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Trip Notes
( Print Note )
( E-Mail Corporate )
271 Miles / 4.5 - 5 hrs NS 6/19/08: > Rec'd General Specs from Bob via email. > We will be traveling to Washington DC to march in the Cherry Blossom Festival Parade. > Travel April 3-6, 2009 > The parade is on Saturday April 4th. > 2 Concert Bands and 2 Jazz Ensembles will participate in an adjudication Festival on Friday April 3rd in the late afternoon/early evening. > We will have approx. 200 students and 24 chaperones on the trip. The chaperones are included in the students price. > Students are quad occupancy... chaperones are double occupancy. > We will return the evening of Monday April 6th. > All activities, meals, gratuities, taxes, etc. need to be included in the price. > Our students do not carry cash on them on our trips... it is ALL prepaid. > We would like to have at least one "nicer" sit-down dinner. > Then, any other activities in the DC area that the kids would enjoy would be great. > As you have questions, you can call me on my cell # 724-544-8345. 6/20/08: > BJS sent thank you for specs email and asked about golf outing - neither he or Varden can attend due to vacation plans :-( > BJS sent sorry you can't attend, but have a great vacation email. QUESTIONS FOR BOB - > Does total chaperone Pax of 24 include directors? Yes > If not, how many directors? 4 total staff memebers > Hotel Security - Needs to be included, they usually go with 1 guard / motorcoach > Departure time . . . If Concert & Jazz Bands are competing Friday, late afternoon or early evening, are you planning to leave early Friday morning or Thursday afternoon? Wants to depart school at 6:30 AM Friday! > Parade begins at 10AM on Saturday, 4/4/09. > Transportation - are we doing this? Yes, wants quotes > Charter company preference? Butler, Myers, Anderson they have used in the past and are have been well pleased. > Any charter company not to use? Not particularly. > Some idea of Per Person Budget? 600 - 700 - just a guesstimate - he really has no idea. > Other Attractions? BJS Suggestions - Smithsonians, Mount Vernon, Medieval Times, Attend Concert at Kennedy Center or Theatre, Arlington National Cemetery, ESPN Zone, Hard Rock Café, Library of Congress, Monuments/Memorials: Jefferson Memorial, Lincoln Memorial, Vietnam Veterans Memorial, Washington Monument, Union Station, WWII Memorial, Holocaust Meseum, Old Post Office Pavilion, Potomac River Cruises, United States Capitol, Student Dinner Theatre, National Zoo, etc. > Festival Company? Dixie Classics, North American - prefered. Heritage (if they'll sell a festival only - if not, he likes NAMF). > Symphonic Band = 100 players > Wind Ensemble = 50 players > Jazz Ens #1 = 19 players > Jazz Ens #2 = 19 players > Kings Dominion is great so long as open on Sunday, April 5, 2009. > Likes coaches to stay on-site at hotel with group. > Usually stay at Sheraton or Radisson style property. Doesn't really have preference of hotel location, so long a convenient. > BJS said he would provide rates for two different hotels, one in close and one in suburbs (aka Fairfax, Springfield, etc.), etc. > Wants to have decision finalized by 1st of August so all ready to go when band camp begins. > He is accepting quotes from as many as three companies. > BJS reminded him that we will use PTP as starting point and if something is included in anther proposal that he'd like us to include, we'd be happy to do so. He keeps talking about apples to apples comparison . . . BJS finds this hard to do when we don’t really have a list of attractions / meals and are all doing our own suggestions. BJS encourgaed him to remember that this is a starting point. They are looking for best value. > BJS to complete PTP and deliver to Bob by end of next week. From NCBF Website - > NCBF Announces 2009 Festival Dates: March 28 - April 12, 2009; the Parade will be on Saturday, April 4, so as not to conflict with Easter weekend. > Lillian Iverson - NCBF - LVM (202) 661-7584. > Lillian returned call and then emailed me a link to their hotel partners from 2008's festival. They may not have 2009 in place until late this year or even January 2009. 6/23/08: > BJS emailed Bob re: what time they want to return on Monday evening. 6/24/08: > Bob replied that anytime between 7pm & 9pm would be cool. 6/24/08: > BJS completed IOG and faxed CQRs o Anderson, Butler & Myers Trailways (Export). 6/26/08: > From NOVA to HRC = 8.2 Miles (just up I-395 into downtown). > From Hotel (Sheraton Premier at Tysons Corner) to NOVA = 10.5 miles (via Route 7). 6/30/08: > BJS called Bob re: PTP Presentation Appt. > Called cell phone and LVM. 7/2/08: > BJS called Bob again, have PTP complete and need to schedule appointment - please call. > Also sent email as well. 7/14/08: > Schedlued PTP appointment for Tuesday, July 15th at 1:30pm @ his home: 408 Cambria Ct., Cranberry Township, PA 16066. 7/15/08: > BJS and Lucia met with Bob at his home. > Seemed extremely pleased. > His wife, Maria (I think), and Varden Armstrong (Asst Dir) will be making final decision. > Rec'd proposal from Corky as well as New Horizons. > Corky is our competition - New Horizons is too expensive and did not include as much. > Someone's bus quote was not complete - did not include local transfers or side trip to Kings Dominion. > Decision will be made around August 1st. > First Deposit they collect from students is $50pp - sometime in September, BJS explained how we could work with him on payment / deposit amounts. > Ken (escort) they used for years with AmeriTours, they love and his boosters want him to go, will even pay for this independently. I told him we could work it either way . . . According to Bob, Ken escorted only the Seneca Valley Trip and the Highlands HS Band trips. > BJS asked Bob to invite Ernie Pontiere, CD from North Allegheny to Golf Outing. Ernie is who recommended Bob use New Horizons and since Bob was not impressed with their proposal, I thought Ernie might be interested in CCIS - he is and he attended! Very nice guy, has beautiful 650 btl wine cellar and makes all of his own wines. 7/31/08: > BJS emailed Bob re: hotel change and mailed hard copy as well with PTP Revision I - lower rates and hotel change. > Savings = $10, $14, $20 & $34 respectively from Quad thru Single. > Mailed copy to his home and school address, for email with copy got returned to me a SPAM, probably because of attachments. 8/1/08: > BJS returned Bob's call - he left VM earlier in the day. > Have to make certain he rec'd the message about the hotel and lower rates. > Ken Dearment (814-282-7811) is the name of the ESCORT and he would like CCIS to handle arrangements with Ken directly. > 1st day of camp = 8/4/08, fundraisers start the same day. > Bob's wife is Maria and she will be the trip coordinator once we get to the contract stage, forms, payments, etc. 8/25/08: > BJS sent email to Bob - I hope Band Camp was successful for you and your group and that the start of the school year will go well. I wanted to give you an update on the DC trip . . . 1. Ken DeArmitt and I have spoken on several occasions and we are going to have dinner together this Wednesday evening in order to meet in person and discuss our new relationship. Ken will do a site visit to the DC area prior to your trip in order to familiarize himself with your group's hotel and the area in general. His escorting fee is $200 per day and he does not expect any gratuity on the student group trips he escorts. 2. Have you had any confirmation from the Cherry Blossom Festival? 3. I would like to propose the following regarding deadlines - Please share this with Maria and have her get in touch with me if she has any questions. I need to go ahead and get your Agreement / Group Leader Notebook mailed ASAP in order to make things official and start signing confirmations / making payments on behalf of your group. Contract, Forms, etc: > September 15, 2008 - Contract. Please advise as to whom you would like the contract and invoices made out to, the Seneca Valley HS Band Parent Association or the Seneca Valley HS Band. If it is the Band Parent Association, what is their "official" name and do they have an address different from the school's address? If so, what is their address and whom do you want me to list as the contact person in the contract itself? > September 15, 2008 - North American Music Festival Application. I will include a partially completed North American Application in the Notebook and ask that you complete the highlighted portions and return it to my attention. > February 2, 2009 - Final Participant Guarantee Form, Room List & Hotel Information Form (60 days prior to departure). These forms are all included in the Notebook and are also available in the forms section of ccistravel.com. Payments: We typically divide the package rates into three equal payments; however, I know from our previous conversations that your fundraising just began at Band Camp and we talked about breaking the initial payment into two separate portions. > September 15, 2008 - First Payment, $50 / person, due along with the Contract & NAMF Application. > October 17, 2008 - Second Payment, $119.67 / person. > January 2, 2009 - Third Payment, $169.67 / person + 50% of Ground Transportation (90 days prior to departure) > February 17, 2009 - Final Balance Due (45 days prior to departure) Thanks again Bob. I appreciate your sharing this information with Maria and having her get back to me as soon as possible with any questions she may have. 8/28/08: > BJS responded to Maria's email from yesterday afternoon - It was great to hear from you and I look forward to working with you! By the way, you did not come across as abrasive, just to the point, and I like that! I would much rather work with someone who is organized, asks the right questions, and knows what they want. Ken and I had a very nice meeting last evening and he has agreed to work with CCIS, not only on your group, but for any other CCIS Clients who request an Escort, if their trip dates will fit into his schedule. He really seemed like a great guy, spoke very highly of you and Bob, and we enjoyed ourselves immensely. Bob did confirm the group's acceptance by the Cherry Blossom Festival. Once you receive any directives from the festival committee regarding the band's parade performance, please forward copies to my attention so I can keep the file up to date as we begin to build your group's Final Itinerary. As for the payment schedule and amounts, we can make the First Payment $50 per person and due to CCIS by October 15, 2008. This is not a problem since it is what your group is accustomed to. In keeping with your typical plan, the Second Payment (50% of the Balance), would then be due on December 15, 2008 and the Final Balance would be due February 17, 2009 (45-days prior to departure). Your Final Participant Guarantee Form, Room List, Hotel Information Form, etc. would all be due on February 2, 2009. I will mail the Contract / Group Leader's Notebook to your attention and list you as the Trip Coordinator. I would appreciate your signing the Agreement and returning it to my attention by September 15, 2008. Even though the initial payment is not due until October 15, 2008, by signing the agreement and having it back to me by the 15th of September, we can begin executing contracts with our vendors on behalf of your group. I appreciate your understanding. The Proposal, IOG (Itinerary Outline Graph), and Per Person Bus Cost Chart are attached. Bob selected Myers for the charter company earlier in the summer and we currently have a contract with them for 5-56 passenger coaches (280 seat total capacity). As the trip draws closer, should you see that the group requires fewer coaches, we can release as needed. I would ask that you keep me posted on your tentative numbers so we can be fair to the charter company and release a coach in a timely fashion, if it will not be needed. The charter company based their bid on the group's IOG and unless the group makes significant changes to the itinerary, there will be no change in charter rates. Understandably, the only exception would be a fuel surcharge; although, they allowed for some fluctuation in fuel rates when placing their bid. As we are all aware, the volatile fuel situation makes it impossible to guarantee fuel rates this far in advance; however, if last year is any indicator of what you should expect, of all the trips we did this past Spring, only one charter company imposed a fuel surcharge and on only one trip. Obviously, they have done quite a good job of predicting fuel costs and bidding accordingly. As for the CCIS portion of the package, unless your group makes changes to the inclusions, the rates are guaranteed as published with the exception of any fuel surcharge which may be imposed by our vendors. Again, using last year as a measure, not a single vendor (restaurant, attraction, etc.) assessed a fuel surcharge. Please see Inclusion List and Rates provided in the attached Pre-Trip Planning Proposal and note sliding scale based on number of total trip participants. Thanks again and do not hesitate to contact me if you have any questions or concerns. 9/2/08: > BJS mailed CN to Maria's attention at their home address. > Included partially completed NAMF Application. > K & NAMF Application due 9/15/08. > First Payment due: 10/15/08. 9/22/08: > Rec'd singed K from Maria. 9/23/08: > BJS mailed couter signed copy to her attention. > Still need NAMF Application. 10/1/08: > Rec'd NAMF Application. 10/15/08: > Rec'd check #3027, $11,200.00, First Payment INV #4624 - PIF. > BJS picked up from Bob at school. > Already have financial commitments from 200 students and may have as many as 11 more. 10/15/08: > Rec'd email from Maria - I have a few questions identified last night at our monthly booster meeting: 1. We will have a number of students that are not part of the NAMF adjudication that will need to participate in the dinner at Medieval Times. Is this already in your plans to arrange for the total number of students (not just NAMF students)? 2. Will parents that are not part of our group (traveling separately) be able to watch the awards dinner at Medieval Times? I’m assuming it depends on how many groups they are accommodating that night and/or do they always leave general seating available? 3. Regarding the bus driver I had emailed about previously (Frank Bibri), do you know how far in advance we’ll know if he’s confirmed or not? 10/20/08: > BJS replied to Maria's questions - I apologize for my delay in getting back to you; however, the Director of the Washington, DC festival was out of her office late last week and returned this morning. 1. As for students who are non-participants in the NAMF competition, they will be charged the Adult Package Rates, based on their specific occupancy type. 2. Adults and others who will not be a part of the trip in any way, but who want to attend the Awards Ceremony and Show at Medieval Times, will be charged $65 each. The festival company usually buys out the entire arena, so we will need to purchase admission through NAMF for any folks in this category. We can easily deal with both of these scenarios when final numbers are guaranteed on February 2, 2009. 3. I have also spoken with Sandy, at Myers, regarding Frank Bibri and he is still driving for them. He has been included on our paperwork as a requested driver and they will do their best to honor this request. So long as he is in town, she sees no reason why he would not be assigned to the trip. Official assignments are usually made 1-week prior to the departure date. I hope this helps! Let me know if you have any other questions. 11/21/08: > Rec'd check #3056, $750.00, for additional 15 pax deposit at $50 ea. 12/9/08: > BJS sent Payment reminder Email / due 12/15/08. 12/15/08: > Rec'd check #3072, $64,492.50, INV #4625 - PIF. 1/8/09: > BJS completed SAMPLE Final Invoice to assist Maria for her booster meeting. It is in system, but will need updated once final numbers are in. 2/3/09: > BJS emailed Maria Parade Info Forms (Bob was to have gotten these sometime last week directly from Amy Walp with the Parade Production co.). > BJS directed Maria to return these forms directly to the Parade folks, as directed, prior to the March 1, 2009 deadlines. > BJS also sent Ken DeArmitt updated IOG and asked when he would like to do his site visit. > Rec'd FPGF, RL & HIF from Maria via email on 2/2/09. > Total Pax = 238 (210 + 28, including Ken DeArmitt, Escort) > Rms / Pax 51 Q / 204 02 T / 006 13 D / 026 02 S / 002 TOTALS = 68 Rooms & 238 Pax (210 + 28). > BJS updated IOG and Bible accordingly. > 65 Students are NOT participating in the NAMF festival, so they will receive a credit of $54 pp on the final invoice. NAMF numbers will then be 145 student participants + 93 Non-Participants, PLUS however many folks are coming just for the Medieval Times Dinner / Awards Ceremony. They will be charged $65 each. > BJS placed order with CAV. > BJS faxed RL & HIF to hotel. > BJS will complete and forward Final Inv to Maria's attention as soon as we have the number of Medieval Times Only add-ons. > Group will be traveling on five (5) 56-passenger coaches. > HMS, as these numbers are now GUARANTEED, please review and proceed as needed. Thanks! ____ HMS ____ 2/10/09: > See email copy from earlier today re: Rental Car Drivers & Ken to Hotel on Friday afternoon and well as Driver request. > BJS mailed NAMF Handbook's to Maria's attention. 2/13/09: > Maria called, needed Final INV faxed showing single line item for NAMF Credit rather than a per person rate of $54 for the credit. > BSJ said dine and faxed, then mailed updated copy to her attention. > Balance due remains $52,204.50. 2/18/09: > Rec'd check #3091, $52,204.50. > ACCOUNT IS PIF. > Gross Receipts = $126,647.00
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