-17-13__ 5/17/13: > BJS sent Em, to SS that quote from McGinn is in the system. Please send him PPBCC and get his charter choice so we can moce along to K. 5/20/13 > Sophia sent PPBCC to Joe and has requested his cell number & correct school number. Joe will make a decision soon as he would like to get the additional comps. 5/20/13 >Sophia heard from Joe via email. Hopes to send a deposit next week - he is ready for a contract!!! Wants to go with the "cheapest" bus quote which is US Coachways. 5/21/13: > Per Sophia, ready for Contract! Joe, the BD, is asking Boosters for Deposit of $100 per person at next week's meeting. > He is interested in ESBC program, so BJS set K and Deposit ($100pp) Due Date as 6/14/13. > We will have 4 total payments, with another non-system payment due in the Fall (October 14, 2013). > Charter Choice = US Coachways. JM, please secure K from them for this particular trip! > HMS, as this is going to K, please review and proceed as needed. CN to mail on Friday, 5/24/13, if possible. > Thanks Ladies :-) __x__ JM __5-22-13__ __X__ HMS __X__ 5/31/13: > BJS completed CN and JM mailed to Joe at the school via USPS 2-Day Priority Mail. > K & Deposit ($5,000, INV #5429) is due: 6/14/13 (per conv with SS) so he can get the ESB Comps. > BJS emailed K Packet to SS and JAF. 6/7/13: > Rec'd EM from SS - Joe has question about deposit and PO, etc. > BJS replied to SS - What I would like to suggest, in order to keep everyone on the same page company-wide, is to do the $3k from his local account and the remaining $2k from his central office account via a PO. At least of the PO is in process, no one can say we offered all the extra comps and didn’t receive the full deposit. If he needs two separate invoices, one for $3k and another for $2k, please advise ASAP and we will get them emailed accordingly. 6/14/13 (6/17/13): > Rec'd signed K as well as Travel Planner Letter and check #5745, $3,000.00 from the student activity Account. Joe is also submitting a PO for the remaining $2000 currently due to come from his school account. > JM, please process signed K per SOP. > As this is now UNDER CONTRACT and more than 50% of the initial payment has been received, please review and proceed as needed. Thanks! ___6/19/13_ JM ____ __6/25/13__ HMS ____ 10-22-13 >Rec'd Check #5807 from Pelham HS for $8,702.00 02/08/14: > rec'd check #5900, $8,702.00. 3-12-14 >JM processed Hotel Room List Packet to include: 8 Sx/48 pax 1 T/3 pax 2 D/4 pax 1 S/1 pax TOTAL 12 ROOMS/56 pax _____BJS_____ _____HMS_____ 04/02/14: > BJS contacted Paul Bhasin at W&M re: clinics. > He needs to do on Thursday afternoon instead of Friday. > BJS adjusted IOG and attachments accordingly. 4/7/14: > BJS emailed and mailed INV #5592, $10,149.50 and Bank Request Form. > Due: 04/25/14. 04/11/14: > SS spoke with Joe at NHMEA Conference and he is absolutely fine with change to Raposo Bus Company instead of US Coachways. > Rate will be the same, $6,905.00 for the 56-passenger coach. 04/24/14: > rec'd check #5947, $10,149.50. > Pending no other changes, account is PIF.
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