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Fri May 06, 2016
Trip Name
Winnacunnet High School Choir and Jazz Band-Washington, DC-04-03-2014
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Winnacunnet High School Choir and Jazz Band
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OR
Number of
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Youth
Adults
Escorts
DOF
Comps
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Start
Date:
Time:
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Date:
Time:
Contract
Due
Received
Deposit
Due
Received
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First Payment
Due
Received
Final PAX
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Received
Final Room List
Due
Received
Hotel Info Form
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Received
Balance
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Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Hampton, NH to Washington, DC = 480 miles / 8 hrs non-stop. Hampton to Medieval Times = 450 miles / 7.5 hrs non-stop. Medieval Times to Hotel = 40 miles / 45 minutes no-stop. 10/21/13: > JM sent specs to BMG. 10/23/13: > BJS selected hotel and completed the IOG. > JM is attaching hotel and breakfasts. > BJS made some attachments. > JM, please send CQRs to The Coach Company, Concord, Premier, US Coachways & Wilson (Massachusetts) for 1 bus. > HMS, please complete attachments and review / update as needed. > BJS sent IOG to SS for her review / comment and asked her to get with client and schedule GTM presentation for sometime next week, either Tuesday afternoon, Wednesday or Thursday - which ever works for her. __x__ JM 10-23-13____ _X___ HMS 10/28/13____ 10/25/13: > Per Sophia, GTM for PP Presentation will be this coming Wednesday, 10/30/13 at 10:15AM. > BJS sent invites and the PW is Washington. 10/28/13: > BJS and SS discussed since we are probably over his budget . . . > We are going to pull the iPod and Group Travel Video from the get go and never mention them. > We will also present an optional IOG with rates on the IOG, for the CCIS portion of the package if they delete Saturday night's stay and drive home through the night. > BJS completed this IOG and it is also in the system so CH can include it on the PP. > BJS emailed CH that file is ready for PTP and then we will need PP. 10/30/13: > BJS and SS met via GTM with Pat and Tony. > Seemed somewhat leased - was a hard read. > Talked about Through the Night option, etc., and then BJS sent PTP Pack to SS and she is going to share with the directors and mention 6 Flags America as an option for Saturday following the Awards. Is also going to see if they are leaning toward thru the night Saturday and try to get a charter choice. > We shall see . . . 10/30/13: > Wow, they have already made decisions! > They are going to leave for home after the last event on Saturday and drive through the night, arriving home at 5AM Sunday morning. > Instead of Medieval Times on Thursday, they want to delete it entirely, and move Dave & Busters to Thursday evening in its place. > On Saturday, after 10AM FOM Award ceremony, go to Six Flags America Amusement Park for the remainder of the day - stay until closing time (probably 8PM or so), and then depart for home. > BJS advised BMG of need for revised hotel conf sheet with just a two night stay. > Saturday's Lunch and Dinner will be in the park via park meal vouchers. > What we had attached for Saturday (Union Station, more time at the Smithsonian, etc., need to be marked inactive). > US Coachways is their charter choice, one (1) - 49 passenger coach. Jude has already sent them the request for a revised quote and they have confirmed that rates will NOT change. Jude requested K. > HMS, as this appears to be heading for K, please reviw and updated attachments / proceed as needed so we can get the client a revised PTP with updated rates, etc. Thanks! ____ HMS ____ 11/3/13: > AS BJS needed to get revision to Sophia so she could send PTP Revision I packet to directors on Monday AM, BJS made adjustments to attachments as needed. > Dave & Busters was originally on Saturday evening and now it needs to be on Thursday evening. HMS will need to contact D & B and make the change. Attachment date and time are correct, but reservation request as placed originally is no longer correct. > Not going to Medieval Times at all, so this too will need canceled if a reservation was ever made. > Added Six Flags on Saturday. > BSJ re ran rates and then prepared PTP Rev1. > Emailed packet to SS so she can send to directors. > Asked her to see if we can go ahead and send the Group Leader's Handbook. ____ HMS ____ 11/4/13: > Sophia Santerre emailed updated IOG to Pat & Tony....Pat replied they would discuss and respond asap 11/14/13: > Per Sophia, Ready for K based on Revision from 11/3/13. > JM and HMS, as this is going to K, please review and proceed as needed. Thanks. CN to mail 11/19/13 if at all possible. __x__ JM _11-15-13___ ____ HMS ____ 11/20/13: > BJS completed Contract Packet and emailed files ot JM so she can process notebook and mail today! > K and First $ due 12/18/13. > As CN is being mailed, please review and proceed as needed. Thanks! __x__ JM __11-25-13__ __X__ HMS _12/5/13___ 12/5/13: > rec'd signed K via fax. > First $ due: 12/18/13. 01/13/14: > Rec'd check #10933, $4,100.00. > As this is now UNDER K and $$$ has been received, please review and proceed as needed. Thanks! __x__ JM _1-24-14___ __X__ HMS _1/28/14___ 1-31-14 Rec'd Final Participant Guarantee Form 2-3-14 >Rec'd Hotel Room List >JM processed Hotel Room List Packet to include the following: 8Q/32 pax 1 T/3 pax 3 D/6 pax TOTAL 12 Rooms/41 pax __X__ BJS __X__ __x__ HMS _3/7/14___ 02/03/14: > Rec'd HS Activity Fund check #10951, $3547.50. 02/11/14: > Rec'd School District Check #720534, for $4,730.00. 02/26/14: > BJS emailed and mailed Bank Request Form and Final INV #5547, $7,199.50, and made due 03/14/14. 03/14/14: > BJS sent EM to SS w/ FOM Seating Chart info, etc. 03/25/14: > Rec'd check #10998, $7,199.50. > Pending no other changes, account is PIF. 04/08/14: > Rec'd scathing letter from Directors because of all the issues with US Coachways. Bryan, We are writing to let you how dissatisfied we were with our recent tour to Washington, DC, April 3-6, 2014. There were numerous miscommunications or non-communications, mostly between CCIS and the bus company that created several problems during the trip. We have outlined our concerns in chronological order: US Coachways apparently subcontracted our charter to Greyhound. This was never communicated to us, and the Greyhound driver did not have our itinerary. Our contract was for a 49-passenger video and restroom equipped coach. There was no video option on our coach. The driver who picked us up in New Hampshire said we had to make a driver change in Manhattan. We had an unexpected tour of most of the island of Manhattan, during which several students developed some bus sickness. This also added at least one hour to our trip time. The new driver in New York also did not have out itinerary. She did her best to get us to our first scheduled stop at Dave & Busters on time. We were about 15 minutes late. When we arrived at Dave & Buster's, the food was available, but it was very cold and not appealing at all. The manager on duty introduce himself and presented us with a bill for over $190.00 that hadn't been paid (taxes and gratuity). There was a waiter in the room, but he did not help us. We poured our own drinks. When food ran out, he did not get more. We do not recommend that location for future groups. The Hilton Garden Inn at Tysons Corner was excellent and the breakfast meals were also very good. The performance venues for our Chamber Singers and Jazz Band were also excellent, and the Festivals of Music staff treated us very well, There was another miscue at the Hard Rock Cafe. We were scheduled to arrive at 4:45, which we did. We were seated promptly, and the meals arrived very quickly. The Hard Rock staff thought we were supposed to leave at 5:30, but we were not scheduled to meet our tour guide until 6:30. They kicked us out at 6:10 because they had to set up for another group. We had nowhere to go and nothing scheduled from 5:30- 6:30. Next miscue: The bus driver needed to return to the hotel by 8:00 PM so that she would not go over her allowed time for the day. That cut our 3 1/2 tour down to 1 hour. This was more aggravating due to the wasted hour from 5:30-6:30 when we had nothing to do. We could have used that time for our tour. The bus company and CCIS need to coordinate things like this to avoid disappointment for the tour group. Our tour guide was outstanding, and she hustled us through as much as she could in her 1 hour. Still we felt cheated, having paid for a 3 1/2 hour tour. Next problem: The awards event on Saturday morning was not on the driver's itinerary. She thought we were just going to Six Flags. This did not create a problem, but was another example of lack of communication. On the return trip from Six Flags, we needed to do a driver swap in Philadelphia. The new driver thought our destination was Boston. He had never driven in the area and needed directions from us. While we realize that many of these issues may have been created by the bus company subcontracting Greyhound and not sharing information, we would recommend that CCIS not recommend the bus company in the future. If these issues were caused by lack of communication from CCIS, that is inexcusable. Our students paid for a professional tour and received one with more problems than when we, the directors, made all of the arrangements ourselves. Unfortunately, we will not be using your company's services in the future and will not be able to recommend your company to others. > After contacting US Coachways, BJS replied immediately via email - Tony & Patrick: Sorry does not begin to describe our emotions here in the office after reading your email. In 23 years, we have never had a client experience what you had to endure due to the coach company. Please know that US Coachways received your group’s Itinerary Outline when they bid on the trip this past Fall, so there should have been no surprises. The full itinerary was received the same day it was sent to you, and they confirmed their receipt and full understanding of the same. We were never informed that the service was being sublet to Greyhound, that the equipment was anything other than what we had contracted for, there should have never been side trips to pick up relief drivers, tours should not have been cut short, and the list goes on. We have already been in contact with their corporate office and if we do not receive satisfaction, our attorney will proceed as needed. We have also been in touch with Dave & Busters concerning their lack of service and a partial refund with be forthcoming. Again, I apologize to you and your students for all of the inconvenience created by US Coachways. Please know that this is not what anyone should ever expect or receive with CCIS and I as soon as my blood pressure returns to a more normal level, I will be back on the phone with US Coachways. I will be sure to keep you posted on where things stand. Please accept my sincerest apologies. > Spoke with US Coachways Customer Service and then provided an update via email - Gentlemen: Here is an update regarding my most recent conversation with US Coachways during which I further addressed each of your concerns. 1. They agreed that they should have communicated the fact that the service was sublet to Greyhound. Subletting is quite common in the Spring, when so many companies are experiencing Sell-Out situations. They agreed that they should have made us aware of this so there would have been no surprises when a Greyhound coach arrived at the school. 2. Our agreement with the charter company clearly said that the coach would have a DVD player and fold-down monitors, so they apologized for this particular bus not being so equipped; however, their apology does nothing now that the trip has already taken place. 3. They agreed that the trip we prepared for your group and presented to them in October did not require “relief” drivers en route to DC and their dispatcher should have never assigned multiple drivers to this trip. Furthermore, the second driver was obviously already on the clock by the time she joined your trip and again, this never should have happened and the tour should have never been cut short. 4. There is no reason for the drivers not to have had the fully scripted final itinerary. They agreed that they had it with more than sufficient time for review and dissemination to all required parties. 5. The return trip, because of the through the night service, did require a relief driver due to Federal DOT regulations, but the driver should have had the itinerary and known where he was going so you would not have had to provide directions. They are reviewing our case with their Dispatcher and Safety Officer. I will be following up in 48-hours if I have no additional answers. Please do not hesitate to contact either Sophia or me if you have any questions or concerns.
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