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General Trip Information
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Mon Apr 24, 2017
Trip Name
South Fayette High School Band-Nashville, TN-03-16-2017
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South Fayette High School Music Dept.
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Toronto, ON, CANADA,
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Toronto, Ontario, CA
Toronto, Ontario, CN
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
Dbl
Trip
Quad
Quint
Sext
Start
Date:
Time:
End
Date:
Time:
Contract
Due
Received
Deposit
Due
Received
Partial Deposit
First Payment
Due
Received
Final PAX
Due
Received
Final Room List
Due
Received
Hotel Info Form
Due
Received
Balance
Due
Received
Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
South Fayette HS to Nashville = 555 miles / 9.5 hrs non-stop 5/19/16: > TW had dinner with Eryn. Nashville trip next March - dates are March 16-19, 2017. > SN, please try to touch base with Eryn and see what she has in mind for things to do and avoid in Nashville. 6/23/16 > SN spoke to Eryn today regarding details on this trip. She reviewed her last Nashville trip and provided activities that everyone enjoyed including: *Seeing the Grand Ole Opry *Performing in the Grand Ole Opry plaza *RCA recording session for the jazz band *Tour of RCA with the rest of the group *Country Music Hall of Fame *Ryman Auditorium *Dinner Dance Cruise or General Jackson Showboat Cruise *Wild Horse Saloon *Free time! > They DID NOT like their clinician at Vanderbilt and Eryn was wondering if there was another educational option? > Definitely would like an escort again (Tommy) > Can leave very early on the 16th and can return very late on the 19th. (There is no school for students on the 20th, but teachers must report) > Last time (4 years ago) their budget was around $650, including bus, but understands that it will be higher now. Would $750 be possible? > Could they stay in suites to put 5 in a room? > Proposal would be needed at the beginning of August. 07/28/16: > BJS and TPW reviewed and marked IOG. > TPW is going to update and then we can proceed with CQRs, etc. > Hotel has been selected - Embassy Suites South Cool Springs 7/29/16: > TW revised IOG and passed on to BJS to review. > BJS reviewed IOG and =made a few slight adjustments. > BJS updated departure time on Bible Screen. > CH sent CQRs. > TPW, please make attachments and calls, etc., as needed and then pass along to HMS so she can review and make her reservations and calls, etc., as needed. > HMS, once complete, return to BJS mail box so he can run rates. __X__ TPW _8/1/16___ __X__ HMS _8/4/16___ 08/29/16: > BJS reviewed and updated attachments as needed then ran rates and sent to CH for PTP prep. No PP required. 08/30/16: > CH completed PTP, BJS reviewed and sent along to SN so she can present to Eryn. 9/12/16 > SN spoke to Eryn this afternoon and we can go to K. > Add two Student Watcher guards per night. > Lenzner is their charter choice > Can we switch the Step On Tour with the time spent at the Opry Mills (for lunch and shopping?) so their lunch will not be so late in the day? Eryn says they could possibly arrange for a snack later between the Opry performance and the Grand Old Opry show. > Is everyone going to be at Studio B or is it just the jazz band? 10/11/16: > BJS added the 2 Student Watcher Guards / night and updated rates (increase across the board by $15pp). > IOG has been switched so lunch and shopping are before the guided city tour on Friday. > Everyone is touring Studio B, but just the Jazz Ensemble is recording there. > BJS made IOG and TO K Versions. > HMS, can I send this group their CCIS K? __X__ HMS _10/11/16___ 10/12/16: > CH, ready for K. Please Slack BJS when complete so he can review and get to TPW for E-Agreement. __X__ CH _10/13/16___ 10/13/16 > EM received from Eryn asking about the status of the e-agreement. She needs to share payment information ASAP. 10/13/16: > BJS sent K to TPW for E-Agreement. > TW sent E-Agreement! > Eryn signed and returned E-Agreement this evening. 10/14/16: > As group is now UNDER CONTRACT, please review all and proceed as needed, making sure EVERYTHING is in order. > CH, process and mail GLH today. __x__ CH _10/14/16___ ____ TPW ____ __X__ HMS _10/18/16___ 10/14/16 > CH processed GLH 11/17/18 MES TPL letter received 11/18/16 > CH rec'd payment ch# 14961 $9,500.00 12/28/16 > MES Check #15058 received in the amount of $35,030.00. 1/6/17 > SN EM'd reminder to Eryn about the upcoming forms due date on 1/13 1/11/17 > SN LVM on school line regarding forms. Cell phone VM is full. 01/12/17: > Note from Eryn, just one (1) Student Watchers Guard since group is smaller than expected. 1/16/17 > > CH reviewed all forms rec'd 1/11/17 (RL, FPGF, HIF & FAF). > Total Pax = 76 PAX (68 + 7 = 1). > RMS / PAX 00 St / 00 12 Qt / 60 02 Q / 08 00 T / 00 02 D / 04 04 S / 04 (includes escort) TOTALS = 20 ROOMS and 76 PAX(68 + 7 = 1). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH sent RL pack Hotel > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > BJS, Final PAX is below minimum. > MES, please send 75 bags and 150 tags. _____ MES _____ ____ HMS ____ 1/31/17 > SN received text from Eryn regarding the clinics. She wants only a clinic for the concert band since the jazz band is doing a recording. She followed up by also saying if it is not possible, she is OK with that too. 2/8/17 > BJS reviewed numbers. > Since she is using just one Students Watchers Guard and will need just one clinic (per her requests above) rates and inclusions will stay as contracted. > BJS emailed Fina lINV #6151, due: 2/17/17, BALANCE DUE $19,028.00 2/22/17 > MES Check #15164 was received in the amount of $19,028.00. 02/27/17 > SN spoke with Eryn today. Eryn really would rather not do the clinic, however CCIS has already paid the clinician. Eryn would like to look at a Ryman Auditorium tour in its place, depending on the cost and the availability. She understands the clinician fee cannot be refunded if she does not do it and says she has funds available to pay for another activity depending on the cost. 02/27/17: > BJS updated the IOG to include 2 escorts, SN and CH. One was already included, so the 2nd is the difference. > Total Pax is now 77 (68 + 7 + 2). > SN is going to be in Columbus with BJS from 3/14/17 - 3/16/17. She will fly from Columbus to Nashville the afternoon of the 16th to meet up with the group when they get to the hotel following the NSO Concert. > SN's air on Southwest has been purchased and she will Uber from the Airport to the Hotel Thursday when she arrives at +/- 6:25PM. SN will prepare the group's key packets so they are ready to distribute as soon as they arrive the hotel for the 1st time following the Concert. > CH will travel with the group from Pittsburgh. > Both Escorts will make the return trip to Pittsburgh on Sunday by bus. > Will need just 76 dinners at BB Kings and 76 NSO Concert tickets. 77 will be the total pax for everything else. > BJS updated IOG and Bible numbers. > HMS and CH will need to review and update reservations as needed. > HMS is going to see if we can get them the original Ryman Auditorium Walking Tour on Friday and the price so we can get this done for Thursday's Final Itinerary proofing. 3/3/17: > BJS EM'd Final Itinerary to Eryn et al - Eryn: 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 winter weather, etc. You will receive a packet with hard copies of the Itinerary and other documents next week via FedEx, and Christi, one of your two escorts, will have all of your cash, tickets, etc., when she meets you at the school on departure morning. Should you have any questions or concerns, do not hesitate to reach out to Stephanie (724.822.6633) - she 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. 3/8/17 > MES Portfolio and Apple Watch sent via FedEx. 03/19/17: > BJS emailed and mailed INV #6189, $1,200.00, due 04/14/17. This is for the Ryman Auditorium Tour that was a late add when they canceled the Clinics that we had already paid for. 4/24/17 > MES check #15306 was received for invoice $6189 for $1,200.00. PIF
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