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Trip Reports: Bible (Basic Trip Report)

General Trip Information


Updated	Tue Mar 19, 2024
Trip Name	Hillsboro High School Band-Branson, MO-03-08-2024
Client	Back to Client \|\| E-Mail
Sales Rep	Martin England 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 )	Hillsboro HS Band to Branson, MO = 493 miles = 8 hours non-stop Both school and Branson are in the Central Time Zone! DST Current Client - Not Fishing 4/10/23: > During Post trip debrief for San Antonio, GL expressed wanting to go to Branson 2024 > Dates firm - 3/8/24 - 3/11/24 > PAX 56 (50 + 6) > GL feels that there will be more than 56 but with the San Antonio trip last year having to have numbers redone mid-K, we (both of us) felt it better to cap it at 56 and start a wait list for next years trip. If not too far over 56, they might get a school suburban (or like vehicle) to take along with the bus, he just doesn't think he can get all the way to 110 to pay for that second bus. > Budget - GL wants to try to stay under $1000 total for the trip (including transportation.) > ME looked back to El Campo (original and revision) to put together IOG of what I think will fit that bill. > GL specifically asked for any en-route meals to be "on own." Nothing like that popped up on this IOG with departure and arrival times. > IOG in DB ready for review from BJS or BT. > IOG R&A scheduled for later this week. 4/13/23 - 2:45 pm EST. > ME added trip to WB and current needs > CW, GL really liked working with Cowtown Charters. "would like to use them again." __X_ BJS _X__ ___ CW ___ _x__ BT FYI 4/12/23: > BT reviewed IOG per ME request since he has meeting set for tomorrow (before he leaves for his cruise next week). > Made the lunch on own en route "NO STOP". > ME - Ready to share with GL. > One thing to consider for arrival day - Dixie Stampede appears to have 5:30pm and 8pm show times on Friday nights on their website (although they don't have dates this far out listed). If the group can depart earlier, perhaps better to have them go to the 5:30 dinner/show so hotel check is not so late. > BJS - if you have a chance to take a look before ME's meeting at 2:45 EST tomorrow just to be sure all looks good, let ME know. ____ ME ______ ____ BJS __FYI__ 4/13/23: > BJS reviewed IOG. > Updated travel time to 8 hrs non-stop. That's the fastest time / option on Google Maps, so afraid of the 65mph formula for this one. > BJS Moved to an earlier depart school time in order to get to the earlier Dixie Stampede show (ending release of show schedule for 2024 of course). > Will need local charter for transfer between Silver Dollar City and Branson Belle Showboat on the last day. > BJS made some other tweaks and arrive school time at end of trip is now 7AM. Updated times in TPMS. > ME, ready for this afternoon's IOG R&A. _X___ ME _X___ ____ CW FYI ____ BT FYI 4/13/23: > IOG R&A went well. > "Looks good" > Ready for TO > ME updated WB > TO tentative for 4/26/23 @ 2:45 est. __X_ BJS __X_ ___ HMS ___ ___ CW ___ ___ BT FYI 5/2/23: > BJS reviewed and updated attachments as needed and then ran rates and entered below starting at $619 Qd. T1 = 51 - 56 T2 = 45 - 50 +$20 T3 = 39 - 44 +$40. > ME, ready for this afternoon's TO presentation. Make sure you and he understands the need for the Local Charter on the last day between Silver Dollar City and Branson Belle. Last time we did this in Branson, 2022, it was $750. It will be sold as a line item, just like Cowtown. > Branson Belle is not sure if this will be their opening weekend or not . . . so TBD. Will need to find another activity and / or stay at Silver Dollar City longer, if their hours permit, but with so many good shows in Branson, I'd suggest another show, with dinner, before departing for home. __X__ ME _X___ ____ CW FYI 5/2/23: > TO went exceptionally well with GL > "OH WOW" when he saw the package prices for branson 24 > Trip is "admin approved" and on the calendar for next year > Group has significant funds remaining to put down any deposit needed > MOVE TO K > ME updated WB as necessary. _X__ BJS _X__ _x__ CW ___ ___ BT FYI 5/15/23 > Hotel K with Westgate is signed. a $250 refundable deposit coming up, due 7/5. ___ ME ___ _X__ BJS FYI 5/23/23: > Created TO K Version. > BJS sent Contract Packet for signature. > K due 5/31/23 > 1st $ due 6/16/23 ____ ME ____ ____ CW FYI ____ BT FYI 5/27/23: > Rec'd Signed K. > As this group is now UNDER K, please review and proceed as needed. ____ ME ____ ____ CW ____ ____ BT FYI 6/12/23: > Check #1886 for $7653 received in office. > ME put PDF in Payments folder ___ BJS FYI ___ MLL FYI 10/3/23: > ME sent problem child email to GL ___ BJS FYI ___ HMS FYI ___ CW FYI ___ BT FYI 10/4/23: > ME met with GL on GTM for a “state of the union” > Next booster check with Bulk Credits should be on the way in the next couple days. $20,000 thousand dollars give or take. > really trying to confirm the pending PAX already registered. > Good positive meeting with GL ___ BJS FYI ___ CW FYI ___ BT FYI 11/15/23: >Bus Deposit Check - Mailed June 12th Bulk credit - APPROVED from 6/12/23 check - $7653 ___ BJS FYI ___ MLL FYI 11/28/23: > ME had forms meeting with client > Group is concerned about the performance with Branson on stage live as his numbers are not what he thought they would be (heard that story before) > GL doesn't think a performance will work. > wants to re-vamp that evening without a performance. show and a tour? just a show somewhere in branson..... CW, any suggestions as the "Branson Expert?" ___ BJS ___ ___ CW ___ ___ BT FYI 12/26/23: > ME reviewed all forms downloaded and rec’d on 12/26/23 (RL, BL, FA, FPGF, HIF) > Total Pax = 34 29 + 5). > RMS / PAX 05 Q / 20 03 T / 09 02 D / 04 01 S / 01 TOTALS = 11 ROOMS and 34PAX (29 + 5). > AE Updated Bible Numbers, IOG, and Status Schedule. > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > Comps are 1. > The group will be traveling on 1 bus. > AE updated Tiered Pricing and checked Final Tier Pricing box. The group is in Tier 4. > AE completed AE portion of the Invoice Preparation Procedure. > AE completed the Till Data Upload Procedure OR Group has no meal credits, so Till data upload not required and sent Pax Onboarding email to GL. > AE added booster tag info to Booster Tag Google Sheet. > Final date payments are accepted in GroupCollect is 12/25/23. ____ BJS ___ ____ HMS _____ ____ CW _____ ____ LF ____ ____ JHT _____ ___ BT FYI 1/2/24: > Check 1633 for $9494.50 received in office > Bulk Credit in GC previously approved via USPS tracking provided to ME. ___ BJS FYI ___MLL FYI 1/2/24 > Branson Belle Dinner Cruise is not running on 3/10. they do not open for the season until 3/12. > do we want to add dinner in the park, en-route on the way home or something else? Let me know. ___ ME ___ ___ BJS FYI Per BJS - I would say just keep them at the park for dinner and then they can depart for home from there and we will not need the “local charter” for the transfer which will also save them some $. ME, your thoughts . . . 1/10/24: >LF sent materials box w/ lanyards, name tag holders, advice for traveling booklet(s), and thank you gift (osprey backpack) >Note that name tags were NOT sent 1/11/24 > For Branson On Stage Live - i need to know what large percussion they need (timpani, concert bass drum, xylophone, marimba, chimes and orchestra bells available.) also chair count and set up diagram. > BOSL Performance information sheet in their vendor folder and attached in email. > there is also a Trip Release form, Can you give it a look over before i sign anything? its confusing to me. ___ ME ___ ___ BJS ___ 1/11/24: > ME spoke with client on phone regarding the Branson Belle not running. > GL is good with staying in the park, eating dinner while the bus driver is resetting hours > Depart for home afterward. > This will probably adjust the departure time and the arrival home time on the IOG ___ BJS___ ___ CW ____ 1/16/24: > BJS reviewed IOG and rates with CW since we are deleting Dinner Cruise + Branson On Stage Live (BOSL), but adding a dinner and a show in place of BOSL + a dinner at Silver Dollar City to replace the Dinner Cruise (BJS attached). > Cruise ($60) + BOSL ($80) = $140 deleted. > Dinner ($25) & Show ($30) + Dinner at SDC ($10) = $65 added. > Savings = $70 off Tier 4 rates below, which started at $679 Q. > This includes a $5 PITA fee. > BJS adjusted the Package rates below, by deducting $70 off of each occupancy option. > BJS adjusted rates on the INVOICE which ME had already prepped. 1/16/24: > BT and BJS reviewed final invoice. PDF saved to DB. > Balance due $2,817.82 due on 1/31/24. > BT Marked as N/A for Till since no meal credits on IOG. > ME - please send PDF of FI to GL and update Invoice Prep accordingly. > BJS completed Till worksheet and saved in DB. _X__ ME __X__ ___ MLL _FYI__ ____ BJS FYI 1/16/24: > ME sent FI to GL > ME updated invoice prep sheet ___ BJS FYI ___ MLL FYI ___ BT FYI 2/22/24: > BJS EM'd FINAL ITINERARY BOOKLET to GL et al. > As Final Itinerary is now complete, please review and proceed / confirm as needed. > ME, we have the FI Box labeled & sealed to ship, but it appears the final balance is past due $2,817.82. There is no note I can see of it being received - please advise - I do not want to hold too long and have to send by anything other than Standard UPS Ground, so they need to get us their $ in the next few days if it is indeed still outstanding. !_X___! ME !__X__! ____ CW ____ ____ LF FYI ____ MLL FYI ____ BT FYI 2/22/24: > ME updated the Invoice prep sheet and put the payment in the DB on 2/20/24. Missed the note here. > FI Box is good to ship as balance is paid. ___ BJS ___ ___ CW FYI ___ MLL FYI ___ BT FYI 3/19/24: > Cowtown - Mario driver was amazing. Will use cowtown from now on. > Dolly was great. Servers were good. Handled the group really well. Preshow was really well done and kept the group together. Straight to their section for dinner and show. All Good. > Hotel was fine. Probably wouldn’t use them again in branson. Rooms were in the same building, but more like cabins. pool was across the way. Had to ask about using breakfast for a quick meeting spot to decimate info. > Didn’t have service on rooms everyday - norm post covid. But did get extra towels with no issue other than being in a different building. > Bfast was good. Kids enjoyed. Kids went back for seconds. Ready to go at 8:00 am - no problems > Titanic - Wish we had longer to be there. A little rushed to get through it. > Called the office about the pizza being outside in the cold. Got it sorted out with going to the other track. Make sure future groups go to Board Walk. > Went to Tanger mall Outlet instead of Grand Village Shop cause kids thought Grand Village would be where they Grandma would shop. Bus driver was fine with that. > Dinner Pasghetti’s was awesome. He was worried about the time but it was done perfectly. Got to the show on time just fine. Food was delicious. Would go back with his family. > Haygoods - Awesome. Highlight of the trip. Several other groups there as well. > Silver Dollar City - “it was a park.” Meal park vouchers were well worth it. > Driver went a little north to leave so they could get to interstate for night driving home - smart > Probably won’t travel next year with two trips in a row. Super excited about June of 26 for flying to Disney. Will probably start that planning after he meets with Sup and Principal in May. ___ BJS FYI ___ HMS FYI ___ CW FYI ___ BT FYI
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Itinerary

Book My Group
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)

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 )

Village 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)

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 )	5/2/23: > In 2022 for Valley View this company charged us $700 + $50 Gratuity for the one hour service to transfer from Silver Dollar City to Branson Belle. > If we make the reservation sooner it may be less expensive, or we may need to find another company. . .

Group Collect
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
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Booster Tag Luggage Tags
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
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	Under Contract Active (uncheck to make inactive)

DST Thank You Gift
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
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	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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	Under Contract Active (uncheck to make inactive)

Cowtown Bus Charters,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)

Dolly Partons Stampede Branson
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)

Westgate Branson Woods Resort
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)

Titanic Museum
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)

Branson Tracks Fun Park
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)

Branson on Stage Live
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
Menu	Type Cost Per Person
Menu PTP	Admission to the Dolly Parton Stampede and Dinner Show!
Item Notes ( Print Note )	cw changed from $63 to $66 > tour/travel price is $69.13 > 20 PAID TICKETS MINIMUM ONE (1) COMPLIMENTARY TICKET AFTER FIFTY (50) PAID TICKETS GROUP PRICING INCLUDES ALL TAXES & $2.00 BASE GRATUITY PER PERSON, UNLESS YOU ARE TAX EXEMPT 50% REFUNDABLE DEPOSIT DUE AT TIME OF RESERVATION FINAL PAYMENT DUE TWO (2) WEEKS PRIOR TO FIRST SHOW SEVEN (7) DAY CANCELLATION POLICY ALL PRICES ARE SUBJECT TO CHANGE AND ARE VALID FOR 14 DAYS FROM THE DATE YOU RECEIVE OUR GROUP RATES ENTIRE GROUP WILL BE SEATED TOGETHER BASED ON AVAILABILITY RECOMMEND ARRIVING 45 MINUTES PRIOR TO YOUR SHOW TICKETS WILL BE AVAILABLE FOR PICK UP AT GUEST SERVICES 90 MINUTE SHOW TIME COMPLIMENTARY PARKING OFFICE HOURS MONDAY FRIDAY 8:00 AM 5:00 PM ALL RESERVATIONS MUST BE MADE BY CONTACTING THE GROUP SALES DEPARTMENT 865 505 3320 ––(FAX) 865 908 7061

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 )	5/2/23 ?> Westgate Resort 22201 Roark Valley Rd Branson, MO RATE: $67.00 sgl - quad TAX: 12.343% BREAKFAST: breakfast information below COMP: 1/25 DRIVER RATE: same as grp rate BUS PARKING: Complimentary Breakfast options Gold- Choose 1(Burrito or Croissant SW), Choose 1(Donuts, Bagels or Muffins) Includes… Yogurt Parfaits w/granola, Whole Fruit, Coffee & OJ $21.63 inclusive per person. Silver- Choose 1 (Donuts, Bagels or Muffins), Yogurt Parfaits, Whole Fruit, Coffee & OJ $19.86 inclusive per person. Bronze- Yogurt Parfaits w/granola, Whole Fruit, Coffee & OJ $17.93 inclusive per person Buffet- Pancakes, Scrambled Eggs, Sausage, Bacon, Breakfast Tots, Fruit, Coffee & OJ $28.98 inclusive per person Biscuits n Gravy- Includes, eggs, Sausage or bacon, Breakfast Tots, Fruit, Coffee & OJ $28.98 inclusive per person.

Pasghettis Italian Restaurant
Start Date & Time	Date Time
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	Under Contract Active (uncheck to make inactive)

The Haygoods
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Silver Dollar City Amusement Park
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
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	Under Contract Active (uncheck to make inactive)

Branson Belle Dinner Cruise
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
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	Under Contract Active (uncheck to make inactive)