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Bible (Basic Trip Report)
General Trip Information
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Mon Apr 17, 2017
Trip Name
Boiling Springs High School Band-Virginia Beach, VA-04-28-2017
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Boiling Springs High School Band and Choir
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Trip Notes
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Boiling Springs, PA to VA Beach = 325 miles / 5.5 hrs non-stop Notes from Dave Yinger: Interested in Festiva-al or equal /open for our suggestions for this and any other ideas we may have about aspects of the trip Dave, I attached the itinerary from our 2013 VA Beach trip. I am looking for basically the same thing for this year's trip. A couple notes/details on the itinerary: 1. Hotel - wouldn't necessarily have to be the same place, but something similar or slightly better would be fine. I wouldn't mind having a couple options with price differences to choose from. 2. Pizza/Snacks on Thursday - we added $10 to everyone's total trip cost and purchased drinks/snacks in advance, brought them along with us, and then ordered in from a local pizza shop. I paid and the band boosters reimbursed me. Wouldn't necessarily have to be the same but that worked out fine. In Myrtle Beach 2015, the hotel made the pizza, I paid for it and CCIS reimbursed me. That worked out fine too, but it seemed like a lot of the pizza wasn't ready and people sat around waiting for a while for it to come out...plus it wasn't all that great of pizza that the hotel catering made. I think I'd just as soon order in from the local "pros". 3. We chose to skip the awards presentation at Busch Gardens so we would have time to return to the hotel, relax for a bit, and get ready for the Spirit of Norfolk dinner cruise/DJ party. The kids LOVED that, and I definitely want to do it again. I had somebody get the awards/trophies and we did our own presentations on the boat. 4. Transportation - While I'd like to see some different options, I'd lean towards sticking with Lowee's, we were satisfied with them on our previous VA Beach trip as well as the more recent Myrtle Beach trip. BSHS Band Virginia Beach Trip April 5-7, 2013 Schedule/Itinerary All times are estimated and subject to change Friday, April 5 6:00am Arrive at BSHS, put luggage in hallway for evaluation and loading 7:00am Depart BSHS 3:00pm Arrival at Warhill High School (near Williamsburg, VA) Change in to band uniforms, get instruments from truck 3:30pm Concert Band Warm-up 4:00pm Concert Band Performance/Adjudication 4:30pm Jazz Band Warm-up 5:00pm Jazz Band Performance/Adjudication 5:45pm Back to bus, uniforms/instruments on truck 6:00pm Drive to hotel in Virginia Beach 7:00pm Check in to Ramada on the Beach 7:30pm Pizza/Snacks/Drinks at Hotel, small group/chaperone free time 10:00pm All groups back to hotel 11:00pm Lights out, GO TO SLEEP Saturday, April 6 8:00am Breakfast 8:30am Depart hotel for Busch Gardens 9:30am Arrive at Busch Gardens 3:30pm Depart Busch Gardens 4:30pm Beach/Free time at Hotel 6:00pm Shower/dress for Dinner Cruise 7:00pm Depart Hotel for Norfolk 7:30pm Board Spirit of Norfolk for Dinner Cruise 8:00pm Cruise begins 11:00pm Cruise ends 11:15pm Depart Norfolk for hotel 11:45pm Go to rooms, lights out GO TO SLEEP Sunday, April 7 7:00am Breakfast (8:00am) Depart hotel, head home. (2:00pm) Arrival at BSHS If the weather is nice, we may spend some time at the beach Sunday morning. If this is the case, our departure/arrival time will be later. Either way, I plan to be home by 5:00pm at the latest. Students will be able to call you on our way home with an ETA for you Wants proposal Aug. 1st. No specific budget-just wants a quality trip at the lowest price w/o cutting corners 07/27/16: > BJS reviewed NOTES & CH'S IOG. > Music in the Parks is also in Busch that weekend and have a Saturday festival. > Much better for the budget than Fiesta-val's $150 / $60 and they can be in the park on Saturday for the duration and not have to miss the Awards for their Spirit Cruise. They can do the cruise then on Friday evening. > BJS adjusted IOG accordingly. > CH, please send CQRs to companies we have used / requested from for this group in the past, as well as Lowee whom he mentioned above. > CH, please update hotel and then print and attach new Bible before passing on to HMS. > HMS, please review and make any necessary calls as you see fit. > PTP due 8/1/16. __x__ CH _7/27/16___ _x___ HMS _7/29/2016___ 07/29/16: > BJS reviewed attachments and updated as needed and then ran rates and sent to CH so she can do the PTP. No PP required. 08/09/16: > DD rec. notes from Dave Yinger abt. adjusting the itinerary as follows: > Initial thoughts from looking at the itinerary...would there be any way to do the performance on Friday and then move the dinner cruise to Saturday evening? > Last time we went, we really liked that as a culminating activity the last night of the trip. Also nice to get the performance out of the way on Friday and then just have fun the rest of the trip. 8/10/16: > BJS reviewed Dave's question about changing performance to Friday evening and then doing Park on Saturday, leaving park in time to do the Dinner Cruise on Saturday night. They realize they may miss the Awards Ceremony and they are fine with that. If it happens, they may have a parent pick up the awards and just bring to the group later that evening. > DD, yes, we can make this happen, pending availability on the Spirit of Norfolk of course. FYI, Saturday Spirit Cruise may be a bit more expensive than Friday - we will advise. > Does he want us to make these changes and is he ready for the Contract? > We also need his charter choice. All quotes are in. > BJS updated IOG (Rev1) and some of the attachments. > HMS, Subway Dinner will need to be added for Friday evening's meal - delivered to the performance site. (Time and location TBD). > CH and HMS, please review all attachments and Add / update / proceed as needed. Thanks! __x__ CH _8/10/16___ ____ HMS ____ 08/16/16: > BJS and DD discussed - the Director has had family health issues and now band camp, etc., so he is not pressing. > DD has asked for Charter Choice and will advise as soon as he has it. > Needs to know if we can make the requested changes and if there will be any change in price. > HMS is checking with Simone at Spirit of Norfolk and will advise as soon as we can complete PTP Rev 1. 08/21/16 > DD new concerns and thoughts from Dave Yinger. A couple things: I'll be sharing the proposal at our first band parent meeting on Thursday. I have shared it with our officers in advance, and got some feedback about the hotel. Apparently they looked up yelp reviews on it and there were some ugly ones. Now, I know how online reviews can be...some are glowing, some are awful, some are fake (one way or the other), and they are all based on individual experiences which can vary widely. But there seemed to be a general feeling on many of the reviews that it wasn't very good, and particularly that the breakfast was sub-par. I'm not necessarily saying that I'm rejecting that hotel for the proposal, but might there be another option to look at that could be considered a better or slightly higher level accommodation? I understand that may come with a higher price tag, but I'd like to have at least another option or 2 to compare. Also - One of my band parents is a Navy big-wig. He contacted me about possibly arranging a tour of a ship at the Norfolk base on Friday when we get to the VA Beach area. (We did this when I was in school and toured an aircraft carrier - it was awesome). He said that since 9/11 those types of tours are much harder to arrange, and are tough to arrange this far in advance. But he said we could plan to visit the Nauticus/Wisconsin and then as we get closer, if he can arrange a tour of an actual ship, he would. So that is something that is on my radar. I know that would cut in to our planned beach time, so I'm still debating it. And the Saturday evening cruise may cut in to our time at Busch Gardens as well, depending on when our performance time is. Do you know when we will find out about our performance time? 8/25/16: > BJS replied to and then also spoke with DD and sent him the IOG rev1. > Yes, I saw these. Christi has sent the request back out for additional hotel options, but it may be a few more days for them to come back. Let him know we are looking at additional options for hotel properties. > The cruise has been changed to Saturday night per his request and an updated IOG is attached. > The Competition Performances have been changed to Friday as requested as well and the festival begins at 4PM. The festival company begins the scheduling process after the first of the year, so I would be very leery of scheduling anything else for Friday afternoon since the performance times and location have not yet been confirmed and won’t be for several months. He mentions cutting into beach time on Friday by doing the Naval Aircraft tour and / or a visit to Nauticus and the Battleship Wisconsin, but there is no beach time on Friday in his new IOG since he asked us to move the festival performances to Friday afternoon / evening. There was Friday beach time on his original IOG but in his desire to have the cruise on Saturday night instead of Friday, that had to go as it was now taken up by the festival performances. Thanks, BJS. 08/31/16: > BJS ran rates with Sheraton Oceanfront, a nicer hotel. > Rates jumped significantly as it is more expensive property and breakfast is $18.71 / person inclusive each morning. These rates are STUDENTS = $475. 515, 595, & 835. Adults = $447, 487, 567 & 807. > BJS put on an IOG and sent to DD so he can share with the BD. > BJS EM to DD - Dave: Since Dave Yinger was interested in seeing what a “nicer” property might do for his rates, I have space at the Sheraton Oceanfront Virginia Beach. This is a very nice property that we have used with many of our groups; however, rates jumped rather significantly as their rooms are higher priced and breakfast is not included in the room rate as it was at the Best Western PLUS Sandcastle. I have attached a Revised IOG for you to send to Dave and I included the updated package rates for this hotel on the IOG itself. We are happy to do as he wishes and let him know that we are still holding rooms at the Best Western PLUS, so we’d really like to get a decision from him ASAP. I always want to be fair to our customers and vendors and not damage our reputation by holding space at multiple properties for the same group. April is a busy and rather expensive time in VA Beach since it is a very popular Spring Break destination for Canadian college students. Call me if any questions. Thanks, BJS. 09/01/16: > Dave: Here are two more sets of rates based on two additional hotel options – CROWNE PLAZA VIRGINIA BEACH (not oceanfront) Full American Breakfast Students Q = $425 T = $450 D = $505 S = $665 Adults Q = $397 T = $422 D = $477 S = $637 COUNTRY INN & SUITES (oceanfront property and can accommodate up to 6 / suite) Deluxe Continental Breakfast Students Sx = $399 Qt = $415 Q = $435 T = $479 D = $565 S = $819 Adults Sx = $371 Qt = $387 Q = $407 T = $451 D = $537 S = $791 This is pretty much all that we are getting back as most everything else is SOLD OUT for large groups. Please advise as to his preference ASAP so we can advise each of these hotel’s accordingly and move this group along to the K stage. Thanks Dave, BJS 9/12/16: > Per Dave Yinger via DD - Dave, Thank you (and Bryan) for presenting some different hotel options for comparison. We will stick with the original choice you presented, the best western plus sandcastle. I am hoping to get our plan together and presented to the school board soon. This approval should be a formality as the board president is a band parent, but it is necessary to do before we formally move ahead. Thanks, Dave Yinger 10/4/16: > BJS sent Em to DD - re: Board Approval Dave: Please check in with Dave YInger to see if they have received their Board Approval. Per your email on 9/12/16, everything was a go, but “approval should be a formality as the board president is a band parent, but it is necessary to do before we formally move ahead.” Once we are sure he has this, we will proceed with the E-Agreement / Contract. Thanks, BJS 10/5/16 > DD corresp. from Dave Yinger Dave, Thanks for checking in. I sent the details to my principal 2 weeks ago in anticipation of having it on the board agenda for October 3rd. However, he forgot and neglected to submit it. When I went to him Tuesday morning to confirm that it was approved at the meeting, he immediately realized his mistake and apologized profusely, said it will be on for the November board meeting. As I mentioned before, this board approval is always just a rubber stamp and I have no reason to believe that it wouldn't be approved. However, I should hold off on signing anything until it is officially approved. That being said, I am well in to the planning stages, have 10 confirmed parent chaperones plus a nurse, lots of fundraising happening, and can say that we will be good to go on this. One thing I had made a note to myself about after the last trip, our bus drivers were excellent, and I got their names for possible use in the future. And they both said they'd be happy to work with our group again in the future. If it is able to be arranged, I would request Ron Jones and Tony Holladay. If not, no worries. 10/5/16: > BJS reply to DD - > Let him know we will wait and send E-Agreement once he has the official approval. > CH will advise charter company as to his driver requests. I know they will not guarantee the drivers, but we will definitely request them. > DD, create calendar event in PLD to remind you to follow up with director on 11/4/16 re: official approval. > BJS created K version of the TO and IOG. > Staff - no reason to send their CCIS Agreement until the trip is officially approved - we know it is good, but the BD cannot sign agreement until approval is received. That is expected 11/3/16. Please review and make sure everything is good / confirmed and in place so the Contract can be sent as soon as DD get's word that the trip has official approval. __X__ CH _10/6/16_ __X__ TPW _10/6/16_ __X__ HMS _10/16/16_ 11/1/16: > Since board meeting is fast approaching and we have been holding on this for more than a month, BJS went ahead and created invoices and sent to CH for K prep. 11/10/16 > DD see note from Dave Yinger. Requesting info before 11/17 and questions. > It is going to be approved at the board meeting on November 21. After that we should be good to get rolling. I don't know that I've seen a payment schedule yet, can you send that to me? Or does that come after the approval is final? > I have a band booster meeting on November 17, so it would be good to have that information at hand. Then we can get the information to the parents so they know when the money is due. 11/11/16: > Since we are no longer guessing at Board Meeting date, BJS revised K and 1st Payment Due dates. > BJS updated K accordingly and also invoices. > BJS sent to TPW for E-Agreement to go out today. > BJS emailed the 1st Payment INV to the BD so he would have it in advance of receiving the GLH. > TW sent E-Agreement 11/24/16: > Rec'd signed E-Agreement. > As this group is now UNDER CONTRACT, please review ALL INCLUSIONS and proceed as needed. > First $ due from client on 12/14/16. > MES, please prepare and mail GLH per SOP. ____ MES ____ ____ CH ____ ____ TPW ____ __X__ HMS _12/2/2016___ 12/13/16> MES TPL letter received 12/16/16 > MES Check #339 received in the amount of $12,750.00. 01/069/17: > BJS scheduled performances and updated IOG (see MITP Attachment for specifics). 1/31/17 > MES Check #343 was received in the amount of $16,500.00. 02/21/17 > DD Dave yinger wants to know if we received his paperwork. Also wants his final invoice in the next few days in order to tell his students their final price for the trip. 02/21/17: > BJS replied to DD - I believe we received his forms. They are not officially due until 02/27/17, so we will hold them for processing until after that date. Once processed, a final invoice will be generated and final balance due date adjusted if needed. Thanks Dave, 2/22/17 > CH reviewed all forms rec’d on 2/17/17 (RL, FPGF, HIF & FAF). > Total Pax = 88 PAX (76 + 12). > RMS / PAX 19 Q / 76 00 T / 00 05 D / 10 02 S / 02 TOTALS = 26 ROOMS and 88 PAX (76 + 12). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL pack to Hotel on 3/14/17 – PCCF due 3/13/17 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 88 bags and 176 tags. _____ MES _____ ____ HMS ____ 03/11/17: > BJS reviewed and all numbers in line with K, so no changes necessary. > BJS emd and mailed final inv #6180, $15,644.00 and made due 3/24/17. 03/20/17: > BJS sent BRF to JAF for CC. 03/23/17: > BJS sent MITP Festival Packet to Director and DD (as well as CH & AEs for future marketing). 3/28/17 >MES Final invoice #6180 was received / Check #352 in the amount of $15,644.00. 03/29/17: > MES sent Cashier's Check to Dave Yinger via FedEx 2D Standard Service, signature required. 04/04/17 > DD Dave Yinger wants his final package sent to the school. THe schools Easter break is non existent because of snow days. 04/17/17: > BJS mailed complete FI Packet to Dave Yinger's attention at the school via FX Ground.
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