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General Trip Information
Updated
Tue Jul 03, 2018
Trip Name
Bishop McNamara High School Music Department-Myrtle Beach, SC-04-19-2018
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Bishop McNamara High School Music Department
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Final Room List
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Hotel Info Form
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Trip Notes
( Print Note )
( E-Mail Corporate )
Forestville, MD to Myrtle Beach, SC = 440 miles = 7.5 hrs. non-stop DISCOVER STUDENT TRAVEL group this year. 8/23/17: > BT stopped by school today and spoke with all 3 directors about their trip. > Reviewed the 3 options and pricing I sent him last month with Va Beach/Williamsburg and Myrtle. > Budget wise, they really need to be in the $525 to $550 range all-incl. > This brought up the discussion of BUDGET TRAVEL, and they are on board with it. School seems to be cutting back, so this probably fits them best. Hotel needs to be decent, though. (Although, in Tony PITA fashion, he said he felt like they "were in the budget category last year in Orlando b/c Holiday Inn was a tier below our usual"...whatever!) > So, no apple watch, no USBands, no GTV. > This brought us to discussion of Myrtle Beach. They haven't been since 2011. Feel like it will be a better draw for the kids, more to do, free beach time, etc. > After discussion with BJS last month, I had sent him as one of the options Myrtle with Festivals of Music ($30 cheaper than Fiestaval) with an estimate of $600 to $650 all incl. This was before budget travel discussion. So this is what they have elected to do. > We should already have Keller on hold. Knowing them, they will still want 6 coaches even though they would fit on 5. Honeybadger don't give a shit, this is their call. But keep 6 until further notice. > He gave me their 2011 itinerary which I scanned and put in Dropbox. He said it worked well and they really liked the hotel (Ocean Dunes Resort and Villa) unless we have a better/cheaper option. But must be 4 to a room - no suites! > 237 + 20 = 257 > Going mostly by has last itinerary: > Depart 6am on Thursday, April 19 > Lunch en route (this could be on own if needed) > Hotel check in/pool time - dinner (Giant Crab - bus driver hour issues?) > Friday - performance day, lunch, afternoon activity (Wonderworks/Broadway?) dinner, show > Saturday - check out, beach time? Lunch/dinner, awards/Pirate Voyage. > Depart at 10:30pm, arrive Sunday am (no breakfast needed). > Tony needs TO by 9/13 so he has in plenty of time for parent meeting. > Will send ensemble forms to all directors and stress we need to have them back asap in order to have this done. They were talking about not traveling with so many ensembles. > BT created folder in Dropbox, started IOG, and added to White Board. 9/7/17: > BT reached out to the 3 directors again in hopes of getting ensemble forms. > He wants the TO by 9/13 but still hasn't sent them forms...typical Tony. > BJS, please update city in this trip to Myrtle Beach. TPMS was giving me trouble the day I entered the trip. If I typed for too long, I would hit update and get an error page and nothing was saved. 9/8/17: > BT got the ensemble forms from Tony! > They are in Dropbox. He said they are "rough numbers" - they are still trying to figure out exactly who to take. 9/18/17: > BJS completed application for all 8 ensembles with FoM. 9/19/17: > BJS completed attachments and then ran rates. > CH, ready for TO - old style - he= needs this this evening. > This is a DST trip - no watch, not bags, no GTV (other than as an option at $10pp) and no USBands. > Add line for Keller's quote so it can be added as soon as it is received. > Comps = 1:25 paid. > Tier 1 = (232 - 257) > Tier 2 = (207 - 231) + $20pp. > No tier 3 since this is already a wide gap. > HMS, might as well wait to see how BT's meeting goes with Tony before you make any more calls. __X__ CH __X__ __X__ HMS __X__ 9/18/17: > BT sent TO to Tony and his immediate response, without even looking at it was its too expensive at $435! > We all discussed here in the office with BT and we decided to take out the lunch en route - which should have never been included in the first place since this is a DST trip, as well as the lunch Saturday at HRCafe and also removed Ripley's since it sucks. > These changes made the rate drop to $389 and we updated TO and sent back. This should make him much happier. Still needs charter quote from KELLER tomorrow AM. > Tony also said that he has 275 pax, not the 257 we have been working with all summer - how were we to know - OMG. > BJS updated number in system and then on IOG. 10/4/17: > Tony wants to add a $10 MC on Saturday instead of lunch on your own. > Other than that, ready for revision and K. > BJS updated IOG and TO to K Version after adding the $10 Meal Credit for lunch on Saturday at Broadway at the Beach. > BJS increased rates by $10pp across the board. > CH, please add PPBCC to the TO K version. > As this is going to K, please review and proceed as needed. Thanks! __x__ CH _10/6/17___ ____ HMS ____ 10/7/17: > BJS entered K and 1st $ due dates in system. > JAF - ready for 1st & 2nd Payment Invoices. > CH, ready for E-agreement as soon as JAF has invoices ready. > COMPS = 1:25 PAID. > Please try to have E-agreement emailed by end of day Tuesday, 10/10/17. Thanks! _x___ JAF _10/17/17___ ____ CH ____ 10/9/17: > JAF created 1st Payment INV # 6294, due 11/11/17, $37,500.00 > 2nd Payment INV # 6295, due 1/18/18, $57,549.00. > CH, ready for E-agreement. Please try to have E-agreement emailed by end of day Tuesday, 10/10/17. Thanks! ___CH___ 10/12/17: > BT registered for Travel Protection, sent link and docs. 11/01/17 > 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. _____ CH _____ _____ HMS _____ 11/15/17 > KMH received check #82512 for amount $37,500 invoice #6294 11/21/17 > KMH received Travel Planner letter 01/24/18: > BJS sent the following to BT - Brett: Just a heads up on the FoM Schedule for this school prior to the official schedule being released next week: Choir Performances - Loris HS Inst Performances - Aynor HS > Choirs - Arrive 9AM > Warm Up / Perform (30 minutes) > Chamber Choir 9:30 / 10:00 > Vocal Jazz 10:30 / 11:00 > Gospel Choir 11:30 / 12:00 (finish 12:30pm) > Inst - Arrive 9:15 AM > Warm-Up / Perform (45 minutes) > Concert Band 9:45 / 10:15 > String Orch 11:15 / 11:45 > Wind Ens 12:45 / 1:15 > Sym Band 2:15 / 2:45 > Jazz Ens 3:45 / 4:15 (finish at 5PM). Please share with Group Leader for their immediate review so I can advise Tom if there are any issues. This goes live next week, so any changes or concerns need addressed before then. 02/08/18: > BJS dropped the Jazz Band from the FoM Competition per Tony's request. 2/18/18: > BT reviewed all forms rec’d on 2/16/18 (RL, FPGF, HIF, & FAF). > Total Pax = 254 PAX (234 + 20). > RMS / PAX 54 Q / 216 06 T / 18 08 D / 16 04 S / 04 TOTALS = 72 ROOMS and 254 PAX (234 + 20). > The group will be traveling on 5 buses. 2/23/18: > CH reviewed all forms processed by BT (RL, FPGF, HIF & FAF) > Total Pax = 254 PAX (234 + 20). > RMS / PAX 54 Q / 216 06 T / 18 08 D / 16 04 S / 04 TOTALS = 72 ROOMS and 254 PAX (234 + 20). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL pack to Hotel on 3/2 – PCCF due 3/1 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > KMH, please send 254 DST luggage tags and one water bottle > JAF, Ready for Final Invoice > The group will be traveling on 5 busses > Comps 1:25 - 9 at the double rate > Pricing is as listed below in red ____x_ JAF _2/26/18____ _____ KMH _____ ____ HMS ____ 2/26/18: > JAF created final INV # 6386, due 3/9/18, $ 95,505.00. Mailed & Emailed. C to KH. 3/1/18: > Tony wants to know if it's possible to have dinner at Giant Crab at 7 or 7:30pm on their arrival day instead of 6pm to allow for more beach/pool time at the hotel. I'm thinking this could be a driver hour issue if the buses are taking them to dinner. > Of course, he wants to know if the hotel will let them check in when they arrive...HA! 03/13/18 > KMH received check #83122 for $95,505.00 3/18/18: > Tony would like to add 3 security guards per night in Myrtle Beach. BJS advised that this will have to be invoiced as their final invoice has been paid in full. > Tony asked if this was going to be Student Watchers or another company as he "was not very impressed with student watchers one year". > He also asked if they could have: 1 assigned to male floors 1 assigned to female floors 1 roamer/common area. > He would like to request that he/chaperones meets all guards at a certain time each night and they do not leave until they touch base with a him/chaperone in the AM. > BT told him that I would make these notes, however SOP is for me to give him the guard information when we receive it, usually on departure day, so he can contact them directly and/or touch base when they arrive at the hotel and he should make his expectations clear directly to the guards on duty. 3/18/18: > BJS replied to BT and cc'd CH and HMS - > Unless unavailable, it will be Student Watchers as that is who we contract with for the entire season across the country. > Guards are on duty from 11pm – 5AM - that is their required 6-hour shift. If he would like to extend those hours, we need to know immediately, and the fee is $35 / guard / hour. If he elects to extend, we need to know the hours he wants them to start and end. > Per SOP, our Final Itineraries always list the Start and End times and make it clear that the guards are to be met by the group leader or designate each night when they come on duty to discuss any concerns / specific responsibilities or requests. Should he decide not to extend the hours and wants to speak to a guard each morning, he, or his designate will need to meet the guards before they go off duty at 5AM. > BJS will hold off invoicing and CH will hold off placing the order until we know how he wants to proceed. > We need his decision NLT 3/21/18. 3/23/18: > FYI - spring break is March 30 - April 6. 4/5/18: > BJS & BT discussed security and since he never got back to BT, we are going with 3 guards / night x 2 nights, regular shift. 11p - 5a. > BJS emailed Invoice #6422, 04/18/2018, $1,074.00 due 4/18/18. > CH, please make security attachment & reservation accordingly and add to final itinerary as needed. ____ CH ____ 04/05/18 > KMH sent cashier's check via mail. 4/9/18: > BJS emailed FI Booklet to Tony et al . . . > FI Booklet to mail via FedEx Ground. 4/9/18 >KMH mailed FI Box via FedEx Ground 5/29/18: > Per JF, BT reached out to Tony re: unpaid invoice. > His response: "I submitted payment for the final bill however BMHS had a transition of the person in our business office that manages checks . . . and now things are out of wack." > He asked me to send the invoice...again...which I did and he said he would resubmit by the end of the week. 5/31/18 > KMH received check #83586 for $1,074.00
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