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Trip Reports:
Bible (Basic Trip Report)
General Trip Information
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Tue May 30, 2017
Trip Name
Fitch High School Choir-Virginia Beach, VA-04-20-2017
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Fitch High School Choir
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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 )
Austintown Fitch HS ---> Virginia Beach, VA 510 miles/ 8.5 hours Springhill Suites VA Beach to National Museum of the Marine Corp = 177 miles / 3 hrs non-stop 6/6/16 >SN has been in contact with Bill via EM about their upcoming Virginia Beach trip for April 2017. >April 20-23 >Norfolk VA Hospital visit/performance >Masterclass/clinic at William & Mary >Beach front hotel >Beach time! >Boat tour if possible? >NO amusement parks. >Budget around $700 8/24/16 > EM from Bill says he cannot join us on Sept. 11th for the ball game, but would like to see something regarding the trip early September. 9/12/16 > Bill would like to know how soon he can expect a TO? > SN scheduled in person delivery for Wednesday, 9/21/16. She will also be seeing Linda at Boardman HS that same day. 09/15/16: > BJS reviewed IOG and made some adjustments and just a few attachments. > CH, please send CQRs to Barons, Anderson, and Lenzner for 1 coach. > CH, please make remaining attachments and then pass along to HMS ASAP, for she needs to have time to make any required calls and updates. > SN is meeting with client on Wednesday, 9/21/16, so we need to have PTP completed NLT 9/20/16. _x__ CH _9/16/16___ __x__ HMS _9/16/2016___ 09/18/16: > BJS reviewed IOG and attachments, made some adjustments following conv with HMS on 9/17/16 - namely Saturday in Williamsburg. > Later lunch at Shields' Tavern so they can have more beach time: 1PM instead of 11:30AM. > Clinic will have later start time - TPW will need to make these arrangements once SN meets with Bill on Wednesday of this week. > Tour in Williamsburg will be with Angela, not the Colonial Williamsburg Visitor Center people, and be just 2 hrs. long, starting at 4PM (following the clinic at W & M). > BJS sent EM to Ninffer to see if the hotel will permit 5 or 6 in a suite. Based on their website, all rooms have a sleep sofa. > BJS ran rates, included sextuple and quint rates for the time being, pending hotel approval. > BJS then saw the How to Succeed In Business is playing at the Sandler CPA in VA Beach that weekend, so we will discuss doing that instead of the Spirit of Norfolk and would leave out the Williamsburg tour as well. Do dinner and show at VA Beach Town Center on Saturday night... to be discussed / decided at Monday's Staff Meeting. 9/18/16 > TO meeting 9/21 9/19/16 > EM received from Bill says he's heard "great things about the ship" so we should stick with the Spirit of Norfolk Cruise 09/19/16: > Since Bill has replied that he wants to stick with Spirit Cruise, we are ready for TO. No PP required. SN is delivery, along with Wedding Gift, on 9/21/16. We may have to pull Sext and Qiunt rates from TO if the hotel will not allow more than 4 / suite. Awaiting answer from BMG, but go ahead and get the TO completed. Thanks! __X__ CH __X__ 09/20/16: > TO complete and hard copy ready for SN to pick up and deliver to Bill at tomorrow morning's 10:30AM meeting. > SN is also delivering Tiffany Bowl Wedding Gift! 09/21/16 > Bill is happy with the trip! > Baron's is their charter choice > He would like to add a short performance at the National Museum of the Marine Corps with their lunch break. There is a cafe on site that can provide a box lunch for groups. They do not want to to tour, just perform and lunch. > BJS mentioned that he and TW met a representative of the county at SYTA who brought up performing at this location! 10/02/16 > EM received by SN: I forgot to tell you the other day. Can we please schedule in on our last night at the hotel the Senior Party in the evening. We did an ice-cream social last year and it worked out really nice. Thank you! 10/19/16: > BJS updated IOG based on notes from 9/21 and 10/2. > National Museum of the Marine Corps, 18900 Jefferson Davis Highway, Triangle, VA 22172 > CH, please check with hotel on Ice Cream Social for Seniors (+ / - 20 pax) on Saturday night at the hotel at 11PM. > HMS, please check with National Museum of the Marine Corp in Triangle, VA for Box Lunches - we will use the $10 from the Meal Credit en route for this lunch on Sunday. > TPW, please check with the Museum of the Marine Corps re: informal performance opportunity on Sunday at 12:30PM. I remember the guy from Prince William County (VA) we met at SYAT talking about this location. WE should have a brochure or info sheet from him. > We need these items in place in order to complete the group's revision and get them their K. I want to be able to email K next week after we return from the Sales Meeting. __x__ HMS _11/1/2016___ _x___ CH _11/1/16___ ____ TPW ____ 11/15/16 > EM received from Bill saying he would like to make a deposit soon and would like to see the K and invoices. 11/15/16: > BJS reviewed Ice Cream Social and Performance / Box Lunch changes and decided that we would increase rates by $15 per person to cover these changes. > BJS ran quote and called it K Version and updated rates below to start at $560 Quint. > BJS created INVs and sent to CH for TO K Version Packet and Contract. > BJS also emailed 1st Payment INV to Bill since he was anxious to send $$$. 11/15/16: > TW sent E-Agreement 12/9/16 > Check #164558 in the amount of $5,000.00 received. > Bill texted SN saying he faxed the agreement today. 12/9/16: > Rec'd signed K via fax. > MES, please mail GLH per SOP on Monday. > As this group is now UNDER CONTRACT and $$$ has been received, please review and proceed as needed. Thank you everyone! __x__ MES _12/12/16___ __x__ CH _12/14/16___ __x__ HMS _12/16/2016___ 1/12/17 > MES Travel Planner letter received. 1/24/17 > Second TPL received on school letterhead. 1/25/17 > MES Check #164908 was received in the amount of $7,000.00. 02/01/17 > SN received EM from Bill with the following performance information for the VA hospital: We will sing from 10:30am-11:30am at the nursing home unit CONTACT is Monique Harris 757-728-3124 We will sing from 12:30-1:30 at the Spinal Injury Unith CONTACT is Linda Koceja x3050 2/17/17 > CH reviewed all forms rec’d on 2/16/17 (RL, FPGF, HIF & FAF). > Total Pax = 44 PAX (40 + 4). > RMS / PAX 08 Qt / 40 00 Q / 00 00 T / 00 02 D / 04 00 S / 00 TOTALS = 10 ROOMS and 44 PAX (40 + 4). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL pack Hotel on 3/6/17 – PCCF due 3/3/17 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 44 bags and 88 tags. ___X__ MES 3/20/17 Bags and Tags out via FedEx. ____ HMS ____ 03/12/17: > BJS reviewed and just 1 below trip K minimum, so no changes. > BJS mailed and em'd final inv #6183, $19,462.00 and made due 03/24/17. 03/20/17: > BJS sent BRF to JAF - SN will deliver CASH. 03/21/17 > SN asked Bill via EM if April 10th would work for drop off of trip materials. > 18 total for the ice cream social 04/07/17: > SN is delivering Final Itinerary Packet on Monday, 4/10/17. > BJS emailed Final Itinerary to Bill et al - Bill: Attached please find an advance copy of the Final Itinerary for your group’s up-coming trip to Virginia Beach. 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, dining cards, meal credit cashier’s check, etc., will be delivered by Stephanie on Monday. 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 4/24/17 >MES Check #165479 for invoice #6183 in the amount of $19,462.00 was received (PIF).
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