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General Trip Information
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Wed Jan 28, 2015
Trip Name
Kempsville High School Band-New York, NY-04-16-2015
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Kempsville High School Band
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Toronto, ON, CANADA,
Toronto, ON, Canada, CO
Toronto, Ontario, CA
Toronto, Ontario, CN
Toronto, Ontario, CA,
Torrington, CT, CT
Totonto, CT
Townsend, TN
Towson, MD
Trenton, NJ
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Tuscaloosa, AL
Tuxedo, MD
Universal City, CA
Upper Marlboro, VA
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Varies, AK
Vaugwa Ontario, CA
Victoria, ON
Vienna, VA
Virginia Beach, VA
Waldorf, MD
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Washington, DC
Washington, MD
Washington, NJ
Washington, VA
Washington DC, DC
Washington DC, VA
Washington, D.C., DC
Washington, DC, DC
Washington, DC, MD
Washington, DC, VA
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Woburn, MA
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X, PA
York, PA
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Final PAX
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Final Room List
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Hotel Info Form
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Balance
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Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
VA Beach to NYC = 365 miles / 6.5 hrs non-stop (via eastern shore) 8/19/14: > CJ added trip tot he system. 1) All meals and no Hard Rock. 2) A Broadway Show, Historic Landmarks, Today Show, A Concert, Broadway Clinic but need something for the Color Guard, wants similar trip as last NYC trip. 3) Budget $650-700.00 4) Drive in the night both directions, with only 2 nights hotel. 8/20/14: > CJ is checking with Sandy re: workshop - can it be a singular combined generic workshop or does the band and guard have to have two very specific / different programs. > If two, approx how many students will be in each? 8.25.14: >CAJ - one classroom Broadway 101. Thanks per Sandi 8/29/14: > BJS discussed dates with CJ and she said Sandy is aware that this is Easter Weekend. > Currently no Concerts at Lincoln Center, etc. at this point for that weekend because of the holiday, so BJS said we will keep show on Friday night and then do a later dinner and Top of the Rock on Saturday night. > BJS completed IOG and sent specs to BMG. > JM, please send CQRs to Venture, Newton and Fun Tours and then make attachments and send along to HMS as needed. Thanks! > Client has parent meeting on evening of 9/3/14 and really wants to have something to share with them by this point, so time is of the essence on this one (aren't they all!). _x___ JM _8-29-14_ __X__ HMS _8-29-14_ 9/2/14: > BJS completed rates and then sent to CH for PTP prep. 9/3/14: >CAJ - Sandi and new band director are looking over the trip since it's the only dates they can go per the principal and not sure how many kids will go for the Easter Holiday. Sandi will get back to me tomorrow. > Per BJS, they should have addressed this before they asked us to put together a proposal and do all our work. 9/6/14: > BJS sent EM to CJ - Cindy: The outstanding charter quotes from Venture and Fun Tours are now in the system. Please get PPBCCs for these to Sandy and then get their charter choice so we can get their motor coach reserved. Thanks, BJS. 9.10.14: >CAJ - Left Sandi a vm at her work, and also sent her the two additional bus quotes. 9/17/14: >CAJ - Sandi and her new band director and school are still looking over the entire dates of their trip since it is the only time the board will allow them to go and now the board is re looking at the dates. Sandi said she would get with me today about the dates of their trip. 9/18/14: >CAJ - Message from Sandi: Hi Cindy, I am sorry for the confusion in the dates for this trip!!! The dates we are now available to travel are back to our original dates we had discussed. Leaving school on April 16th around 10:00pm to arrive in NYC in the AM. We would spend the night April 17 and 18 in the hotel, then return late the 18th arriving home Sunday AM. Two nights in the hotel, two nights on the bus. We talked about doing the Today's Show as we arrived, and I was wondering if we could schedule a tour of the NBC Studios while we are there that AM as well? That would be something exciting for the students that would be a great addition to their NYC experience! Thanks again for all of your help! Sandi Levi 757-435-6978 10/7/14: > CJ, BJS spoke with Hotel and they cannot accommodate the group over their new dates. That being said, we will have to send out new requests; however, before doing this, please call the trip coordinator and see if they are still serious about doing this trip and if the trip dates are indeed 100% confirmed for April 16 - 19, 2015, with the two hotel nights being the 17th and 18th. I do not want to go through all of the revisions and spend another 20 hours of office labor making all of the changes if this is not going to happen. Please advise as soon as you speak with the TC. Thanks! 10/7/14: >CAJ - Left vm for Sandi, she usually gets off from work around 4pm. 10/10/14 >CAJ-Sandi note: April 17-19 is correct. Does it make sense to leave after school on the 16th? Thanks! Sandi 10/10/14 >CAJ - Sandi wants to see if the Hampton Inn on 51st. is a possibility? 10/10/14: CJ - > What exactly does she mean about leaving after school on the 16th? > What is considered after school? Literally after school so they can get there and check into the hotel Thursday night, or as we had it in their original proposal, based on your notes from 8/19/14, leaving late in the evening and driving thru the night? > Have you or Sandi looked at the proposal we already did for them? I know the dates have changed, but, are they now looking for a completely different trip. > Has there budget changed from the last proposal we sent them? A Manhattan hotel will increase the rates significantly, at least $100pp quad. If they want to leave after school and get to the hotel Thursday night, everything is going to increase - add to that staying in Manhattan, and three nights in the city will go up even more. > Please call me when you are at your desk, with this group's file in front of you, and some time to talk. Thanks, BJS. > Let me know – and don’t make us do all the work if they are not serious about the budget. 10/10/14 >CAJ - Keep as planned, only want the two hotel nights, no Manhattan and no leave Weds night. 10/21/14: > Holiday Inn Meadowlands can accommodate this group on their new dates, per BMG. > BJS and JM reviewed IOG and made the decision to leave on Friday morning since traveling through the night is not a good option on this busier weekend. > BJS updated IOG and Bible accordingly. > JM, please send CQR to the same companies as before in the VA Beach area, as well as James River and Winn. > HMS, please review all attachments and make the necessary changes / calls, etc. as the has all changed from its original dates on Easter Weekend. _10/21/14___ JM __X__ ___10/21/14_ HMS __X__ 10/28/14: > BJS completed Revision 1 and then ran PTP Pack Rev1 and emailed to CJ - Cindy: Revision attached – Just in case they ask, “Why can’t we leave on Thursday night?” – the reason is that they are now traveling on one of the very busiest weekends of the Spring and the charter companies are not willing to give up two (2) drivers for one (1) bus which is what driving through the night requires. Please review this carefully and compare to the original proposal, before sending to the group, so you know what changes we made and what was taken out to fit this shorter time frame (I promise it is really not too much of any real substance, so this is actually a better trip in my eyes – but then again, what do I know!). Call me if any questions. Thanks! BJS. 11/5/14: > BJS sent EM to CJ - Need updates on these two groups. You really might want to consider a Trip to Tidewater on Friday to see these two schools and have some face time with them both since they are both needing attention and real direction on their trip. I realize KHS Band is just one bus, but 1st Colonial is 2 and between the two of them, as well as some other schools you should be in front of, they all combine to make a trip very worthwhile. . . 11/7/14: > BJS called CJ and LVM - need update. 11/11/14: >CAJ - From Sandi - Sorry for the delay. We were out of town this weekend on a band trip and had to get through that one. I willl work on this. Sandi 11/12/14 >CAJ - Charter Choice is Venture - per Sandi Levi. 11/18/14: > BJS revised IOG since VENTURE agreed to the drive through the night, departing the school at 11PM on Thursday, 4/16/15. > JM, please send new IOG to Venture for a revised Quote. > BJS updated attachments in the system so they match the group's IOG Rev2. > Trip should be going to K as soon as we can provided them with the revised charter rate and the revised package rate, so please review carefully ansd proceed as needed, figuring that this will be going to K as soon as BJS returns from vacation. __x__ JM __11-18-14__ ____ HMS ____ 11/21/14: > BJS completed PTP Packet Rev 2 while in PR and sent to client. 12/1/14: > Per CJ, they are ready for K based on this revision. 12/11/14: > BJS sent to CH for K prep. 12/12/14: >CAJ emailed soft copy of contract to Sandi. Also let voice mail on Sandi's cell phone. 12/19/14 >CAJ - Amanda Marquart the Band Director just call and stated that she only has 7 students that can afford the trip. Sandi's son graduates this year and will no longer be in charge of trips. Amanda would like this same trip next year and will get approval in March 2015 for this trip. She wants to keep the binder for her school board to review since the trip is fine as is, but just has no parents at this time able to afford the trip. She feels with more fund raising time for next year they can make this trip happen. Sandi will no longer be our contact since Amanda will take over as the Band Director in charge of the trip. 12/22/14: > BJS went to the system to make a note about 9-11 Museum and Memorial and just happened to see where this trip canceled last week. Notice was never sent to Corporate! > JM and HMS, please review and CANCEL all as needed, including Hotel. __X__ JM __X__ __X__ HMS __X__
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