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General Trip Information
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Thu Jan 30, 2014
Trip Name
Conestoga Valley High School Band & Orchestra-Williamsburg, VA-05-02-2014
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Conestoga Valley High School Band and Orchestra
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Trip Notes
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Lancaster to Williamsburg = 275 miles / 4.5 hrs non-stop Lancaster to Dave & Buster's Glen Allen, VA = 230 miles / 4 hrs non-stop Dave & Buster's to Williamsburg = 60 miles / 1-hr non-stop Lancaster to Norfolk Waterside = 320 miles / 5.5 hrs non-stop Waterside Drive - Norfolk to Williamsburg = 55 miles / 1 hr non-stop Williamsburg to Baltimore = 195 miles / 3.5 hrs non-stop 7/2/13: > BJS and DD made executive decision to schedule GTM for 10:30AM on Monday 07/08/13. > BJS sent invitations to Emily, Elizabeth & Jared as well as DD. 7/3/13: > Emily confirmed GTM. 7/3/13: > BJS completed IOG and then made attachments as able. > Discussed hotel location with DD and we will keep Williamsburg as an option since budget is tight and VA Beach can sometimes mean a lot of road time . . . > BJS sent specs to BMG and they are aware of quick turn around. > Have to do a 1st tier festival since the 2nd tiers don't offer auxiliaries that they say they need. > FOM is not in VA Beach or Williamsburg that weekend, so it will have to be Fiesta-val. > HMS, please review IOG and make attachments and update rates as able / needed. Go To Meeting is Monday morning (7/8/13), at 10:30AM. Thanks! __X__ HMS __X__ 7/7/13: > BJS ran rates and then completed PTP and PP for tomorrow morning's GTM Presentation. 7/8/13: > BJS and DD met with Emily and Liz . . . VERY NON-RESPONSIVE!!! One of the coldest Presentations I have ever been a part of - who knows!!! > Liz seemed to think group would never come close to 200 people as they never get more than 90 - 100 on their trips, so no one seems to know why Emily gave us 210 to work with! > There only question was what would happen to the price if they were half the size. > BJS sent follow-up email and a copy of the PTP packet as a word doc / pdf file to all three directors and DD. Emily & Elizabeth (& Jared): Thanks for taking the time to meet with us this morning regarding your group’s up-coming trip to Virginia Beach. I have attached a copy of the Proposal for your review. PLEASE NOTE: > I have run the numbers, since you mentioned that the group could end up being half the size of what was originally provided, and package rates would not increase. > If your group is going to be closer to 100 rather than 200, hotels that did not have rooms available for 200 guests, may now be able to accommodate the smaller group, so there could very well be some savings to be realized by making a property change. > The Charter Quotes and Per Person Bus Cost Charts from all four (4) companies are now included. Please note that Bailey only has two coaches available at this time, so if you will need more than two buses, they are not an option. > Due to the fact that you wanted competition participation for the Indoor Guard and Percussion Ensemble, we had to include a Tier 1 festival company (Fiesta-val), for the Tier 2 festivals (Music in the Parks, Musicale, Music Showcase Festivals, etc.) do not offer competition in these particular areas. If this is not a requirement, we can switch to one of the Tier 2 festivals and the festival company fees would be at least 50% less. If you would like us to pursue any of these particular items and / or make any other changes, additions, or deletions, please advise ASAP. Also, if you can make us aware of your charter company choice and how many coaches you will need, we will get the coaches confirmed, for as you can see, some of the companies are already beginning to sell out during these popular dates in the Spring. Thanks again and we look forward to hearing from you soon! > We will see if we get any response, but I have a really bad feeling about this group . . . - we shall see. Who knows, maybe they are not even going to VA Beach!!! 7/9/13: > Rec'd EM from Emily late last night with several questions - > BJS called DD and we discussed so he can respond to her appropriately as the dialogue needs to be run thru the rep, especially since I will be on vaca. > 1.Could you clarify what would change should we want to move to a Tier 2 festival adjudication (exact price, trip agenda, etc)? > Switch to MITP and the rates would drop by at least $35 per person across the board. Remember, no percussion ensemble or indoor guard with these festivals. Schedule would stay pretty much the same. > 2.Is there any way to work a concert into this trip? We would really like for the students to see some sort of performance. > Wicked is in Richmond through May 4, so we could possibly do either a Thursday night show or Sunday Matinee. Baltimore Symphony also has a Sunday Matinee which we could do on the way home (see program below) > 3.What other alternatives are available instead of eating at Captain George’s Buffet? We are concerned that not a lot of the students actually eat seafood, and if it is an expensive restaurant, perhaps we could eat somewhere else. > Change to less expensive and we can save +/- $15 per person. California Pizza Kitchen might be a good fit . . . > 4.Would it also be possible to get a quote from Conestoga Tour Buses? The last time we traveled we took 3 coach buses that were filled, so we are expecting to have the same amount-if not more-students for this trip. > BJS has asked Jude to send them CQR and request quote for 3 buses. > Baltimore Symphony Orchestra, Sunday, May 4, 0214 at 3:00PM. Marin Alsop, conductor; Yefim Bronfman, piano. Program = Beethoven - Piano Concerto No. 5 “Emperor” and Shostakovich - Symphony No. 12. > Asked DD to get a better handle on their numbers as well. > He is going to call Emily and if she does not pick up, he is going to email her and tell her to call him so he can discuss the answers / options to her questions. 7/9/13: > Dave spoke with Emily, they are very excited! > Change festival to Music in the Park - they need to convince the BD of this. > Baltimore Symphony Concert Matinee on Sunday. > Lunch at HRC Baltimore and then BSO Concert at 3PM. > NO dinner after concert, just head for home. > Switch out Captain Georges with California Pizza Kitchen or similar for lunch, need to have lunch of $15 - $20 range instead of $35 or more . . . > Plan on max of 165 (150 + 15). > BJS agreed to have revised IOG to DD with some tentative rates for their review / approval before vacation. 7/12/13: > BJS updated IOG and emailed to DD so he can send along to Emily et al. > BJS also sent PPBCC to DD so he can send the Conestoga Tours quote to them as well. > BJS updated festival to Music in the Parks and made Fiesta-val inactive. > HMS, please review the IOG Rev1 and update attachments / rates, etc., as needed, including Lunch at HRC in Baltimore and Baltimore Symphony Orchestra Concert, California Pizza Kitchen, etc. I left Enjoy Bite Catered Box Dinners attached as we will need some sort of Dinner delivered to the Performance Site, but may end up performing in Willaimsburg area and we could have to find a different caterer. We will cross that bridge when we get to it. I would like to be able to send them the updated package rates on Monday. Thanks!!! ___X_ HMS __7/12/13__ 07/14/13: > BJS finished updating attachments - making rate adjustments since DOF has changed and then ran rates and completed PTP Rev1 and emailed to DD so he can send along to group for the approval and Go to Contract. > Also need Charter Choice. > Rates for package dropped $10 per student by changing to MITP, changed out lunch to CA Pizza Kitchen instead of Capt. Geo's., lunch at HRCafe Baltimore, and added Baltimore Symphony Orchestra Concert. 07/17/13: > Per EM from Dave, Elite is their charter choice (3 coaches). 8/1/13: > Per Emily, via Dave Dietz - > I wish I was able to give you the go ahead with this trip, but we have run into a problem. > Liz has decided to remove herself and her choir students from involvement in the department trip as she is concerned with the trip being too expensive. > Jared and I have tried to make concessions hoping that she would rejoin, but she has continued to decline involvement. > Liz has decided to plan her own trip and will no longer be a part of this dialogue. > In order for Jared and I to proceed with this trip on our own, could you please send us another revision of trip but with the following adjustments: > Lower the total amount of students to 90 > Remove Thursday from the trip, making it a 3-day trip > Eliminate the Nauticus tour > Eliminate beach time > Make the dinner cruise a lunch cruise > Stay at a less expensive hotel. 8/20/13: > Choir is NOT going with the Band & Orchestra, so group has diminished and we need to make updates as needed to all attachments. > There are other significant changes - read on . . . > This is now a WILLIAMSBURG Trip, NOT Virginia Beach. > BJS updated pax above to 100 (90 + 10). > BJS revised IOG as requested; HOWEVER, Carrie B change from a Thursday evening dinner cruise to a Friday lunch cruise is NOT a possibility as they do not have time in the day to make this work or driver's hours. > In its' place, BJS used Lunch & Play at the new Dave & Buster's in Glen Allen, VA (Richmond area) for a fun lunch stop en route to Williamsburg. > BJS updated IOG as needed and sent EM to Melinda Tench at the Holiday Inn Patriot to see if they can accommodate this group. > JM, please contact Elite - they remain their charter choice, but now they will need just two (2) coaches and we will also need a revised rate as the trip is now a 3-day / 2-night trip and it was originally quoted as a 4d/3n. > HMS, please review IOG and attachments and update system as needed, making those attachments INACTIVE as needed. __x_ JM _8-21-13_ __X__ HMS _8/21/13__ 8/21/13: > BJS completed PTP Packet and sent along to Dave - > I have attached the REVISED PTP Packet for your to get to the two directors at Conestoga Valley. > They should be extremely pleased, as rates have dropped by a minimum of $150 per person. > I believe I told you in an email from yesterday why the Luncheon Cruise was not an option – if not, see the conversation notes in the system. > The coaches (2) from Elite are already Under Contract , since that was their charter choice when it was a whole department trip to VA Beach. The charter rates in the PTP attached represent their rates based on this new trip to Williamsburg. > Please get this on to Jared and Emily ASAP. Remember to get conversational with them when you go through it and ask a lot of the “Marty” questions, being sure to ask how soon we can get this to CLOSE, reminding them that the Contract would not be due until 30-days from when it is mailed from our office. Also, if they are him-hawing around, you can remind them that we cannot extend the courtesy holds with our vendors indefinitely. > Give me a call if you have any questions. 8/27/13: > Per DD's conv with client via em, trip looks great as revised and principal has approved, just concerned over food issues / dietary restrictions, etc. > BJS updated PTP with appropriate wording and emailed to directors and DD. > Asked that if everything else looks good, we want them to tell us that they are ready for their Group Leader Handbook. 10/9/13: > Per Dave, Principal thinks they need another year to get their fund raising in order, so we need to cancel this year's trip. > JM & HMS, please review and CANCEL all as needed. BJS canceled the hotel. ____ JM ____ ____ HMS ____
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