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General Trip Information
Updated
Fri May 06, 2016
Trip Name
Seneca Valley High School Band-Washington, DC-04-10-2015
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Seneca Valley High School Band (PA)
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Seneca Valley HS ---> Washington DC -- 266mi/5hr 7/11/14: > SN received information from Linda O'Connor, trip coordinator, about the specifics of the band trip next April: Hi Stephanie, I am taking over the coordination of the Seneca Valley Band trip next year from Maria Matchett. We will be attending the National Cherry Blossom Festival Parade in Washington, DC. The band would leave early on April 10th and return the evening of April 13th. We would like to have a similar itinerary as the 2011 trip with a few changes. We’d like to swap out the symphony and the Old Post Office. Instead we were thinking about the National Zoo, the National Monuments/Memorials, the Holocaust Museum or the Spy Museum. I realize the last 2 have an admission fee. The National Air & Space Museum’s Udvar-Hazy Center Museum and the Baltimore Aquarium were big hits and of course the band trip would not be complete without a trip to an amusement park. Please send me an itinerary once you have it. Thanks, Linda O’Connor Cell: 724-799-1018 * No National Sympohny Orchestra concert, nor Old Post Office Pavilion visit. They liked the 2011 trip, so this could include the following: * Madame Tussaud's Wax Museum * Time at the Inner Harbor * Dinner cruise * King's Dominion * Udvar-Hazy Air and Space Center Linda indicated that they might like to do a couple new things,with their first choices listed below: * National Zoo * National Monuments * Holocaust Museum * Spy Museum 7/11/14: > BJS sent EM to SN - need to know number of pax (I used 225 for the time being - 200 + 25). > SN confirmed with TC 185-200 students, 22-25 chaperones. 8/8/14: > BJS told Stephanie the we would ave their PTP completed by the end of next week. 8/22/14 > Proposal was presented today and the only change suggested was to add 30 minutes extra onto the Spy Museum visit. They are waiting for the last two bus quotes for comparison and then they will be ready for contract. > Also, they want to be sure dietary restrictions are able to be accommodated at all food stops. 8/25/14 >SN received EM from Linda (TC) that they are selecting Butler Motor Transit for their charter company. 8/26/14: > JM, charter choice = BMT. > HMS said dietary restrictions, as always, will be handled per SOP. We need a list of all concerns detailing the specific issue and the exact number of trip participants involved. > As this is going to Contract, please review and proceed as needed. Thanks! > Per SN on 8/29/14, wants to have dinner at KD via a Picnic rather than a meal coupon, so one with a meal coupon and the other with a picnic. > BJS updated IOG accordingly - HMS, please make the necessary changes and I will update PTP K version and rates accordingly. _x___ JM _8-29-14___ __x__ HMS _8/29/14___ 9/30/14: > BJS reviewed and updated attachments as needed, then ran rates and did PTP & K Version. > Sent off to CH for K prep. 10/14/14: > Rec'd signed K and Travel Planner Letter. > As this is now UNDER CONTRACT, please review and proceed as needed, with some caution, for we are still awaiting receipt of initial $, due 10/30/14. __x__ JM _10-20-14___ __X__ HMS _10/30/14___ 11/3/14: > Rec'd check check #4040, $46,450.00. 1-8-15 >Rec' 1st payment Check #4055 in the amount of $58,355.00 1/20/15: > Correspondence between SN and Linda, SV booster president regarding a rental car and Ken's clearances: Actually, it might be easier to rent the car here, than down there, so you just have it for the entire trip. This way, you won't have to make any changes to the departure times, and you can proceed with your trip as scheduled once you arrive. Regarding the clearances: That always seemed to be between Ken and Maria, but I will send him a message this morning, reminding him to obtain his clearances, if he hasn't already done so. Hi Stephanie, We’re gearing up for the room sign-ups. We just found out that we need to have 2 band members in D.C. to record something for the parade by noon on the 10th. The address is: National Cherry Blossom Festival Office location 1250 H Street, NW Suite 1000 Washington, DC 20005 In the past we’ve always rented a car and we’re planning on doing the same thing this year. Those in the rental car can take the students to the taping. I just don’t know if we’ll need to rent the car in this area or get it in Virginia. My preference would be to rent it in Virginia. Do we have any flexibility in our departure time to give us a little extra time to arrange for the car rental? If not, we’ll probably have to have 2 chaperones drive the rental from here. I don’t know how this was handled in the past. All our chaperones are required to submit 3 clearances. The rules have changed this year and everyone must get their FBI fingerprints done even if they went on the trip last year. Did Ken submit his clearances to Maria or how was that handled. I need to make sure that this is done and I have all the paperwork I need. 2/9/15: > SN received the following EM from Linda O'Connor. SN forwarded the appropriate questions about food allergies and the twilight tour to HMS and BJS: Hi Stephanie, I submitted all the forms yesterday for the SV band trip to Washington, DC. I wasn’t’ sure what to do about those students that have food allergies. At the various restaurants we need to make sure that they do not cook in peanut oil. We have several students with life-threatening nut allergies. Basically, this is what we have: Diabetic – 1 Nut allergies of various kinds but most are life threatening – 6 Lactose intolerant – 1 Egg white / dairy allergy – 1 Shell fish (only if eaten) – 1 Miscellaneous allergies but easier to avoid: Apples Pit fruit Raw carrots Does King’s Dominion have specific counter services that cater to these allergies? If so, we will need to have coupons so these students can go to there. I want to make sure this is arranged a head of time so that these students don’t feel they are an afterthought. On Friday we will have 2 chaperones and 2 students missing from the Udvar-Hazy museum and lunch at McDonalds because they need to be in downtown DC at noon to record something for the parade. They will most likely catch up with us at the zoo. How does the twilight monument tour work? Will it be on the bus or walking? I want to make sure the chaperones can take part in this especially if it’s on a bus. What is the address of the Bucca di Beppo we will be eating at on Friday? 02/11/15: > BJS sent EM to Linda re: FORMS - Hi Linda: Thanks for sending this along. We were having some server issues late last week and unfortunately, your Final Participant Guarantee Form did not arrive. I have the room list and the Hotel Information Form. Would you mind resending the Final Participant Guarantee Form? I really appreciate this and am sorry for the inconvenience. Thank you, Bryan. 02/11/15: > Rec'd FPGF from Linda and it matches RL - Yeah! > Total Pax = 205 (182 + 22 + 1 Escort). > Group is within Contract Minimums! > RMS / PAX 44 Q / 176 02 T / 006 11 D / 022 01 S / 001 (Escort) TOTALS = 58 Rooms and 205 (182 + 22 + 1 Escort) > BJS updated BIBLE, IOG and Status Schedule accordingly. > HMS, as these numbers are now GUARANTEED, please review and proceed as needed. Thanks! > JM, please send RL packet to hotel upon your return from vacation. > SN, group has 5-56 passenger coaches under contract. They will fit on 4 coaches. Please contact Group Leader and see if they want us to cancel the 5th coach. If they do, it needs to be in writing (email is fine). Please advise BJS ASAP. Thanks everyone. ____ HMS ____ ____ JM ____ ____ SN ____ 02/16/15: > Rec'd EM directing us to drop the 5th coach. BMT will be glad as they called earlier today looking for any available coaches! BJS emailed BMT and canceled the 5th coach. 02/20/15: > BJS EM'd Final INV #5746, $23,239.00 along with Bank Request Form. made due 03/10/15. 3-10-15 >JM processed Hotel Room List Packet to include: 44 Q/176 pax 2 T/6 pax 11 D/22 pax 1 S/1 pax TOTAL 58 ROOMS/205 pax (182 + 22 +1) _____BJS_____ _____HMS_____ 03/11/15: > rec'd check #4078, $23,239.00. > Account is PIF.
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