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Updated	Wed Jul 05, 2023
Trip Name	Fitch High School Choir-Virginia Beach, VA-04-20-2023
Client	Back to Client \|\| E-Mail
Sales Rep	Brett Taylor E-Mail Sales Rep.
Trip Class / Division	CCIS DST
Destination	OR
Number of	PAX Youth Adults Escorts DOF
Comps	Single Dbl Trip Quad Quint Sext
Start	Date:	Time:
End	Date:	Time:
Contract	Due Received
Deposit	Due Received
Partial Deposit
First Payment	Due Received
Final PAX	Due Received
Final Room List	Due Received
Hotel Info Form	Due Received
Balance	Due Received
Contract Status	Under Contract Canceled
Trip Notes ( Print Note ) ( E-Mail Corporate )	Austintown Fitch HS --> Virginia Beach, VA 503 miles/8.5 hours non-stop Fitch HS to Quantico = 341 miles / 6 hrs non-stop. Quantico to VA Beach = 180 miles / 3 hrs non-stop. 8/9/22: > BT finally got all of the trip details for Fitch. > IOG in DB is about what he wants after much back and forth. So while I put up for IOG R&A, know that he has already seen this and has given a lot of input. If anything major needs to be changed, I will share with him for final R&A. > Wants to depart at 6:00am to avoid bus loop stuff. > Quantico - Marine Corps Museum only with performance, no base. I out client arranged b/c I think this is what he did last time. Assuming this is not something we would set up. > VA Performance Thursday am will be client arranged. Wasn't sure what to do for lunch here to put TBD. > He likes Baron's for bus. > BT added to WB. __X__ BJS __X__ ____ HMS _____ __x__ CW _____ 8/15/22: > BJS asked BT to see if there is any chance we can get the Band away from BRT this year and it would be a combined Band & Choir Trip. > If so, would be easier to plan now for both groups. > Also, if just the choir, does Bill want them to watch the Band in the Parade, etc.? Will need to include this on the IOG if so. __x__ BT __x__ ____ HMS FYI __x__ CW FYI 8/15/22: > Bill responded: "Band is committed to Bob Rodgers. The Choir does not need to see the parade, but I would like to them to hear band perform on Friday if possible." __X__ BJS __FYI__ ___ HMS __FYI__ __x_ CW __FYI__ 8/22/22: > BT got an email asking about status. BJS and BT talked, just got updates from PAC, etc. > Then Bill wrote back and said "sadly I haven’t got a confirmation about leaving on Wednesday the 19th. So, unfortunately we may have to go back to the Thursday morning departure. I’m sorry for all the back-and-forth. Our central office has been very uncommunicative this summer. " > Well JFC, we need to know BEFORE we can do the TO. BT told him we need that answer asap! BJS, hold on TO until we know for sure what his dates will be. __X__ BJS __X__ ____ HMS __FYI__ __x__ CW __FYI__ 8/25/22: > BT shared the updated IOG with Bill and he is ready to proceed to TO asap with the 4/20/23 departure. > BT updated dates and times in TPMS to reflect the IOG. > CW - please update CQR with Baron's so they have the revised shorter trip. > BT updated to TO list on the WB. __X__ BJS __X__ ___ HMS __FYI__ ___x_ CW __x___ 8/26/22: > BJS and HMS discussed this group after having been to Quantico and Williamsburg respectively during this week's Pre-SYTA FAMS. > Made a few adjustments to the IOG based on "new" information. > HMS, hotel should be a VA Beach oceanfront hotel since most of their activities are in VA Beach and Norfolk. > They have their annual "Srs. Ice Cream Social, so this will need to be taken into account when finding hotel. > CW, please send the updated IOG to Nick at Baron's for an updated price - trip is probably a day shorter than what was sent on the CQR originally. > Director will take care of the Veteran's Administration Performance arrangements in the VA Beach / Norfolk area, but CCIS will need to make the arrangements at the National Marine Corps Museum in Quantico. BJS was there and has the contact info. > No reason for the IOG to be reviewed by the Director again, we are moving on to the TO as soon as possible. Thanks all! __x__ BT ____ ____ HMS ____ ____ CW ____ 9/12/22: > BJS reviewed and updated IOG. > Lunch DAY 1 will be at Marine Museum in Quantico, prior to their performance. BJS was there on FAM and it is great and easy to work with. CCIS will also take care of the performance arrangements. > BT wants to get TO scheduled this week, mid-week, so this needs to be a priority - Director is getting anxious and we know band travels with Bob Rodgers, so we don't want the choir to have any reason to be unhappy! > BJS sent hotel specs to Melissa at BMG. > Baron's is already Under K for the coach. ____ BT FYI ____ HMS ____ ____ CW ____ 9/15/22: > TO scheduled for MOnday 9/19 at 10:10am. __X__ BJS __FYI__ ____ HMS __FYI__ ____ CW __FYI__ 9/18/22: > BJS reviewed and updated IOG and attachments as needed. > BJS ran rates and entered below, starting at $729 Student Quint. T1 = 49 - 54 T2 = 43 - 48 +$20 T3 = 37 - 42 +$40. > BJS completed TO for tomorrow morning's presentation. > BT, he will probably be shocked by price. 2021 trip to VA Beach was under $500 (but that is when no one was traveling & it was MID-WEEK!). 2019 was $599 and it did not include a Festival (they never do a festival), so add in the $115 Festival Fee, we are right in line with 4 years ago. __x__ BT __x__ ____ HMS FYI ____ CW FYI 9/19/22: > BT had GTM with Bill for TO Presentation. > Would like to add 1 security guard. Updated on WB. > Go to K! Revision can be K version and K. __X__ BJS ___X__ ____ HMS __FYI__ ___ CW ___FYI__ 9/23/22: > BJS attached Hotel Security and then re-ran rates and entered below starting at $745 Student QNT. > Tiers remain unchanged: T1 = 49 - 54 T2 = 43 - 48 +$20 T3 = 37 - 42 +$40. > BJS completed and EM'd Contract Packet to Bill for signature. > K due 9/30/22 > 1st $ due 10/14/22. ____ BT FYI ____ HMS FYI ____ CW FYI 09/25/22: > Rec'd Signed Contract from Bill. > As this group is now UNDER CONTRACT, please review all and proceed as needed. __x__ BT ____ ____ HMS ____ ____ CW ____ ____ JAF ____ 10/4/22: > Check #178481 rec'd for $10,000.00. > This is for "the bus". We already figured the cost savings into GC of them paying these funds. ____ BJS __FYI__ ___ JAF __FYI__ 10/18/22: > Check #178660 rec'd for $4000.00. > Bulk Credit "Butter Braid and Craft Show Basket Raffle Fundraisers" for $4,000.00 APPROVED. 10/31/22: > Bill asked me to cancel 3 duplicates. BT noticed that $80 bulk credits were applied to them AND the accounts that are being kept. BT manually refunded the $80 from each duplicate acct. > Group now has $240 in credit available from the 10/18 bulk credit. 11/11/22: > Rec'd Festival Director Handbook from PAC. > BJS edited the PDF to get rid of what Bill didn't need and saved in the group's Vendor DB. > BT, please review and send to Bill. __x__ BT __x__ 11/29/22: > Group has $240 in credit available from 10/31 note - manually refunded duplicate bulk credits. > Bulk Credit "Pampered Chef Fundraiser" for $214.84 APPROVED. > Group now has $25.16 in credit remaining. 12/20/22: > Check #179082 for $464.84 rec'd. > Bulk Credit "Donations" for $250.00 APPROVED. > WITH $25.16 in credit from 11/29, group has $240 in credit available. 1/3/23: > group has $240 in credit available. > Bulk Credit "Credit" for $240.00 APPROVED. 1/17/23 > Meal Credit survey response rec'd > Bill chose option 1. Proceed as planned with the Cashier Check being sent to your group in advance of travel and withdraw cash from your local financial institution for the meal credits. _x__ BT ___ ___ BJS ___ 2/1/23: > BT reviewed all forms downloaded and rec’d on 2/1/23 (RL, BL, FA, FPGF, HIF, EPGF). > Total Pax = 52 (49 + 3). > RMS / PAX 06 Qt / 30 02 Q / 08 02 T / 06 02 D / 04 04 S / 04 TOTALS = 16 ROOMS and 52 PAX (49 + 3). > Note that student and adult package rates are different. Student Pax \| Adult Pax Qt 30 \| 00 Q 08 \| 00 T 06 \| 00 D 04 \| 00 S 01 \| 03 TOTALS = 16 ROOMS and 52 PAX (49 + 3). > AE Updated Bible Numbers, IOG, and Status Schedule. > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > Comps are 2. > Group has identified a designated healthcare professional for a 50% discount on their package. They are in a SINGLE room. > The group will be traveling on 1 bus. > AE updated Tiered Pricing and checked Final Tier Pricing box. The group is in Tier 1. > AE checks that Meal Selection Google Form response was received. The group’s selection is option 1 - cashier's check. > AE completed AE portion of the Invoice Preparation Procedure. > Final date payments are accepted in GroupCollect was 1/31/23. ____ BJS ___ ____ HMS _____ _____CW _____ ____ MLL_____ ____ JHT _____ 2/1/23: > Check #179336 rec'd for $3500.00 > Bulk Credit "Parents Club Donation and Handels Pint Cards" for $3,500.00 approved. 2/23/23: > Bill confirmed 31 pax for ice cream social. > He is working on VA performance details and adventure park waivers. ____ HMS ____ ___ BJS __FYI___ 3/1/23: > Spring Break Dates = April 10-14 > If material sent over these dates, send to: Bill Klein 3412 Starwick Dr. Canfield, OH 44406 ___ BJS __FYI__ ___ HMS _FYI__ ___ CW __FYI__ 4/9/23: > BT got VA Performance info from Bill (via the person at the VA). > Performance is good for the time and day scheduled on the IOG. 2pm on Friday 4/21. "Hampton VA’s address is 100 Emancipation Dr., Hampton, VA 23667. This will take you to the main entrance, which is not where the performance will be held. Right now, it’s not exactly certain exactly where the performance will be held. We are too far out from the date to predict our COVID status on April 21st. There are a few options…. One large-scale outdoor performance that will be held in front of our historic entrance near the waterfront (Blue lines on the map) Smaller group performances on the Spinal Cord Injury Unit (SCI) and maybe other units (Red lines on the map) A combination of both I attached a map for when you enter the VA grounds from I-64/Mallory Street (Exit 268). It is the last exit before the Hampton Roads Bridge Tunnel. Once we get closer to the date I will have more precise information on location(s). SCI & the Historic Building are relatively close to each other." > BT put the map in the vendor folder. ____ BJS __FYI__ ____ CW __FYI__ 3/10/23: > Check #179571 rec'd for $14,274.08 for final invocie. > Group is now PIF. > BT updated Invoice Prep sheet accordingly. ____ BJS __FYI__ 3/13/23: > BT got this note from Bill about bus driver request: "Just a reminder we’d like Matt Turnmen as our driver for tour. He was supposed to drive for us last year and there was a mix up. I’ve reached out to him as well with the dates, but if you could advise Barons on your end too that would be great. Thanks so much, -Bill" > CW - I don't remember if Bill made this request initially or if we requested it, but if you could check with Baron's that would be great. _____ CW _____ ____ BJS __FYI__ 3/27/23: > BJS shipped MCCC to Bill at the HS via UPS. 3/29/23: > Marine Corps Meal Selection in DB Vendor folder. ____ HMS _____ _____ BJS __FYI__ 4/11/23: > BJS EMd Final Itinerary Booklet to all and then shipped Final Itinerary Box via UPS to school. > As Final Itinerary is now complete, please review and proceed as needed - thanks all! __x__ BT ____ ____ HMS ____ ____ CW ____ 4/17/23: > BT had pre-trip brief with Bill. > Box is marked as "out for delivery" to school as of 2:30pm. But Bill says office staff tends to leave before 3. > BT will keep an eye on the UPS notification. If there is another exception with delivery today, he said we can change it to his house. His mom is there during the day with his kids. __X__ BJS __FYI__ 4/18/23: > BJS updated / REVISED Final Itinerary with the new information BT received from Mike at PAC. > BJS also updated the QR code so it points to the REVISED FINAL ITINERARY and asked BT to review and if correct, to share with Bill. > CW is aware of the tweaks and is sharing with Barons. __x__ BT __x__ ____ CW ____ 4/26/23: > BT had post trip debrief with Bill. > Mostly, the trip was good. Baron's is a great company and our driver, Matt Turnman, is amazing. > Marine Corps Performance / Lunch - interesting. Performance and lunch were great, no issues. "On "lock down" the entire time" - apparently just very high security compared to last time and some kind of security issue was going on while they were there and they weren't really looped in. Ended up being delayed b/c "they weren't allowed to leave. Really cool. Band there performing outside. > Pierce's BBQ - Awesome!!! Highly recommended! Lady telling them where to go, food was ready, hot, unlimited drinks. Recommend calling 15 minutes out. (Apparently Bill always tries to do this - not a bad idea). They sat outside. Very tiny inside. If it was raining - could be an issue. Not covered. > Ghost Tour - hit or miss. They had two tour guides, struggled a bit. Kids loved it. > Hotel - outstanding. Ice Cream social went well, had a sign up. Very organized. > Spirit Cruise (PAC arranged) - fine, kids loved it. > Fitch (both band and choir) did really well at the competition bringing home 1st, 2nd, and 3rd place trophies along with gold and silver medals. The VA performance was also outstanding (client arranged). > While the performances were well done, the company running it (PAC?) was disorganized. Registration was not clear, we were missing tickets, and some of their directions were quite unclear. > We had a good time at the adventure park but were there far too early. The itinerary noted to leave our hotel at 8am. We arrived at the park at 8:10am but they only opened at 9:00am. There was a lot of wasted time. > The tattoo was for lack of better terms a disaster. There were no food vendors outside and the vendors inside only accepted credit cards. We were able to find a table that exchanged cash for food vouchers, but by the time we did this, the tattoo was about to start. The tickets they provided us had the choir (and band) split up with other people sitting in between us. I know this isn’t your fault, but I want to make you aware. Not a lot you can do on your end, but I wanted to communicate some stressors this tour caused us. > Food in Chrysler was snack stuff - so not really dinner. Apparently the event with the food truck was cancelled the day before??? (Band had boxed dinner delivered). > Next year, I am looking at the first or second week of April. I would like to explore the idea of Disney. I think we need to consider flying. If this pans to be too expensive, I would like to consider looking north to Maine. We’ve not been there, and I think it’s an area in which we need to expand. > After discussion - looking more like Orlando. ____ BJS __FYI__ ____ HMS __FYI__ ____ CW __FYI__ ____ ME __FYI__ 07/05/23: > BJS asked MLL to mail a $575 check to the Fitch HS Choir for the Tattoo Meal Voucher reimbursement. It is being mailed to Bill's attention at the school. > On 06/26/23, we received a check for $575 from the Virginia Arts Festival for this purpose. > BT, please advise Bill to be on the lookout for the check. __x__ BT __x__ ____ MLL ____
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Itinerary

GroupCollect
Start Date & Time	Date Time
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	Under Contract Active (uncheck to make inactive)

Contract	Due Requested Received Signed
Deposit ( E-Mail BookKeeper )	Due Paid Amount $ Method
First Payment ( E-Mail BookKeeper )	Due Paid Amount $ Method
Balance ( E-Mail BookKeeper)	Due Paid Amount $ Method
Drop Dead Date
Final Count	Due Sent Number
Comp. Policy
Rates	Youth $ Adult $ Senior $ Group $
Item Notes ( Print Note )

Booster Tag Luggage Tags
Start Date & Time	Date Time
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Contract	Due Requested Received Signed
Deposit ( E-Mail BookKeeper )	Due Paid Amount $ Method
First Payment ( E-Mail BookKeeper )	Due Paid Amount $ Method
Balance ( E-Mail BookKeeper)	Due Paid Amount $ Method
Drop Dead Date
Final Count	Due Sent Number
Comp. Policy
Rates	Youth $ Adult $ Senior $ Group $
Item Notes ( Print Note )

DST Thank You Gift
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Attraction [+] More
	Under Contract Active (uncheck to make inactive)

Safer Travel Care Package
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
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Barons Bus Lines
Start Date & Time	Date Time
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National Museum of the Marine Corps
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
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	Under Contract Active (uncheck to make inactive)

Performance Generic
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Performance [+] More
	Under Contract Active (uncheck to make inactive)

Pierce's BBQ
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Restaurant [+] More
	Under Contract Active (uncheck to make inactive)

The Original Ghost Tour of Williamsburg
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
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	Under Contract Active (uncheck to make inactive)

Ghost Tour of Williamsburg
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Book My Group
Start Date & Time	Date Time
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SpringHill Suites Virginia Beach Oceanfront
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
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	Under Contract Active (uncheck to make inactive)

Hotel Security
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
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Contract	Due Requested Received Signed
Deposit ( E-Mail BookKeeper )	Due Paid Amount $ Method
First Payment ( E-Mail BookKeeper )	Due Paid Amount $ Method
Balance ( E-Mail BookKeeper)	Due Paid Amount $ Method
Drop Dead Date
Final Count	Due Sent Number
Charter #
Total Due Charter Co.	$
Bus One	Bus Capacity # of Buses PPBC Chart Cost per Bus to Client $
Bus Two	Bus Capacity # of Buses PPBC Chart Cost per Bus to Client $
Bus Three	Bus Capacity # of Buses PPBC Chart Cost per Bus to Client $
Item Notes ( Print Note )	8/17/22 > cw called about availability. > nick says available > sent CQR > per BJS, sending deposit. 8/18/22: > JAF paid deposit of $500 by Chase DD. 8/19/22 > quote rec'd - wanted to make sure it was ok before accepting the deposit. $8230 > 8230+ 10%(823)+ DR(738)+DG 375) = 9428/56 -425 for losing a day 8/25/22 > CW advised Nick of changes and sent new itinerary > -$425 for losing a day > $7805.00 + 10% + DR (738) + DG ($375) = $9699.00 / 56. MOTOR COACH PARKING IN VIRGINIA BEACH Loading & Unloading of Passengers Buses may safely load and unload passengers in the designated zone curbside only on Atlantic Avenue. Offsite bus parking is available. You may park in the designated motor coach spaces at the 4th Street Municipal Parking Lot at Rudee Loop or at the Virginia Beach Convention Center located on 19th Street. A cab ride to and from the hotel is recommended for the bus driver. The spaces are available on a first-come, first-served basis. 4th St. Parking The parking lot, by city ordinance is closed from 12:00 midnight to 8:00 a.m., 7 days a week. You must notify a cashier or contact Resort Management Office if you need to depart anytime during these hours. For questions contact 757-385-4800

Contract	Due Requested Received Signed
Deposit ( E-Mail BookKeeper )	Due Paid Amount $ Method
First Payment ( E-Mail BookKeeper )	Due Paid Amount $ Method
Balance ( E-Mail BookKeeper)	Due Paid Amount $ Method
Drop Dead Date
Final Count	Due Sent Number
Comp. Policy
Rate / Tax	Group Rate Tax percent
Nights / Time	Nights Checkout Time
Rooms	Total # of Rooms:
Room List	Due Sent
Item Notes ( Print Note )	09/12/22: > BJS sent specs to Melissa as CW was off today and client is anxious. Fitch HS Choir VA Beach, VA Oceanfront 54 pax (51 + 3) IN: Thur., 4/20/23 3 nights OUT: Sun., 4/23/23 18 DDs or 15 suites (@ 5/suite) 09/15/22: > From Melissa - Hotel Name – SpringHill Suites (SHS) Hotel Address – 901 Atlantic Ave Rates Available – Single – Quint- $212 (SHS) SHS has Queens Tax – 15% tax plus $2 occupancy per room per night Breakfast Info – Breakfast in included Comp Policy – none Comp Bus Parking – $25 per bus per day Deposit – 1st night plus tax due with Rooming List Cancellation – 30 days / 72 hours Do you have balconies? Yes. All rooms are oceanfront with balconies Will this group end up in balcony rooms? Yes If we book this space with you; will you be sending a hotel contract for the client to sign? Yes Can our client get their brand points? Yes. However, only one person can receive points. Will attrition apply? No. Can do the Ice Cream Social space wise – just need to handle the details and pricing. 9/15/22 > Inclusive rate = $245.80 ($212 x 1.15 + $2) 2/16/23 Hello! Please find attached the Room List, Hotel Information Form, Food Allergy Form, Bus List and IOG for our client, Fitch HS Choir. They are scheduled to arrive on your property on 4/20/23 and will stay for 3 nights. Sleeping Rooms Arrival Date: 4/20/23 Arrival Time: 9:30PM Departure Date: 4/23/23 Departure Time: 9:00AM Rooms per Night: 17 (16 Double Doubles and 1 King – Motor Coach Driver) Total Participants: 52 (52 trip participants = 49 students and 3 chaperones) + 1 Motor Coach Driver Onsite Contact: Bill Klein Onsite Cell: (330) 207-8745 The group will need one parking place for the motor coach. Breakfast: 52 people + 1 Motor Coach Driver Time Date 7:00AM 4/21/23 7:00AM 4/22/23 8:00AM 4/23/23 Special Requests  Please confirm your receipt and understanding of this information, including any Special Requests on the rooming list and hotel information form:  Please release any unused rooms in our block at this time  Please provide an updated Final Invoice for this group so that I can forward the Balance Due prior to the group’s arrival Thank you for all of your help in making our client’s trip most pleasant and memorable. Please contact me with any questions or concerns. 3/6/23 <HMS confirmed deposit amount 3/7/23 HMS confirmed 31 for icecream social 3/21/23 <HMS confirmed final bill

Performing Arts Consultants
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Beach Time!
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Spirit of Norfolk Cruise
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Sandler Center for the Performing Arts
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Misc - Wildcard
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Adventure Park at Virginia Aquarium
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Virginia International Tattoo
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