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General Trip Information
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Thu Apr 19, 2018
Trip Name
Oakland Mills High School Music Department-Boston, MA-04-19-2018
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Oakland Mills High School Music Department
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Trip Notes
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Columbia, MD to Boston, MA = 422 miles = 7.5 hrs. non-stop 5/11/17: > BT had met with Philip last year and started talked trip for next year to Boston. Has used C&G, but no real loyalty. Still getting a bid from them. > Remember, this is the same county as Long Reach who said they didn't accept our K, but that could have all been bullshit. > Anyway, this guy disappeared from radar for a while but now he finally got back to me and is ready to proceed. > April 19 Departure (very early morning - 5:30am) - April 22 Return (hopefully no later than 10:00pm) > Budget is $650 or less for total cost > 200-225 + 20-22 = 247 pax. At first he said 11 adults, so we talked about hotels now requiring 1 to 10 ratio. He said they have no problem getting adults on the trip, so we upped the ratio. > BT sent him Clarksburg itinerary - Philip would be interested in the BSO clinics that they did. > Could leave on April 12th if that makes things better pricewise due to spring break. > preferred HoCo charter list - they've had Eyre - "had issues" mostly bus, not company issues so they are ok with eyre. CH should have this charter list - if not I have it. > Performing Groups: Concert Choir (60-70) Chamber Choir (20-30) Treble Choir (15-25) Symphonic Band (35-40) Wind Ensemble (35-40) String Ensemble (45-55) String Orchestra (25-30) > BT sent ensemble forms - he is sending them back. > They are hoping for the following: > Clinics at a college or university with university ensemble professionals (these could be at a high school or other venue, but the link to either a college or university or professional ensemble is important) - he said BSO clinics would be good. > A performance for the ensembles in a spectacular venue (like McAfee Hall - that was amazing!) - from previous BT conversation with Philip - he doesn't care about having an audience, he just wants them to play somewhere cool. I verified this with him today. > They would like our kids to attend a performance of some sort: > The Ray Charles show was excellent - a broadway style show is always good > Other performers (like Blue Man Group or similar) are always winners > He thinks they could potentially fit in two performances by two separate organizations - BSO would be good also. > A cultural tour of the city (like the Chicago Architectural Tour) - I think something focusing on the Freedom Trail or the Historical places would be excellent > Would like TO by early June if possible. 5/19/17: > BT reminded Philip to return ensemble info forms so we can get started. 5/30/17: > BT reminded Philip again to return EIFs. 6/12/17: > BT reached Philip by phone at school. Said it has been crazy, working on the forms. > Hopefully will have them done in the next couple days so we can have a meeting before he leaves for summer! 7/6/17: > Philip has been unresponsive. > BT tried by cell and texted - assume his plans have changed and asked him to confirm so we can release vendors, etc. > He replied and said: "Did you get my ensemble forms?". When I said no, he said he will try to resend after a meeting he is headed into. > Don't know if he is bullshitting or what, I would hope not. Will advise if/when he sends forms. 7/10/17: > Philip actually sent their ensemble forms for Boston! > BT placed them in their Dropbox folder. 7/15/17: > Per BT and BJS discussion, prepare for TO presentation during 1st week of August as Philip has sent ensemble forms and been responsive. > BT set TO presentation date as 8/1 - will set up exact date. > HMS, please advise if there are any issues from your end. 7/27/17: > BJS completed tier 1 & 2 rates. > CH, ready for TO (new client). __X__ CH __X__ 7/27/17: > TO is complete and BJS mailed hard copy to BT. 8/2/17: > BT had in person TO with Philip. > He seemed pleased with IOG and inclusions. > Price wise, exactly in line with budget and bid from other company. > His concerns with other company (who he has no real loyalty to) has them doing a clinic en route at Hofstra (seems out of the way and he doesn't know OD or CD - knows band guy is good). Then has them doing a public performance in Worcester. "nice place to perform" but they would have to get on the buses and drive out of the city. > I think we have a good shot here if we can get them on stage with BSO clinics (more below on that), but even if they don't get all groups on stage, really likes the sound of the clinic there. Still wants to add a performance somewhere after they have had the clinic. Can be on the way home and arrive later if necessary. > He likes that the trip is busy, but has some opportunity for kids to do some things at their own pace. Likes the PPBC so he can figure out exact costs. Seems like he liked the idea of online payments and Travel Protection. > Would definitely want to security guards per night. > BSO working with the Masters: We had a length discussion about how the 4 hour block could be used there with the hope of having everyone on stage (best case scenario): - 2 separate orchestras - 9am to 10:10 (split the time) - Wind Ensemble - 10:20 to 10:55 - Jazz Ensemble - 11:05 to 11:35 - 3 choirs - 11:45 to 1pm. > There is a new CD this year (and I think a new BD also) so Philip is a little unsure how this time would be split or if groups would be combined. > He wanted to know when we would know when being on stage would be confirmed. > Even with clinics and performance on stage, he would really like some kind of place to perform after the clinics, either around Boston or on the way home. Again, doesn't care about audience. A well appointed church, municipal concert hall, college concert hall. Doesn't care where it is...NY, NJ? > Only itinerary concern was MFA. He would LOVE to go there and force the kids to go there, but was wondering if there was another option that might appeal more to the students. Perhaps even giving them an option to choose (if they decided up front) and the two options were close. > APPROVAL PROCESS: He can use TO for admin. approval. If they decide to use us, will need to submit K to the county. > He asked if we were on vendor list. Not sure if we did this when we did TOs for Atholton and Long Reach. Link for the supplier registration is http://www.hcpss.org/f/aboutus/purchasing/forms/supplier-registration-application.pdf. BT will pass on to JF. > I asked if he felt like he would choose us based on what I shared and if we could get BSO and other performance option to work as he desires. He said he really wanted to share with the new directors so they feel "included" in the decision and a part of the team. > Overall it was a good meeting and I got a good vibe from him. Seems like he was a little overwhelmed this summer with hiring new people in his department. If I can get back to him with an idea of confirmation from BSO as well as a performance venue, I will keep it moving! 08/04/17: > BT - Getting his charter choice (in order of preference) is important, for it gives us a "soft close" and of equal importance - with a group of this size, the number of coaches they need will be continue to get harder to secure everyday they wait. > Please let the GL know that we are working on securing an additional performance location, somewhere that is convenient to their route. Ask if they would be opposed to performing in a large church - this is just one option we are looking at. > Also, please copy the following and share with the Group Leader concerning the BSO Clinics. This is all in an effort to show him that everything that can be done to this point, has been done and to get him to commit to CCIS. "We spoke with the BSO again yesterday afternoon (8/3/17) and the clinics with the BSO are confirmed. As for their location, they have confirmed receipt of our request for Symphony Hall and their Education Department will do the final process on their in-house paperwork in late August / early September, when the BSO and their staff return from Tanglewood. The Hall is as secure as it can be at this point. The only change would be if an outside production wants to rent the facility, they would be able to bump the clinics from the stage, for they pay thousands of dollars for the Hall, while the Education Department, through whom the clinics are booked, pays significantly less. This seldom happens, but the BSO asks that we make our clients aware it is a possibility, even though we'd have an executed contract / agreement for the space. It basically comes down to money and the BSO's ability to sell the space for significantly more profit. In the unlikely event this would happen, the BSO will provide an alternate location." 8/5/17: > BT sent questions posed above by BJS to Philip and he actually responded within 24 hrs.! > Re: church - "We don't have a problem performing in a large church, assuming it is a real performance space." > Re: BSO confirmation - "Thanks for checking on this. I understand why and what is going on." > Re: Bus choice rank - "I have contacted the band and choir director and plan to have an answer fairly soon." 8/25/17: > Good news, I got Philip's charter preferences today: > "I have very little preference for charter company as long as they have the same basic amenities (video/air, etc.) I would probably lean towards Gunther and then to Keller, and then Adventure. Gunther has the one extra seat on the bus so it gives us a few more, and the overall price isn't prohibitive." > BT thinks let's use this order as coaches have been selling out. 1. Gunther. 2. Keller, 3. Adventure. > Better news: He said, "Thanks for your patience with me. And right now, we are pretty committed to going with CCIS. If you could let me know what the next step is I would appreciate it." > I let him know next steps, told him we would secure charter in his order since they are selling out. If no changes, then eAgreement. > Any movement on the additional performance location? Will this require a revision? Let's keep it moving with any updates so I can lock this up! > I know he said he will need to submit the K to the county. Remember our friend at Long Reach said there were issues with this. Who knows if that was bullshit. I believe BT and BJS discussed removing some wording from K to help with this. Let's chat before we get to that point. 9/5/17: > BT got the Go to K from Philip this morning. > He did ask if there was any movement on the additional public performance option. Anything to report here? > Checking on Tilly with the school to see what the rules are, if any. 9/5/17: > Great News! Now that we know we are doing the job, we will get to work in earnest on additional performance option. > Hollie, please check with the nice young man from the Boston Symphony we spoke with at SYTA. As you remember, he was going to try to put together a list of some “good” additional performance sites for this particular group, in addition to their performance workshops at Symphony Hall. > Thanks all, please proceed as needed since this is going to K!!! ____ CH ____ ____ HMS ____ 9/11/17: > BJS prepped TO K Version & IOG K Version. > Took out all references to the Added Value stuff - he will still get, just not going to list in K or TO K Version so it does not become an issue with approval. > K due 9/20/17. > 1st $ due, 10/20/17, INV #6258, $46,301.00. > 2nd $ due, 01/18/18, INV #6259, $65,621.00. > CH, ready for E-Agreement. Please send before close of business on 9/12/17. Thanks! __x__ CH _9/11/17___ 9/13/17: > BT had GTM with Philip for rate worksheet. > Went great, loves the rate worksheet. He's kind of a math geek. Would love to do Tilly, but not sure if county will let him. For now, no. > Re: Public Performance. He thinks the Longy place is too small. Thought Trinity Church was beautiful. If that works out, he would be like to drop the MFA, have the performance on Friday am and Step on Tour in the afternoon. > He is most in favor of perfoming somewhere on Thursday afternoon/evening instead of Dave and Busters. He mentioned Hartford, UConn. Perhaps this would allow them to keep same departure time. Perform, do dinner with meal credit or boxed meal delivery after performance, then head to hotel. > Doing it on the way home would be doable “if that’s what they had to do to get it done” as long as they were back by midnight. > They would need to rent percussion: 4 Timp., concert Bass Drum, 4.5 octave marimba, xylophone. > They are aware that space rental and instrument rental will increase cost and they will guesstimate that into their cost to pax for now. > County has the K for approval. I made him aware of our issue last year with Long Reach K getting denied and told him to please let us know so we can work with them to make it acceptable. 9/13/17: > BT registered group for Travel Insured and sent plan documents to group leader. 9/23/17: > BT got texts from Philip today re: approval. > Issues have to do with bus company name being different. He thinks something from Adv. by Dawn with that logo/wording instead of Adventure Tours would be most helpful. > As of now, it is not going through the process because of their new "stupid" online system. His AP doesn't think it will be an issue, but really needs approval to move forward. > Apparently this whole approval process is going through a 3rd party which is making it even harder. > Per BJS, CH will ask Adv. by Dawn if they can provide SOMETHING - new K, or even a letter - that we can give to Philip to get this pushed through. > BTW - Philip has updated numbers. He says they will be at 145 + 16 = 161 for the trip. He already factored in a huge cushion to his cost to account for this so he wasn't concerned with increased rates. > As he already has K, how to we handle revision? _____ HMS ____ _____ CH ____ _____ BJS ____ 10/23/17: > Philip directed me via text to release 2 of the buses b/c of his updated numbers in the previous note. 11/29/17: > Per HMS, BT asked Philip for clarification on crossovers for BSO: "We have three students in the String Orchestra (upper) who sing in the Chamber Choir and I two students in the String Orchestra who also sing in the Treble Choir." > BT also asked for any update on K approval: "contact Addie_Kaufman@hcpss.org or Andrea_Misner@hcpss.org to see where the status of the contract approval is. Maybe you can speed them along. My last contact with someone was October 31 saying the contract had been sent for approval (taking up the 30 days). So I think those 30 days should be up. Needless to say, I am beyond frustrated. Thank you for your patience." > Worth reaching out to them? Better for me to do it, or BJS to do it? 11/29/17: Dear Addie & Andrea: We have been working with Philip Hale, Orchestra Director at Oakland Mills HS, and his colleagues in the Music Department since March 2017 on plans for a Music Department trip to Boston, April 19 – 22, 2018. Plans have progressed through a revision or two and we have been at the Contract Stage since early September. I know Philip has submitted the trip not only for approval, which was received quite some time ago, but has now been waiting for an extended period to receive the approved contract back from the County Offices so it can be returned to my company and we can make their plans definite. Are you aware of this situation and might you be able to provide any light on this subject, particularly regarding the status of the Contract Approval? As time continues to pass, we are in danger of losing the reservations and deposits we have made, on behalf of the group, to numerous vendors involved with the trip. If there are any modifications we need to consider or changes / revisions made to the Agreement, that will expedite this process / contract approval, please reach out to me at your very earliest convenience. I appreciate your assistance and look forward to our continued work together to provide great educational opportunities to your students. Sincerely, BJS. 12/14/17: > BJS called and spoke with Andrea Misner, 410.313.6824, Howard Co. Risk Management, since we have had no response. > They have moved offices over the past few weeks and blah, blah, blah! > Purchasing had some requested changes, so she sent it along to Legal to see if they were OK with the changes and / or had any of their own. > Andrea will follow up with them and hopefully get the changes ot us today so BJS can review and initial and get this thing finally Under Contract. > BT, please share with group leader so he knows we continue to be on this and he should continue to collect his group's money! 12/19/17: > Still nothing from Andrea, so BJS sent a follow=up email and copied all . . . Hi Andrea! Just following up on our phone conversation from last week regarding your checking with Legal to see if they were OK with the changes Purchasing wanted to make to our Agreement. I know you were hoping to have something to me later the same day, but I have not yet seen anything. Please advise at your very earliest convenience. Obviously, we all want to get this finalized before the Holiday. Thank you, BJS. 1/2/18: > Andrea (purchasing) spoke with Doug Pindell and is sending me along to him (410.313.6722). She said, per their conv this AM, he was going to send me the changes they wanted. > BJS LVM in Doug's VM. 1/2/18: > Doug returned contract with their requested edits. > BJS emailed to Mike Derdeyn in Charlottesville for his review and input - Happy New Year Mike! I hope this finds you well and having enjoyed a wonderful Holiday. Please see attached – this is a marked copy of a contract from a new (hopefully), large client in Columbia, MD. We have been trying to get into this school system for several years and I know if we can make the changes they have requested, we will stand a better chance of doing much more business in their county over the next several years. I can probably live with most of what they are asking for, we have the Professional Liability Insurance, etc., just didn’t want to necessarily give in on everything without your review / input. BTW, we also make Trip Protection through Travel Insured International, including a Cancel for any Reason clause, available for purchase for all trip participants. That being said, I feel folks should purchase that versus CCIS being held responsible for 100% of the trip cost. Thanks for your help – I am anxious to get this completed as they have been holding this contract sent we sent it in early October and the trip is now less than 4-months away! Please give me a call if you have any questions or concerns. Sincerely, BJS. 01/11/18: > BJS sent Agreements (2) to Doug et al . . . Doug: Here are execution copies. In reviewing the School’s comments, we were a little confused about who the proper signatory was, i.e. the School or the principal. It seems odd to have the document signed by the principal in his own capacity, as opposed to his capacity as an agent of the school. If the principal signs in his individual capacity, then the school will not be liable in case of a breach – the principal will. We have put together two execution copies (attached) – one to be signed by the principal as an agent of the School and the other by the principal in an individual capacity. Please use whichever one is appropriate. I have gone ahead and signed both so you will have a fully executed copy regardless of which one is signed. Please return the signed copy to my attention today via email or fax (724.287.5333) and as soon as received, we will be sending the Group Leader, Phillip Hale, his Group Leader’s Handbook. Thank you for all of your assistance in this process and as we move forward with your school system, we will know to have the changes enacted already in place for future trips. Sincerely, BJS. 1/18/18: > K received!!! > Check for $68K is on the way. 01/18/18 > KMH printed fully executed contract and TO > KMH processed GLH per SOP > As this group is now UNDER CONTRACT, please review all and proceed as needed. __x___ CH _1/22/18__ _____ HMS _____ 01/22/18 > KMH recieved check #3211595 for $65,621.00 2/8/18: > BT got updated trip numbers and ensemble counts from Philip: > 144 + 16 = 160 total > Ensembles: Chamber Singers - 11 Vocal Ensemble (Treble Choir) - 7 - we will most likely roll these girls into another ensemble Concert Choir - 33 Wind Ensemble - 47 String Ensemble - 25 String Orchestra - 23 2/18/18: > BT reviewed all forms rec’d on 2/16/18 (RL, FPGF, HIF, & FAF). > Total Pax = 163 PAX (147 + 16). > RMS / PAX 33 Q / 132 05 T / 15 08 D / 16 00 S / 00 TOTALS = 46 ROOMS and 163 PAX (147 + 16). > The group will be traveling on 3 buses. 2/22/18 > CH reviewed all forms processed by BT (RL, FPGF, HIF & FAF) > Total Pax = 163 PAX (147 + 16). > RMS / PAX 33 Q / 132 05 T / 15 08 D / 16 00 S / 00 TOTALS = 46 ROOMS and 163 PAX (147 + 16). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL to Hotel on 3/2/18 PCCF is due on 3/1 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > KMH, Please set up the group's GTV > KMH, please notify The ARC to send 163 bags and 326 tags > JAF, Ready for Final Invoice > The group will be traveling on 3 buses > Comps 1:25 6 at the double rate > Pricing is as listed below in red __x___ JAF 2/23/18_____ _____ KMH _____ ____ HMS ____ 2/23/18: > JAF created final invoice # 6384, due 3/2/18, $45,856.00. Mailed & E mailed. C to KH. 2/27/18: > BT heard from Philip re: instrument rental needs at BSO and NYC Church performance. > For the BSO clinics: Marimba, Vibraphone, Xylophone, Concert Bass Drum and Timpani (4). > Per discussion with HMS and BJS, I believe we have money left for this rental b/c we charged them the BSO rate for being on stage, but they won't be. > He asked that we please look into how much renting these same instruments would be for the NY performance. BT's idea was to fold any leftover rental cost for BSO into the NY rental cost if needed. 03/05/18 > KMH recieved check #03211647 for $45,856.00 3/12/18: > Philip is asking about instrument rental cost for performance at St. Paul's. See note from 2/27. > I don't see that performance attached below. > In addition - does the church have a piano? I think they did when I performed there, just want to be sure. > I will tell him he needs to bring music stands. 3/20/18: > BJS revised invoice and sent to Philip with the following note re: our error: Dear Phillip, Two items for your attention: 1. Attached please find your Invoice for Instrument Rentals and the Performance Fee. 2. While reviewing your group's financial file preparing the attached invoice, we realized we made a mistake in the preparation of your group's invoice, # 6384. As you may be aware, your group's final guaranteed numbers are well below either of the tiers which were included in your group's Trip Orchestration. If we were to have continued the tiered pricing chart to accommodate your actual number of trip participants, your group would be in tier 4 and rates would increase by $56 per person. Again, the mistake was ours and we are grateful for the confidence you have placed in our service, so we are going to honor the tier 1 rates. Thank you for your business - we appreciate it very much. Sincerely, Complete Custom Itinerary Service, Inc. 04/02/18 > KMH received check #03211703 for $3,940.73 04/05/18 > KMH sent cashiers check via FedEX 4/6/18: > Philip requested that we add 1 security guard each night for their trip. > He said that we had spoken about it and perhaps there was confusion about whether or not they actually wanted it. > There is mention of it in the notes way back from August. I'm wondering if we left it out as he was getting a quote from another company at that point. 4/8/18: > CH made reservation for security (1 guard). > BJS sent Invoice for Security - Invoice #6423, due 04/18/2018, $525.00. 4/11/18: > BJS emailed FI BOOKLET to Philip et al . . . > FI Box to mail via FX Ground on Thursday to Philip's attention at the school. 04/19/18 > KMH received check # 03211724 for $525.00
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