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General Trip Information
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Fri Mar 25, 2016
Trip Name
Largo High School Band and Choir-Niagara Falls ON, CN-06-09-2016
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Largo High School Band and Choir
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Trip Notes
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Upper Marlboro, MD to Buffalo, NY = 405 miles / 7 hrs non-stop Buffalo, NY to Niagara Falls, ON, CN = 24 miles = 30 minutes non-stop Niagara Falls, ON, CN to Toronto, ON, CN = 76 miles = 1.5 hours non-stop 10/28/15: > BT spoke to Brandon today, Stan referral. Nice qualifying conversation. He's not really into competition, was frustrated when talking to Heritage and others b/c they are always trying to get him to be in a festival. So he liked what he heard as I explained what we do. > They are planning a performance tour with band and choir for early June. > 110 students + 20 adults, want us to secure charter quotes. > He is from Buffalo and have arranged for his groups to perform at his church on Sunday, June 12 at the 10am service, (Mt. Olive Baptist) church will feed them lunch before they depart for home. > Depart early Thursday June 9, 2016 (5am or earlier if necessary). > Looking for performance opportunities in the area for Friday and/or Saturday and sight seeing things in Buffalo/Niagara. He mentioned Maid of the Mist, Canada's Wonderland, Clifton Hills, and Marine Land. > Could stay in either Buffalo or Niagara Falls area, flexible here. He mentioned staying in Buffalo Thursday night, then in Niagara on Friday and Saturday. It seems to me that staying in Niagara as a "home base" would make more sense. > The reason for Toronto is he mentioned trying to have kids go to/perform National Anthem/Canadian Anthem at a Blue Jays game. Not a necessity, just trying to put together varied experiences for the students and he likes the "traveling internationally" thing. I get the impression he wants his school/groups to have an impressive resume. > Return to Buffalo Sunday am for performance at church and lunch (provided by church) before heading home. > Budget - he said $350 to $400. I'm not sure how realistic this is, but the first thing he said was we want to take charter bus to "save money". Did he really think they could consider flying? Perhaps a suites hotel could help with the budget. Anyway, he sounds like a busy guy and if we can put together a nice tour for them and take all of planning out of his hands, I think we have a good chance even if it's over his original budget. He liked the idea of all-inclusive and the transparency of the charter cost. 11/2/15: > Spoke to Brandon re: numbers and ensembles. > Mixed choir, about 40. Mostly gospel and "inspirational" music mixed with some classical, folks/foreign language rep. Heavy on gospel though. > Jazz band, about 20 - jazz with lots of soul and funk numbers. > Marching band - about 40. HSBC style with lots of contemporary tunes. > The 20 kids in jazz band are all crossovers marching band, so looks like a total of 80 kids + 20 adults total. There are more kids in the program, but this is his estimate of how many he thinks will travel. 11/13/15: > BT schedule in person PTP for Monday, Nov. 23 at 10:00am 11/16/15: > BJS updated count to 110 (90 + 20). > BJS completed IOG. > JNM, please send CQRs to the DC area regulars. > Make attachments as needed and then HMS can make calls / updates as she determines necessary. > TPW, please attach hotel and breakfasts, also performance opportunities, etc. Thanks All. > BT is meeting with client in perso for PP presentation on Monday, 11/23/15. __x__ JNM __11-17-15__ __X__ TPW 11/18/15____ _X___ HMS _12/9/15___ 11/20/15: > BJS reviewed attachments and then updated as needed and also updated IOG since Maid of the Mist is now in USA,, not Canada. Adjusted attachments, but made no calls, sent no emails, etc., so if we get this trip, be sure to note changes with your vendors, etc. > Sent to CH for PTP & PP prep. 11/23/15: > BT had in person meeting with Brandon + BD and one band parent. (not sure why she was there - mostly to ask dumb questions it would seem) > They liked the proposal and did not scoff at the price. They definitely appreciated the transparency. > BD had concern about jazz band and marching band performing at VA Hospital. Not sure if this would be appropriate. Perhaps bands could go somewhere else while choir performs there? Brandon mentioned two local high schools that would still be in session - Buffalo Visual and Performing Arts HS and City Honor HS. > He already has video of National Anthem on You Tube. They mentioned maybe having choir audition for tha and band auditioning for Canadian Anthem. Not sure if this is possible. > A few concerns: this trip is during their finals week and BD has come kind of commitment on June 10. There was talk of moving the trip back a week (June 2-5 instead). It seems like there was some miscommunication between Brandon and the BD re: dates. > Obviously if this is the case we would have to start over, and I made this clear to Brandon after BD had left. I made it clear that we would want to make sure they were "committed" to us for the trip. > Once we were clear of the band mom, I also suggested that if Brandon took the trip with just the choir (1 bus) the price would likely stay the same. He said that may be an option. > He is going to solidify the dates with BD and principal and get back to me after Thanksgiving. It sounds like he wants decisions made before Christmas break. 11/30/15: > BT received an email from Brandon with the following inquiries: > What are the possibilities of holding the trip a week later (pending Administrative approval) June 16-19th?This would free the school of responsibilities of final exams. > Is there a possibility we could leave with early in the morning (2-3 AM) or late in the evening (9-10PM)? I assume this would be to get rid of a hotel night? > What events or outings could we possibly trim or eliminate off of this trip (Medieval Times?) to get the trip to an estimated $350-365 per student.. I am still sensitive to the fact of student passport and transportation costs. BT will inform him that students under 18 are not required to have a passport. > Please look into the following other Buffalo NY venues for performances…. City Honors School and Buffalo Visual and Performing Arts School for a in school concert. > Obviously we need to have firm dates before moving forward with a revision, but I'll also need to have some cost cutting options. 12/1/15: > BJS replied - Most anything is possible, but until his dates are confirmed and approved by his principal, we can do nothing more. We will also need to know if band & choir are both participating or is it just one or the other. Will also need updated numbers based on which ensemble(s) are going. I am concerned over the late dates in regards to the schools in Buffalo – they may very well be out of school by then or so close to the end of their year that they may not want any visiting groups coming into the building – I guess this would depend upon the building principal. Passports are not required for anyone under 18, so he needs to get that out of his train of thought – I know you have told him this on several occasions, but he must not listen – (send him the attached – this is also in AE Dropbox). That is $100 that he need not worry about. As for cost cutting, see sentence #1. 1/10/16: > BT got a reply from Brandon re: Niagara trip: > Still planning to go, June 9-12. He has two itinerary options (changes to what we presented) that he sent. Includes departing Wednesday evening and travel overnight. Wants to know if they are "too ambitions". Translation - how will they affect price (I'm speculating). I asked him to get back to me with any change in passenger count and budget. > Bus quote will likely go up, plus we would have to add breakfast on Thursday morning. > He has a parent meeting tomorrow night (1/11) at 7pm. Can we get a revision (or at least an idea of cost increase) for these options before that meeting? > I think even if we could say Option 1 would go up by about $X, Option 2 would go up by about $Y...perhaps that would encourage him to stick with the original proposal (or something close to it). > Notice performance at VA Med Center is not in either option, he has a couple other suggestions. > Option 1: *** Depart Largo HS on Wednesday June 8th at 10pm Thursday June 9th 8:30AM--Breakfast at a Cracker barrel, Ihop, etc 11am-12:30pm- University of Buffalo Tour http://admissions.buffalo.edu/visit/groupvisits.php 1:30-8pm- Niagara Falls Tour Maid of the Mist Journey Behind the Falls Meal at Hard Rock Cafe Clifton Hill Street of Fun Park Hotel Check In by 9pm.... Lights out at 11:30 PM Friday June 10th Breakfast @ Hotel by 8 AM Depart for Toronto @ 8:15AM York University Tour 10:30-12pm - Lunch on campus? 1pm-5pm CN and Eaton Center- Lunch at the center? 6-7:30pm- Perform for Blue Jays Game- Dinner Meal? 8-9:30pm- Toronto Mass Choir Rehearsal- TBD Return to hotel by 11pm... Lights out by 12 Midnight Saturday June 11th Breakfast @ Hotel by 8:30 AM 9:30-11:30AM- Perform at Roswell Park and ECMC in Buffalo NY 1-6pm- Tour and enjoy Buffalo and Waterfront and lunch in Downtown Buffalo Dinner at Old Country Buffett Amherst NY @ 7pm Return to hotel by 9pm ...Lights out by 11PM. Sunday June 12th Breakfast @ Hotel by 8:30 AM and Hotel Check out by 8:30 AM 10AM- Service and Performance at Mount Olive Baptist Church in Buffalo NY Meal provided by the church Depart for Maryland between 1-2:30pm following dinner at church > Option 2:Thursday June 9th 8:30AM--Breakfast at a Cracker barrel, Ihop, etc 11am-12:30pm- University of Buffalo Tour http://admissions.buffalo.edu/visit/groupvisits.php 1:30-8pm- Niagara Falls Tour Maid of the Mist Journey Behind the Falls Meal at Hard Rock Cafe Clifton Hill Street of Fun Park Hotel Check In by 9pm.... Lights out at 11:30 PM Friday June 10th Breakfast @ Hotel by 7:30 AM Depart for Toronto @ 7:45AM York University Tour 9-10:30AM 11AM-8pm Canada's Wonderland Saturday June 11th Breakfast @ Hotel by 7:45 AM Depart for Toronto by 8AM 10:30-12PM-CN Tower 12:30-3pm Perform for Blue Jays Game 4-7pm- Tour and enjoy Eaton Center Sunday June 12th Breakfast @ Hotel by 8:30 AM and Hotel Check out by 8:30 AM 10AM- Service and Performance at Mount Olive Baptist Church in Buffalo NY Meal provided by the church Depart for Maryland between 1-2:30pm following dinner at church 2/1/16: > BT heard back from Brandon, he was very apologetic for not touching base sooner. > His parents gave favorable response to trip at his meeting and he submitting to school board for approval since he is asking that his students be able to take their exams early. He is also hoping to start collecting deposits this month. > HOWEVER, his parents want the cost to be closer to $400. I explained delicately that this is basically unrealistic, especially for his option 2 which is the one he liked better. If he wants cost to go down by hundreds, he needs to take a shorter trip. > He will keep me informed about approval and itinerary changes. > I did get charter choice - Atlantic Coast. > He also said this trip will most likely be choir only, about 40 participants. 1 bus. > I told him we really can't move forward with a revision until he gets approval and lets us know exactly what he wants for the trip. 03/07/16: > BJS sent EM to BT for status update - we need a go / no go decision on this trip ASAP! 3/7/16: > BT spoke to Brandon at length today, this trip is a NO GO. Cancel all. > According to Brandon, the school board said that since this trip is "international" they have to use Globetrotters. This must be the group on the PG County vendor list that groups have been locked into using. > Brandon is frustrated b/c he wasn't told this until last month, has tried to get a travel quote from them to no avail, can't get ahold of the same person he spoke to, and the school board won't budge. I think he was hoping to put our package against theirs to argue for our value (he was very impressed by my presentation and liked that he knew what he was getting). > That being said, when the fuck was he going to tell me about this? Maybe we could have stepped in and made some contact with their school board....who knows. > He just emailed me a bus quote he got from Angelic Luxury Coach for $4875 per coach incl. driver room. > He will keep me posted on any updates. He has already collected a deposit from his kids, so he mentioned potentially doing something more local (overnight to KD or BG). > Maybe if he wants to try this Niagara thing next year, we could start earlier and intervene somehow. Sounds like there's some strange connection with this Globetrotter thing. 03/07/16: > Please review and CANCEL ALL as needed. (read note above if you really care). __x__ JNM __3-9-16__ __x__ TPW __3/9/16__ __x__ HMS _3/25/2016___
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