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General Trip Information
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Mon Sep 21, 2015
Trip Name
Fitch High School Band-Cincinnati, OH-05-05-2016
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Trip Notes
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Fitch HS to Louisville = 375 miles / 6.5 hrs non-stop Louisville back to Cincinnati = 100 miles / 2 hrs non-stop King's Islando to Fitch HS = 255 miles / 4.5 hrs non-stop 9/3/15: This quote request comes from Brad Gessner ,the Booster President. This a PRICE SENSTIVE quote, but hopefully gets us in the door to do our jobs. Austintown Fitch Band would like to obtain a price for a trip leaving Thursday May 5, 2016 and returning the morning hours of Sunday May 8, 2016 that includes a Thursday performance at the Kentucky Derby Pegasus Parade (we would submit the application) and a Saturday free day at King's Island. We would request Barron's Bus Line be the transportation provider for purposes of any quote. Friday would be a day open for any suggested activity. Friday evening we would hold the standard senior pizza party. All meals should be included in any quotation. The current band size is 158 members. Since this is an optional trip for band members, the more attractive the itinerary and cost are, the more students are likely to attend. Should you wish to submit a proposal please do so with an estimate based on 2 buses and also with 3 buses. 9/4/15: > BJS sent EM to Brad re: Baron's buses and the fact they are already holding buses for this group with Bob Rogers Travel. Brad: In yesterday's email, I mentioned that Barron's was booked the weekend of your trip. This is the case, however, I learned that they are booked for your group through another travel company. I have to ask: Has you decision already been made? If that is the case, there is no reason for us to go through the time, effort and hard costs of putting this together for you. We don't want to waste your time going through it, and we don't want to waster our time and money ether. Please let me know the status. If a decision has not been made, we can have something together shortly, if you have already made your choice, I will pull this trip out of the queue. Continued Success! Marty VerShaw 9/4/15: > Per Brad - We have not made a formal booking. We are comparing proposals at this time. Brad Gessner > Marty to let him know we are proceeding with quote. 9/11/15: > BJS completed IOG and sent to Brad for his review and comment - Hi Brad! I have attached to this email an Itinerary Outline Graph (IOG) for your review and comment for the band’s up-coming trip to the Kentucky Derby Parade in Louisville. We have years of experience working with this parade and doing trips for several large groups participating in this event. Since the majority of your activities will take place in the Cincinnati area, and rooms in Louisville this particular weekend are at a premium due to the Derby, we will place your group in a Cincinnati area property. I also understand that the arrangements with the parade will be handled directly by your group. If you would prefer that we handle these due to our experience with the Parade Committee, we are happy to do so. I would like to point out that for the past several years, most of our clients have stayed at the Great Wolf Lodge, in Mason, OH, near Kings Island Amusement Park. I know you are interested in a more budget friendly trip in an effort to get more participants than may have traveled in the past few years, so please keep in mind that this is a possibility. One thing that it does afford your group is admission to their indoor/outdoor waterpark which is always a huge hit with the students! As you will see, we have a full day of activities planned for Friday in Cincinnati, the Cincinnati Zoo & Botanical Garden, followed by a 2-hour Luncheon Cruise on the Ohio, and then a visit to the Newport Aquarium. The evening activity is a ballgame at Great American Ball Park where the Cincinnati Reds are playing host to the Milwaukee Brewers and dinner can be at the Stadium. If you would prefer something more cultural than a baseball game, the Cincinnati Symphony has a concert Friday evening and the program features the impressive Saint-Saëns' Organ Symphony. I would then suggest dinner at Buca di Beppo prior to the Concert. Saturday is a full day at Kings Island, prior to an evening departure for home. If you would decide to stay at the Great Wolf, I would suggest spending a greater portion of Friday enjoying the water park and then Friday evening could be the game or concert. This will give you more bang for your buck since the Great Wolf can be more expensive than typical accommodations. Some groups will keep one attraction on Friday during the day and then come back to the resort for lunch and all afternoon at the waterpark. As you know, we have spoken with Baron’s and they are holding coaches for your group through Bob Rogers Travel. I suspect that due to our relationship with Baron’s, since they are happy to have the business, regardless of travel company , that they would provide us with these same coaches. You can see that there are a lot of options and opportunities for your group and we always strive to give the group exactly what they want, so please take some time to review the IOG and the information above so we can proceed with guaranteed package rates based on the inclusions you want. We look forward to hearing from you soon, Bryan. 9/14/15: > Rec'd EM from Brad - > Why don't you price us the more economical hotel and the symphony and buco dinner option. We have our board meeting tomorrow evening. Thank you, Brad Gessner. > BJS updated IOG accordingly. > We will need to have the proposal to them for tomorrow night's Board Meeting. 09/15/15: > Hotel is selected and bus quotes are in, so BJS reviewed attachments and then completed rates. > Comps are going to be 1:20 ratio instead of our usual way of doing things. > No Headphones and no GTV since we are being bid this year and they are looking for the low cost option. > BJS also made Thursday's lunch en route on own as well as Saturday's Lunch in the Park. If they want to have us add them they are $10pp for the Lunch Credit en route and $12.50 for the Park Meal Voucher for Saturday's Lunch. > Security will also be listed as an option, Student Watchers, at $149 / guard / 6-hr shift. > BJS sent to CH for PTP Prep. 09/15/15: > BJS sent PTP Pack to Brad - Brad: Attached please find the Pre-Trip Planning Proposal for your group’s up-coming trip to the Kentucky Derby Festival’s Pegasus Parade and Cincinnati, OH. Your careful review of this information is very much appreciated. I hope you are well pleased with the high quality, very budget friendly trip we have put together for your group. Please know that unlike other companies, we will not share a proposal with our clients until we have all of their inclusions confirmed and our rates are guaranteed. I realize you are meeting with your Board this evening to make some decisions about the trip. Please feel free to contact me on my cell (724.991.6123) if you or anyone in the group has any questions or concerns. Thank you again for the opportunity to be of service to you, your students, and their parents. I look forward to hearing from you! Sincerely, BJS. 09/16/15: > Rec'd EM from Brad - Marty and Bryan We would like to thank you for the proposal submitted for the 2016 Fitch Band Trip. The price clearly was in the direction that we desire to permit a maximum number of our students to participate. However, a competing proposal was determined to offer a better value. It is our organization's intent to price out all trips in the future with multiple vendors. At this time we plan on a 2017 trip to include a performance and visit to Disney World and Universal Studios. We will be in contact once that planning begins. Sincerely, Brad Gessner President, Austintown Band Parents Club, Inc. > Please review and CANCEL everything as needed. __x__ JM __9-18-15__ __X__ TW _9/18/15___ __X__ HMS _9/21/15___
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