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General Trip Information
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Fri May 06, 2016
Trip Name
Boardman High School Choir-New York, NY-04-24-2013
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Trip Notes
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Boardman to Secaucus = 410 miles / 7.5 hrs non-stop 9/14/12: > Kay called - she spoke with Linda Smrek, the new CD who replaced Emily. This is the start of her 2nd tear and she has been looking at a trip to NYC and attending a Music Festivals competition. > Is definitely willing to talk with CCIS about doing ths trip. > BSJ suggested to Kay the possibility of deleting the festival and using that money to go towards a show, etc. since so few groups do competitions in NYC. > Definitely something we can mention to her. > Kay said she was going to call our office the first of the week, so we shall see. . . 9/17/12: > Linda called and spoke with Jude. > Definitely interested in seeing what CCIS has to offer. > Per Jude, she is at her wits end planning the trip and would definitely appreciate the assistance. > NYC trip - JM was not sure of dates or how many pax. > She already has a quote from Lake front Lines for her busses and would liek to use them. > JM told her that was fine but we would go ahead and send out CQRs to see how our prices compare. > BJS to call back this afternoon and get additional specs. > If not available today, call back tomorrow after 1:00PM (she will be out on Tuesday AM for some appointments at assisted living facilities for her folks?). 9/17/12: > BJS called and LVM for Linda. > Also called and LVM for Kay tio let her know that Linda did as she said and called CCIS! 9/18/12: > Linda returned call. > She has received a proposal from Heritage Music Festival but has not signed anything. > Fiesta-val was trip in 2012 to VA Beach. Wasnot thrilled with performance site (MS). > Three night trip (Wed - Fri nights and depart NYC on Satyurday following Adards Cruise which ends at 10:30PM, arriving home Sunday AM. > She is going to send me everything she has via EM, including quotes from Hertitage and Lakefront Lines. > She is not opposed to leaving out a competition. > Meeting tomorrow evening with parent boosters to discuss, so if possible, would at least like to see some ideas by then. > Hoping for 70 total pax, but not sure if it will surpass a one bus trip. > Asked about shows - wondered if they all had to see the same show and BJS said it was dependant on the size of the group. (Now that I see it is NGT 70 total pax, yes, they should all see the same show in order to get the best rates). 9/18/12: > Rec'd EM from Linda - Bryan, This is what I have so far: Lakefront: $5,800 per bus ************************* Heritage Festival Package based on rooms: 3 nights: quad: $339.00 triple: $386.00 double: $478.00 single: $757.00 per person Broadway Show: $100.00 per ticket unless Wicked/$120.00 per ticket Radio City Music Hall Tour: $22.00 Broadway Workshop: $40 Dinner Dance Cruise ******************* We want to definetely go to: Broadway Show, Radio City Music Hall, Brooklyn for the Idora Carousel, if possible 9/11 Memorial, Dinner in Little Italy, China Town, Ride the subway from NJ into the city (so the kids can have that experience), Today Show...the ROCK I want them to experience NYC, not as a tourist, but like a visiting cousin. Thanks!!! Linda Smrek Choral Director Boardman High School 7777 Glenwood Ave Boardman, OH 44512 (330) 259-7178 9/18/12: > BJS sent response to Linda - Thanks Linda We will get right on this and I am confident we can put together an all-inclusive trip that will definitely meet your needs and a group travel experience that will exceed your expectations. The $339 quad package rate that Heritage listed below included the Festival Participation and the Awards Dinner Cruise + a NJ Area Hotel. For clarification, does that price include: Breakfast at the hotel? Any of the items you detailed below, Broadway Show, Radio City Tour, Broadway Workshop, etc., or were they to be added at the prices you noted? Any of the additional items you mentioned as “must haves”? Thanks for your quick response, Bryan 9/18/12: > Per Linda's response, $339 quad rate was for hotel, festival participantion and Awards Dinner Cruise only, none of the other items she mentioned and it did NOT incluide Breakfasts either! > They wanted an additional $100 for Show, $40 for Braodway Workshop and $22 for Radio City Tour! > BJS decided that since there was so much more that was needed to fill up all of the time and I suspect their budget really won't allow a trip from Wednesday AM through Sunday AM, especially if it includes a festival. BJS is proceeding with an IOG for a Thursday - Sunday scenario and NO Festival, as well as a trip based on the info she provided with Heritage Festival participation. 9/19/12: > Completed IOG and made attachments as well as hotel decision and sent out CQRs. > Per Linda - Choir councel met and they are fine w/o a Festoval since they competed last year! > Completed PTP and sent to Linda via EM - Dear Linda: This is great news, for I think not competing in NYC allows you to do so much more with your budget since we do not have to pay the exorbitant festival company fees. Please see attached for your review / consideration. In the interest of time and in trying to get something to you for tonight’s parent meeting, I took the info your provided from Heritage Festivals and plotted that on one of our IOGs (Itinerary Outline Graphs). I then created an All-Inclusive IOG based on a non-festival trip. The full proposal is attached along with both IOGs as well as a Per Person Bus Cost Chart for the charter quote we have already received from Cleveland Southeastern Trailways. Additional quotes have been requested from Lakefront Lines and Anderson Travel and will also be sent immediately upon receipt. As you will see, the Heritage Package was @ $501 quad + bus and our package is $599 quad + bus. For the additional $98 per person you’ll get ALL your meals (10 total), accommodations at the Crowne Plaza Meadowlands (just 5 miles from Midtown Manhattan), all attractions, and so much more! This will give us a definite starting point, and if needed, we can make any changes you want, just let me know as soon as you have a chance and we will proceed as you wish. I look forward to our being able to be of service to you and your students! 9/19/12: > Lakefront quote was received later today, so BJS went ahead and forwarded PPBCC to Linda as well. (Our rate was almost $800 less than her quote from Lakefront. 9/20/12: > Rec'd EM from Linda - Bryan, I want to make sure that I completely understand this....The price per quad includes everything on the itinerary except bus fair? If that is true, we need to add a few more things. I like to keep the kids running in a big city. Thank you! 9/20/12: > BJS replied - You are correct, everything that is on the IOG is detailed on the list of inclusions and a part of the $599 price. All you will need to add is transportation. Give me a call at your convenience so we can discuss any changes and / or additions you would like to make. I will be in the office all day today (Thursday) and look forward to hearing from you soon. 9/21/12: > BJS sent PPBCC from Anderson to Linda. > Rec'd EM from Linda - Bryan, Finally got a chance to take a good look along w/my choreographer who knows NYC like the back of his hand. A few things.... The dinner cruise-is there a band for dancing, kereoke(?spelling?) or is it just sit & watch...if so, cancel it. We need to add a peformance @ a Cathedral (St. John's maybe) We don't need to add all the meals in...I did not charge them upfront for that. I'm looking to spend w/transportation $575-$625 per student dividing the transportation by 50 per bus. Also looking for a chunk of downtown time...@ least 3 hrs where they can get lunch on their own & really explore the Time Square area...maybe on Saturday after lunch. Let me know what you think...don't worry about sending the entire proposal & yes I am going to let you take care of it-not doing the festival!!!! YAY!!! I am so excited & so are the kids that know. Thank you! I'll call you next week & we'll talk. Thanks again & have a great weekend! > BJS replied that we oudl go ahead and get hotel and Lakefront confirmed / under contract. > Also told her I would review these notes / requests and get back to her early next week. > BJS alerted JM to get K from Lakefront. > BJS received confirmation from BMG for the Crowne Plaza Meadowlands. 10/5/12: > BJS completed revised IOG based on Linda's suggestions in email from 9/21/12, and then figured rates would drop by $100 based on the changes requested and still 63 - 70 total pax. > BJS sent IOG to KAY with notes of changes made, rates, etc. and she is going to run by the school this afternoon to share with Linda and hopefully get her approval to proceed to Contract. > She is also going to check on her mention of dividing the bus cost by 50 passengers / bus. Not sure if she has more peolple that originally projected on two busses, or if she will only need one bus . . > Email to Kay - explanation is basically as follows: • Deleted the 2 Dinners en route. • Replaced the Performance at the Madison Avenue Sculpture Garden Atrium with a Choir Sing at a Cathedral. • Removed Thursday & Friday’s lunches and they are now “on own” during shopping time in Times Square and Canal Street / Chinatown respectively. • Removed the Harbor Lights Cruise and added a Times Square Group Photo Opportunity • Added a block of Shopping Time in Times Square on Thursday, following the Cathedral Choir Sing. > By making the adjustments, the Quad package rate has dropped by $100, to $499. You will still need to add your transportation to the package price, but it should now get you in the range you has suggested to the students. > Made NO changes to the system as we will await Kay's report before proceeding. 10/22/12: > Rec'd EM from Linda re: can we make it cheaper by staying in NJ . . . and not sure if she will be able to fill 2 coaches. 10/23/12: > BJS forwarded EM to Kay and told her they were already staying in NJ and have been all along. > Asked Kay to reply to Linda. 10/24/12: > Per Kay's conv with Linda - all is ifine as last presented in IOG and rates on 10/5/12. > Ready for K. > BJS updated rates on Bible screen. > BJS reviewed attachments and updated as needed > HMS, as this is going to K, please review and proceed as needed. Thanks, would liek to have Jude mail CN on Friday (11/2/12). __X__ HMS ____ 11/7/12: > BJS completed Contract and then scanned and emailed to KW and JAF. > JM, please process and mail this afternoon per SOP. > K & 1st $ due 11/30/12. > BSSF and Travel Planner Letter due ASAP. > HMS, as this has gone to K, please review / update and proceed as needed. Thanks! __x__ JM _11-7-12___ ____ HMS ____ 11-16-12 > JM received signed contract and travel planner letter (unsigned). 11/28/12: > JM, please process per SOP and retunr to group with the Travwel Planner Letter and stamped envelope so she can sign and return. Thanks! > HMS, as this is now UNDER CONTRACT, please review and proceed as needed. BTW, I have no record of receiving BSSF, so if you do not have it, please let me know and I will have Kay get on it. Thanks! __x__ JM __11-28-12__ ___X_ HMS ___11/28/12_ 11/29/12: > Rec'd Show Choices via EM, she will also be sending form. 1. Book of Mormon 2. Once 3. Rock of Ages 4. Jekyll & Hyede 5. Jersey Boys (if still available) 6. The Lion King ____ HMS ____ 12/3/12: > Rec'd check #109961, $7,000.00. 12/6/12: > Rec'd SIGNED Travel Planner Letter. 01/23/13: > BSJ sent EM to Kay asking her to alert Linda to the fact that the hotel has been switched to the Sheraton Meadowlands since the Corwne Plaza has gone down hill fast. Change has been made at no charge to the group. 02/01/13: > Rec'd check #110764, $19,832.00. 02/04/13: > BJS completed changes in system re: Sheraton Meadowlands in place of Crowne Plaza. > Will also be able to do breakfast at hotel on 4/26/13, since it is included in room rate, instead of the $10 Meal Credit for "at the TODAY Show On-Street Audience. > BJS updated IOG as well. > When making changes re: hotel, dropped room block from 24 down to 20 since she expects her numbers to be a bit lower and the hotel had a 20% attrition clause. 2-15-13 >Received Final Pax, Final Room List, and Hotel Info 2-18-13 >JM processed Hotel Room Packet to include: 1 Qnt/5 12 Q/48 1 T/3 2 D/4 TOTAL 16 Rooms/60 Pax 02/18/13: > BJS updated IOG to show no Suzie's and Shanghai Hepping in its place, as well as the hotel breakfast on Friday AM since it is included in the room rate - no reason to give them a $10 Meal Credit for that breakfast. > BJS also sent EM to Great Day Tours (A J Myers) to see if their 24 was available and get a quote. > Hotel Room Packet will need updated and we will also need to wait to see how the busses all work out before sending to the Sheraton Meadowlands. 03/19/13: > BJS reviewed numbers and they are just 2 below K minimum, so no real changes . . . > BJS ran FPGF / RL Quote and we are good. > BJS EM'd and mailed Final INV #5394, $12,714.00 and made due 03/27/13. 4/1/13: > Rec'd check #111499, $12,714.00. > Pending no further changes, account is PIF.
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