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General Trip Information
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Tue May 30, 2017
Trip Name
Stonewall Jackson High School Band and Orchestra-Nashville, TN-03-29-2017
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Stonewall Jackson High School Band and Orchestra
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Trip Notes
( Print Note )
( E-Mail Corporate )
Manassas, VA to Nashville, TN = 640 miles/ 11 hours non-stop 5/16/16: BT spoke with Jennifer re: Nashville: > Wed. April 19 (evening), return Sunday, Apr. 23, 2017 > 88 students + 12 adults = 100pax. (This is what they planned for last time but ended up with about half) > $600 is budget. I expl. all inclusive and value of kids not having to bring more $. She understood and thought closer to $700 would be okay if all inclusive. Low income area - budget is a big concern. > She is open to other destinations - perhaps a less expensive trip would get more kids involved. I suggested Myrtle. > Clinic/perf. is fine, she knows that is more budget friendly. > Last time had an escort - didn't really contribute. I expl. that we can do this, but our trips are so well organized it's not needed. > Hotel - no windows that open! > She is avail. Friday after 1pm. Would like to visit with IOG to discuss primary goal. Nashville, or more kids involved? If more kids, perhaps another destination would more attractive. > BT discussed with BJS - we came up with an IOG, will set meeting with Jennifer to discuss on Friday. 05/16/16: > BJS and BT created a quick IOG as he is wanting to meet with this client on Friday for a face to face and have something in hand to share with her. > Budget is to be absolutely no more than $700pp inclusive. 5/20/16: > BT met with Jennifer in person to share IOG generated by BJS. > Very positive meeting. Also left her with Phil's Nashville itinerary and a Myrtle itinerary. > Showed her Prezi and Skyline PTP to explain added value programs > Only question mark on Nashville IOG is Country Music HOF - not sure if kids will like it. She mentioned Dollywood, BJS and BT talked about that but too many driver hour issues with very little time in park. > BT shared this with Jennifer, and mentioned Gatlinburg/Pigeon Forge as a destination. Not sure if that will be an easy sell to her demo. > She liked our Myrtle idea - either clinics en route, or festival. She has to check if school will allow it b/c of water. There was a time when they weren't even allowed to stay at a hotel with a pool! She will check. > School is out June 17, wants to make a decision 1st week of June so kids will know destination and price over the summer. She asked about payments - I guess I spoke too soon, that what's next sheet would have come in handy! :-) I explained the general schedule of payments/deposits. Will be tricky with end of the school year upon us. > She and BD will discuss destinations and get back to me with decision and booster meeting date. (he does USBands stuff BTW, so she will mention our partnership to him and membership reimbursement) > I told her I would touch base next week. I have a feeling that we are first to the table here and she liked what we offer, esp. all-inclusive. She and BD discussed and he likes this too. 5/23/16: > BT received EM from Jennifer re: our meeting last week. > She and BD discussed best options for their trip. > First, they want to change dates to March 29 through April 2, 2017. Since it's early than we discussed, they fell Nashville is best destination for them. > They were not really interested in the Country Music HOF. They are, however, interested in seeing the Nashville Symphony if it doesn't break the bank and is possible in the itinerary. > If you think this change would put them over $700/pp, I can advise her before proceeding to proposal. 5/26/16: > BJS and TPW reviewed and updated IOG. > TPW sent to BMG for hotel. > JNM, please send CQRs to DC Area regulars - this school is in Manassas, VA, a DC suburb. > Please review and make attachments / updates as needed, then return to BJS, _x___ JNM __5-26-16__ __X__ TPW _5/27/16_ __x__ HMS ____ 7/28/16: > Jennifer sent BT and email checking on status of proposal (I was actually thinking about this one today). > She says she narrowed down the companies she is considering, and is down to 2 different ones (first mention of this, but not surprised since we're trying to steal her from that other company from VMEA). > She wanted to give us a better idea of the types of activities and food options she'd like to go with. After hearing lots of suggestions she has a better idea of things that I think her kids will like: aquarium, Dave and Busters, Belle Meade (with cannon demo if possible), the Ryman, RCA Studio B, college tour, Nashville Symphony, the mall, and a ghost tour (not Country Music Hall of Fame). > With dinners, she realizes that the "fun" restaurants can be pretty expensive, so they would like to do 1 "fun" dinner, and the rest can be budget options like Golden Corral, unless it is really financially possible to squeeze in more. > She'd like to go the all inclusive route with the meals. She and BD talked, and decided it was a much better idea to be able to say no extra money required rather than "save" the kids money by not including lunches. This is a + in our favor! 7/28/17: > Jennifer is out of town Aug. 2-11. We are planning to meet on the 12th or 13th at this point for PTP, so no rush. 8/7/16: > in person PTP scheduled for Saturday, 8/13 in the afternoon. 08/11/16: > BJS reviewed IOG and updated attachments as needed and then ran rates and sent to CH for PTP prep. Will also need PP. 08/12/16: > BJS sent PTP and PP files to BT for tomorrow's meeting. 08/13/16: > Good meeting today with Jennifer and her husband (who is a middle school BD). > She liked the trip, liked that the kids would be busy. > I pointed out that even with her most expensive charter choice, we were still under her budget of $700. > She has used Martz before, but asked about Richards. I remember that they don't do overnight to NYC, but wasn't sure if that was for all destinations. Wants us to ask for a quote if they do. Her husband knows someone who drives for them or something. > Wants to add 1 security guard. > She did get other quotes, one was really high and they weren't transparent about the charter cost. They actually told her it was illegal for them to divulge the bus cost to her. Not sure about the other, but when I asked how we compared, she said she is really pleased with our "hands on" approach and the fact that she feels like she knows me. Her husband said it was nice to talk to a band director. > In short, I think we got this. She's going to share with the BD at her school (who couldn't come today). BTW, she thinks he has done some USBands stuff, so that's another plus in our favor. > Apparently this school's choir travelled with us back in the early 2000s...she was asking if those points would count toward the rewards program. I said it might be too long ago, but I would check. 8/16/16 > CH emailed Brett that Richard's Bus is SOLD OUT over their travel dates. 8/18/16: > Good news! Jennifer shared our info with BD and they are going with us. She asked for next step. > BT asked for charter choice. Pending her word of that and no changes to IOG, this will be ready for K. 8/19/16: > Martz is charter choice. > Ready for K. 9/28/16: > This groups is still waiting for K. BJS and BT are seeing her on Sunday at the Nats game event. 09/29/16: > BJS completed TO K Version as well as 1st & 2nd Payment INVs. > BJS renamed the IOG to K Version. > CH, ready for K. (We will send the E-Agreement today, but BJS will also take the Notebook with him this weekend to hand deliver since the director and her husband will be at the baseball Event in DC). > Since this is going to K, please review and proceed as needed. _x___ CH 9/29/16____ __x__ TPW _9/29/16___ ____ HMS ____ 9/29/16: > TW sent E-Agreement 10/5/16: > Client signed E-Agreement. 10/6/16: > BT received email from Jennifer, she signed K but noticed that security guard missing. > It was in the note above from 8/13. > She would like to have 1 guard per night. > Per convo with BJS, we will add as line item on final invoice. BT made client aware. > Please make attachment. 10/10/16: Rec'd TPL / mes 10/17/16: > BT sent Jennifer OK to Pay for NSO tix per HMS. > Also reminded her about K. 10/17/16: > BT got email back from Jennifer. She said she signed the eAgreement and submitted online. > TW, can you verify? When I click "Click here to view this document" in the email you sent on 9/29 - I see a signed version by Jennifer. > She will get the Ok to pay for the NSO to us tomorrow. 10/18/16: > TPW printed signed E-Agreement. > CH, please process GLH per SOP. > As group is now UNDER CONTRACT, please review and proceed as needed, making sure all inclusiosn are in order. __x__ CH _10/20/16___ __x__ TPW __10/20/16__ ____ HMS ____ 10/18/16: > BT got this email from Jennifer today: One question: Since we might only have ½ the people attending (44 students and 6 chaperones instead of 88 and 12) are we going to end up paying for more tickets than we can use? > I looked through notes and there is no mention of this possibility. > Per convo with BJS, BT informed Jennifer that we need to know if this change is happening asap so we can request the correct number of symphony tix and release hotel rooms, etc. 11/2/16: > BT got numbers from Jennifer - 1 bus. > 44 + 10 = 54. > She asked if first payment can be less than the original $15K. Can they pay $8K? I'll stick with the standard line of cash is cash, we'll take it...unless I hear otherwise. > How will this affect their rate and comps? 11/10/16 > check rec'd in the amount of $7,500.00 (#2040) 12/8/16: > Tutti review - > Dropped total pax to 54 (44 + 10). > Updated IOG and Bible accordingly. > BJS will beed to review rates at some point to make adjustments once FPG F & RL are due 01/27/17. > CH reduced coaches to just 1 instead of 2. > CH, please reduce room block as needed. > BJS sent EM to BT re Clinics - Since group is now just 44 players, do they still need a band & an orchestra clinic? Not sure what the instrumentation will be like AND – it will be very expensive since clinic fees are now going to be twice as much if they want two clinicians, since group is half the size Since Tommy Fuck-Up did nothing as far as the clinics are concerned and HSM is now handling, we need this answer so she can proceed with clinician(s) as needed. Thanks, BJS. 12/9/16: > Per BJS, BT asked Jennifer about clinics since her group size is smaller. > They will have 23 in orch. and 17 in band. > Her main priority is to keep the cost the same, but ideally would like to have two separate clinics. They can be flexible if necessary. > She needs to know if 2 clinicians would definitely incr. the cost and by how much. In the meantime, she will speak with BD and see what his preference would be. 12/21/16: > BT reminded Jennifer about payment and sent forms. 12/22/16: > FYI - Jennifer is sending payment but it is under the invoice. Will send the balance in early Jan. 12/28/16 > MES Check #2053 received in the amount of $8,000.00. 1/5/17: > BJS and BT discussed Jennifer's question from 12/9/16 re: preferring two separate clinicians for the band & orchestra and how this would effect their rates since groups are smaller. . . > BJS reviewed clinic notes and if we did two separate clinics with two different clinicians, that would add another $15pp to the rates. > BJS asked BT to suggest we have the same clinician do two clinics, one band and one orchestra, but they be just 45-minutes each and our total budget for just one person at 90-minutes would be $750 inclusive instead of the $1500 we originally budgeted when group was two buses. > BT spoke with Jennifer and she will either do the 2 45-min. clinics or combine for full orchestra. Either way, 1 clinician who can do band/orchestra as she doesn't want to increase cost. > I asked her to notify which she decides to do as soon as possible. ____ HMS ____ 1/23/17 > CH reviewed all forms rec’d on 1/19/17 (RL, FPGF, HIF & FAF). > Total Pax = 49 PAX (41 + 8). > RMS / PAX 08 Q / 32 03 T / 09 04 D / 08 00 S / 00 TOTALS = 15 ROOMS and 49 PAX (41 + 8). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL pack Hotel on 2/10/17 – PCCF due 2/9/17 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 49 bags and 98 tags. __x___ MES 1/23/17 sent via FedEx __x__ HMS __2/1/17__ 01/25/17: > BJS reviewed numbers and prepared then emailed Final INV W#6140, $17,026.00 and made due 02/10/17. > Comps are 2 instead of 3 and deleted GTV dvd. > Rates are $509, 549, 639 and 869. 02/19/17: > BJS emailed and mailed Final INV #6158, $16,556.00 and made due 03/03/17. - THIS WAS A MISTAKE. > Notes BJS put in system while in BANFF did not take and BJS did not realize the FINAL INV was sent on 01/25/17. > BT brought this to my attention and then BJS went to Q-books and deleted INV 6158. Also pulled from mail. BT said our invoices usually go to her SPAM box, so she probably won;t even see it. Regardless, he will make certain she knows the INV that was sen ton 01/25/17, for $17,026.00 is correct and was due on 2/10/17. 2/28/17 >MES Partial payment of $8526.00 of final inv. #6158 was received, Check #2070. 3/2/17 > MES Cashiers check sent via 2-day FedEx. 3/10/17: > BJS EM'd final itinerary packet to Jennifer et al - Jennifer: Attached please find an advance copy of the Final Itinerary for your group’s up-coming trip to Nashville. Your group’s QR Code half-sheet is also attached. This needs to be provided to each member of your group and their families so they will have access to the Final Itinerary via their smart phone / device. For anyone who has a smart phone, it is important that they use the QR code, for it is how we will communicate with the group should there be any changes to the itinerary due to inclement weather, etc. Your complete packet, including all tickets, meal coupons, etc., will be delivered prior to your departure via FedEx. Should you have any questions or concerns, do not hesitate to reach out to Brett (301.442.5839) - he is a pro at these trips! Wishing you all the best for a safe and wonderful trip. Thank you again for allowing us to be of service to you, your students, and their families. Sincerely, BJS. 3/28/17 >MES Check #2074 was received in the amount of $8,500.00 balance of invoice #6140. 4/17/17: > trip went really well, well planned, no problems. > food at D&B not so great, but kids had a great time. Same with aquarium restaurant. > really enjoyed Opry - she was impressed and surprised. LOVED the symphony and pre-concert lecture. Highly recommend. > Clinics went well. BD was really really good. Orch. guy just okay. > another big trip in 2 years - probably start planning soon b/c of cost. Maybe Orlando - spring of 2019? > She will complete tour eval. BT will send some referral forms. - Make note to touch base this fall so they can start planning early for 2018-19 school year.
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