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Mon Apr 15, 2013
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St. Catherines School 7th Grade-Washington, DC-03-04-2013
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Trip Notes
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7/18/2012: > DSC spoke with client > 1 night trip to D.C. for 7th grade class studying Spanish and Chinese. > Can leave whenever we think best - must return by 10pm on the 5th. > Activities should have an International flavor with an emphasis on Spanish and Chinese activities. > Item to consider would be Museums with exhibits from countries with Spanish and Chinese flavors. > Would like to visit the Chinese embassy or a Spanish one. >Meals should center around these as well. Visit China town (?) and eat in a restaurant there. No HRC. > Anything to so with the cultures of the 2 mentioned. > No budget givena t this time, but I would think for 1 night they want it as low as possible. 4 to a room is what they want. > Need 7 comps. > Nrerd PTP by the week of 8/6/2012. 8/8/13: > BJS sent EM to Gina: Gina: Thanks for sending the info on about the train as an option. I will tell you that taking a bus from Richmond would definitely be the most economical, for if you would take the train, hiring a coach in DC for the local transportation, would cost just as much as it would if you took the coach for the entire trip. That being said, the train would do nothing but be added expense on top of the bus. We are working on your proposal and hope to have something to you by week’s end. I apologize for the delay; however, getting answers from the Embassy’s has been a bit more time consuming than we projected. Thank you for your patience and I look forward to our work together. 8/8/12 HMS emailed the Chinese Embassy: (thought trip was to NYC). Hello! I have a 7th grade group from Virginia that would like to visit/tour the Chinese Embassy . Would this be a possibility? HMS also emialed Marlayna to advise: I have a 7th grade group that wants to come to NYC. They are studying Chinese and Spanish culture and would like to concentrate on that for their visit. Do you have any ideas?? THANKS!! Museum of Chinese in America: Looks like they offer tours http://www.mocanyc.org/visit/tours 8/17/12: > BJS sent em asking to set GTM appointment for next Wddnesday, 8/22/12 . . . 8/22/12: > BJS met with Gina via GTM at 11:15AM. > Reviewed power point presentation. > Very pleased. > She has 79 students at this point, so the 81 passenger coach from Venture may not be suitable. > Discussed the dates which BJS used - Thursday & Friday, March 7 - 8, 2013 in order to accommodate the Gala Hispanic Theatre's production of The House of the Spirits. > She will check with admin and see if this scenario will work, if not, we will have to go back to Monday & Tuesday of the same week. > She is aware that Monday night's activity would then be an unrelated (not Spanish or Chinese) concert or performance. > May also want to depart earlier in the day and and to keep additional cost down, add just one attraction and an inexpensive lunch, say Old PO Pavilion, prior to hotel check-in. Definitely wants to get to the hotel at check-in time so they can change before dinner and show. > Hopes to get back to me with decisions by the end of this week. > We will request additional charter quotes once the IOG is settled. > BJS emailed Power Point presentation to Gina and cc'd. DSC. 8/22/12: > Per Gina - I did go over it with my boss and here is her feedback: 1. The trip must take place on Mon/Tues 4th and 5th. So for a Monday night show either the Iceland Orchestra or the Italian opera is good. 2. She would like to leave Mon am and have an activity prior to lunch (we can pack bagged lunch for first day--is there a park or something like--assuming no rain--where we can eat lunch? 3. We are still hoping to get to the Chinese Embassy--we have a teacher who thinks she can get us in--should I ask her to do this? 4. She didn't feel that the second day was too diversified (musuem and "free time"--her words, not mine) so is there something else to chose from??? Thanks and looking forward to confirming asap! 8/22/12: > BJS replied - No problem . . . • I have confirmed with the hotel for the Monday, March 4 arrival. At the Kennedy Center for the Performing Arts we have Nordic Cool 2013 festival: The Iceland Symphony Orchestra, Ivan Volkov, conductor (program has not yet been released); or, also a part of the Kennedy Center's Nordic Cool 2013 festival, Grammy-nominated Swedish mezzo-soprano Anne Sofie von Otter performs in recital with pianist Bengt Forsberg, also from Sweden. Unfortunately, the opera is on March 8 beginning at 7:30PM, so I do not think this will work since the students are expected to be in school the following morning. Please let me know your preference, symphony concert or voice recital. • Leaving Monday AM and adding an activity is fine. If your contact at school can get you into the Chinese Embassy, this would be a perfect time for that. If they can do it at 10:00 or 10:30AM on Monday, that would be wonderful. As for lunch – a brown bag is the least expensive option and if the weather is nice, eating along The Mall would be beautiful. If inclement, taking you bag lunch to Union Station would be a good “rain” plan. • Once you know the status of the Embassy, we can make modifications to Tuesday as needed. I will go ahead and revise the IOG and send it out for a few more charter quotes. This usually take 2 – 3 days, so as soon as I have them back, I will be back in touch. 8/22/12: > BJS sent EM to Gina re numbers - You mentioned that you have 79 students in the class. Do you think we should be planning for more than 77 total trip participants or do you feel safe working with this number? Just thought I had better check. 9/12/12: > DSC e-mailed Gina regarding Revision: With regards for your question to Bryan about having more info for your meeting, the answer is yes, we will have a revised Proposal to you for your meeting on the 19th. I can’t give you an exact date, but I assure you, it will be in your hands before he meeting. Per BJS, DSC will keep on him for this revision. 9/18/12: > HMS made all of the requested revisions yesterday, so we are hoping this trip really does come to fruition!!! > BJS ran rates and then completed PTP Rev1 Word doc (FYI, there never was a word doc for the original PTP, only the Power Point Presentation). > BJS scanned PTP Rev1 Pack and emailed to DSC so she can share with Gina for tomorrow night's Parent Meeting and for the OK to proceed to contract! > Still awaiting charter quotes from James River, Newton and the quote for two smaller coaches from Venture. > JM to alert DSC as these quotes arrive so DSC can print PPBCCs and share with the Client for their charter choice. (BJS entered quote from Newton and then alerted DSC to the fact it was in the system and she could send PPBCC on to Gina). ____ JM ____ 9/18/12: > DSC sent revised PTP to client and Newton quote. 9/20/12: DSC called client to see how Parent metg. went. LM on cell. 9/27/12: > DSC heard from client: I know the teachers still want us to try for it. But there are issues: for example on the same day (Tues) we go to Chinatown to explore and eat and then do a Chinese restaurant that same night---I don't think doing two Chinese meals in one day is ideal. Do you have any other ethnic food ideas either for lunch or for dinner. I've asked the teachers to give me their ideas (French, Indian, Ethiopian) and waiting to hear back. The group did not think the Iceland Symphony was something our girls would be too interested in for the night event. Can you find anything else going on that evening on 3/4? As I said in one of my emails after the August 15 proposal, we can open it up so it does not have to be just Spanish/Chinese theme. Anything global or 21st century ok too. Also the group does not want to go to Union Station. Any other suggestions for place to eat bagged lunch? I thought it was interesting but group was also worried about Laogai museum wondering if it was too "harsh" for 7th graders. Any feedback on that museum from the talk in your circle? Which museum could not hold our group--Freer or Laogai (maybe it was both) hence the rotation? Do you have any contacts at Capital building, White House or any of the particular Embassy's? We have Chinese teacher who thinks can get us into Chinese Embassy but they won't know until closer to the date (she said they only take reservations 2 months in advance. Teachers liked the Newseum-----how much would something like that increase our cost? Debbie, I'd love to still do this if we can get some of these resolved in a timely fashion (more timely than we have experienced thus far if possible...) Thanks and sincerely, Gina Gordon 10/3/12: > The saga continues: Mon 3/4----arrive by 10:00am and drop some kids off at Chinese Embassy and other part off at Argentina Embassy (one is on Wisconsin ave and one is on NH ave) or we tour each/talk with someone at each upon arrival. Then bring bagged lunch (that kids will bring with them) and go to the "mall" to eat outside. (if rains can go into one of museum restaurants to eat) After lunch students go to Freer gallery of art for 1.5 hours and then to African Art museum at mall for 1.5 hours Check into hotel by 430 or 5pm Go to dinner at Rio around 6 ish------if we can't find a night activity then this dinner would be great if it was as late as possible ----7pm???? If the hotel has a larger space where maybe we can meet girls the faculty can plan a short evening activity in the hotel before bed...does hotel have pool??? Tues 3/5 ---breakfast go to Newseum go tho China town to wonder and have lunch in China town go to dancing lesson--Latino lesson for learning the Salsa or Tango or Samba or Mambo (whatever 7th graders might be most capable of learning (my admin said no belly dancing...). ---dinner at another ethnic restaurant like Indian, Ethiopian or French... ---home There are other possibilities for this free space before dinner on Tuesday. Could be something else governmental...We could hire someone to come to the hotel at night (3/4) and give a dance lesson at the hotel if it has a large room with open space... I don't know where the lines are drawn with your tour company (i.e. I could be one to set up a dance lesson and bring a separate check for it) so it would be a good idea for me to talk with someone there when it feels right. Sorry this hasn't been cut and dry but we'd like to try and work it out. In addition..................... > Hi Debbie, Thanks for talking to me today. I found the greatest dance studio. They are sending me a spreadsheet of the fees. It would be with Joy of Motion who has a large dance studio with 3 rooms on 1333 H St. NE in Washington DC. She said it wasn't too far from Chinatown. I am having her reserve 2-4:00pm on Tuesday March 5. They will divide us into 3 groups and teach the girls Salsa, Bollywood, and an African dance and then rotate so each girl will learn all three! So---if we can get to Newseum in am, Chinatown, dance studio and then dinner and home, I think that day (Tues 3/5) is pretty filled.... Will get back to you about monument tour... 10/15/12: >DSC - got the following email! WHen this trip is over, we will all have a stiff drink! Hi Debbie---------- The group would like one change. Please take off the monument tour. I will try and move the dance from 1 to 3 or 1:30-3:30. Can we instead go to the Native American Museum at the Mall, have 45 min to look through and then have 30 min to eat in their cafe before they close and head home from there. Does the museum close at 5? This way we get that extra thing in and can grab food all together in their cafe and then go home.... Sound ok? Gina C. Gordon 10/25/12: > BJS reviewed and then prepared rates. > BJS completed PTP Rev 2, then scanned and emailed to Gina as well as DSC. > Told Gina we needed her charter choice ASAP and we also needed to get this trip to / Under Contract. 10/26/12: > DSC advised client: > Museum of African Art are adjacent to each other walkable > will take care of b'fast nad get them to the Newseum at 9:30 am > can get to Chinatown at 11:30am > client will change dance activity to 1 to 3pm > This will add a half hpuor at Native American Museum so they can use the $10 m/c in the cafe there. > come home with no stops DSC also asked for bus choice AGAIN 10/29/12: > BJS updated IOG based on conv with DSC this past Friday, 10/26/12. > BJS sent IOG to DSC aloing with another email telling her we were not making any more calls for this group until we had her charter choice and the Go To K. That way, HMS and JM can make the final arrangements when they are asking for the confirmations / contracts from their vendors. > BJS sent a 3rd em to DSC reminding her that we need to know if she wants the 8th COMP at an additional $6pp across the baord. > BJS made NO changes to the system at this point. If she adds the 8th comp, rates will start at $215pp Quad. ____ HMS ____ 11/2/12: > DSC spoke with Gina trying to get some answers from her. All I got was that a survey had been sent home to see about interest and she would be getting back with me on Monday or Tuesday. Still no answer on the bus choice...this woman is, shit, I can't even think what to call her. Anyway, I am frustrated, I know you are too Sorry! Will continue to f/u with her. 11/5/12: > DSC recived phone message and email from client. > Hi Debbie, Let's go to contract for the DC trip. We would like the 7 chaperone option. There will be approx 70 girls (but possibly 74 ish). We will need the 2 buses: Venture 47 PAX Coach $2306.00 per coach Let's keep the activities they way they are (meaning not take away dancing to add a governmt thing) What other info do you need from me?? Thanks, Gina C. Gordon Dean of Middle School 7th Grade Math > You just never know! I am totally shocked! 11/5/12: >oh yes------we'd like one security guard on duty too for the 5hr time block (is it 11-5?). > dsc told her we would Invoice hr for 1 guard and thee minimum is 6 hours. 11/16/12: > BJS completed CN while at The Homestead and then gave to DSC as she is delivering to the school on Monday. > K and First $ due: 12/14/12. 11/20/12: > DSC received EM from Gina - Hi Debbie, I hope you are feeling better. Thank you for getting the binder to us even though you were unable to do it yourself! I have had time to study the book and have a couple of questions. 1. Can someone explain to me why the estimate is $21,055 instead of approx. 19,500? 64 students at 209 and 6 students at 229 = 14,750 2 buses at 2306 = 4,612 security guard = 149 total = 19,511 Just wondering what the extra $500 was for (even though I know this is just an estimate...) 2. As per our conversation by phone in October, we set the dates for payments for our parents Dec 3rd and then again Feb 1st. At the time you thought that would be fine so I did indeed represent those dates to collect our payments. So I am hoping you will change the final payment date from Jan 17 to Feb 1st as we will be unable to send funds in by Jan 17. 3. We will be able to send out first payment in by Dec 5th and should be able to have our exact numbers then. What happens if a couple have changed their minds by this date and we only have say 68 kids going at that point??? Do we pay for 68 at the Dec 5th point or 70? I have sent in our travel planner letter (might have missed today's mail though here at our school). Thanks again, Gina C. Gordon 11/26/12: > DSC replied - Hi Gina, I hope you and your family had a wonderful Thanksgiving Holiday! I will answer your questions to the best of my ability. 1. As you said, the figures in your contract are estimates only and were based on the numbers you gave me to work with. i.e. 70 Students and 7 Adults. Your Final Numbers do not have to be guaranteed to us until January 2, 2013 and all dollar figures will be be adjusted at that time. I can promise you, there will be no over payment on your trip, You will only pay for those participating and not the estimated figures. We just need some kind of guesstimate in order to get started on the planning. 2. Unfortunately, I cannot change the due dates in your contract as they are set by the computer. However, I WILL work with you and as long as I know when to expect what, I can keep our office apprised of everything and we should be fine. As long as payment in full is made before the trip date, we should be good. One more thing, you can’t pay your Final Payment until we get your Final Invoice to you, as this is based on your Final Participant Guarantee Form, so everything will work out moneywise. The one thing you don’t want to be late on is getting your forms to us either before the Christmas break or on the due date of January 2, 2013, in order to qualify for your iPad. 3. You may pay the total amount on your Invoice or you may pay whatever amount you have. It will all come out in the wash, and again, I assure you, no overpayment will be made in the Final analysis. 4. You have 7 Comp. Packages at the Double Occupancy Rate of $259.00. This means you will see a credit on your Final Invoice of $1813.00. You may use this amount however you would like. I hope these answers have helped. Let me know if you have any further questions. By the way, the signed contract page may be faxed to our home office and the number is 724-287-5333. 11/26/12: > Rec'd Travel Planner Letter. 12/11/12: > rec'd check #54027, $10,527.50. > Still awaiting signed K; however, sending $$$ is acceptance of K terms, so . . . since group is now UNDER CONTRACT and $$$ has been received, please review and proceed as needed. Thanks! __X__ JM ____ _X___ HMS _12/18/12___ 12/11/12: > Rec'd signed K. JM processed and returned to Client on 12/12/12. 12-19-12 >JM EM room list packet to hotel with the following 15 Quin= 60 pax 5 Tri = 15 pax 3 Dou = 6 pax 1 Sin = 1 pax Total 24 Rooms = 82 pax 02/05/13: > Rec'd REVISED Room List via Fax and then BJS called and spoke with Gina for clarification. > BJS marked Rl as needed and stamped revised. > Total Pax remains unchanges at 82 (75 + 7); however, total number of rooms has increased by one (1). > BJS needs to send Final Invoice. > JM, please complete processing of RL and send updated to hotel. > HMS, as these numbers are now 100% guaranteed adn FINAL, please review and proceed as needed. __x__ JM _2-6-13___ ____ HMS ____ 02/15/13: > BJS emailed and mailed Final INV #5372, $10,528.50. Due: 2/28/13. 02/26/13: > Rec'd check #54784, $10,525.50. > At this point, account is PIF. 02/26/13: > BJS completed Final Itinerary and then emailed to Gina, DSC, HMS, JM, JAF and Venture Tours and Hotel Contact. > BJS emailed FI Packet to Gina via FX SON. 04/04/13: > BJS mailed INV #5411, $103.18, for the two driver Dinners Gina authorized at Mio's Restaurant, according to Francisca from the restaurant. . . Due: 04/30/13. 04/04/13: > BJS sent EM to DSC - telling her to call Gina today and see what happened at the restaurant regarding the drivers . . . 04/05/13: > Per DSC, she spoke with Gina and she will pay the invoice. 04/15/13: > Rec'd check #55279 and it included $103.18 for the Buis Driver's meals at Mio's. > Account is now PIF.
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