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Wed Mar 23, 2016
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Butler High School Band-Chicago, IL-11-25-2015
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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
Vails Gate, NY
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
Wellsboro, PA
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West Grove, PA
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Westchester, IL
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Westminster, MD
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White Plains, NY
Whites Creek, TN
Wildwood Crest, NJ
Wilkes-Barre, PA
Williamsburg, OH
Williamsburg, VA
Williamsport, PA
Wilmington, DE
Wilmington, NC
Winchester, VA
Winter Park, FL
Winterthur, DE
Woburn, MA
Woodbridge, VA
Worcester, MA
Worthington, OH
Wright-Patterson AFB, OH
Wytheville, VA
X, PA
York, PA
York Springs, PA
Yorktown, VA
Zainesville, OH
OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
Dbl
Trip
Quad
Quint
Sext
Start
Date:
Time:
End
Date:
Time:
Contract
Due
Received
Deposit
Due
Received
Partial Deposit
First Payment
Due
Received
Final PAX
Due
Received
Final Room List
Due
Received
Hotel Info Form
Due
Received
Balance
Due
Received
Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Butler to Chicago = 460 miles / 7.5 hrs non-stop 1/5/15: > BJS added trip to system per conversation with Jeff and Todd while at Midwest. > While in Chicago, spoke with Doug Green from Heritage and he confirmed with Jeff that they are in the Parade. > Maurina Burnside will be our contact with Heritage and the group will be staying at the Wyndham Hotel Chicago. Used 87 rooms on this year's trip to NYC, so we should plan on 97 or so for the trip to Chicago. 87 included the 6 bus driver rooms. > CCIS has to purchase the parade package, hotel, hotel breakfast and parade dinner dance from Heritage, we can do the rest ourselves. 1/5/15: > BJS sent EM to Jeff - Jeff: Got your message and I am working on both trips. I know Chicago is most pressing and I am awaiting a few answers from Heritage in order to complete the package / proposal. I hope to be able to have Stephanie deliver something to you in the next week or so. I apologize for the delay, but answers have been hard to get during Holiday break – it seems as if everyone took off the entire week between Christmas and New Years’. Thanks for the well wishes regarding the Holidays being a bit tougher than usual. I know you were probably going through the same. To top it off, Hollie’s Aunt, (her Mom’s older sister) died on Friday, so I’m off to Thompson-Miller yet again tonight, then I will be driving Clare back to Indianapolis tomorrow. Thanks again, Bryan. 01/05/15: > BJS completed IOG. > Hotel is purchased through the festival company - this is a requirement in order to be in the parade :-( > JM, please send CQR to Anderson, Barron's and BMT for 6 coaches. > HMS, please review IOG and make attachments and calls as needed. > BJS to have PTP completed by end of this week so SN can share with Jeff. __x__ JM __1-6-15__ ____ HMS ____ 01/20/15: > BJS completed PTP Packet and ran rates(the old fashion way tahnks to Heritage). > BJS sent packet to Jeff and cc's SN. - Jeff: As promised, I have completed and attached the Pre-Trip Planning Proposal for the Band’s up-coming trip to Chicago. I hope you are well pleased with what we have put together. A few notes: • We will need to address the equipment truck and trailer as I have not included it in this packet. Since we are not in direct communication with the hotel and have to handle all hotel arrangements through Heritage, in the interest of cost, I thought we might want to discuss the possibility of having the truck and trailer stay out of the city. I know you and I have talked about this in the past. We are happy to proceed as you direct, just let me know your preference / decision. • I have compared this trip to this past year’s New York City package and the significant difference in the price is due to the fact that the Chicago Parade is a “Pay to Play” Parade and in Stamford, it was free. The fact that we are unable to work directly with the hotel and have to pay Heritage’s exorbitant prices is where the difference comes in. I know you are aware of this, but wanted to make certain it was in writing in the event any of the Booster Parents had any questions or concerns. Give me a call tomorrow and we can discuss – thanks!!! Bryan. 02/04/15: > BJS completed PTP Pack - K Version and emailed to Jeff - Jeff, take a look at the attached to make certain it is consistent with what we discussed last week. I have removed the Skydeck and dropped rates by $15pp across the board. I have also taken out all mention of the BOSE Headphones as well as the Rewards Program (Midwest). The coaches with BMT are under contract. Keep in mind that this does not include any arrangements for the equipment truck / trailer and driver. Also, are you opposed to us doing another Tag Along trip for Chicago? If not, we will get that together. Please advise if there is anything in particular you would prefer them NOT be a part of. Obviously, they will not be staying at your hotel, nor will they be a part of the Parade Dinner / Dance. I am leaving for OMEA in about 20 minutes and will be back in the office on Monday and if all meets with your approval, will get you a contract notebook next week when I return. Thanks and have a great rest of the week and even better weekend! BJS. 02/22/15: > BJS sent to CH for CN prep. 02/25/15: > BJS completed CN and SN will p-up and deliver to school tomorrow AM. > K and 1st Payment Due: 03/23/15, $30,000.00. 02/27/15: > Jeff called BJS - the package amounts on the agreement page do not reflect the $15 reduction we made when Skydeck Chicago was removed. BJS to fix that page and send to Jeff. 03/04/15: > BJS corrected the first page of the Agreement proper and then scanned and emailed to Jeff, SN and JAF. Also mailed original to Jeff. The invoices themselves were correct. 03/30/15: > Rec'd signed K, TPL and check #3264, $30,000.00. > As this group in now UNDER CONTRACT and $$$ has been received, please review and proceed as needed. Thanks! __X__ JM __X__ __X__ HMS __X__ 04/23/15: > BJS sent EM to SN - Stephanie: The Field Museum in Chicago just alerted us to the fact that they will not be able to have the Butler Band visit the Museum on Thanksgiving afternoon. The NFL schedule was just released and the Chicago Bears have a home game that day. Due to the museum's arrangement with the stadium, they are in close proximity to each other, they cannot accept any reservations that particular day. They apologize for the cancellation; however, it is beyond their control. The group's original package included the Skydeck; however, Jeff asked us to remove it so they could free up some time that afternoon, before their dinner at Medieval Times. This also created a cost savings for each person. Being Thanksgiving Day, our options are quite limited. Please share this information with Jeff and see if he would possibly like is to add the Skydeck back in. Obviously, the rate would need to be readjusted accordingly, about $6 or so per person. 04/23/15: > Per SN - Jeff says the Skydeck is fine. > BJS updated the rates on the Bible Screen by $6 across the board to cover the difference in cost between Field Museum and Skydeck. 6-29-15 > Rec'd check #3274 in the amount of $64,518.00 8/19/15: > SN spoke to Jeff this morning regarding the confirmation of the number of participants for Chicago. > Students - 246 (these students have paid into the trip, so this number is very accurate) > Staff, chaperones, children of chaperones - 54 (this number is an estimate, but Jeff says it should vary little from this, if at all) > Additionally, Jeff says he will have room lists ready early next week. 08/19/15: > BJS sent the Heritage Room List Form to SN so Jeff can use it rather than our form. 9/14/15: > SN spoke to Jeff Kroner (final call was a VM to SN) regarding the equipment driver's hotel needs. > Jeff says the equipment driver and his wife only need a room on Wednesday night and that a hotel outside of the city is preferable. The driver will depart for home after the parade on Thursday and the school district will cover all other driver expenses. 09/18/15: > Rec'd FAF. BJS put in HMS box. 09/24/15: > BJS emailed and mailed Final INV #5878, $108,312.00 and made due 10/1/15. 09/24/15: > A few minutes after BJS emailed INV, Jeff called and realized he left an adult off the room list. > Total Pax is now 292 = (247 + 44 + 1 escort) > RMS / PAX 58 Q / 232 11 T / 033 13 D / 026 01 S / 001 (ESCORT = Ken DeArment) TOTALS = 83 RMS and 292 Pax (247 + 44 + 1 Escort). Does not include Bus Driver Rooms (6) or the Sick Rooms (2). > Also rec'd HIF. > BJS updated RL and sent to Brendan at Heritage / World Strides along with the HIF. > JM, please process per SOP. > BJS emailed REVISED INV #5878, $108,692.00 and made due 10/1/15. > AS these numbers are now FINAL and GUARANTEED, please review and proceed as needed. Thanks!!! __x__ JM __9-25-15__ ____ TW ____ ____ HMS ____ 09/30/15: > Rec'd check #3328, $108.692.00. > Pending no other changes, account is PIF. 11/6/15: > BJS emailed INV #5916, $2,700.00 for the 45 Parade tickets at $60 each. Due: 11/16/15. 11-19-15 >Rec'd Check #3352 in the amount of $2,700.00 2-1-16 >Rec'd Check #11-24/1210 in the amount of $1,435.00 2-3-16 >Rec'd CHECK #12264 IN THE AMOUNT OF $2,590.00 FROM HERITAGE.
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