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Trip Reports: Bible (Basic Trip Report)

General Trip Information


Updated	Thu Dec 19, 2024
Trip Name	Aberdeen High School Band-Williamsburg, VA-04-04-2025
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 )	Aberdeen, MD to Norfolk, VA = 267 mi. = 4.5 hrs. non-stop Williamsburg, VA to Quantico, VA = 121 mi. = 2 hrs. non-stop Quantico, VA to Aberdeen, MD = 104 mi. = 2 hrs. non-stop 7/1/24: > BT met with Kaitltyn. > Since Atlanta way over budget and no MITP at Dollywood on these dates, she has decided on Williamsburg. Still wants 2 night. > Still 1/bed, so prob. the Embassey Suites that we used for Edgewood the best option. > BT moved the MITP reservation to BG Wmsburg on Festival's Edge. > Depart Friday am at 8am. > Wants to do Virginia Zoo and Nauticus in Norfolk. BT checked hours, zoo closes at 4, Nauticus at 5. > Dinner and Ghost tour, then hotel check in. Likes to minimize hotel time. > Saturday MITP and BG. > Sunday, bfast and depart. Do Museum of the marine corps with lunch like Highlands did. > Budget - hoping for under $1k since it's closer (where she had hoped Atlanta would be). > With holiday week, IOG R&A would likely be early next week (July 8), but if it's ready sooner I can get with her at least over the phone. > Don't forget to cancel all with Atlanta. > Updated WB and Dropbox, moved Atlanta stuff to rejects folder. __X__ BJS _____ ____ HMS _____ __x__ CW _____ 7/7/24: > BJS reviewed IOG. > If School to Zoo in Norfolk is 4.5 hrs non-stop, better allow some time to allow for a potty stop and/or traffic. > Can they leave earlier? If not, I'd suggest they choose either the Zoo OR Nauticus - giving them just 90-120 minutes at each seems insufficient. In the interim, BJS adjusted Zoo to 1PM arrival with just 90-minutes there and then 2 hours at Nauticus. To make this happen, BJS did a brown bag lunch on own en route to not waste time eating at the zoo. If they can't leave earlier & want to keep both the Zoo & Nauticus, the IOG should work as adjusted. > Ready for tomorrow's IOG R&A. ___x_ BT ____ ____ HMS FYI ____ CW FYI 7/8/24: > BT had IOG R&A with Kaitlyn. > They could leave earlier and she would be fine with that, but would need to leave by 7am (6:50am really) to get out of the way of the school buses. BT worried about driver hours with this, seems like it would be more than 15 hrs. on duty. > Kids are interested in both Va Zoo and Nauticus for sure. > Good with brown bag lunch how we currently have it if that works best. > BT did not make any IOG changes, but do not feel like another R&A is necessary - she trusts us to adjust, but can email/text her with any other questions if needed. > TO scheduled for 7/22 @10:30am. > BJS - Kaitlyn will be in Orlando between 7/19 and into the following week if you wanted to meet her. I did not mention this to her, just a thought. __X__ BJS __X__ ____ HMS ____ ____ CW _____ 7/24/24: > HMS was able to secure the Woodlands - only 2 beds / room, so Double would be the max occupancy, but nothing else available anywhere close. > BJS ran rates and entered below, starting at $559 Qd, but school requires 1 / sleeping surface, so Dbl is $669.00 T1 = 72 - 80 T2 = 63 - 71 +$20 T3 = 54 - 62 +$40 > CCIS+ = $23pp. > TO Pack complete and in DB ready for presentation ASAP. _x___ BT ____ ____ HMS FYI ____ CW FYI 7/25/25: > BT had TO meeting with GL. > Atlantic Coast is charter choice. > Hotel - As I slacked when I was on with her, the problem with the 1/bed policy is that they also do not want only 2 kids in a room for safety reasons. I remember my room at the woodlands had a sofa. I do not remember if it was a sleeper sofa. Either way, she thinks she can get away with 3 / room there as long as each room at least has a sofa. It could be considered a sleeping surface even if it’s not a sleep sofa. > So...go to K as long as that is the case with the hotel. > She is going to submit for approval next week. > This is one of the counties that is "not allowed to say trip" until it's approved. BUT, she definitely would be able to send out our survey via the band app. So please prepare an Aberdeen survey and send me the link and QR code. I would use $800 to $950 for the price range. __X___ BJS __X__ _____ HMS ____ _____ CW ____ 7/25/24: > Per the Woodlands site, The WOODLANDS STANDARD is a comfortable room that echoes the area’s traditional style. - 5 Adults - 2 Double Beds and Single Sleeper Chair! - 309 sq. ft., features table and chairs > BJS called the hotel and spoke with HMS's contact there, Amerose, and she confirmed that the rooms, we have, the standard rooms, all have two beds and a "sleep chair", so 3 sleeping surfaces it is and this is great! > HMS may now need to contact the hotel and reduce the size of the block since the students can now go 3 to a room! ____ BT ____ ____ HMS ____ 7/29/24: > BJS completed TO K Version and then the K. > “Aberdeen HS Band Williamsburg Contract Packet” has been successfully sent for signature. BJS sent to client's gmail address and cc'd her school address. > K due 8/6/24. > 1st $ due 8/23/24. > As the group now has their K, please review and proceed and needed. __x__ BT ____ ____ HMS ____ ____ CW ____ 9/9/24: > Group FINALLY got approval. > Because nothing is ever easy - Kaitlyn's name cannot appear in the contract and no HCPS employee can sign the contract. JFC. > So - all ready to sign, but the K needs to list Jennifer Murrell, Booster Treasurer as the group contact and she will be the one to sign. Email address is ahsbtreasurer@yahoo.com. > I added her contact to TPMS also. > She can sign immediately. Meeting with the GL asap to complete rate worksheet and launch GC. __X__ BJS ___X__ ____ HMS FYI ____ CW FYI 9/12/24: > BJS canceled the original AdobeSign docemnet and sent notifications. > BJS changed Kaitlyn's name everywhere int he Contract Packet to Jennifer Murrell, AHSB Treasurer and then . . . > “Aberdeen HS Band Williamsburg Contract Packet” has been successfully sent for signature. > None of the dates were changed. > Please proceed as needed. __x__ BT ____ ____ HMS ____ ____ CW ____ __x__ JR FYI 9/12/24: > Rec'd signed K. > As group is now UNDER CONTRACT, please review and proceed as needed. > 1st $ was due 8/23/24, so now that we have the K, GC will launch in the next day or so and hopefully funds will come rolling in! __x__ BT ____ ____ HMS ____ ____ CW ____ 9/19/24: >. “Advice for Traveling Teachers - Safety Booklet” has been successfully sent for signature 12/5/24: > Check #1168 for $8434.74 rec'd 12/2/24. > Bulk Credit "Joe Corbi's Fundraiser" for $655.00 approved. > bulk credit "Calendar Fundraiser as of 11/22/24 (pt 1)" for $1,580.24 approved. > bulk credit "Double Good Transportation" for $3,191.50 approved. > bulk credit "DG Individual Sales" for $3,008.00 approved. 12/16/24: > Check #1169 for $2915.06. > bulk credit "Student Account Credit-12/9/2024" for $2,610.06 approved. > bulk credit "calendar Fundraiser as of 12/9/2024 Part 2" for $305.00 approved.
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Itinerary

Group Collect
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)

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
End Date & Time	End Date End Time Duration
Vendor Name	View Attraction [+] More
	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 )

Jassby
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)

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
Vendor Name	View Attraction [+] More
	Under Contract Active (uncheck to make inactive)

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

Atlantic Coast Charters (No overnight travel)
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Transportation [+] More
	Under Contract Active (uncheck to make inactive)

Chesapeake Charter, Inc
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Transportation [+] More
	Under Contract Active (uncheck to make inactive)

Lunch - on own
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)

Virginia Zoo
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)

NAUTICUS, The National Maritime Center
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)

Captain Georges Seafood Restaurant
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)

Ghost Tour of Williamsburg
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)

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 )	7/2/24 > CW sent CQR 7/8/24 > resent 7/9/24 > 4/4/25 – 4/6/25 Aberdeen, MD – Williamsburg, VA 55 Passenger Coach Bus $6990.00 per coach bus >6990 + 10%(699) + DR(406) + DG(300) = 8395.00 / 55.

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 )	7/22/24 <HMS emailed zoo 8/8/24 <HMS left a voice mail 10/11/24Hello Hollie Stevenson, Thank you for your interest in scheduling a learning experience with the Virginia Zoo! We have received your request for a Self-Guided Field Trip on Friday, April 4, 2025. We will reach out to you within the next 3-5 business days to update you on the status of your request. If you have any questions, then please contact us at vazoo.reservations@norfolk.gov. Quick things to know! • Invoice: When your request is confirmed, you will receive official the invoice through a separate email from the confirmation email. • Please keep in mind that the Virginia Zoo does not issue refunds on check payments. • Please look at our Field Trip Guide and return a signed Guideline Form. Field Trip Guide •If you are a Title 1 school, check out our available Large Group Programs. You'll be able to get $7 tickets for your students and chaperones. Email vazoo.reservations@norfolk.gov to change your Self-Guided to an Educational program. •Additional chaperones/teachers must pay through the school/group. If additional chaperones/teachers are not part of the group's invoice they will need to purchase a General Admission Ticket. Please notify any additional chaperones/teachers of this rule. •Self-Guided Field Trips: There must be a minimum count of 10 students to receive the field trip discount. If the headcount is under 10 students, you will pay the General Admission listed price. You currently have 70 on your reservation. •Eating Lunch inside the Zoo: If you wish to eat inside the Zoo, please fill out the request form for the "Lunch at the Zoo" experience. Please do not use the tables at African Village Restaurant, Beastro, and MiniMelts. The Zoo does have limited availability for schools to eat their lunches inside, at a designated area. Please note, that this spot is outside and does not have a covered shelter. If you are bringing snacks please eat outside the zoo entrance gate around the elephant. We do not have a spot for your students to store their lunches. Students are welcome to carry their lunches with them while exploring or leaving them on the bus. Thank you! Virginia Zoo Program Reservation Specialist Tuesday - Friday 9:00 am - 5:00 pm 757-441-2374 ext. 229

Woodlands Hotel and Suites
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Hotel [+] More
	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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	Under Contract Active (uncheck to make inactive)

Music in the Parks
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Festival [+] More
	Under Contract Active (uncheck to make inactive)

Busch Gardens 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)

National Museum of the Marine Corps
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)