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Patriot High School FACS Department-Hershey, PA-04-12-2013
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Trip Notes
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( E-Mail Corporate )
Nokesville to Hershey = 160 miles / 3 hrs non-stop 02/06/13: > rec'd RFP from website then CJ spoke with Teacher . . . > Budget 200-300 all inclusive > Need CCIS to get bus quote > NO hotel security > All meals included > 5 comps calculated in. > Educational Clinic > Amusement Park > We would like to tour Chocolate World - make our own Candy bars > Educational tour of Milton Hershey School > Stay at Hershey lodge (if money permits) > Fine dining experience option > Breakfast, lunch and dinner included. > Can also do off site hotel with breakfast to get a better rate. > Also at Milton Hershey School, looking for an educational class on Friday and fun stuff on Saturday. 02/08/13: > BJS scheduled Go To Meeting PTP presentation for Thursday, 2/14/13 at 3:30PM. 02/11/13: > BJS emailed specs to BMG for hotel and then on 2/12/13 sent a second note about the group wanting to stay at Hershey Lodge and have a fine dining experience (all for a $200 - $300 budget). 02/12/13: > BJS completed IOG and made attachments as possible. > Jude is checking to see which charter company's have coaches available and will attach as needed and then send out CQRs. > Milton Hershey School Visitor Center will need to be added to the system, as well as the Zoo America Educational Program and Hershey's Chocolate tasting Adventure Experience. > PTP Go TO Meeting is scheduled for Thursday afternoon at 3:30PM. ____ JM ____ ____ HMS ____ 02/13/12: > BJS completed attachments, then ran rates and completed PTP followed by Power Point Presentation for tomorrow afternoon's meeting at 3:30PM. 2/14/13: > BSJ and CJ met with Carie vie GTM. > Very pleased with presentation, may nix the Paws, Claws, etc. class at Zoo America, but when BSJ said it would be geared toward SHS students, she may decide to keep. > Will share word version of PTP with her colleague, Emily Stevenson, and get back to CJ tomorrow with any changes. > Wasn't sure she'd get to the 74 monimum pax, so BJS suggested that she limit the trip to just 54 pax, one bus, the first 50 students to pay and then 4 adults. She figured this is probably the way she will proceed. Comps would be just 2 then, not 5. > OK with Academy Bus, so once we hear back from her on Friday, we will get it secured. > She stayed at the SpringHill Suites hotel this past summer with her family, so she really liked it. > Discussed due dates and payment amounts since we are so close to departure date. > She is having next meeting with Parents on 2/25/13, so BSJ said we would need $100 pp deposit and all forms NLT 03/08/13 and then final balance by April 5th. > BJS went ahead and put these dates in the system, above. > 2.19.13 CJ - Please send out their contract and so with Academy Bus Company please. 02/19/13: > Per CJ, ready for K and want one (1) bus from Academy. > Numbers are going to be 54 max (50 + 4) and comps will be just two (2). > BJS updated on IOG and Bible accordingly. > Deleted DVD so rates can be unchanged. > Also asked hotel to revised K to match our due dates and reduce block to 18 DDs. > BJS sent EM to JM asking her to get K for 1-54 from Academy. > BJS completed K packet. > JM, please process per SOP and mail to Carie's attention at the school on Wednesday via FedEx 2-day Delivery. > As this has gone to the K stage, please review and update all as needed. Tight turn around here, but be careful, K and first $ are not due in our office until 03/08/13 . . . > BJS emailed K Packet to CJ and JAF. _x___ JM __2-20-13__ ____ HMS ____ 03/10/13: > BJS sent EM to CJ re: Due Dates upon us - Cindy: > I realize PWCPS were closed due to snow a few days last week and I know she said she would get us everything that is due as soon as possible, and I appreciate that very much. > I see where our DDD (Drop Dead Date) with the hotel is actually this Tuesday (03/12/13). That means that Tuesday is the last day I can cancel their hotel reservations and not be charged a penalty. Obviously, I hope that we do not have to do this, but since we have no history with this group or this school, I am uneasy with going past March 12th without a signed K or Deposit in hand. I know you understand. > This being said, please touch base with the group tomorrow and make certain we can at least get the signed signature page of the K faxed or scanned / emailed tomorrow (Monday) so I am not fretting. If for some reason, she is unable to do this, please advise me on Monday and I will do an “OK TO PAY” for the Hotel Deposit. Do not offer this as an out for her not to return the signed K, but hold this as your trump card, if needed, and know that we can go this route if necessary. 03/12/13: > NO Contract - have to cancel in order to avoid all penalties. 03/13/13: > Rec'd singed K as well as copy of $3,500.00 check that is being mailed this afternoon. > BJS counter signed and sent back to Karen Sobers in the PWCPS Purchasing Office. > All is now a GO!!! > BJS sent EM to Carie asking her is she can tell me exactly how many rooms she needs since I have to guarantee a number to the hotel this afternoon . . . BJS is projecting 11 or 12 (32 students = 8 + 3 Adults = 2 + 1 Driver), but could be more or less depending on breakdown. > Told her we'd have to have all forms NLT than tomorrow. 3-14-13 >JM processed hotel room list packet to include: 8 Q/32 1 D/2 TOTAL 9 rooms/34 pax (32 + 2) 03/15/13: > Rec'd check #605, $3,500.00 from the HS. > Deposit / First Payment is PIF. > ONly the balance remains to be invoiced for. 03/19/13: > BJS completed and emailed and mailed final inv #5388, $6,518.00, due 04/05/13. 3.24.13> CAJ - Carie advised that they have spring break from 3.24 - 4.1 so we are fine with their trip delivery since their trip is not until 4.12. 04/08/13: >CJ - emailed Carie about 2013 Student Scholarship Program. 04/11/13: > rec'd check #616, $6,518.00. > Pending no further changes, account is PIF.
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