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General Trip Information
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Fri May 06, 2016
Trip Name
Woodgrove High School Music Department-Hershey, PA-05-15-2015
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Woodgrove High School Band and Orchestra
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Trip Notes
( Print Note )
( E-Mail Corporate )
Woodgrove HS to Hershey, PA = 115 miles / 2'15" non-stop. 9/17/14: >CAJ - news from Bill: Hi Cindy, Things have changed for us. We are no longer going to be able to go to Florida. We instead will be going to Hershey Park on May 15th and 16th. We will be leaving after school and staying one night and returning after the park closes Saturday evening. We will need transportation up and back and coordination with Music in the Parks there at Hershey. Sorry for the inconvenience but Florida is just not going to work for us this go around. 10/7/14: > BJS added trip to the system as this will be replacing the trip they were originally planning to Orlando. > BJS completed IOG. > JM sent CQRs to a significant list of carriers. > JM sent hotel request to BMG. > BJS made some attachment, including Music in the Parks. > JM & HMS, please make the remaining attachments and updates as needed. > As event is getting close to being wait listed, BJS completed MITP application on line and reserved based on their 2013 participation at the same festival and also Bill's note that there would be a Jazz Ensemble. > CJ, please review this information with group and also get the director's name for each ensemble. BJS can then make any changes necessary, but at least at this point we have the space in the competition reserved. __x__ JM __10-8-14__ __X__ HMS _10/13/14___ 10/7/14 >CAJ - saw notes and sent form onto Bill. 10/8/14 >CAJ - note from Bill - The choirs and the orchestra is conducted by Jessica Morgan, the guitars are conducted by Romana Hartmetz and I conduct the bands. When do you think we will see the cost for this to include rooms and charters? We would like to get this info out soon so we can start gathering funds. 10/8/14: > CJ - thanks for the quick response. We are awaiting a hotel decision from Book My Group. Already have some charter quotes in. As soon as the hotel decision is made, I will have CH complete the PTP. It should be to you (him) before the end of the week. > At some point, he is going to have to have the directors look over the number of participants I listed for each ensemble and let if they are close. If I was drastically in error on my estimates, I would like to update with MITP as soon as possible. If I am in the ball park, we are fine to wait and adjust later. Thanks, BJS. 10/13/14: > BJS sent PTP to CH. 10/14/14: > BJS completed PT Pack and emailed to CJ so she can send to Bill and also get his charter choice. 10/22/14 >CAJ - Let’s go with either Atlantic Coast whom I am familiar with or First Priority who has pretty good reviews. The difference in price is nominal. Either company works for me. From Bill. So 1) Atlantic and if sold out then 2) First Priority. 10/28/14: > This is going to K, so please review and proceed as needed. Need to mail CN before 10/31/14. Thanks! __x__ JM __10-28-14__ ___X_ HMS _10/30/14___ 11/24/14 >CAJ - Hi Cindy - I have just now had a chance to review our trip package. Everything looks good. We are not going to be prepare to send our first payment by December 1. January 1 will be more like it. I still have to send the contract to our risk management department for approval before I can sign the contract and send any payments. Subsequent payments should not be a problem. I will keep you posted. Thanks - William Strickler 12/11/14: > BJS asked CJ to make certain Bill follows up with Risk Management as BJS has not yet seen anything from their office to initial and return. 12/11/14: > Rec'd documents from Loudoun County for BJS to countersign, as well as several other forms, including an approved bus list. Of course the company we have under K is nNOT on the list. BSJ sent EM to CJ - Contract as marked up is fine, as well as the other forms that I need to complete: HOWEVER, the bus company they selected, First Priority, is not on their approved list. I am sorry, but this late in the process, THIS IS A MAJOR PAIN IN THE ASS that should have been addressed from the very first meeting. Of all the quotes we received and provided, only Gunther and Venture are on the list they provided. Their rates are just a few more dollars / bus than 1st Priority, so I will have Jude call tomorrow and see if either of them still have coaches available and if so, whichever one can accommodate, is who they will have to use. If not, we are back to square one. I will send the other materials / forms, etc. back once the bus issue is resolved. Bryan. __X__ JM __X__ 12/15/14: > BJS initialed all changes on the Contract and then scanned and emailed it back to Bill with all of the other required documents - Bill: Attached please find the signed Contract and supporting documents for the Music Department’s trip to Hershey. As your group is now UNDER CONTRACT, please send your group’s First Payment as soon as possible. In the event you are unable to send the entire amount prior to the Christmas Break, please send at least a portion as we have deadlines and deposits that are now due with your group’s vendors. Please note, as First Priority was not one of your county’s approved carriers, we had to make the change to Venture Tours as they were the only company left on the list that had coaches available. Their rate is $456 more per coach; however, since they are 55 passenger coaches, with your projected total of 165 total trip participants, you can fit on exactly three coaches. With First Priority, you were under contract for 4-54 passenger buses, so because of the extra seat on each Venture coach, you will need just 3 coaches and the end result is actually a savings to your group. Thanks again for the opportunity to be of service to you and your students. Best wishes for a safe and wonderful Holiday! BJS. > As this group is now UNDER CONTRACT, please review and proceed with CAUTION, for we do not yet have a deposit. Thanks! _x___ JM _12-15-14___ ____ HMS ____ 01/02/15: > Rec'd check #1511, $2,000.00 as partial deposit. 01/23/15: > BJS sent EM to Bill re: Performance Scheduling - Bill: Please see below. We were able to start the scheduling process this afternoon for your competition in May. I have made our initial selections (below), but I need know if any of these ensembles are NOT performing and how this schedule will work when student cross-overs are taken into account. Pay particular attention to locations as well, for the list from Music in the Parks does not arrange itself in chronological order. Please review and advise ASAP. While we are waiting for your answers, other groups can continue to schedule, so time is of the essence. Thanks for your quick attention to this. Ensemble Location Warm-up Performance Friday, May 15, 2015 Mixed Choir (MCI-HS-AA-C) Palmyra Middle School 6:40 PM 7:00 PM Women's Choir (WC-HS-AA-C) Palmyra Middle School 7:20 PM 7:40 PM Men's Choir (ME-HS-AA-C) Palmyra Middle School 8:00 PM 8:20 PM Concert Band (CBI-HS-AA-C) Hershey High School 9:50 PM 10:15 PM Jazz Band (JE-HS-AA-C) Palmyra High School 7:20 PM 7:45 PM String Orchestra (SOI-HS-AA-C) Palmyra High School 8:10 PM 8:35 PM Guitar Ensemble (GE-HS-AA-C) Palmyra High School 8:35 PM 9:00 PM Performance Locations Hershey High School 550 Homestead Road Hershey, PA 17033-0898 Concert Bands - Auditorium Palmyra High School 1125 Park Drive Palmyra, PA 17078-3499 Jazz Ensembles & Orchestras - Auditorium Palmyra Middle School 50 West Cherry Street Palmyra, PA 17078 Choirs - Auditorium Awards Hersheypark Arena, Saturday May 16, 3:30 PM. 01/28/15: > CJ, please read my email to Bill from 01/23/15 regarding competition performance times and follow up with him ASAP. > Put notes in system, and then let me know we have his answer(s). Thanks, BJS. 1/29/15 >CAJ - From Bill:I have students who play in both the concert band and the jazz band. Can we get from one high school to the next in time. Everything else should be good since it is at the same school. I will pass this onto the other teachers today for their input. 1/29/15 >CAJ - New message from Bill - Hi Cindy, Everything looks good. We may need to cancel our orchestra participation. We just do not have enough kids in that group. I will let you know for sure by the end of the day tomorrow. 2/4/15 >CAJ - Bill says he now has 100 persons going on this trip and would like to know how this effects his package price and what amount he should be sending in per person for the Feb 13? 02/04/15: > I need the approximate breakdown of Students and adults before I can refigure this. > BJS updated pax on Status Schedule to 100 and will adjust numbers in the system once we have CJs answer on students and adults. 2/4/15 >CAJ - per the booster parent - We will have: 100 students 10 Chaperones 3 instructors I know this adds up to more that the total bus seats. We are taking an extra vehicle with us, so some of the chaperones will be riding in that. And no orchestra students attending this trip. All other departments are going. Also bill has students who play in both the concert band and the jazz band. Can we get from one high school to the next in time. Everything else should be good since it is at the same school. Thanks, William Strickler. 2/9/15 >CAJ - Hi Bryan - just need the adjustment for Bill since his numbers are lower so he can get this payment sent in. Thanks - Cindy 02/10/15: > BJS reviewed numbers and then spoke with CJ. > With 113 total pax, we can drop comps from 6 down to 4, and then remove iPad and GTV dvd and rates will be unchanged. > BJS marked attachments accordingly. > CJ is sending Bill a dummy invoice to get him caught up. 02/11/15: > BJS canceled the 3rd coach, per group's instructions via email on 02/04/15. > BJS also reduced bloxck at the hotel from 50 DDs to 38 DDs. 2/11/15 >CAJ - Bill's Parent in charge is insist on a TOTAL Invoice for their trip - I have already advised her that we don't do that until the final room and participant forms are in for actual accurate numbers. But here is her email : I will not have a room list for a while but I need an invoice. The company we used last year sent us an invoice up front. Based on the number of students we have (100) we will need 25 rooms for them. Chaperones are 2/room (10 chaperones = 5 rooms) and teachers are 1 room each (3) So we need 108 (this make no sense) rooms total. We need to figure out the total cost that we need to charge the kids, so it is imperative that we get an invoice for the total amount of the trip ASAP. Jeannie. 02/11/15: > BJS emailed ESTIMATE to Bill, CJ and JAF. Made it clear that this was just an Estimate and Final invoice cannot be determined until we receive their form set which is due on 03/13/15. > CJ is sending on to the Booster Parent. 02/13/15: > Rec'd check #1521, $6,000.00. 3/17/15 >CAJ - JEan is trying to get all the forms done today. 3-20-15 >Rec'd Hotel Info. form, Room Lists and Final Pax form. >JM processed Hotel Room List Packet to include: 23 Q/92 pax 4 T/12 pax 5 D/10 pax 2 S/2 pax TOTAL 34 Rooms/116 pax (104 + 12) _03/27/15_ BJS _03/27/15_ _____HMS_____ 03/27/15: > Rec'd check #1535, $17,000.00 from Music & Arts Association. 03/27/15: > BJS emailed Final INV #5793, $7,092.00. Made due 04/15/15. > CJ, please send your copy of the final invoice to the parent who has been helping get this all together. Thanks! 05/12/15: > Rec'd check #1553, $7,092.00 > Pending no other changes, account is PIF.
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