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Harmony, PA to Myrtle Beach, SC = 640 miles = 11 hrs Non-Stop School to Conway, SC = 625 miles = 10.5 hrs non stop Conway to Myrtle Beach = 15 miles = 30 minutes non stop Conway to Kernersville, NC = 194 miles = 4 hrs non stop Kernersville, NC to Clarksburg, WV = 306 miles = 5 hrs non stop Clarksburg, WV to School = 132 miles = 2.5 hrs non stop. 8/11/08: > Rec'd EM from Lisa Gilbert - Although I believe the extent of our conversations have been limited to exchanging voice mail, I wanted to provide you with some details/expectations on Seneca's trip to Myrtle Beach so that hopefully you can draft a proposal for us. We have worked with another tour company for a number of years and feel this might be a good time to pursue optional proposals. I can't promise anything, but I can tell you that this will not be an exercise in futility for you -- we will seriously consider your proposal. I understand that you may be working with Bob Matchett from SV's band on a proposal as well. He was especially interested in the DVD memory, as would we. All choral students 8th-12th grade will be invited to participate in this trip. Seventh graders do not attend. However, this is not a mandatory trip, so we will not have a real estimate on the number of students who will attend until after the trip commitment meeting right after school begins. You can estimate between 300-325 students, the three choral directors, our accompanist and his wife, 2 medical personnel, 2 trip coordinators, and 1:12 chap ratio. All adults should be comped, either through your company or through the cost per student. Bottom line: we do not ask the adults to pay for their trip. We will attend either Heritage Festivals or Fiesta-Val. Below is a basic sketch of what we would expect for an itinerary: Thursday, April 30 -- Depart 9-10pm from Seneca Valley main campus Friday, May 1 -- arrival lunchtime; lunch someplace nice so kids can relax and change before competition (perhaps the Aquarium?). Competition Friday beginning approximately 2:00pm. When competition concludes -- perhaps pizza/swim at the hotel if not too late. Saturday, May 2 -- Hard Rock Amusement Park and then awards ceremony at Hard Rock if Fiesta-Val is chosen competition. If Heritage is chosen as festival, then awards would be at Medieval Times beginning late afternoon. Sunday, May 3 -- Breakfast, and full day for local touring, etc. Monday, May 4 -- depart right after breakfast for arrival at Seneca Valley main campus approximately 7:00pm. We have interest in the following venues: Hard Rock Amusement Park, Broadway on the Beach, House of Blues, Legends in Concert, and any other venues you might recommend. It has been our experience that meal times coordinate easier in larger venues, so that the kids don't have to eat in "shifts." Hopefully, you can work something out for breakfasts and lunch stops. Hopefully this gives you enough information that you can draft a proposal. We don't like to have much "down time" at the hotel, so don't hesitate scheduling late into the evening. You'll be working with folks who have much experience with this trip, including the directors, and those of us on the choral boosters board, so you can expect that we'll appreciate all the details of your itinerary and proposal. :) We'd like to keep the cost per student from $600-$640. Also, we'd like for you to work with Anderson's for the busses. If you could give me a call to discuss details and when you might be able to have your proposal to us, that would be great! I can be reached at the number below during the day, and my cell is (724) 272-3658. I am cc'ing our Booster President, Dawn Abbate, on this e-mail. Dawn had been the trip coordinator for the past three years, and she and I will be working closely this year as well. Thanks Bryan. Look forward to talking with you. Lisa Gilbert Healthcare Marketing Specialist Willis of Pennsylvania, Inc. 444 Liberty Avenue, Suite 505 Pittsburgh, PA 15222 (412) 586-1401 (Direct) (412) 586-3525 (FAX) lisa.gilbert@willis.com 8/11/08: > BJS replied with the following EM (via blackberry) Lisa: Thanks for the information - this is great! I am sorry we have not been able to catch up with each other. I had two ends of the spectrum this past week, a funeral mid week and then my nephew's wedding over the weekend. I appreciate your patience and look forward to working with your group. The details you have already provided are wonderful and we will get to work straight away on the proposal. I will give you a call on Tuesday with any questions. Do you prefer I use your office or cell number? You are correct about the Seneca Valley Band - they solicited proposals from three different companies and have already selected CCIS for this year's trip. We are very excited to be working with Bob's group and hope we can do the same with you! 8/11/08: > Lisa replied - I am in the office all this week, so try my work number first, and then the cell. Sometimes it's hard to hear on a cell. They are necessary evils but sometimes still a pain! Look forward to working with you. I see from your website that you were a music teacher in a past life. Are you from Butler? :) My oldest son leaves 8/23 to attend Penn State for music education/voice. Congrats on your appointment for SV Band . . . they're a great group! 8/12/08: > BJS reviewed festival options for May 1 and 2, 2009 - > FIESTA-VAL - May 1 - 2, 2009 (2-day festival with Friday performances) Limited to five choirs per school $110 / $70 Hard Rock Park on Saturday Performances on Friday at St. James HS Auditorium > MUSICALE - May 2nd (1-day Festival with Saturday AM performances) Limited to three choirs per school $65 / $40 Hard Rock Park following performances Performances on Saturday AM at Myrtle Beach HS Auditorium (pending) > MUSIC SHOWCASE - May 2nd (1-day Festival with Saturday AM performances) No limit on number of choirs $ - TBD, but expect no more than Muisicale Hard Rock Park following performances (Plan 2 will include meal) Performances on Saturday AM at Ocean Bay MS Auditorium (pending) > HERITAGE - May 1 - 2, 2009 (2-day Festival with Friday performances) Will not sell Festival Only packages until after 1/1/09 & then it is based on availability. BJS QUESTIONS - > Festival Company Choice? Music Showcase > Treated as individual schools or a single group with it comes to the festival? Indvidual schols > How many ensembles will be competing? MS = 8th Grade Choir; 9th Grade Men's, Womens & Combined Groups, 12 total groups. > Approx. number of students in each ensembles. > Director's Names? Mr. Aaron McGill - SHS (Ms.) Bobbi Jean Alexander - HIS & HS Show Choir (Ms.) Toni Keefer - MS > Hotel - Ocean Front or Attraction based preference? Either is fine, price can dictate. > Are students allowed to swim at hotel or in ocean? Yes. > Suite Property as an option if necessary? Yes > Escort? YES > Hotel Security? One / floor > Le Grande Cirque Friday or Sunday evening? Sounds great! > Budget of $600 - $640 - does this include transportation? YES > The group likes the idea of DJ Dance probably Sunday PM. > Prefer it to be less, or spend that amount? Fine to spend all 600 - 640 - that is what they are used to and are expecting. > Lisa's Mailing Address? 150 Oakdale Drive, Zelienople,. 16063 > Compare apples to apples! 8/18/08: > BJS emailed Lisa - CCIS portion of PTP is complete, jusat awiting charter quotes. > They should be in by tomorrow afternoon, so please call me so we can schedule PTP presentation mtg. > BJS completed all attachments and ran rates, etc. 9/29/08: > Lisa called - HR Park has filed for chapter 11. > BJS to call festival cos to see if they have any word / contingency plans, etc. 9/30/08: > BJS emailed Lisa re: HR Park and festival company plans in case it does not re-open. 10/9/08: > Met with Lisa and Director at the School. > Fiesta-val is choice, but would like option for one 8th grade choir to pull out if MSF has some other MS Choirs in their festival that same weekend. > BJS explained that we would check into this; however, go no go decision would be have to be made with sufficient lead time, cannot wait until 30-days prior and then switch. > Also want to consider other hotel properties - Toni Keefer suggested the Crown Reef and then Lisa later said Tom Presto had originally proposed the Crown Reef and then ended up with them at the Sands' Ocean Dunes (Tower I). > BJS agreed to check into all three resorts and let Lisa make the final decision. 10/17/08: > BJS sent email to Lisa re: DSC visiting all three resorts in Myrtle Beach next weekend (10/25&26/2008) as well as deposit inv. - Hi Lisa, I hope your week has gone well. I wanted to give you an update on the hotel situation in Myrtle Beach. Rather than my making the trip from Butler, Debbie Clements, from our Richmond, VA office, is going to visit all three resorts under consideration next weekend. Since she is already more than halfway there and Myrtle Beach is not a friendly place to get to from Pittsburgh International Airport, she volunteered to make the trip for us. Debbie has worked for CCIS for nearly 10 years and knows what we expect from all of our properties. She will take plenty of pictures and provide us with a thorough report. Please rest assured, for all three properties are currently holding space for your group, the SandCastle Resort South Beach (our original suggestion), the Crown Reef, and the Sands' Ocean Dunes. As soon as she returns, you and I can discuss the findings of her trip and make the final decision. Also, I am going to go ahead and forward the Deposit Invoice to your attention. I would normally wait and include this in the Contract Notebook; however, since the hotel decision is now pending, and I have several attractions who are in need of deposits from CCIS, I would like to go ahead and get this paid. I will mail the original of the Invoice to your attention c/o: the SVCB PO Box. I have also attached a picture of the invoice to this email. Thanks for all you do and do not hesitate to contact me if you have any questions or concerns. Have a great weekend! > BJS mailed Deposit INV #4644, $24,000, due 10/30/08. 10/27/08: > Rec'd check #1169, $24,000.00 INV #4644 - PIF. 10/28/08: > BJS and Lisa spoke re: hotel decision. > She has decided to stay with the Sand Castle South Beach as we originally planned. > She also said that it appears as if the total count may be a bit higher than projected, around 330 students and 35 adults, so BJS updated count on Bible and IOG to 365. BJS also called hotel and had them add another 10 units to our block. > BJS to mail CN to Lisa's attention this week. 11/17/08: > Rec'd em from Lisa that HR Park is UP FOR SALE :-( > BJS called Fiesta-val and discussed their Plan B options and then called Lisa and explained where they are at this point. 1/7/09: > BJS faxed Fiesta-val Applications to all three directors, including classification and division info. > BJS spoke with Lisa and emailed her the revised IOG - she likes it very much and once the picnic lunch is confirmed for Saturday, BJS will complete and mail CN to her attention. > We discussed deadlines and she is fine with all of these. 1/8/09: > Rec'd email from Toni Keefer (MS director) - not clear on what Classification or Division she should be in. > BJS responded as follows - Hi Toni, the 3rd and 4th pages of my fax detail the Divisions, Classifications, etc. I am not sure why you would not have received these. Regardless, based on the fact that you are a Middle School and have as I understand it, just one choir performing, you should mark your form as follows: Classification: Middle / Jr High School Performance Area: select the type of ensemble you have, and it is Division I. If you have more than one choir participating from the Middle School, the second choir would be Division I - Open. I hope this helps! Please let me know if you have any other questions. 1/8/09: > BJS spoke with Lisa - trhey have a student in foster care and the county is paying for him - they want to pay us directly. Karen Heston, the group's treasurer will be contacting me. 1/8/09: > Karen will fax me the information / form and CCIS will bill the county as directed for the amount shown on the paperwork. > Cannot submit for payment until after 2/5/09. 1/9/09: > Rec'd Toni's festival application. 1/12/09: > Rec'd Fiesta-val Applications from Aaron & Bobi-Jean. > BJS completed the CN and mailed via USPS 2-day service to Lisa's home address. > Signed K due 1/23/09. > Second Payment Due: 01/30/09. > Group Paid $24,000.00 on 10/27/08. 1/14/09: > BJS updated attachments in system to match contract IOG. All of the changes were necessary due to HR Park closing. 1/30/09: > rec'd check #1200, $58,021.30 toward 2nd Payment INV #4679. > Balance due on INV = $40,000.00. 2/4/09: > Rec'd signature page of K via email from Lisa. 2/9/09: > BJS mailed fully executed copy of K to Lisa. 2/10/09: > BJS completed & mailed Allegheny Co. Paperwork for payment re: Jonathan Ruder. > Mailed copy of submitted papers to Lisa Gilbert for her files. > INV #4687, $548.40, due: 4/30/09. 2/11/09: > BJS mailed Statement to Booster PO Box as well as Lisa's home address. Balance currently due = $40,000.00. > BJS mailed sympathy card to Toni Keefer, per Lisa, her father passed this past weekend. 2/18/09: > Rec'd Booster Check #1205, $40,000.00 - 2nd Payment INV is PIF. > Final Invoice will be created once we have the group's FPGF, RL, etc. 3/19/09: > rec'd check #462918 from YWCA of Greater Pittsburgh re: Allegheny Co Dept of Human Services for Jonathan Ruder. 3/24/09: > Per Lisa, she will have final decision on possible extra student by Thursday, 3/26/09. > She definitely wants the 8th bus from Anderson. > Told her Fiesta-val does not provide changing facilities for the group at the performance site. Reminded her that we discussed this was a draw back to a same day of arrival performance. 3/26/09: > Rec'd email from Lisa with PPCF - she is adding the student that was in question. 4/7/09: > BJS and Lisa discussed lunch at Festival Site - Prefer Box Lunch to be brought in. > Lisa discussed this with Aaron and he is all for the box lunches. > BJS advised that we may need a meal count in advance - we will do some checking and see what we can find (Subway, etc.) and advise. > All groups can eat, with the exception of Show Choir - following their performances. Show Choir is the only group that may have to miss one of their school's other ensembles in order to get their lunch prior to their performance. 4/14/09: > BJS processed RL, PPCF, etc. on 4/1/09. > Total Pax = 359 (322 + 35 + Jude & Ken - escorts) [Does NOT include the 8 Bus Drivers]. > Rms / Pax (includes everyone, since all will need sleeping accommodations at the hotel, including the 8 bus drivers). 03 Qt / 015 76 Q / 304 01 T / 003 14 D / 028 17 S / 017 TOTALS = 111 ROOMS (including Jude, Ken and the 8 Bus Drivers) > BJS placed order for 322 CAV dvds + 3 Mosaics (one for each director). > BJS updated IOG and Bible. > Bible & IOG counts include Jude & Ken, but NOT the 8 bus drivers. > HMS, as these numbers are now GUARANTEED, please review and proceed as needed. Thanks!!! ____ HMS ____ 4/14/09: > BJS sent email to Lisa re: I am adding Ken DeArment as a second tour guide to their trip. > Also wanted to confirm parent meeting for Monday, 4/27/09 at 7PM in the IHS Auditorium. > Lisa replied that having Ken was great and yes, the meeting begins at 7:30PM, but she wants to meet with the CCIS Representatives at 7PM, 30-minutes prior to the main mtg. 4/14/09: > BJS emailed Final Invoice, #4713, to Lisa's attention. > Total due on account = $88,229.70. > Also mailed hard copy to Lisa's attention at the Booster PO Box as well as her home address. 4/17/09: > Lisa sent room list changes and deletions / additions = net loss of 1 student. 4/20/09: > Lisa called and they have decided to drop one of the 8 coaches, so now they will have just seven (7). > Lisa will deduct the charge for the 8th coach from her invoice and send the balance due straight away, $81,399.70. > BJS made Lisa aware that there was not a room at the hotel for Sr. Pizza Party or Church service - she is fine with that and understands - said they could do the service outside if weather is nice. 4/22/09: > BJS made Room List Revisions per Lisa's direction on 4/17/09. > REVISED TOTAL PAX = 358 (321 Students + 37 Adults, INCLUDING our 2 Escorts). > BJS updated IOG and Bible accordingly. > BJS updated CAV order to 321 student DVDs. > HMS, as these revised numbers are now RE-GUARANTEED, please review and proceed as needed - Thanks! ____ HMS ____ 4/23/09: > BJS emailed final itienrary to Lisa as well as all Aes and HMS. > BJS emailed FI to Charter Company and faxed copy to Head Driver at her hotel in Myrtle Beach as she requested. 4/25/09: > Rec'd check 1215, $81,399.70. > Account is PIF. 4/29/09: > Rec'd updated Bus List from Lisa. > Rec'd list of night chaps with cell numbers for escorts. > Rec'd word that Maddie McDonough, Student, will not be going on trip. > New Total Pax = 357 (320 + 37). > BJS updated Bible Screen. > BJS updated IOG. > We will try to guarantee 357 as able. 4/30/09: > Lisa called and left brief VM - She has a replacement for Maddie McDonough. > BJS returned call and line was busy, so I asked hr to call ASAP so I can once again revise numbers, room lists, etc. > Total Pax is back to 358 (321 + 37). > BJS adjusted IOG, RL & Bus Lists as necessary.
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