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General Trip Information
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Tue Mar 07, 2017
Trip Name
Henry Lackey High School Music Dept.-Williamsburg, VA-04-28-2017
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Henry Lackey High School Music Dept.
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Final Room List
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Hotel Info Form
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Contract Status
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Indian Head, MD to Williamsburg, VA = 142 miles = 2.5 hrs. non stop 9/16/16: > Joe is trying to do an overnight to Music in the Parks Busch Gardens. > Right now, he has 30 + 5. He has spoken to his feeder to school, might be interested in trying to fill bus. We spoke about charter cost. I did mention school bus as option since it's pretty close. > He is definitely trying to do this on the cheap, although no set budget. > He asked about something to do on Friday evening. I thought maybe a dinner and play type of situation at Dave and Busters if there is one down there. Or if hotel has pool, could be cookout and pool situation? > He said if they perform and do park on Saturday, wouldn't have to leave early Friday. I'm thinking 2:30pm. Trying to find out when school gets out. > Perform Saturday, meals in the park, head home. > Principal needs to see cost and date/time for approval. 9/22/16: > School lets out at 2:15pm > Instrumental group may attend, about 20ish more students, so now he would have a full bus. Waiting for updated pax count and charter bus info, but he would like for us to secure charter quotes now. > Desire would be to leave earlier in the day, but not sure if it's necessary if performance and park on on Saturday. Unless there some something they could do that afternoon/eventing a la Medival Times, Pirates Cove, Dinner Theater. 10/3/16: > FYI, per Joe there is no approved charter list in the county. > He had mentioned Gunther earlier, he's going to get me the names of more companies. 10/5/16: > Joe's choice charter companies would be Hunt Valley/Gunther, Keller, and Dillon. > Has used Gunther twice and been happy. 10/13/16: > BT got a call from Joe today with updated numbers to include band. > Should be able to fill 1 bus - 45 + 10. > Couple things: The admin. really wants them to do this as a day trip. Joe is really pushing the overnight to build the culture of traveling. He loves us, wants to be our customer, knows we really don't do day trips and doesn't want to ask us to make an exception. > However, they think the kids should pay no more than $200 for the trip since BG is so close. He thinks he can make it happen it it's $200 or under. > Please advise if you think we should proceed or if it's not worth it. > On a brighter note, he wants to get their shit together early for Disney 2019 so they can fundraise, etc. He basically told BD - No CCIS, no trip - and he's on board. Let's chat about what info we can give him (obviously not knowing Disney rates this far out) so they can have a goal in mind for fundraising. 10/19/16: > BJS completed IOG and ran rates. > If they do bus on their own, based on 50 - 55 total pax, rates and inclusions would be as shown below and in the attachments. > BJS sent IOG to BT and told him to share with him what you want - can't do day trip, but this 2d/1n trip may work since it is less than $200. 10/20/16: > BT shared this information with Joe. > After discussion with his colleague, he is going to proceed with getting approval for the trip. He asked what I thought charter transportation would cost. I told him he would likely be flirting with $300 quad altogether and asked what he is adjusting the budget to if they are moving forward and want us to secure quotes. > Will advise. 11/4/16: > BT got the following email from Joe: Hey Brett, Is it possible to do the same trip but cut the hotel/1st day portion out and CCIS still make a profit since that aspect of the trip is already squared away? > BT clarified with Joe - sounds like he's having trouble getting admin. to approve the overnight. He told me he had to submit two versions for approval. Our overnight, and a day trip. > So he's asking if they can dump the hotel and Friday evening activities and still do it as a day trip with us. > Joe is well aware that we generally don't do day trips, and genuinely wants it to be "worth it" on our end. 11/8/16: > BJS and BT discussed. No overnight would not be feasible for us since the hotel is where we make profit on this trip. > BT will advise Joe that without the overnight he would be better off doing on his own and will ask if he wants us to go ahead and cancel. > BT spoke to Joe - he said absolutely DON'T cancel yet. His admin. is just making him jump through this hoop of telling them what it would be if he did it as a one day on his own. They're also making him have an administrator go for an overnight, so he's trying to lock that up. > He's hoping to have all locked up by December with them so they can make the trip happen as proposed. 12/5/16: > Joe emailed BT. > School finally approved trip, now it goes to central office. He will keep me posted. 12/14/16: > Per BT - This trip just got final approval. > Go to K! 12/20/16: > Since group is ready for K, please review and proceed as needed. > We never did a real TO for them, so that too will need to be generated. > We are working with 55 pax (45 + 10) for the K. BJS updated count on IOG and CH is increasing block at the hotel to 20 or 21 instead of the 15 we currently have. ____ CH ____ __X__ HMS _1/18/17___ 1/9/16: > BT just spoke to Joe re: Williamsburg trip - he had a rate worksheet type question. > BUT - we discovered an issue. He was under the impression that now that we was doing the trip as an overnight that we were proceeding with a charter quote. > Looking back at note from 10/20 - I think this is where the miscommunication was. Up to this point he was saying most likely a day trip, but never gave me an official "go back and get a charter quote" directive. > No approved list for this county. As stated in notes from above, He has used Hunt Valley/Gunther, Dillon, and Keller. 01/10/17: > BJS sent EM to BT and CH. 2 / 3 already sold out. CH, please send to at least 5 more. > Also, BJS updated group from Music Dept. to just Band & Choir since there is no Orchestra. ____ CH ____ 1/13/17: > BT saw Keller quote and let Joe know that we had at least one quote and are awaiting more, just so he knows. 01/16/17: > BJS reviewed and we are going to K with the quote from Keller as it is the least expensive. The other quote that came in was from Adventure by Dawn and it was over $4k. > BJS entered due dates and completed 1st Payment INV, $6136, $2,750.00 due 02/03/17. > 2nd Payment INV, #6137, $5,715.00, will eb due 02/24/17, the same day as all the forms. > CH, please complete TO Packet K Version as well as E-Agreement and send E-Agreement per SOP. > CH, please email the TO K Version Packet as a PDF to BT so he can send it along to the Director. Thanks!!! > Please note, there is no Apple Watch, Group Travel Video or USBands Membership with this trip. ____ CH ____ 1/17/17: > Joe got eAgreement and invoices. Can only send amount of money collected, so may not be the exact amount. I gave him standard line of send what you can as soon as possible. > We did a rate worksheet together. > Joe telling me that orchestra is coming too - same overall number. But this is a "Music Department" trip. Wants them to be in the Music in the Parks. Choir - 20 Band - about 15 Orch. - about 15 > Guess this got glossed over when the BD invited himself along. Can we add orchestra to festival? If so, he really needs it to be in black and white on TO since his county is a bunch of nazis. > He noticed no director gift? I don't remember not talking about removing Apple Watch for this group. I think his wife got an iPad last trip. He knows it's a small trip, just wondering. If it's only a few bucks per kid, go for it he says. > How is scholarship check made out? Has to be specific for his nazi principal. I know it's next year - we can cross that bridge later. > Are all performances on Friday evening? > 2:30pm is their dismissal. Would either need to depart by 1:30 or wait until 3:30 depending on performance times in festival. 01/18/17: > BJS changed name back to Music Dept since Orchestra is also going. > Does not effect total pax. > BJS registered Orchestra with MITP. > BJS sent TO Packet to BT with Music Dept title so they do not feel left out . > NO Apple Watch or US Bands since this was a bare bones trip as directed by Joe fromn the very beginning in order to keep price down. > Per BT, Joe is looking at E-agreement today and should have it back to us. > Scholarship checks are made out to the name of the group, so in this case, the Henry Lackey HS Music Dept. > We will adjust departure time to avoid school dismissal, once we have their performance times with MITP. That should be coming out in the not too distance future as I have already scheduled one group for another one of their festivals. 1/25/17: > BT had a quick call with Joe. > Holdup with K - principal won't sign until kids have turned in their deposit - or least some portion of it. This is happening by mid-week. ?> He will get it to me asap along with whatever he can make of first payment. 01/30/17: > BJS scheduled ensembles for performances with MITP. > BJS updated IOG accordingly. > BJS sent updated IOG to BT. 2/4/17: > Joe called BT yesterday. > Unfortunately have to cancel due to lack of interest/deposits for the trip. > Admin won't sign K until ALL pax have paid at least a deposit. Only have about a dozen so far despite Joe's efforts to push the payment deadline. He has some pay in full - very frustrating. He knows all the work that goes into what we have prepared and didn't want to leave us hanging any longer since K is overdue. > Joe send his apologies. As you know, he and Cassie love ccis and what we do. They are both actively looking for new gigs. > Unfortunately cancel all as needed. > BJS canceled the MITP competition participation. ____ CH ____ ____ HMS ____
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