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General Trip Information
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Thu Jun 09, 2016
Trip Name
Hickory High School Choir (VA)-Myrtle Beach, SC-04-07-2016
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Trip Notes
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( E-Mail Corporate )
Hickory HS to Myrtle Beach = 350 miles, 6 hrs 7/27/15: > BT spoke to Dave Cowell re: 2016 travel > Destination is Myrtle Beach, SC > Wants to compete this year, Fiestaval > 65 students + 10 adults > no budget in mind, needs 1 single comp. (director) > Adventure bus has an 81 pax double decker coach. Look into that as well as other traditional coaches. > April 7 depart EARLY, Return midnight on Saturday night > Beachfront hotel is a must > In addition to Festival, beach time (relax), Broadway at the beach and/or Barefoot landing (shopping) > Last time they saw a Cirque style show, kids liked it. Medieval Times would be good. NO Grand Old Opry style show. > All inclusive meals. Stay away from Planet Hollywood, Hard Rock is okay. > School starts Sept. 7, would like a proposal close to that if possible. (Perhaps I could deliver this one and visit some other clients in that area?) 08/07/15: > BJS completed IOG. > Hotel, Westgate Oceanfront Resort, has been confirmed by BMG. > TW, see BJS about attaching Fiesta-val and their various packages, etc. Also, now that IOG is complete, attach breakfasts. > JM, CQRs to Venture, FunTours and Newton please. With Venture - get quotes for 1-81 as well as 2 - 55s. > JM & HMS, please make remaining attachments and calls, etc. as needed. > Brett will be in the VA Beach area next Wednesday and Thursday and is trying to schedule a face to face meeting with Dave Cowell, the Director, so we are trying to get this to CH by Tuesday, 08/11/15. Thanks. __x__ TW _8-7-15___ __x__ JM _8-7-15___ _X___ HMS _8/12/15___ 8/16/15: > BT got email from Dave asking for status of proposal. Since I didn't get the face to face, how should we proceed? > Let him know that BJS will EM it to him later this week and CC you on the packet when I send it to him. 08/18/15: > BJS reviewed attachments and then ran rates. > EM'd CH that we are ready for PTP - no PP required. 08/20/15: > BJS completed PTP Pack and EM'd tp Dave and cc'd Brett - Hi Dave! I am sorry you were unavailable to meet with Brett last week when he was in the Tidewater area. I think the two of you are really going to like working together. He will probably be back in the area before VMEA. We will also be hosting an event in Norfolk during the conference, so I am sure we can all meet up there – more info to come on that once we have a chance to see the preliminary conference schedule. Attached please find the Pre-Trip Planning Proposal for your group’s up-coming trip to Myrtle Beach to compete in the Fiesta-val Competition. This package is based on the information you shared with Brett a few weeks ago. Your careful review is very much appreciated. Brett will follow up with you early next to see if you have any questions or concerns. As you well know, we can make any changes you may want or need. Be sure to let us know ASAP if you want us to secure the 81-passenger coach from Venture – since they have just a few of these in their fleet, the availability is extremely limited, so a quick decision on the coach(es) is important. Thanks again Dave, we really appreciate your continued support of CCIS. Sincerely, Bryan 8/22/15: > Email from Dave following up on emailed PTP > They choose the 81 PAX bus from Venture, please secure that > Would like Group Travel Video removed > They would like to leave at 4am if possible to arrive around noon and have some more shopping time before checking in to hotel > He is working on his end to secure trip approval within 30 days. 08/22/15: > BJS marked GTV INACTIVE. Student package rates dropped $10pp because of no GTV. BJS marked accordingly and also created PTP K Version. > Client requested a 4AM departure from the school; however, 6:30AM is the earliest as the Driver can be on duty no more than 15 hrs a day and with Medieval Times show that evening not ending until at least 9PM, he will not be off duty until 9:30PM at the earliest, so he is already at his max. > JM, please secure K from Venture for One 81-passenger coach. > As this is going to K, please review and proceed as needed. > CN to be mailed the first week of September. ___X_ TW _8/24/15___ _x___ JM __8-24-15__ __X__ HMS _8/27/15___ 8/22/15: > BT advised Dave of removal of GTV and 6:30am as earliest departure time due to bus driver hours. 09/13/15: > BJS sent to CH for CN prep. 09/14/15: > TW emailed Tour Agreement. 10/5/15: > BT checked in with Dave re: trip approval and contract since he said he should know by the end of sept. > He replied that application never left building b/c it was lost. He resubmitted and will advise asap. 10/14/15: > BT sent Dave a reminder since according to contract 1st payment is due in one week. > His response: Brett, I’m not sure what you’re talking about. I have no contract that I’ve signed yet. I have no information on payment dates. I also haven’t collected any money yet as my trip hasn’t been approved yet. It will be a while after the trip gets approved that I will have the funds to pay for a first payment. Our first payment has never been due this early. Why the change? > Looking back in my notes, he did tell me he received contract and was awaiting approval. I explained that I simply put due dates in my calendar to remind clients of due dates. > I asked if he needs us to send contract again. I told him we will do our best to work with his schedule. 10/19/15: > BJS sent Em to Dave to explain Brett's email - Hi Dave! Brett forwarded me your email from last week when he sent out his reminders about up-coming payments, etc. I have explained to him how your school system requires that trip approval be received before you can collect student funds, etc. Please know that we will accept your signed contract and payment(s) as you rare able you send them, as we have always done. As you know, the Contract was always sent as a part of your Group Leader Handbook (3-ring binder) and is now sent as an electronic document. Once the e-agreement is signed and returned, we are then sending the Handbook, which includes the invoices. I can understand and apologize for any puzzlement when Brett was mentioning a payment and you haven’t yet received any invoices in light of the fact that you have to wait for trip approval before returning the contract. Please give me a call if you have any questions or concerns and I will be happy to help! I look forward to seeing you in Norfolk. All the best, BJS. 10/21/15: > Rec'd signed Agreement. > As this is now UNDER CONTRACT, please review and proceed as needed. We have not yet rec'd their 1st payment. It will probabky be a few weeks before that comes in. __x__ JM __10-22-15__ __x__ TPW _10/23/15___ _X___ HMS __10/28/15__ 10/30/15: > Rec'd TPL. > TPW, if you have not already done so, please complete and submit the Fiesta-val Application. ____ TPW ____ 11/3/15: > BT received email from Dave. > He may have some more interest in his trip, potential for numbers to go up. > They have 81 pax bus from Venture, he asked about options if the has closer to 100 pax. > JM confirmed that Venture has 2 55 pax available if Dave wants to switch. > BT sent PPBC to Dave so he can compare, will advise if he changes. 11/12/15: > Dave asked if 2 55 pac coaches are available for them to switch to. > He should have final decision by tomorrow. > JM, do we need to check and see if they still have them? 11/16/15: > BT received email from Dave. > Go ahead and switch to 2-55pax coaches from Venture. > Updated numbers - Roughly 90 + 10. 11-19-15 >Rec'd Check #1180 in the amount of $11,290.00 12/23/15: > BT received email from Dave re: groups at Fiestaval: Hey Brett, I looked at the info based on what I can log into for the Fiesta-val site. I'm currently only registered as bringing one group - Mixed Chorus Open Division. I had always planned to compete in multiple categories, but had not been asked about it yet. According to Fiesta-Val, we can bring up to five groups for competition. I plan to bring: Mixed Chorus - Division IV Mixed Chorus - Open Division Treble Choir Men's Chorus Chamber/Madrigal Choir Please let me know if this can be changed as it affects the entire purpose of the trip for us and I have based my musical selections for the spring on this competition. Thanks, dave > He seems to think he never shared this info with us or perhaps we never asked for it. > It's not anywhere in the notes above, perhaps Fiestaval hasn't asked for it yet? > BT forwarded EM to TW for his review. Please advise if I need to tell Dave anything. > Here's Dave's ensembles and approx. numbers: Mixed Chorus - Division IV - 45 Mixed Chorus - Open Division - 27 Treble Choir - 19 Men's Chorus - 13 Chamber/Madrigal Choir - 27 > There will be some crossovers. 01/13/16: > Rec'd check #1186, $14,284.50. 2-9-16 >Rec'd Hotel Info. form, Room Lists, Final Pax, and Allergy Form 2-10-16 >JM processed Hotel Room List Packet to include: 18 Q/72 pax 6 T/18 pax 4 D/8 pax 2 S/2 pax TOTAL 30 ROOMS/100 pax (81 + 19) __X___BJS_3/3/16____ __X___HMS__2/23/16___ __X___TPW_2/23/16____ 03/03/16 > BJS emailed and mailed Final Invoice #5953, $28,473.50 and made it due 3/21/16. > Since numbers were significantly higher than K projections, BJS gave credit for an extra Single Adult Comp Package. 03/21/16: > Dave pointed out that comps were really screwed up on the final inv, so BJS reviewed and fixed then emailed revision. > INV #5953, $26,646.50 (got two double comps and 1 single comp). 3-29-16 >Rec'd Check #1193 in the amount of $26,646.50 4/22/16: BT - Trip de-brief: > really well > Medieval Times thing: really pleased with how it was handled (couldn't imagine having to do it himself) > In hindsight, probably would have scheduled it differently...but couldn't ask for it to be handled better. > only questionable - Venture - buses (nothing to do with us) 1/2 hour late. Never got ask them why they were late. > Next year - thinking about either Orlando or Atlanta or Nashville. School calendar not out yet, end of May/early June BT will touch base.
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