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General Trip Information
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Fri Dec 22, 2017
Trip Name
Springdale High School Band and Choir-Williamsburg, VA-05-17-2018
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Springdale High School Band and Choir
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Final Room List
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Hotel Info Form
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Springdale ---> Williamsburg, VA 386 miles / 6.5 hrs non-stop 1/12/17: > SN communicated with Stephen Smietana, about an upcoming Williamsburg trip. > 40 students + 5 adults > Marching band and concert choir > Depart 6am 5/17, return 11pm 5/20 > Music in the Parks @ Busch Gardens - as long as there is a festival there during this particular week. > Activity in either Williamsburg, Jamestown, and/or Yorktown if possible (time to explore Jamestown or a Ghost Tour of Williamsburg?) > Guided Williamsburg Tour on Sunday or other activity. > Definitely would like to go to Water Country > Yes to overnight security > Budget - $600 > TO needed by April board meeting for approval, with the intent of having it published for students prior to the end of the school year! > This trip is adding an extra day over the previous year's version and they are open to suggestions that would fit within their budget. 04/18/17: > BJS sent EM to SN - I see in notes where they were wanting TO for April Board Mtg. Are we to late, is this trip something they still want us to do? With their history of not going, I hate to start to work on it now and make it a priority and then we find out we are too late and / or they are going to end up not going. When is the last you had any correspondence? Can you give the Trip Coordinator a call to check–in. No excuse here other than we have been working on trips that were for this year and now that that has begun to slow down a bit, we can get to some of these other trips with a checkered history. Thanks, BJS. > SN LVM for Stephen 05/23/17 > SN and Stephen have been texting this morning - They need to have TO before June 7th! 06/12/17 > SN met with Stephen today. He is happy with the trip and would like a couple changes, that are pretty minimal. > One, take out Water Country altogether. They still want to leave that morning, but instead of having a meal voucher for lunch at the park and a $10 meal credit for dinner, he thinks they can just stop for a late lunch with one meal credit and skip a second meal stop for dinner and just go straight home. > Take out the Virginia Beach time and let them explore either Jamestown or Yorktown instead before heading to Williamsburg. > They are definitely ready for a full TO with these changes, charter quotes, hotel, etc. 06/15/17 > BJS EMd new IOG to SN to share with Stephen. By taking out VA Beach and replacing it with Jamestown and Yorktown, it was necessary to remove Nauticus to have enough time to do everything, as the historic sites close early. > The lunch was changed to a meal credit at the Prime Outlets and dinner is now at Captain George's (instead of pizza delivery) > SN and Stephen have texted and made arrangements to talk tomorrow at 9am. 06/16/17 > Between EM, text, and VM, Stephen says he is pleased with the trip and new IOG and we can move ahead with confirming bus quotes and hotel reservations. > He has a rehearsal and parent meeting on 6/28 for which he'd like to give the group all the necessary information. > SN followed up with an EM confirming what was discussed: Hi Stephen, Based on our voicemails and text messages today, we are going to develop your trip based on the Itinerary Outline Graph sent on 6/15, with a Quad Rate starting at $539 + bus. You have a rehearsal and parent meeting on 6/28 for which you would like to have as much information as possible. Much of the office is on vacation next week, but I am making everyone aware of your needs in order to get as much completed as we can. If you need anything from me in the meantime, I will be available most of the day tomorrow, but I will be away Monday through Friday of next week. I will be checking email and texts periodically, so don't hesitate to contact me that way if there is any help I can give. Thanks Stephen, and enjoy your weekend! ~ Stephanie 06/27/17: > BJS reviewed and updated attachments and rates. > CH completed TO. > BJS printed and bound. > SN is picking up and sending to Director so he will have it for tomorrow night's meeting. 06/28/17 > SN corresponded with Stephen via text and EM regarding his updated TO. Stephen says he isn't presenting anything now until it is approved in July. He asked for the TO to be EM'd to him. SN stressed the importance of a charter choice being made ASAP as there are only two companies available. 7/6/17 > SN texted Stephen, asking if he had a charter choice, since he only had two options to begin with and that companies do, in fact, sell out. Stephen responded that "cheaper is always better" > SN reminded him of the two available companies and their rates and Stephen responded that "Yes, absolutely" he wanted Mlaker. 8/2/17 > Stephen texted SN saying the trip was approved. SN responded asking if he was therefore ready for a contract. > Stephen responded that they are ready for K and want correspondence copied to springdale.band@gmail.com 8/7/17 > SN asked Stephen via text if he would be using Tilly > He replied possibly, but did not commit to a time to discuss 8/18/17 > SN texted, asking when would be a good time to go over Tilly information. > Stephen replied he could be available next week sometime and will let SN know once he knows his staff development schedule. 8/21/17: > BJS created TO K Version and IOG K Version. > BJS created INV #6242, $8,135.00, due 9/29/17 and INV #6243, $10,613.50, due 2/15/18. > CH, ready for E-agreement, please EM this afternoon if at all possible. K due 8/29/17. > They may be using Tilly, but that cannot hold up the K. ____ CH ____ 10-05-17 > MES printed fully executed contract and TO > MES processed GLH per SOP > As this group is now UNDER CONTRACT, please review all and proceed as needed. __x___ CH _10/5/17__ __x___ HMS _10/5/2017____ 10/23/17: > SN received EM from Stephen that they are cancelling due to lack of interest from students. Fewer than a dozen committed. > Canceled another trip. > No more proposals without a $500 Non-Refundable Deposit which will then be applied to the trip if they actually travel. > This one was under K so BJS emailed and mailed INV #6304, $3,825.00 and made due 11/20/17. This represents our contract terms of $85 per person for a trip canceled before 2/14/18. > Please review and cancel all as needed. BJS canceled MITP reservation. ____ CH ____ __x__ HMS _11/28/2017___ 10/25/17: > Rec'd EM from Stephen - Do we owe that balance even if we cancel the trip? If so, can that money be put towards a different trip? > BJS replied - Stephen: We were informed earlier this week that the trip was to be canceled. Per the terms of our executed contract, the payment is due as invoiced. We will apply 50% of that amount toward a future trip with travel to be completed within the next 18-months. Thank you, BJS > Stephen replied - Last year we had to do the same thing and we weren’t charged any fees, why is this year different? > BJS replied - You never signed a contract last year.
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