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General Trip Information
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Mon Jun 04, 2018
Trip Name
Hopewell High School Band-Nashville, TN-04-12-2018
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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 )
Hopewell High School ---> Nashville = 560 miles 9.5 hours/non-stop DISCOVER STUDENT TRAVEL Trip (since they are not getting all the CCIS perks) 7/21/17: > Rec'd EM from Kit - Bid Request Hopewell Marching Band is planning our spring trip to Nashville, TN, and the surrounding area. Please take a look at our requests and submit a bid. In order to choose the tour company that best serves our needs, please be sure to accommodate every request. * Approx. 100 students * Approx. 10 adult chaperones * Approx. 4 staff * Depart the evening of Thursday, April 12, 2018 and return Monday, April 16, 2018 * Coach buses for transportation * All meals included in price of trip * 3 nights at Gaylord Opryland Hotel * No more than 4 students in a room * 2 security personnel at hotel for all 3 nights * A performance/recording session for the jazz band at Historic RCA Studio B * A performance for the marching band in front of the Grand Ole Opry * Tour the Country Music Hall of Fame * Attend a Grand Ole Opry show. * Tour Belle Meade Plantation OR The Hermitage, home of Andrew Jackson * Lunch and line dancing lessons at the Wildhorse Saloon * Quest Lazer Tag * Tour Ryman Auditorium * Free time in Opry Mills Mall * Dinner show on General Jackson Showboat * Please provide individual insurance information If you have any questions regarding our requests, please contact me at 724-375-6691 ext. 2012 or reply to this email. Please submit your bid by Friday, August 4. Thanks! Kit Keiper Hopewell High School, Band Director 724-375-6691 ext. 2012 keiperc@hopewellarea.org 7/27/17: > BJS sent EM to Kit - Kit: Using your list of requested inclusions as detailed below, and based on 103 – 114 total trip participants (including 4 adult comp packages), our Student / Quad rate would be $579 / person and the Adult / Double rate would be $749 / person. Please note, these rates do not include transportation. CCIS does not include transportation in our per person package rates in order to save your group money and provide full transparency. Most companies divide the cost of a 55-passenger coach by 45 passengers and add that figure to their Package Rates. By doing so, they make “pure profit” for every passenger over 45 on each coach and you never know what you are really paying for transportation. We won’t let your students and their families be taken advantage of. If you are committed to pursuing a trip with CCIS, we will provide you with Quotes & Per Person Bus Cost Charts from multiple carriers. You then get to select the carrier of your choice and use our Bus Cost Charts to calculate the transportation rate for trip participants. To give you some idea of transportation cost from the Pittsburgh area, this past Spring we had several clients go to Nashville, on trips similar to yours, and their coaches ranged between $7500 - $9000 / coach, depending on the carrier and travel dates. I look forward to hearing from you soon. Wishing you all the best, BJS 7/27/17: > BJS also emailed Trip Protection info. 8/8/17: > Kip called and LVM - has a few questions before he submits this to the board. > BJS forwarded to SN and she is calling his cell: 724.556.9550 8/10/17: > BJS sent TO Pack to SN so she can share with Director. 9/13/17 > SN spoke to Kit and the board meeting reviewing all bids was last night and Kit says we should have an answer by today or tomorrow at the latest. 9/13/17: > Kit called and spoke with BJS - we got the gig! Ready for K. > BJS told him SN will be his main contact and we would have a E-Agreement to him in the next week or so. > SN, please add trip to TPMS, White Board, and start IOG per SOP. Thanks! ____ SN ____ 9/14/17 > CCIS was awarded Hopewell's April 2018 Nashville trip. > TO was already completed and submitted to the director > Trip includes the following: * 3 nights at the Opryland Hotel * Breakfast en-route at the Golden Corral * Lunch and line dancing at the Wild Horse Saloon * General Jackson Showboat Dinner Cruise * Pizza dinner at the hotel via $10 meal credit * Admission to the Country Music Hall of Fame * RCA Studio B tour and recording session for the Jazz Band * Admission to The Hermitage * Admission to the Ryman Auditorium Self-Guided Tour * Admission to Laser Quest * CCIS is providing a complimentary Escort * Overnight security > SN LVM to obtain their preferred charter company choice. > Rates were provided as follows: *Quad Occupancy: $579 *Triple Occupancy: $639 *Double Occupancy: $749 *Single Occupancy: $1,089 > Charter company rates: * Anderson - $7495.00 * Lenzner - $8935.00 9/15/17 > Kip EM'd stating Anderson was their first choice in charter companies. 10/3/17 > When can they expect an e-agreement? > BJS replied to SN - should be sent out early next week. 10/3/17: > BJS & HMS reviewed IOG and made the necessary calls. > Updated IOG and made copies (125) for SN to take to the parent meeting. > CH, if you haven't already done so, please send IOG to Lenzner so they can reconfirm their rate . . . just in case, but we can't afford any changes and get contract if needed, based on finalized times, etc. > Remember, prices are already set and we are making next to nothing on this trip. > CH and HMS, please complete and update all attachments. > HMS, $30 menu at Wild Horse, not our typical $40 menu. Also, remember, the Play Card needs to be added at Dave & Busters - keep it to a minimum. > E-agreement to be sent early next week, so please send BJS message as soon as all attachments are complete. Remember, this is a DST trip. > Comps are 4 regardless. ____ CH ____ ___x_ HMS 10/5/2017____ 10/5/17 > Kit requested to drop Golden Corral and replace with a $10 meal credit. > Also, they would like a dance clinic for approximately 21 girls. Would there be anything available through Vanderbilt or the Grand Ole Opry, etc? 10/7/17: > BJS marked Golden Corral INACTIVE and added $10 Meal Credit for B-fast. > BJS & HMS discussed proposed Dance Clinic for approx. 21 girls and decided Sunday afternoon while rest of group was exploring downtown Nashville, might be the best time for this, quite possibly at a Dance Studio. > BJS made attachment of Generic Clinic and used $500 as honorarium. > BJS updated IOG and called it K Version. > BJS ran quote - K version. > Rates increased by $6pp. > BJS completed TO K Version and CH is adding IOG and PPBCC to that document and then saving as a PDF. > BJS entered K and 1st $ due dates. > JAF, ready for 1st & 2nd Payment Invoices. > Christopher Keiper, BD, is the main contact. > Comps = 4 (no tiered pricing). > CH, as soon as JAF has the invoices ready, E-agreement can be sent, hopefully NLT end of day Tuesday, 10/10/17. Thanks! __x__ JAF _10/9/17___ ____ CH ____ ____ HMS ____ 10/9/17: > JAF created & emailed 1st Payment INV # 6296, due 11/17/17, $23,028.00 > 2nd Payment INV# 6297, due 1/18/18, $36,430.50. > CH, ready for E-agreement. E-agreement can be sent, hopefully NLT end of day Tuesday, 10/10/17. Thanks! ___CH___ 10/31/ > EM received from Kit requesting a Jazz workshop for the dancers. 11/6/17 > 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 _____ 02/12/18 > SN reviewed all forms rec’d on 02/09/18 (RL, FPGF, HIF & FAF). > Total Pax = 104 PAX (88 + 16). > RMS / PAX 22 Q / 88 00 T / 00 08 D / 16 00 S / 00 TOTALS = 30 ROOMS and 104 PAX (88 + 16). > The group will be traveling on 2 busses > Kit says he did something wrong on the room list form, but the correct number of people and rooms are there, but the box at the top is incorrect. 104 PAX (88+16) is correct and everyone is accounted form on the actual room list. > Hannah Young and Kiara Kapton are traveling with their own parents, therefore do not need bus seats. 02/14/18 > CH reviewed all forms processed by SN (RL, FPGF, HIF & FAF (FAF was Blank - SN is checking with the director)). > Total Pax = 105 PAX (88 + 16 + 1). > RMS / PAX 22 Q / 88 00 T / 00 08 D / 16 01 S / 01 (includes escort - provided by CCIS on a complimentary basis) TOTALS = 31 ROOMS and 105 PAX (88 + 16 + 1). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL to Hotel on 2/26 as PCCF is due on 2/23 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > KMH, Please send 104 DST Luggage tags and one DST water bottle > JAF, Ready for Final Invoice > The group will be traveling on 2 busses > Comps are Firm @ 4 at the double rate > Pricing is as listed below in red ___x__ JAF 2/15/18_____ _____ KMH _____ ____ HMS ____ 2/15/18: > JAF created final INV # 6373, due 2/23/18, $78,410.00. Mailed & E mailed. 2/23/18 > SN texted Kit, letting him know, as of today we have not received any payment and if he could please check with his treasurer regarding this and he replied "Will do". 03/01/18 > KMH receieved check #822 for $23,028.00 3/16/18 > Pre trip meeting 3/28. They requested a final itinerary copy in advance of this meeting. 03/19/18 > KMH received check #? for $55,382.00 > Check was damaged in transit. the edge of the envelope and check had been cut off so I can not see the check number. 03/27/18: > BJS reviewed Booklet and Receipt Form. > BJS emailed Final Itinerary BOOKLET to Kit et al. > SN will take Cash when she escorts the trip. > KH is mailing Final Itinerary BOX today once we know their Spring Trip dates from SN. 03/27/18 > KMH sent FI Box via FedEx ground 4/1/18: > BJS gave BRF to JAF to get Cash for escort, SN. 5/25/18 > CH called Student Watchers to request a refund for $448 due to complete one guard a no show on the last night and one guard that appeared to be a bag lady ($336) and two guards that arrive 1 hr late on 2 nights($112). > JAF, please send a check to Hopewell High School Band for $448. 5/25/18: > JAF sent refund of $450 on ck # 10908.
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