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Mon May 16, 2016
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Severna Park High School Band and Orchestra-Chicago, IL-04-27-2016
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Severna Park High School Band and Orchestra
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Trip Notes
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Severna Park, MD to Chicago, IL = 711 miles = 12 hours non-stop 10/6/15: > BT had nice qualifying conversation with Eric re: his email for Chicago trip. Situation at new school is better and he feels trip is a go - it's on their calendar. > He got quote from Worldstrides b/c "the lady was calling him incessantly" so he said go ahead. He knows we are proven and it sounds like he wants to stick with us. While he is getting a quote from them, the school say he gets to make decision and if budget works out he wants to go with us. Has had bad experiences with others and he knows we are good. > Dates: Depart Wednesday night, 04-13, 2016. Please correct the date above. My mistake this time. > Hotel for Thursday and Friday nights. Depart Saturday night and travel overnight. > Want a festival performance, doesn't have to be Heritage. I suggested Dixie Classic and they have a festival there that weekend. He's open. > He specifically mentioned wanting to see Blue Man Group and the Chicago Symphony. Apparently Hertitage is putting Blue Man in their proposal although I didn't see it in there. I poked other holes in their proposal of things he would have to add. > Secure multiple charter quotes. > Budget: as close to $500 incl. as possible was his comment. Perhaps unrealistic if he wants BMG and Chicago Symphony. 10/7/15: > Updated dates from Eric, something came up and bumped his original dates. > New dates: Depart Wednesday, April 27 and return on Sunday, May 1, 2016. > FYI - no Dixie Classic festival on that weekend in Chicago. 10/9/15: > TW, please contact Angie at the Hilton Suites about this group. > 28 DD suites > Arrive Thurs., 4/28/16, two nights, depart Sat., 4/30/16. > If she cannot accommodate, send specs to BMG. Thanks! __x__ TW _10/9/16___ 10/28/15: > BT scheduled in person PTP with Eric for Thursday, Nov. 5 at 2pm. 10/30/15: > Per Eric via BT re: competition groups > Symphonic Band (80) > Orchestra (55) > Jazz Band (20) > Marching Band (65). 10/30/15: > PTP presentation meeting is next Thursday, 11/5/15. > BJS completed IOG and made some preliminary attachments - Festivals of Music, Chicago Symphony, Blue Man Group. > TPW attached hotel. > BJS attached breakfasts at Hotel. > JM, please send CQRs to all of our DC metro area favorites. > JM, please make remaining attachments and then give to HMS so she can review and see who she feels she may need to contact prior tot he PTP being completed. > CH will need to have file no later than Wed., 11/4/15. Thanks All! __x__ JM __10-30-15__ ____ HMS ____ 11/5/15: > BT met with Eric today for PTP for Chicago. > He like the trip as is with the exception of Hard Rock. He requested Ed Debevic's, but I advised him that they are closing. He's not a Hard Rock of Planet Hollywood fan. HMS, any other suggestions for a group this size? > Charter choice is Hunt Valley/Gunther IF they can guarantee wi-fi coaches. If not, he would go with Atlantic Coast. 11/6/15: > Jude has answered charter question and requested K from Atlantic Coast. > BJS asked HMS and BT to keep me abreast of decision regarding Hard Rock replacement so we can keep this moving to the K stage. 11/6/15: > BT asked Eric about dinner options. He prefers Bucca but would be find with Bubba Gump. 11/12/15+: > BJS completed an IOG without the CSO Concert, leaving for home after the awards ceremony and show at Medieval Times. Did this since the Director was curious about how this would affect the rates and it is nice for someone to be able to see it and get a better feel for how this option would work. > I suspect bus prices will probably remain unchanged, but if he elects to go this route, we will definitely send it back out to his charter company choice to see if there is any change. > Rates for this option create a savings of $50 per person, across the board, so the rates would be as follows, student / adult: Qnt 449 / 384 Qd 469 / 404 Tp 499 / 434 Db 559 / 494 Sg 689 / 624. > BJS made no changes to the system - we will wait and see how he elects to proceed and then make any necessary changes. > BJS sent EM to Brett - See attached (IOG) and notes in system. Maybe this will get you back in his good graces. One other question you could ask, would he prefer the CSO Concert over Blue Man Group? There is a CSO concert on Friday night as well, so if he wanted to replace BMG with the CSO, we could do Skydeck, then Dinner, then CSO concert, all on Friday afternoon and evening. Another option, although this would not really save a whole lot of money, but get him both BMG and the CSO, would be to do BMG where we have it then have dinner, followed by the CSO concert. The return could still be on Saturday as I have it on the IOG attached, getting back to the school early Sunday AM. Deleting the Skydeck would save about $15 dollars per person (be sure to speak in generalities when it comes to prices). I am trying to make this all work for you and him. BJS 11/102/15+: > BT sent em asking about Bubca instead of IOG, so BJS needs to update IOG. Rates included the change to Buca from HRC. 11/13/15: > BJS sent EM to BT with IOGs attached - Yes, there is a Buca that can take his group just a few miles from the hotel and you are correct, it is a few dollars more than Hard Rock, but the prices I gave you last night included Dinner at Buca in place of HRC. I have corrected the IOG and attached it to this email. If he’d rather go back to HRC, the rates would drop by $4pp. If he keeps the original IOG, with the only change being Buca instead of HRC, those published package rates from the PP / PTP would actually increase by $4pp. Keep in mind, we also discussed the possibility of departing the school on Thursday morning instead of Wednesday night. An early Thursday departure (5 or 6am) would get him to Chicago in time for Dinner at Buca or HRC and then hotel check-in. There would obviously be a stop for lunch en route with a $10 meal credit. I have also attach and IOG for that, with Buca for the Dinner. Again, keep HRC and rates would drop by another $4pp. One or two of the Thursday attractions that are now missing (Field Museum, etc.) could possibly be fit in depending on the festival performance schedule, what time he decides to depart on Saturday, etc., but all of this will continue to create slight price variations. This No CSO & Thursday departure IOG would present the following rates (Student / Adult): Qnt $409 / 344 Qd $429 / 364 Tp $459 / 394 Db $519 / 454 Sg $649 / 584. This is $90 less per person than the trip you originally presented in the PP. I suspect there may be a slight change in the charter rates for this IOG since they are only driving thru the night on one end of the trip instead of two. Again, once he lets us know which IOG he is going to go with, we will send it out for a re-quote by his selected charter company. There are still quite a few possibilities out there, but at this point, we really need to know what is most important to him and his students, so we can get him exactly what he wants instead of doing more options, price revisions, etc. Thanks again, BJS. > Still made no changes to the system's attachments, times, etc. - will wait for client's decisions. 11/18/15: > BT received decision from Eric on which option her wants. > They will do the first option above, leave IOG the same, but remove CSO concert and depart early for an early arrival back at school. (see BJS note from 11/12). > He asked me to figure out how to spread adult cost among students as his boosters are adamant that chaperones don't pay anything for the trip. I gave him some advice on how to figure this out and advised that we should complete the rate worksheet together. > Please make trip updates so we can give him an official revision and proceed to K! 11/19/15: > Ready for K!!! > BJS updated IOG to the K version - they are going to delete the CSO Concert and head for home leave after the festival company's show at Medieval Times. > JM, we will need to get an updated rate and Contract from Atlantic Coast for this earlier depart for home IOG. It may not change at all since it is just a few hours difference. > BJS updated rates on bible screen. > As this is going to K, PLEASE carefully review and update all attachments as needed. > BJS wants to get K to CH today, so TPW can get the E-agreement to the client before Thanksgiving Week. Thanks! __x__ JNM __11-19-15__ ____ TPW ____ ____ HMS ____ 11/19/15: > IMPORTANT NOTE!! > Total PAX has been updated to 110 (90 + 20). Please update and procceed accordingly. ___x__ JM __11-20-15___ _____ HMS _____ 11/20/15: > BJS updated K version of PTP and the did INVOICES and sent to CH for K prep. 11/21/15: > BJS sent TPW - ready for E-Agreement to be emailed n Monday. 11/23/15: > TW sent E-Agreement. 12/4/15: > Rec'd signed E-Agreement. > As this is now UNDER CONTRACT, please review and proceed as needed, with a wee bit of caution, for the first $ is not due until 12/18/15. > TPW, please be sure to do the Festival of Music registration. I bekieve the ensemble information is listed in the notes above. __x__ JNM __12-7-15__ _x___ TPW _12/7/15___ ____ HMS ____ 12-21-15 >Rec'd check #5259 in the amount of $2,500.00 1/11/16: > Eric emailed BT this weekend and asked me to contact one of his booster parents re: some ideas for a couple tweaks to itinerary. > He was clear that any decision would have to be approved by him, but he values her input since she has some insight about history of program and their trips and he is new to the school. > She and I spoke this morning, very nice conversation. > Traditionally on their trips, they have one "mystery dinner" where the kids don't know where they are going, they get dressed up, etc. > We looked at the IOG and she proposes the following to Thursday of the trip: > Take out Aquarium (since we have that here) > Check in to hotel after Navy pier so kids can clean up and get dressed up for dinner > Dinner at Buca followed by jazz club style show at Constellation (or the like). She specifically mentioned this place b/c she called them to see if they could accommodate a group of their size. They don't serve food. However, this could mess with bus driver hours getting back to hotel too late. > OR - instead of dinner at Buca, find a place that could accommodate dinner with some kind of show (jazz music or something appropriate?) This options might be more friendly with bus driver hours. > Everything else looks good. Eric kind of blew it and already told the kids about Blue Man Group - that would have made a good mystery show. Oh well. > Please advise and I will EM Eric and this parent so they can confirm any change. 01/18/16: > Brett, Going to the hotel on arrival day and then back into the city is NOT a good option due to bus driver hours, etc. > Jazz clubs and student groups are a bad mix due to alcohol service. > All of this would be pending availability of course, but here is what I would suggest: >> KEEP Thursday as planned. >> Friday evening, instead of Gino's and Skydeck, for the surprize, do the Dinner / Show at Tommy Gunn's Garage. (Check out their website - it is a gangster style dinner show set up as a speak easy and we have sent several groups there in the past and they really enjoyed it). They will already be dressed up since this is performance day and they are going to Blue Man earlier that day. >> Festivals of Music is currently working on performance schedule, so once that is more complete - hopefully in the next week or two, we can consoder some moves, again pending availablity, with Gino's, Skydeck, etc. > PLease share this with whomever makes the decisions and then we will proceed as we are able based on contracts we have already signed with our vendors, etc. Be advised, there may be some minor rate adjustments as well. 2-1-16 >Rec'd check #5283 in the MOUNT OF $31,104.2-26-16 >Rec'd Final Pax and hotel Info form 2-29-16 >Re'd Room Lists 3/1/16: > BT got email from Eric today asking if I had ever heard from his parent who had asked about itinerary changes. See note2 from 1/11 and 1/18 above. > I told Eric that I had never heard back from her after I had emailed her the options from the note on 1/18. > So they met today and, if possible, would like to make the following two changes: -Thursday - dump aquarium in place of Skydeck, then to Gino's for dinner, then to hotel - Friday - dinner at Tommy Gun's Garage after Blue Man Group. > Any cost associated with these changes (if they are even possible?) > I'm not sure what took them so long on this...I had assumed they weren't making changes when I never heard back. 3-2-16 >JM processed Hotel Room List Packet to include: 14 Qt/70 pax 3 Q/12 pax 0 T/0 pax 10 D/20 pax 2 S/2 pax TOTAL 29 ROOMS/104 pax (82 + 22) __X___BJS_3/15/16____ __x___TPW__3/9/16___ ___X__HMS__4/3/16___ 03/15/16: > BJS reviewed numbers and all within K minimums, so no changes necessary. No GTV as it was never included. > BJS emailed and mailed FINAL INV #5970, $28,042.00 and mnade due 3/25/16. 3-31-16 >Rec'd Check #5324 in the amount of $28,042.00 04/21/16: > Decided they want 1 security guard / night. > BJS placed order for Student Watchers. > Sent INV to Group, #6008, $350.00 and made due 05/06/16. > Sent CONF from SW on to Eric. 5-2-16 >Rec'd Check #5341 in the amount of $350.00 5/16/16: Trip de-brief with Eric: > trip went well, good feedback at festival > parents liked that all time was accounted for > NFL draft was that weekend, some traffic - but no other issues. > reminded him to complete tour eval. > some feedback at booster mtg. from parents (I think they are pushing/testing since Eric is new). Some parents thought they could do it cheaper on their own. Eric said that may be the case, but doesn't have all of the inclusions. He loves us, ultimately Eric is the decision maker. So I don't see any issues moving forward. > Some parents wanted some kind of theme park. Eric's first priority is educational value. > He's thinking big trip every other year, maybe an overnight to NYC next year? Parents want big trip every year. (i'm on their side on this one!) I think they used to do Dinsey every year. > Next year they move into new school, so it's going to be a big year for them...don't need a big trip. > I mentioned Universal Stars - perhaps best of both worlds. > He has a couple more booster meetings before end of school year, if parents push, then he will do a bigger trip - but they have to be more involved with fundraising. > Will check back in mid-June to see what the verdict is.
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