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Manchester Memorial High School Music Dept.-Washington, DC, -04-24-2014
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Toronto, ON, CANADA,
Toronto, ON, Canada, CO
Toronto, Ontario, CA
Toronto, Ontario, CN
Toronto, Ontario, CA,
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Washington, MD
Washington, NJ
Washington, VA
Washington DC, DC
Washington DC, VA
Washington, D.C., DC
Washington, DC, DC
Washington, DC, MD
Washington, DC, VA
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
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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 )
Manchester to DC = 480 miles / 8 hrs non-stop 4/23/13: > Sophia heard from the Manchester Memorial HS Music Dept - they would like to travel to Washington DC in April 2014. > Trip to include a festival > Possible clinic at George Mason University > Sight seeing. > They have a connection with the President's Own - (two of the directors attended with one of the band's clarinetists and assistant conductor). > Waiting for bus company names. 5/15/13 > Sophia heard from Dave Brien - would like to schedule go-to-meeting for Monday at 3PM; waiting confirmation from other 2 directors 5/15/13: > BJS added to his calendar, but need to send GTM invites once SS confirms all three directors. > BJS created IOG and also spoke with SS as there wasn't time to do everything they wanted in such a short trip. > We decided to plan on a Sunday return rather than Saturday. > BJS sent EM to BMG to let them know so they can check with the two Hiltons to see if they can also accommodate the Saturday night stay. Also need FABB rates. > BJS also sent EMs to Fiesta-val, FOM and MF to see if any were doing DC festivals that weekend. > Will really need to stop IOG planning at this point until we know if a festival is going to be an option. 5/15/13: > YIKES!!!! These dates are Easter Weekend - probably going to change dates of trip. All on hold until we have their decision. 05/15/13: > Per SS, they were NOT aware this was Easter Weekend, so they have decided to shift to the following weekend - WHEW! > New dates are 4/24/14 - 4/27/14. > Still want festival and this will now work, as all three of our usual festivals are in town that weekend - FOM, MF and FV. > They will entertain staying Saturday night in order to try and include everything they are hoping to do. > A trip to a Kings Dominion festival on Saturday with MITP may also be an option depending on festival only package rates and schedules from the big festivals. 5/23/13 >Sophia heard from Dave today - there are concerns about moving the symphony to Thursday night - after a day of travel, students may end up sleeping instead of listening. Can we go back to Thursday Medieval Times with a mall stop on the way down? 5/23/13: > BJS updated IOG and sent to SS so she can send to directors. Made the NSO Concert on Saturday and went back to Med Times on Thursday en route to DC> Group is willing to kill an necessary time shopping at Arundel Mills prior to the show / dinner on Thursday. > BJS adjusted times on Bible screen as well. > JM, CQRs please from the same companies we requested for Pelham. They will need 6 coaches and no reason to send to the companies that do not quote since the return is a drive through the night . . . __x__ JM _5-24-13___ 6/5/13: > SS heard from Dave Brien They are happy with the itinerary and would like to use Premier Coach Company. They are ready for a contract - parent meeting is June 18 and would like to try to secure a deposit before school lets out. 6/5/13: > GOING TO CONTRACT based on the IOG we sent on 5/23/13!!! > BJS updated its name from Rev 1 to K version this morning. > Would like to mail CN NLT this Friday, 6/7/13. > JM, charter choice = Premier > HMS, as this is going to K, please review and update attachments, etc., and confirm as needed. Thanks! __x__ JM 6-5-13 __X__ HMS 6/5/13 6/10/13: > BJS completed PTP and ran rates based on the 2-Nite hotel stay and then updated system accordingly and completed CN. > JM mailed via USPS 2-Day Service. > Since going for ESBCs, made a total of 4 payments . . . > K and 1st Payment are due: 06/24/13, $30,800.00 (INV #5437). > Second Payment Due: 10/24/13 > Third Payment Due: 01/23/14. > Comps will be 13 total if the get us $$$ by 06/24/13, 10 in the package and 3 additional comps thru ESBC program as it will be 10 months prior to departure. 6/18/13 >Sophia finally heard from Dave - the contract has been received and they are working on getting the deposit in for June 24. 6/21/13: > Rec'd Official Travel Planner Letter. > Per Sophia, they are still working on getting us the signed K and the initial deposit. May not have money from the incoming Freshmen, but BJS said that was OK. 06/25/13: > Rec'd signed K and check #9949, $12,500.00 toward INV #5437. Balance due on First Payment INV = $18,300.00. > JM, please process signed K per SOP. > As this group is now UNDER K and we have received a partial first payment, please review and proceed as needed. Thanks! _x__ JM _7-1-13___ __X__ HMS __8/14/13__ 10/8/13: > Per Sophia, trip is going to be significantly smaller than expected. > Right now they have 124 students and 13 adults = 137 total pax. > BJS replied to SS - “Substantially” is a bit of an understatement! We have been working with 280 students and 28 adults . . . > Where do we go from here? Well, official / final numbers are not required until 02/21/14, but in the interim . . . > I am going to use 145 as there number for now (130 students and 15 adults). This is just a few more than the numbers provided below, but it will give us all a bit of room for growth, so they can continue to build on the size of the group by a few if they would like (keeping the new max of 140 in mind). > We had 6 54-passenger coaches under contract with Premier, we will reduce to 3 giving them a total coach capacity of 162 seats. > We will reduce the room block accordingly. > I need to know ASAP – what ensembles will be participating in the Festivals of Music Competition and approximately how many students in each ensemble? > We will review all inclusions and advise how / if this significant reduction in the number of trip participants will affect their package rates. (No need to tell them anything about this particular item until we have time to review it and speak with all of our vendors.) > BJS updated numbers on Bible screen to 145 (130 + 15). > BJS updated numbers on IOG and status schedule as well. > JM, please reduce coach count with Premier from 6 down to 3. > HMS, please review and proceed as needed with your vendors, since these numbers are so much lower than originally projected. Please advise BJS of any rate changes. > BJS adjusted room block with hotel accordingly (down from 95 to 45). > BJS also adjusted comps down from 13 (10 + 3 ESBCs) to 6 (3 + 3). ___x_ JM _10-9-13___ _X___ HMS _10/11/13___ 10-22-13 >Rec'd Check #10024 from Memorial HS for $13,700.00. 02/21/14: > Rec'd another payment, check #10217, $12,000.00. 2-24-14 >JM processed Hotel Room List Packet to include: 27 Q/108 pax 3 T/9 pax 6 D/12 pax TOTAL 36 ROOMS/129 (117 + 12) pax __X__ BJS _03/15/14_ ____ HMS ____ 03/15/14: > BJS reviewed numbers as they are so far below K minimums. > Changes = No Group Travel Video DVD and a total of 6 comps (3 + 3 ESBCs). > By making these adjustments, we do not have to adjust the per perosn package rates and made no other changes to inclusions. > BJS emailed and mailed Final INV #5572, $35,228.00, along with Bank Request Form. > Made due 03/28/14. 03/19/14: > Per SS - the clinic that they were arranging has fallen through, so they want to go to the Smithsonian instead. > BJS updated IOG and attachments accordingly. NO reservations and $ required for this. > They also have a parent who is a nurse traveling with the group - she is not licensed in and of the states they will be in, and they are looking to us for direction. > BJS sent EM back to SS, not exactly sure what the want / need. 04/04/14: > Rec'd check #10296, $35,228.00. > Account is PIF pending no changes. 04/15/14: > Directors realize we gave them 1-more $10 meal credit than they were to receive. 04/16/14: > BJS and SS discussed so she was clear on where BJS made the mistake and then she spoke with Directors and they agree completely. > BJS emailed Revised Bank Request Form so everyone's paperwork is correct, along with INV #5598, $1,290.00 ($10 x 129 pax), due 04/30/14. 04/22/14: > Group has asked SS to have us add a security guard, 1 / night. > BJS made the reservation. 04/23/14: > BJS sent group and invoice for Student Watchers, #5600, $353.95, due 05/16/14. 05/13/14: > Rec'd check #10366, $1,290.00 for the Meal Credits BJS inadvertently credited to the group. > Still awaiting refund from Student Watchers for the guard that did not report to the directors on the second night at the hotel. Group only owes for the one night of service, so BJS emailed and mailed a revised INV for just one night, $175.00 and made due 5/30/14. 5/28/14: > rec'd check #10414, $175.00. > Account is now PIF.
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