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Wed Mar 06, 2013
Trip Name
Edward R. Morrow High School Music Department-Boston, MA-04-19-2013
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Hotel Info Form
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Trip Notes
( Print Note )
( E-Mail Corporate )
HS to Boston = 225 miles / 4 hrs non-stop 1/25/13: > Alan called after rreceiving our Happy New Year Post Card in today's mail. > Interested in Boston for THIS April. > Did not have dates other than April and NOT the first weekend. > BJS suggested the last weekend so the chances of bad weather are decreased. Alan is fine with that. > Directors are meeting this afternoon to discuss further / if he has anything significant to report following the meeting, he will email me. > 3d/2n - Friday AM - Sunday PM itinerary. > All-Inclusive budget +/- $300!!! > Not sure if he is fishing for an itinerary or what - either a really nice guy or a really good bull shitter. > BJS agreed to work up IOG and share with him for his review / comment. > Very basic - one evening at hotel so pool / activity center is important, school exchange and clinic type trip. 01/28/13: > BJS sent specs to BMG for hotel. 01/30/13: > BJS completed IOG as a possibility. Made no attachments in system at this point. > Emailed IOG and packet to Alan - Alan: > It was a pleasure speaking with you on Friday regarding the Music Department’s proposed trip to Boston, April 26 – 28, 2013. Please take a look at the attached IOG (Itinerary Outline Graph). I have put this together based on our conversation, as well as popular student inclusions when traveling to Boston. > I know you mentioned an all-inclusive budget in the $300 range. I can tell you that the attached would be more in the $400 range; however, it will us all a starting point as to itinerary possibilities. Since we do not pre-package our trips, we can make any changes you would like. > Please review the attached with your colleagues, make certain the dates are confirmed as good, and let me know how we can proceed. With a departure date less than 90-days out, your quick attention is very much appreciated. > I look forward to hearing from you soon. 01/30/13: > BJS started conv with Sophia about posible schools in area for performance site - she will do some checking. > Also mentioned that if response is positive from Alan, he will be her client. 2/7/13: > Sophia finally heard from Alan - Hi Sophia, My appologies for taking so long to get back to you. > As for the information I got from Bryan, it looked very general (unless I missed something?). > I can give you some more specifics now: First, we're looking at leaving NYC on Friday, April 19, and staying over in Boston on the 19th and 20th, returning to NYC on the 21st. > Can you give me a price on hotel (figure on quad rooms for the students) and buses? > At the moment, we should price things out for 125 students and 12 adults. > Can you schedule a public performance for us, say a lunchtime performance someplace on Saturday? > We'd also like to see about visiting one or two colleges in the area, especially if we can see some kind of musical performance or rehearsal. > Again, I'm hoping we can keep the per student price to as close to $300 as possible. Thanks, Alan Shapiro Music Department Edward R. Murrow High School (718) 258-9283 ext. 7134 > BJS added notes to system since Sophia ia buried int he snow. > Updated dates and numbers on the bible as well as the IOG. > Sent update to BMG also. 02/12/13: > BJS made several revisions to IOG, including Master Classes and Rehearsal Observations at New England Conservatory. > Faneuil hall Performance Opportunoty for Sunday (10a-1p) - Application for Performance is On-Line at the Faneuil Hall website. Performance slots are from 10a-1p or 1p-3p but not on Friday or Saturday. HMS, please call and see if this group's date (4/21/13) is even available so we will know if we shoudl proceed down this road. If not, we may have to find another public performance option. . . > BJS put togehter info sheet on NEC Classes and IOG and sent to Sophia. > She and BJS discussed and she is sending on to Alan for his review / comment / quick answers - we hope. 02/13/13: > Alan replied to Sophia - > Looks like this is really shaping up and is ready to see pricing. > Wondered if they could perform on Saturday at Faneuil Hall - not an option per their website, so BJS told Sophia to answer that question. Please add Faneuil Hall Market Performance as a new attraction in the system. > JM, please call to see who may have three coaches available over these dates & then send out CQRs as needed. > HMS, please review and make attachements / add / update as needed. The Box Lunch at Kennedy Library is something we did with Thomas S Wooten last year (Boston '12). You can see their Final itinerary for specs. > BJS will add the NEC classes / rehearsal observation. > BJS called Boston Symphony Orchestra - notes in attachment already attached below - HMS, see NOTES so we can get seats held for the time being. > Hoping to have PTP / Rates to cliient by end of day today (2/13/13) or tomorrow sicne trip is just 2 months out and it is a nice large group. ____ JM ____ ____ HMS ____ 02/18/13: > BJS completed PTP packet and emailed to Sophia for her to share with Alan. > Also scanned Prudential Center performance info and sent to Sophia so she will have some info if Alan asks her about the performance opportunity and she can get the answers we are in need of in order to proceed. > The attachments do NOT necessarily all match up since we are still awaiting his answer on the performance groups so we can apply for the Prudential Center performance; HOWEVER, I needed to get something to the group that included hard prices so they can make a decision as to whether or not they are going to proceed. 02/21/13: > Sophia spoke with Tom - Adam's Supervisor - here is the short version - she will input her complete notes when she arrives home this evening. Saw your email then hit delete by mistake. Spoke with Tom 1/2 hour ago-the documents Alan forwarded didn't go through so I sent them again. Mozart is $20-not sure about a group rate Haydn us $22-76-again not sure about a group rate. Tom is going to go over the documents and is getting back to me tomorrow. Sounds like the trip is a go. I'll enter all this in the trip notes when I get home. Sophia 02/21/13: > BJS replied to Sophia and cc'd HMS and JM - Great work - I know it is like drawing blood from a turnip :-) If you can get them to go with the Mozart (pending availability of course), it would probably be best since they are looking to save money. As you know, the lower the package price, the more kids who might be able to afford the trip! Once this decision is made, reminding them that everything is pending availability, please send Hollie the info you have on whatever concert they select. She can then make the necessary contact with group sales and get it entered into our system. Hollie also needs to complete the Prudential Application so she'll need (still needs) some ball park numbers on each ensemble. AND - Jude needs to get their coaches reserved - thus we need them to select one of the charter companies we provided quotes for. Thanks Sophia, Bryan 2/23/13 > Sophia heard back from Bryan with responses to ER Morrow's questions regarding performance venue, Saturday night performance, site visit and scholarship. Sophia sent an email to Tom at ER Morrow with responses and a second email requesting a decision on which bus company they would like to use. 02/25/13: > We all received EM from Tom ,the Dept Head, asking about festival in place of public performance since there is no rain plan available. > BJS reviewed and created FOM IOG and then ran rates and EMd to Tom, Sophia and his staff along - Tom: In the interest of time, I am sending this directly to you and have copied your colleagues as well as Sophia, your Account Executive. I apologize for the informal nature of this revision, but I know time is of the essence, for we are about to lose the courtesy hold we have on several of your group's reservations. I appreciate your understanding and quick response. 1. An updated IOG (Itinerary Outline Graph) is attached, including the revised per person package rates. 2. We have replaced the Public Performance Opportunities with participation in the Festival of Music Competition. Amusement Parks are not an option this time of year in New England. 3. I have spoken with the Festival Director and they can accept your ensembles and I have blocked expected performance times accordingly on the IOG. 4. Festival participation is $70 / student; however, there is no charge for the adults. 5. I have made the necessary changes in the inclusions since all of your Friday and part of Saturday morning are now encumbered by the festival. 6. Even with the addition of the $70 festival fee, by making the other adjustments, the actual price per student has only increased $20 per person. 7. I have replaced the BSO concert on Saturday night with the production of Mozart's Le Clemenza di Tito. Admission is still pending availability, for the Box Office is closed on Monday's, so we will not be able to confirm until tomorrow. There are English subtitles. 8. An additional charter quote has been received, this one from Vanderhoof Transportation, and it is actually the least expensive of all received. A Per person Bus Cost Chart is attached. Please advise Sophia of your group's intentions as soon as possible. I look forward to our work together! > BJS made no changes to the system or rates or anythong as we will await their decision. 2/25/14 >Sophia received a phone call from Tom (assistant Principal for Music). 1. They would like to change the trip dates to 5/17-19/13, leaving in the afternoon 2. Talked about changing destinations, but have decided to keep Boston 3. Would like to schedule an indoor performance for band, jazz band, orchestra, choir and madrigal choir - band is 60, orch 25, jazz 27, choir 40 (madrigal from within choir) Sophia is sending an email to Tom explaining the time needed to create new IOG, but will let them know price will be approximately the same HOLDING PATTERN HOLDING PATTERN HOLDING PATTERN 02/27/13: > BJS sent EM to Sophia - per BMG there requested new dates of May 17 - 19 are not going to work as it is grad weekend in oston as well as Canadian Holiday. No hotels or schools available. > She has sent and explanatory EM to the group to see if they can consider another weekend. > BJS then sent EM to Sophia . . .maybe they would like to go to Williamsburg . . .
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