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Fri Mar 27, 2015
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Plymouth Whitemarsh High School Band-Indianapolis, IN-11-13-2014
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Contract Status
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
trip cost @ $500 635 miles or 10.5 hrs non-stop by bus. I would like to have some type of activity when we get to Indy so the kids will settle down before room check. Perhaps we could play laser tag or see a show? Grand National Championships November 12-15, 2014 Lucas Oil Stadium Indianapolis, Indiana 03/27/14: > BJS and DD met with Tonia at PMEA. > Discussed IOG abd MFA Tickets, etc. > Shared with her several attraction ideas, etc. > BJS to complete IOG and get package to her so she can makle the necessary decisions before the end of the school year. 04/16/14: > BJS completed IOG and and sent hotel specs to BMG. > JM, please send CQRs to last year's recipients. > JM, please add attractions and restauranst to the system, including MFA, and then call and get group rates, etc. __X__ JM __X__ 04/24/14: > BJS completed PTP and then emailed Pack to Tonia and cc'd DD. Tonia: It was great getting to see you at the PMEA last month and to have some time to discuss the band’s proposed trip to Indianapolis. Attached please find your Pre-Trip Planning Proposal reflecting the many ideas and inclusions we discussed in Hershey. As requested, the hotel is in downtown, just a block from Circle Center Mall and two blocks from the Stadium. Charter quotes from 4 different carriers are also included. Please be advised that tickets for Nationals have just gone on sale and we are unable to place a reservation for tickets without payment. Once purchased, they are completely non-refundable. With this in mind, a rather quick decision will need to be made on the trip, especially on the purchase of tickets for the Championships. Some of the downtown hotels are already sold out, so at the present time we have a courtesy hold on the suites at the Homewood for the next 30 days or so. Dave Dietz will be following up with you in the next few days to discuss the proposal and any changes / additions / deletions you may want us to make. Please know that we are happy to do whatever you need to make this trip a reality for you and your students. Thanks for your continued support and we look forward to working with you again on this particular trip! Sincerely, BJS 05/27/14: > Tonia called and trip has received unofficial approval. Will not be 100% until 6/19/14 School Board Meeting, but Admin has given her permission to announce the trip to the students, proceed with planning and collecting funds. > Perkiomen is her charter choice and she wants the 56-passenger coach. JM, see notes in Perkiomen attachment. > She is announcing the trip this week and asking for a $100 deposit at their next rehearsal on 6/10/14. > Paperwork that she'll need for the June 10th meeting is the RegOnline Info as well as an OK to Pay for the MBA World Championship Tickets. > Her band is now up to 65-players, so she is thinking the group may actually end up with a wait list. We may have to increase the size of the room block as well as all reservations; however, we will wait and see how the response is by the 6/10/14 first deposit date. > BJS sent follow up email to Tonia - Thanks for calling this morning and sharing the good news. I am always excited to hear when a music program is getting the support they deserve as has happened with you in regards to the possible football game. Unfortunately, I do not hear this type of news enough, so congratulations! We spoke with Perkiomen and they do indeed have a 56-passenger coach available over your travel dates, so As of yesterday, we do not have enough official interest to sign the contract but several parents said that they would get back to me yesterday and did not. I am in the process of contacting them. Sent from my iPad On Jun 11, 2014, at 7:21 PM, "david@ccistravel.com<mailto:david@ccistravel.com>" <david@ccistravel.com<mailto:david@ccistravel.com>> wrote: a contract has been requested for that bus and to keep the good news coming, the price will be the same as for the 52. We will go ahead and get the required paperwork to you prior to your meeting on the 10th and then as soon as you have “official” Board Approval on June 19th, we will send your Contract . Group Leader’s Notebook. Thanks again and do not hesitate to contact either Dave (717-580-6908) or me if you have any additional questions or concerns. > JM, please check-in with your contact at Music For All to make certain there are still tickets available for the Friday evening Prelims and the Saturday night's FINALS. Thanks! __x__ JM _5-28-14___ __X__ HMS _5-30-14__ 06/04/14: > BJS sent EM to Tonia and cc'd DD. Tonia: I know when we spoke last week, it was exciting to hear that the band is growing once again and you were thinking the group would most likely be closer to 55 or 56 than the original 41 participants we were originally planning for. I know you were planning to ask for an initial deposit in order to get a firmer handle on actual trip numbers, so I hope that is going well. Please let me know how this is going as soon as possible so we can adjust our hotel room count and other reservations accordingly. Since our conversation last week, I have – • Confirmed a 56-passenger coach from Perkiomen and the rate will be unchanged. A 56-passenger coach Per Person Bus Cost Chart is attached. • Completed an OK to PAY for the Music For All Grand National Championship Tickets – Prelims and Finals (attached). Please read and complete this form carefully, then return as soon as you are ready and feel comfortable with proceeding. • Attached a partially completed Rate Worksheet for your review / completion. It should be self-explanatory, most everything is completed for you, but you will need to make a few decisions and fill in a few of the “blue” boxes. This form is what we will use to determine the rates should you decide to use the on-line payment feature. With you collecting the initial deposit now, we would then use the online service for three additional monthly credit card payments in mid-July, August and September. We can deduct whatever amount you collect initially from the three subsequent payments. We can work through this together next week if you’d like. I am leaving for the Disney Youth Symposium at Disneyland early tomorrow morning. I will be back in the office on Tuesday, so if you have any questions, please send me an email and I will do my best to respond. Please feel free to reach out to Dave Dietz, your Account Executive, as well (717.580-6908). I will return to the office on Tuesday (6/10/14), which I believe is the same day as your next Parent Meeting. Thanks Tonia, BJS 6/11/14 > DD left vm & email wondering abt the status of the trip. 6/12/14 Tonia's reply As of yesterday, we do not have enough official interest to sign the contract but several parents said that they would get back to me yesterday and did not. I am in the process of contacting them. 7/2/14: > Rec'd EM from Tonia - Good morning gentlemen, In May and early June, the principal told me that our trip approval would be at the June board meeting, but it wasn't. I asked him what happened and he isn't responding to me. The board secretary told me that it is scheduled to be on the August agenda and that should be okay since the trip is in November. I'm not sure if this was all just an oversight or if they don't want us to attend and just won't tell me. In terms of the contract and booking, can it wait until August or not? I am deeply apologetic and embarrassed by the actions of my school district but they are not within my control. Sorry, Tonia 7/2/14: > BJS replied to Tonia and cc'd: DD, HMS and JM - Hi Tonia! We can wait until August to contract this. I have reviewed all of our most pertinent vendor contracts and we are OK with an August decision. My only concern will be the availability of tickets for the Prelims and Finals since they are sold on a first come - first served basis. All we can do is wait it out and place an order as soon as you have the approval. I would suggest that you continue collecting monies from your group as it will be a fast turn around and numbers will need to be guaranteed. Please keep both Dave and me in the loop as you have been doing and we will do our very best top make this trip a reality for you and your students. All the best, Bryan 9/8/14: > BJS completed CN. > JM, please mail today per SOP. > BJS emailed OK TO PAY for Band Competition tickets - due back to CCIS this Friday, 9/12/14 at 3PM. > K and First $ due 9/22/14. > Forms due 9/29/14. > Final balance due 10/13/14. __x__ JM _9-8-14___ 9/11/14: > Rec'd OK to Pay via fax from Tonia for a total of 37 Tickets to the Marching Band Grand National Prelims and Finals. > Jude and Hollie, please go ahead and purchase these tickets. Friday's prelims are General Admission / Open Seating, but see BJS re: what section of the stadium to buy tickets for Saturday night's Finals. Thanks! __X__ JM __x__ X___ HMS __x__ 9/22/14: > Rec'd signed K and First Payment Check #2805, $8,500.00, as well as the TPL. > As this is now UNDER CONTRACT and $ has been received, please review and proceed as needed. Form, set is due next Monday, 9/29/14. _x___ JM _9-22-14___ ____ HMS ____ 9/26/14: > Rec'd RL and HIF, still need FPGF. > Per Tonia, add Student Watchers, 1 guard / night. > BJS added to system and told her it would be invoiced as a line item at $447.00 total. BJS sent EM to Tonia - Received the Room List and Hotel Info Form. I am still in need of the Final Participant Guarantee Form. Please submit that from the website as well. I have added Student Watchers Security @ $149 / night and it will be invoiced as a line item on your Final Bill. Have a great weekend, Bryan. 9-29-14 >Rec'd Final Pax >JM processed Hotel Room List Packet to include: 4 Qt/20 pax 2 Q/8 pax 2 T/6 pax 1D/2 pax 1S/1 pax TOTAL 10 Rooms/37 pax (31 + 6) __X___BJS_10/3/14_ _____HMS_____ 10/3/14: > BJS emailed and mailed Final INV #5662, $16,849.00, due: 10/13/14. 11/17/14: > Rec'd Em from Tonia - Hi Bryan, We had a fantastic trip to Indianapolis! One minor issue was that we returned to the hotel at 12:20 because the show started late. The security guard wasn’t there when we arrived. Everyone had to be buzzed in the front door and the manager said that no security guard had been buzzed in. I texted the Student Watchers number, which I had previously received a text from when the security guard was a few minutes late. I never received an answer. So, we didn’t have a guard on Saturday night. Thanks, Tonia. > BJS replied - Tonia, Great to hear that the trip was fantastic and the snow all around you didn’t make for a traveling issue. I am sorry about the problem with Student Watchers. We will contact them today and obviously, a refund will be forth coming for Saturday night. Have a great rest of the week and fabulous Holiday. Bryan PS: Your Apple product will be shipped today – ENJOY!
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