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General Trip Information
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Fri May 06, 2016
Trip Name
Rockville High School Music Department-Nashville, TN-03-26-2015
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OR
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Final PAX
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Final Room List
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Hotel Info Form
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Contract Status
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Nashville, TN - 670 miles / 11 hrs. non-stop 5/13/14: > Per CJ conv with Client - - Depart very early Thursday morning - Arrive in Nashville Thursday evening…freshen up at the hotel - Group dinner Thursday night 1)Performances/clinics/sight-seeing on Friday with another group dinner. 2)Sight-seeing and awards Saturday (assuming we do a festival) 3)Depart early Sunday morning and get back to Rockville Sunday evening 4)All-inclusive pricing 5)Grand Ole Opry 6)A festival or a clinic (preferably both) 7)Nashville Zoo 8)Nashville Symphony 9)The Parthenon 10)General Jackson Showboat 11) Buses:(Eyre, Atlantic Coast Charters and Martz) 12) Budget $700.00 7.8.14 > Per CJ - Phil would like to get the PTP asap so he can get it into the administration folks. 7/11/14: > Hotel is confirmed as the Embassy Suites Nashville South. > I see they were hoping to do a festival as well as clinics. > BJS has been waiting on this until the major festival companies (Festivals of Music, Fiesta-val, Music festivals, Performing Arts Consultants, etc.) have released their official 2015 schedules, which just happened this week. > The only festival in town over these dates is Heritage and their rate is expected to be $180 / student and $130 / adult. This includes admission to the County Music Hall of Fame and an awards dinner at the Nashville Palace. > CJ, please share this info with the group and see if they really want a festival. This is going to take a huge chunk out of their budget and we can do a very nice trip with clinics at Vanderbilt and or Belmont University for a whole lot less than $180pp. Please explain why we have been holding on this (bullet #2 above - regarding release of 2015 festival schedules). > Advise ASAP so I know how to proceed and can complete their proposal. 7.14.14 CJ _7/11/14___ Left vm and sent email to contact me. 7.14.14 > CAJ - response from Phil - Hi Cindy, I think we would be ok with clinics if it keeps the cost down. I've heard mixed reviews about Vanderbilt but I wouldn't mind Belmont or even a trip down to Middle Tennessee State in Murfreesboro (maybe make it a day with a campus tour and visiting some attractions there?). The big thing is to make sure we get good clinicians for each of our groups (concert band, orchestra, jazz band and chorus). Having the top person from each of those departments lead the clinic would be ideal. 7/22/14: > BJS completed IOG. > JM, please send CQR for 2 coaches to Eyre, Atlantic Coast, and Martz. > HMS, please make attachments and updates as needed. I would like to get this to the Director on Thursday of this week if at all possible. Thanks! __X__ JM __X__ __X__ HMS __X__ 7/24/14: > BJS ran rates and then sent to CH for PTP completion. 7/24/14: > CH completed PTP. > BJS scanned PTP pack and emailed to CJ so she can share with Client. 7.29.14 > CAJ - Sent email, vm and text to Phil - he texted me back that he is looking over the trip and will let me know. Also sent Keller Bus Quotes to him. 8.22.14: > CAJ - vm and emailed Phil for buses and Belmont. Also dropped gift bag to his school last week. 8.23.14: > CAJ - From Phil: I want to use Atlantic Coast Charters but I haven’t gotten the final approval yet on the trip. We are still waiting for a calendar conflict to be resolved. I’ll keep you updated! 8/28/14: > BJS sent Em to Jude, Charter Choice = Atlantic Coast. 9/5/14: >CAJ - waiting on Phils update. 9/10/14: >CAJ - Left Phil a vm and email looking for an update. 9/16/14: > BJS sent Em to CJ - need update. Told her to use hotel needs to know or we will lose the rooms. 9/18/14: >CAJ - Rockville is good to go! Per Phil. 9/18/14: > Per CJ, this group is ready for Contract. > As this is going to K, please review and proceed as needed. Thanks! CN to mail NLT 09/26/14. __x__ JM __9-18-14__ ____ HMS ____ 10/8/14: > Rec'd EM from Phil - Hey Bryan and Cindy, I was just checking on the status of our trip paperwork. I emailed a few weeks ago indicating that we were a “go” for the Nashville trip but I haven’t seen a contract or payment schedule yet. Any idea when I will get that? Thanks! Phil. > BJS replied - Phil: Our normal Clinician / Coordinator, originally said he could do your clinics and then got back with us last week, when we were reconfirming everything in advance of sending your contract notebook, and now has a conflict with the university calendar. We have since been in contact with other schools and are awaiting final confirmation. This is the reason for the delay. I can go ahead and send the Notebook your way if you are OK with us providing you with the names of the Clinician(s) as soon as confirmation is complete. By doing this, you will have all of your paperwork & deadlines, etc. Please advise if this is OK. Thanks, BJS. 10/9/14: > Phil replied that he is OK with us sending CN now and then updating him with Clinician info once confirmed. > BJS replied that we woudl get it out ot him before the end of the week. 10/13/14: > BJS sent to CH for K prep. 10/14/14: > CN mailed, due with 1st $ 11/14/14. 10/27/14: > Rec'd TPL. 11/14/14 >CAJ - group counts for clinics Orchestra: 30 Band: 37 Chorus: 20 Jazz: 17 11/14/14: > Rec'd check #1181, $19,889.00. > Rec'd signed K. > As this group is now UNDER CONTRACT & $$$ has been received, please review and proceed as needed. Thanks! __x__ JM _11-19-14___ ____ HMS _____ 12/14/14 >CAJ - sent email and left voice mail for Phil reminding him of the first payment is due Dec 22. 12/24/19: > Rec'd check #1262, $27,070.00. 1/21/15 >CAJ - Sent message to Phil about form are due. 1-30-15 >Rec'd Final Pax form, Hotel info Form, and Room Lists >JM processed Hotel Room List Packet to include: 11 Qnt/55 pax 6 Q/24 pax 4 D/8 pax 5 S/5 pax TOTAL 26 ROOMS/92 pax (79 + 13) __X__ BJS _02/05/15__ _____HMS_____ 2/5/15 >CAJ - Phil is requesting his final invoice please. Thanks - Cindy 02/05/15: > BJS emailed Final INV and Bank Request Form. Made it due 02/17/15. 02/17/15: > rec'd check #1310, $17,925.00. > Pending no other changes, account is PIF. 3/12/15 >CAJ - A few questions regarding our clinics: - Will the chorus have their clinic at Lipscomb as well? If so, who is the contact? If not, when/where is it, and who is the contact? - What instruments will be provided for the instrumental clinics (band, orchestra and jazz)? - What will be provided for the performance at The Hermitage? (FYI It's looking like the jazz ensemble will end up performing there. I thought it would be the chorus but Ron has decided he doesn't want to do it...) 3/19/15 >CAJ - emailed Phil about getting time for his pre-trip briefing. 03/23/15: > Per Phil, never looked at Bank Request Form and didn't realize he needs to get the cash. > School can't deal with is, so BJS sent a Cashier's Check via FXSON as well as an Invoice. > $2,760.00, due 03/31/15, INV #5789. 4/1/15 >CAJ - Trip Feedback - 1) Best Hotel ever - kids wish that they had more time to enjoy the pool 2) Raintree - bland food 3) Dr Rhodes was the best clinician ever! Phil said you need to send him to Mortons! 4) Hardrock was good 5) Security was good 6) Zoo - boring since it had just stormed and all the animals were hiding and it was cold and wet. 7) Busses - Wifi issues - but Phil knows it's nothing we can do about that. 8) Dave and Busters - were very accommodating to folks with food allergies. 9) BB King - were in a side room and never really got to hear or see the performers. 10) Showboat - best food of the entire trip. 11) Central Park - thought they had tickets to go to the Parthanon. 12) Heritage - they made the group watch a 30 minute movie prior to seeing the grounds. Then they had no time to see the grounds because of the 30 min movie. Need to have an option of no movie and just tour the grounds. Phil also forgot their synthesizer for their performance and had to run and rent one causing them to be a little late for the Showboat cruse which told them they would not wait, but then did wait. 13) Next trip is in 2 years and it's a Florida Trip. Talked about Nov/Dec timeframe and he said they would only consider MLK weekend or Spring. 04/22/15: > BJS sent EM to Phil re: $2,760.00, due 03/31/15, INV #5789. > BJS realized that it could have been emailed to his old email address. 05/12/15: > rec'd check #1427, $2,760.00. > Account is PIF.
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