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General Trip Information
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Fri Feb 09, 2018
Trip Name
Jackson Milton High School Band and Choir-Williamsburg, VA-05-03-2018
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Jackson Milton High School Band and Choir
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
HS to Norfolk, VA = 501 miles / 8.5 hrs non-stop Norfolk to VA Beach = 20 miles / 30 minutes VA Beach to Williamsburg = 70 miles / 1.5 hrs Williamsburg to HS = 458 miles / 8 hrs. non-stop 02/28/17: > SN has been communicating with Derrick Kittle via EM about a May 2018 Virginia trip. > Roughly 45 students, 10 adults - One coach only > Thurs, May 3rd, 10pm departure with a Sun. May 6th 10:30pm return > They did this trip several years ago with a different company, and would generally like it to follow the same schedule, however if we can advise something different that might work better, Derrick is always open to suggestions. > Derrick sent the itinerary for the last trip & SN is attaching it in PLD > Norfolk Naval Base with Harbor Cruise > Virginia Beach time > Colonial Williamsburg -self guided tour > Busch Gardens > Would a Spirit of Norfolk Cruise be a possibility? > Monticello tour - they do NOT want this to be a meal stop > Budget - try not to exceed $500 > TO needed late March 04/24/17 > Derrick called asking about a TO update!! He needs something soon so he can get things published to students and money to us! 5/16/17: > BJS reviewed and adjusted IOG to make a better trip for Derrick and his students. > Monticello is really quite a bit out of the way, so BJS removed it from the Itinerary. > BJS updated attachments as needed and then ran rates for all 3 tiers. > CH, please send CQR to Barons, Lakefront Lines, Anderson, Lenzner and Myers. > Ready for TO - please proceed without charter quotes - they can be sent as they arrive. > SN - TO should be ready for pick-up and delivery by the end of the day today (5/16), so let us knwo if you are delivering in person or we are to mail the hard copy directly to Derrick. My thought is, if you are going his way, a stop by Poland couldn't hurt . . . > Also, if they'd need to do some trimming, Spirit of Norfolk Dinner Cruise ($75) is the biggest ticket item, so that's where I'd start. Keep in mind, it does provide the harbor cruise he wanted, as well as an evening's entertainment and dinner . . . __x__ CH _5/16/17___ 05/19/17 >SN visited Derrick and Stephanie to present their TO. They want the following changes: > Replace CPK with a nicer lunch and do not do the dinner cruise later. > Pizza delivery at the hotel later as a replacement for the dinner cruise. > Less time at Virginia Beach > Tour at the Navy Base > Replace meal at Shields Tavern with a $10 meal credit. > NO performances necessary! > Earlier arrival time at the school than 10pm (9pm perhaps?) > Lakefront for the charter choice. > They really want to keep the budget as close to $500 as possible by making these changes. > Also, they were VERY unhappy that it took so long to get the proposal. They have used 4 different companies in the past and are concerned that their TO was pushed aside for so long, that they were not considered "important" by us. 5/22/17: > BJS updated IOG based on SN conv with Derrick on Friday and then reviewed with SN so she knows what BJS did and why. > BJS updated arrive school time on Sunday. > BJS found info on Naval Base Tour at https://www.visitnorfolk.com/things-to-do/tours/tour-norfolk-naval-base/ > Lunch at Freemason Abbey - www.freemasonabbey.com > HMS, please review all attachments and update as needed - some will need to be made INACTIVE, others changed and others added. We want to have a revised price back to him late today or tomorrow at the latest, if possible. Thanks!!! > Lakefront is their charter choice and BJS sent Slack to CH to secure this. __x__ HMS __5/22/17__ 5/22/17: > BJS reviewed attachments and updated as needed and then ran Rev1 rates. Savings is $100pp and the new rates were entered below starting at $349 Q. > BJS sent to SN - Stephanie: In the interest of time, please see attached and share with Derrick ASAP. Based on 50 – 55 total pax, rates would be as follows: Q = $349 T = $379 D = $439 S = $609. This represents a savings of $100 per person off the original package rate. If his response if positive and he needs no other changes, we will proceed with the full K Version of the TO as well as the E-Agreement. You will also need to work through the Rate Worksheet with him so we can set up Tilly accordingly. Maybe you and I should go through this before you need to do it with him . . . let me know and I am happy to review that whole process. Tomorrow is a CCIS Office day for BT, so maybe we can do this together via GTM. Thanks, BJS. > SN Em'd IOG revision to Derrick and Stephanie 05/23/17 > Derrick EM'd SN and is very pleased with the revision! We can go to K. Reminder that they want to use Lakefront.. 5/30/17: > BJS completed K Version of TO, set due dates and also completed Invoices 1 & 2. > Ready for K. > Please proceed as needed. __x__ CH _5/30/17___ 6/6/17 > CH printed E-Agreement for BJS to sign. > As this group is now UNDER CONTRACT, please review all and proceed as needed. > MES, please send GLH per SOP ___x__ MES sent 6/7/17 USPS priority _____ HMS _____ 6/13/17 > MES TPL received. 06/28/17 > SN sent a message to Derrick asking if he needed anything in reference to the trip, especially with Tilly as no one has registered yet. 07/05/17 > SN EM'd both Derrick and Stephanie asking if they needed anything regarding the trip, especially Tilly since no one has yet registered. 7/7/17 > EM received from Derrick: Hello Stephanie, We saw our students for the first time this summer on July 3rd in preparation for our parade. Students were reminded to register for Tilly and encouraged to utilize this system. Although we have talked that the payment schedule "all works out in the end," we are really feeling the difficulty of collecting payments from students over the summer break. As our band camp starts in just a few more weeks, we will continue to promote the trip and use of the Tilly system. Thank you for checking in on us. Musically, Derrick Kittle & Stephanie Presutti 7/11/17 > MES Check #2508 was received in the amount of $1,100.00 on invoice #6220. 12/13/17 > Derrick only has 24 participants and feels they must cancel the trip because they do not have any hope for more. "Fill the Bus"options were not possible for them. > Conversation between BJS and SN via Slack: *On the phone with Derrick Kittle.. Only 24 participants. He absolutely does not feel they can do this trip now at all. I made all the "fill the bus" suggestions and even brainstormed some other options, but he is positive it won't work. *bryan [10:51 AM] What is the reason that students are not committing? *stephanie [10:52 AM] Derrick says families, particularly ones with more than one child in band, want to wait until another Orlando year to go. *bryan [10:53 AM] So is it basically the cost of the trip? * stephanie [10:53 AM] Basically. There just isn't as much interest in Williamsburg. [10:53] Not enough to pay for it. * bryan [10:54 AM] Will turning it into a DST trip and possibly shortening it by a day help? Cosy savings would be significant. * stephanie [10:55 AM] Maybe so? The problem now is really the bus cost. * bryan [10:55 AM] But iof they can get a few more folks to go bus cost pp will drop . . . * stephanie [10:58 AM] He understands that. We discussed opening it up to his 7th graders, but he and the choir director really do not want to do that. * bryan [10:59 AM] DST type trip and deleting the Saturday night stay would probably save between $80 - $90 pp quad. [10:59] This should help increase participation. * stephanie [11:02 AM] Ok, I will tell him this. Maybe it will salvage things. 1/4/18 > I wanted to write you regarding the Jackson-Milton trip to Virginia. Unfortunately, despite offering a lower rate via the new branch of your company, we simply cannot attain enough participants for this trip. We will need to begin the process of canceling with you for this trip and settle any outstanding invoices. 1/15/18 > CH marked as cancelled. 2/9/18: > BJS made notes in system regarding how the Board has decided to handle this cancellation since the group was already UNDER K and $$$ received. > CONTRACT terms state that the amount they owe for a cancellation at this point = $ 4,675.00 ($85 =x 55 pax) > Package and Participant Cancellations, Refunds, and Liquidated Damages (a) Package Cancellation. Notice of cancellation must be in writing and delivered to CCIS. Client recognizes that a cancellation of the Package constitutes a breach of this Agreement and that the actual damages suffered by CCIS in the event of such a breach are uncertain and are difficult or impossible to determine. For this reason, the parties agree to the following liquidated damages amounts in the event of cancellation of a Package: 1. Cancellation on or before Wed Jan 31, 2018 = Damages in the amount of $85 per Participant, based on the estimated number of participants as set forth above, plus any non-refundable payments made by CCIS to third parties on behalf of Client and/or Participants. > Receipts from the group = $ 1,269.92 > We had $500 of deposits we already paid, and the balance they paid, $ 769.92 will be held for a credit toward their next trip. > In light of the fact we could have held them to the contractual terms . . . "CCIS is a nice company that works with nice people".
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