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General Trip Information
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Tue Dec 20, 2016
Trip Name
James Wood High School Band and Choir-Williamsburg, VA-04-28-2017
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James Wood High School Band
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OR
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Start
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Contract
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Deposit
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Received
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First Payment
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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 )
Winchester, VA to Williamsburg, VA = 195 miles = 3.5 hrs. non-stop 9/13/16: > Band only (sounds like 2015 Williamsburg trip). > Depart on 4/30/17 at 11am. Lunch on own > Transportation on own. > He is on a budget for this one as Disney is next year. > 90 + 25 = 115 pax > Busch Gardens Sat. and Sun. > Participation in festival - needs perf. for indoor guard and drumline as well. > Music Festivals has an event that weekend. > Arrive back at school on 4/30 NLT 9pm. 9/25/16: > BT and TW saw Jeff and his band at USBands event in Herndon. > He informed TW that he has a meeting on Oct. 3 and needs TO by then. 10/2/16: > BJS completed IOG. > BJS sent slack to TPW RE: FESTIVALS - On Monday AM, please make reservation with MITP for James Wood HS Band in Williamsburg April 28-29, 2017. See notes in system for the ensembles. Pay particular attention, for the Indoor Guard has to compete through Fiesta-Val as MITP does not offer Indoor Guard. We did this for the same group in 2015 and it all worked fine. BJS sent EM to Jenny at Fiesta-val. > BJS completed attachments and then ran rates. > Rates in SYSTEM are for the Doubletree, starting at $409 Student Quad. > BJS also ran rates fo rthe Crowne Plaza Settler's Landing in Hampton. They are as follows - Student followed by Adult Q = 389 / 345 T = 409 / 365 D = 469 / 425 S = 629 / 585. > CH, please compete TO on Monday AM as director needs it for meeting on Monday evening. > Put both hotels on the opening bullet of the TO . . .at your choice of either the Doubletree Hotel - Williamsburg or the Crowne Plaza Settlers' Landing - Hampton and then just do two price charts side by side (each will have two columns since there are student and adult prices). Both include FAB, so no need to do two completely separate lists of inclusions. Leave the dollar amount off the "comp credit" since it will depend upon the hotel. > Transportation is on own. > There are two festivals - Music in the Parks for everything except Indoor Guard which will be with Fiesta-val. This group did a similar trip on 2015, so you can decide if you want to generate a new TO or just rework the one from then. Let me know if any questions. Thanks! __X__ CH _10/3/16___ 10/3/16: > CH completed TO and then BJS reviewed and saved as a PDF TO Pack and sent to BT so he can share with Jeff at the school. > Reminded BT to tell Jeff that we need their hotel decision before Thursday since we are holding rooms at both properties. 10/3/16: > BT sent TO to Jeff and reminded about hotel decision. > TPW, Jeff's response to your questions: 1. School enrollment is 1300 2. students per ensemble...these are guestimates... Concert Band - 40 Wind Ensemble - 40 Jazz Ensemble - 20 Percussion Ensemble - 20 Marching Band - 85 Color Guard - 20 10/4/16: > Jeff's hotel choice is Crowne Plaza Hampton. > Go to K! 10/13/16: > BJS sent note to CH re: hotel choice and making sure it is secured and TPMS is updated. > BJS went ahead and renamed IOG and TOP to K Version and updated as needed. Also prepared the first two invoices so the K can be completed tomorrow. > BJS also updated rates in system to be those for the Crowne Plaza Settlers' Landing. 10/16/16: > BJS completed INVs for K. > CH, hotel & breakfast attachments still need updated to the Crowne Plaza Settlers' Landing. TO K version is correct. Bible for cover of red file will also need printed once hotel is correct. As soon as this is done, please complete K and alert BJS so he can review and get on to TPW for E-agreement to go out on Monday (10/17/16). __X__ CH __X__ 10/17/16: > TW sent E-Agreement 10/26/16: > BT got email from Jeff. > Although he said he was good and ready for K, now his parents are asking about how the cost would change if they returned Saturday night instead of Sunday. > Please advise. 11/1/16: > BJS ran the numbers without the Saturday night stay and Sunday. This would delete the following: > 2nd night at hotel > Sunday's Breakfast > 2nd days admission to Busch > Lunch Sunday in Park via PMV > Snack / Dinner in Park MC > Rates would then be (Student / Adult) Q = $278 / $234 T = $288 / $244 D = $328 / $284 S = $428 / $384 > BT, please share with Jeff ASAP for his decision. This will be pending the hotel allowing us to book the group for just one night. I suspect no problem, but I feel I need to say this just in case. 11/1/16: > BT shared the above with Jeff, will advise. 11/2/16: > Jeff replied to BT. They decided to only stay one night and return on Saturday. > However, he has asked if they can add the choir to the trip. This would add approx. 25 students and 4 adults to the trip making their total pax 144 (115 + 29). > Approx. 18 students in mixed choir and 18 in women's chorus. Can they be added to the festival? Is there hotel availability? 11/14/16: > Christi & Tommy, please get answers to Brett for Jeff on Monday, 11/14/16 per BT's note above. The original request for this update was sent by BT via EM on 11/2/16. 1. Can the hotel accommodate the addition of the choir? AND . . . 2. They need to back down to just one (1) night at the hotel, Friday night - make sure hotel can do this and be sure to copy BMG on all correspondence with the hotel. 3. Can MITP take the choirs? You can see the MITP answer on-line and if so, register them. 4. Copy me on your responses to BT. > I am going to see Jeff this week at VMEA and we want to be sure he has his E-agreement by then. Obviously, we will need to re-do the Contract that was sent on 10/17/16, adjust dates, invoices and create a new TO K Version as well.. > BJS updated IOG and Bible accordingly, but not the attachments. > Comps will go up to 4, from 3. > BJS also updated rates below to match the 2D/1N rates BJS prepared on 11/1/16. > BJS changed the name of the folder to Band & Choir, also moved the old files to the 2016-17 Reject folder. __x__ CH __11/14/16__ __x__ TPW __11/14/16__ 11/16/16: > BJS updated attachments as needed in order to match what is now a 2d/1n trip to Williamsnburg that will include the band AND CHOIR! > BJS created TO K Version for the Band & Choir's 2d/1n trip to Williamsburg. > BJS revised Invoices and it is now Ready for K. > BJS sent to CH for new K. 11/18/16: > TW sent E-Agreement. 12/19/16: > BJS sent EM to Jeff re: status of K. BT has also been corresponding regularly. 12/19/16: > BJS rec'd EM from Jeff. > Trip was canceled two weeks ago due to lack of response. > Someone other than him was to inform us - that never happened. > Having some issues with their Boosters . . . > Please review and CANCEL all as needed. Thanks :-( ____ MES ____ ____ CH ____ ____ HMS ____
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