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Nashua South High School Band and Choir
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
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Sext
Start
Date:
Time:
End
Date:
Time:
Contract
Due
Received
Deposit
Due
Received
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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 )
10/27/99: > Spoke with BJS, already has deposits from students. > Bands (125) & Choirs (125), probably Color Guard as well and +/-20 chaps. > Musicate Y2K- New York (2) > Waiting for Board Approval of dates > Sophia Santerre, Choral Dir., Immediate Past-President NHMEA. > Probably wants Chorus & Color Guard Clinics at same time, then Band at another clinic slot. > Possibly have Jazz Band play as groups are entering for Banquet. He will include recording with application materials. I told him if no other groups requested this, we could consider. > He will handle his own transportation. 11/3/99: > Principal & Board have said OK, won't be official until after 11/5/99. > Will have all 3 clinics at the same. Jazz Band still wants to perform as prelude to Banquet and he will forward recording so I can determine. The Jazz Choir will be the featured choir in the Showcase Concert. > Dan to fax Application today and then mail check ($900) after official approval. 11/4/99: > Dan faxed Application, requested $900 check from Boosters. 11/17/99: > Received Application for Y2K - New York (2). Standard 4d/3n package with out add-ons & transportation on own. > Received Registration / Clinic Fee for Band, Choir & Color Guard. $900 Check #889. > Pax = 220 (200 + 20) > Planning to mail contract notebook NLT 11/24/99. _X__ MWL __X__ __X__ MPM __X__ 12/3/99: > BJS completed Contract Packet. > MWL, please process & mail per SOP. Don't forget Musicate New York Specific materials & Charter Co. Info Form. > As this has gone to contract, please review and confirm as needed. (Standard 4d/3n Musicate NY (2) Package). __X__ MWL __X__ __X__ MPM __X__ 1/3/00: > Dan called. Booster mtg later this week. He should be able to have Contract and Deposit to us by early next week. 1/4/00: > BJS prepared Inv# 2538, $41,190.60 Due: 1/14/00. > BJS prepared Statement as well. > MWL, please process and mail per SOP. __X__ MWL __X__ 1/10/00 > Recv'd Deposit, check # 902---$1,000.00. > Recv'd Contract via mail. > As this is now UNDER CONTRACT, please review and confirm as needed. Thanks! __X__ MPM __X__ 1/14/00 > MWL explained invoice "process" to Dan re: number of people now vs. number of people on FPGF. > He understands. > Dan also has some itinerary questions. > MWL have BJS call Dan today. 1/14/00: > BJS spoke with Dan. > They are leaving early on Thursday & will arrive in NYC late Thursday morning. > Interested in making some time changes if possible. I told him we could do nothing until the final Clinic & Banquet schedule were set. I know we usually try to discourage this sort of thing; however, since his group is so large, it may actually help us in the event we need to juggle things a bit in order to help with reservations. > May want to go to Jackson, New Jersey's Six Flags Great Adventure Amusement Park on Friday or Saturday. MPM, please check their operating schedule, hours & group rates for this spring. They may not even be open this early in the season. It is 93 miles from Manhattan (approx. 2 hrs.). > May also want to add another show, etc. or something fun. > I told him we would talk again in a week or so. > Check to be sent first of next week. > He faxed show selection sheet. Already on MPM's desk. 1. Lion King 2. Jekyll & Hyde 3. Ragtime. __X__ MWL __X__ __X__ MPM __X__ 1/17/00: > Yes Six Flags open on 4/15/00 (1st day) > Hours 10 - 8pm > $23.32 p.p. Theme Park only > $25.44 Them and Safari (group drives thru in their own bus) > $5.75 Meal Voucher 1/20/00 > LM for Dan to give me a call re: Show choices. > We need to choose others. > Mailed FPGF Reminder letter today. > MWL caught Dan on his cell phone... > Gave Dan the info re: his Show Choices. > Dan will call back today or tomorrow AM with 3 new choices. 1/21/00 > Recv'd check#906, $41,190.60, First Payment. 1/28/00 > MWL LM on Dan's machine @ school re: Show Choices. > Asked for a call back ASAP as we really need to get his Broadway Show locked in. > Dan called back. > New Show Choices=1. Miss Saigon 2. Footloose 3. Les Miz __X___MPM__X___ 2/8/00 > MWL faxed FPGF Reminder today. 2/9/00: > MWL spoke with Dan this AM. > He will be faxing FPGF, etc. today. > Recv'd FPGF, Hotel Info Form, and Charter Co. Info Form via fax. (They need us to secure driver's rooms (2) and bill client accordingly). > Dan to be faxing Rooming List this afternoon or tomorrow morning. > Total Pax = 199 (169 + 30) > BJS revised Bible & IOG based on these guaranteed numbers. > Now that numbers are guaranteed, please review, confirm & order as needed. Thanks! __X__ MPM __X__ 2/10/00 > MWL spoke with Dan. > He wanted to ask a couple of questions and make sure his Rooming List came through all right. Recv'd Rooming List via fax. In addition to our forms, he sent a computer generated lsit cross referenced, in the event we couldn't read his writing! > Basically scheduling questions, wanted to know about his show, and went through his invoice. > MWL told him that we would be sending him a detailed invoice base on his Rooming List. > Dan also asked for suggestions (only suggestions) about what to do upon arrival in NY as he will be there most of the day on Thursday and won't be leaving until 3pm on Sunday. > MWL said she would fax him some sort of list in the next couple of days. > Also, still planning on Jazz Band Performance on Saturday evening as prelude to banquet & showcase concert. > Rms / Pax 40 Q / 160 03 T / 009 15 D / 030 00 S / 000 TOTALS = 58 Rooms & 199 Pax. (169 + 30). __X__ MPM __X__ 2/10/00 > Dan called and spoke with SMP > He wasn't very clear on the message he wanted to leave, but he said something to the effect of he wasn't sure if all of the kids on the rooming list were actually going. > He said the kids want to go but he would have to speak with the parents. He said he could do that all within 24 to 48 hours > He also wanted someone, BJS or MWL to call him back. > MWL LM for Dan. 2/21/00 > MWL tried to call Dan re: note above. > Unable to LM due to voice-mail system. > MWL will try again 2/22/00. 2/22/00 > LM for Dan on voice-mail. > For our information, Nashua will be seeing Les Miz on Thursday. > Have meeting on 3/6/00--needs as much info as possible for meeting (I.e. hotel address and most recent version of his IOG). > Suggestions for $10 meal on Thursday. > Dan called again; MWL was on the other line. > MWL called back. > Dan wanted to know about Final Invoice and when it would be sent. > He asked that it be faxed and mailed. MWL said no problem. > MWL told him about the fast food opportunities around the hotel for his meal on Thursday; he wants to know more about it, if possible. Are there enough fast food options to accommodate 200 people? 2/22/00: > BJS prepared, faxed & mailed INV #2622, $33,413.40. Due: 02/28/00. > MWL, please process per SOP. > Also, the mall near the hotel (within 5 minutes) has a food court. To the best of my knowledge, it would be the best place in the area to serve 199 people in a short amount of time in the $5 - $10 range. Please advise Dan when you fax him his most recent IOG and the name & address of the hotel. __X__ MWL __X__ 2/25/00 > Dan called to add 1 girl. MWL added to FPGF & Rooming List. > MWL informed him that while the resaurant & attractions would not be a problem, we would be unable to secure one additional ticket for Miss Saigon. He understood eventually. > MWL also spoke @ length with Dan about his Clinic's format. > Would like the Band & Choir Clinics to be at 2 different times. > It does not matter which time frame the Color Guard does their clinic. > BJS requested that the list of Band & Choir participants be in our office today and they were - The choir clinic will have 59 participants, wind ensemble - 42, concert band - 113 and color guard - 8. > Total Pax = 200 (170 + 30) Rms / Pax 41 Q / 164 02 T / 006 15 D / 030 00 S / 000 TOTALS = 58 Rooms & 200 Pax. > BJS revised IOG & Bible Based on these new numbers. > Revised IOG also to show Band & Choir Clinic at different times. Choir will remain in Clinic Slot 4, while the band has been changed to Clinic position 5. Color Guard Clinic can be at the same time as the Band's. Therefore, Band & Choir now have separate IOGs. This should also help us with scheduling some of the restaurnats and attractions. > Please reivew, confirm & order based on these revised guaranteed numbers. Thanks! __X__ MWL __X__ ____ SMP ____ ____ MPM ____ 2/28/00: > BJS revised Inv #2622, faxed & mailed to Client. $33,622.40. Due: 02/28/00. > MWL, please process per SOP. __X__ MWL __X__ 3/6/00 > Dan called and spoke with MWL. > Had some questions about attire for the kids for the clinic. > MWL told him what they would normally wear to school would be fine. It was really up to him. As for the concert, concert attire was suggested. > He also asked about the breakfast at the hotel. MWL, per MPM, told him Full American Buffet Breakfast. Great. > He has spoken with the Treasurer and the check should be to us this week. 3/13/00 > Recv'd check #937, $33,622.40, Final Invoice #2622---PIF. > MWL LM re: their Seating/Set-up Form. > Dan called back. > In addition to confirming my message, he needed to take off a person from the trip---his principal is not going. He asked about the refund policy and MWL reffered to page 2 of the Contract for the cancellation policy. He was fine with that. > We need to take DENNIS BOYER off the Rooming List---MWL has spoken w/ MPM and done this for the hotel. > This changes the "final" number to 199. 3/20/00: > Rec'd seating / set-up information from Dan. > BJS called Dan & LM. (I want to offer him a donation if we could use his percussion equipment, etc.) 4/4/00: > Based on notes from 3/13/00, total pax = 199. > MPM marked change on Room List, but the revised number was never carried through. > Total Pax = 199 (170 + 29) Rms / Pax 41 Q / 164 02 T / 006 14 D / 028 01 S / 001 TOTALS = 58 Rooms & 199 Pax. > BJS revised IOG & Bible Based on these REVISED numbers. Band = 144 and Choir = 55. > MPM, please review and guarantee only at 199, not 200. Do not pay for more than we need, especially at hotel for banquet, etc. One additional person is more than $50 for the banquet alone. > BJS will need to process refund. MPM, please advise as to what we can and cannot recover. I will take the refund check with me to NYC on weekend #2. ____ MPM ____ ____ SMP ____ 4/10/00 > Interesting weekend with Dan on the phone. > MWL spoke with Dan this morning to get some numbers confirmed. > And it when on and on and on... > Stage Band----18 members. Yes, he knows to bring all his own amps, drum set, etc. > Top Group---111 members. 4/11/00 > After much research and re-planning, BJS was able to change both the Choir and Band's Itineraries to Dan's satisfaction. > Faxed and Fed-Exed REVISED versions of their itineraries. > This is IT!!!!!!!!!!!
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