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Fri Mar 27, 2015
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Butler High School Band-New York, NY-11-21-2014
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Final Room List
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Hotel Info Form
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Balance
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Contract Status
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Butler to Secaucus, NJ = 375 miles / 6.5 hrs non-stop Secaucus, NJ to Stamford, CT = 50 miles / 1 hr non-stop Stamford to Butler = 400 miles / 7 hrs non-stop 12/5/13: > BJS completed IOG and sent hotel specs to BMG. > JM, please send CQR for 6 coaches to BMT, Anderson, Lakefront Lines, Great Day & Barron's. NO reason to send to Myers, for they are not interested in using them again. > HMS, please make attachments and place calls as needed. > BJS has to complete PTP by next Thursday, 12/12/13 so Chrisrtie has time to do her work and BJS has meeting with Boosters on Monday, 12/16/13. Thanks! __x__ JM __12-5-13__ __x__ HMS __12-5-13__ 12/13/13: > BJS completed attachment review and then ran rates and sent to CH for PTP Prep. 12/13/13: > CH completed PTP and generic IOG and then BJS sent PTP Packet and BSSF Packet to Jeff. > Asked about Monday's meeting time and location as well. 12/16/13: > BJS met with Band Booster Officers and Staff. > A few adjustments - > JM, see if BMT will match Anderson's charter rate. If they will, or even come down a few hundred dolalrs, then BMT gets the job. Go ahead and ask for K if that is the case. > Group wants to return to hotel prior to Cruise so kids can change and dress appropriately. > JM, please ask Spirit Cruises the following - Can they go out of Lincoln Harbor in Weehawken, NJ, since they are staying at the Sheraton Lincoln Harbor and possibly be able to walk to the dock from their hotel even... > What is the Dress Code for the Dinner Cruise. > With +/- 300 people, will they have a deck to themselves? If not, how will they be set? > In order to accommodate returning to the hotel to change, BJS had to update IOG and change Breakfast to 7AM on Saturday, move up and shorten the other attractions as well. JM, please update attachments accordingly. > In place of a $10 MC and fast food stop on Sunday's return trip following the Parade in Stamford, CT., they would prefer an AYCE Buffet at a Golden Coral or similar . . . JM, please call Golden Coral and / or Buffets Inc to check on locations en route between Stamford and Butler to see if they can offer for a group of this size. > Show Choices, in order of preference = Wicked, Newsies and Jersey Boys. HMS has already spoken with Broadway.com and order has been placed for Wicked . . . > They realize there will be some price adjustments due to these changes and are fine with that, of course, they need to knwo what they will end up being. _X___ JM _12/17/13___ _X___ HMS _12/17/13___ 12/30/13: > BJS sent UPDATE email to Jeff - Jeff: Things are falling into place nicely for the Band’s trip to NYC in November. Here is an update: 1. Butler Motor Transit has agreed to match the Anderson rate of $3,726.00 / 56-passenger coach. We have signed a contract for these busses. 2. We have reserved 300 tickets to Wicked for Friday, 11/21/14 and based on 300 tickets, the average price works with the $75pp show budget included. 3. We have to purchase the Wicked tickets no later than February 25, 2014. We can purchase anywhere up to 300 and release whatever you may not need; however, once purchased, they are non-refundable. I know the February deadline is long before your final numbers are due to CCIS, but this a Box Office deadline, not ours. Should you direct us to purchase fewer than 300 tickets and you would then need more, we can always place another order; however, neither price or availability can be guaranteed. 4. We have moved Saturday’s times up by 30 minutes and shortened a few items by 30-minutes in order to accommodate the request to return to the hotel for time to refresh and change prior to the cruise. 5. The Spirit Cruise will now depart from and return to Lincoln Harbor in Weehawken, NJ and we understand that the dock is within walking distance of your hotel. 6. Cruise Dress Code: No sneakers or T-shirts permitted. 7. The Butler Band will have all of Deck 2 (208 people) and most of Deck 3, each of which will have their own buffet. The Dance Floor for the Butler Band will be on Deck 2. This is not a private, whole boat charter; therefore, they reserve the right to book another group of on Deck 3, as the total capacity of Decks 2 & 3 is a maximum of 400 total. If they get a request for these dates, they will make sure any additional group on Deck 3, is a group of similar age. 8. Sunday’s Dinner en route following the Parade – We are having difficulty finding an AYCE Buffet large enough to accommodate your entire group and convenient to the Interstate. I know one goal of the AYCE Buffet was to keep the group together. There is an Old Country Buffet near Wilkes-Barre that would like to host the group, but they cannot seat all six busses at one time. If they are able to accommodate, would you consider 3 busses followed by the remaining 3 busses entering about 30 – 40 minutes later? 9. Hollie was wondering if you have had a chance to complete the required materials for the Parade Application? An updated IOG is attached. Please let me know your thoughts about #8 and then we will proceed with your Group Leader’s Handbook. Please hold off setting any due dates with your group until you have received your Handbook so you can schedule your deadlines based on those in the Handbook. 02/28/14: > HMS sent another EM to Jeff re: Parade Application - we still need it! > Rec'd check #3156 from Boosters, $30,000.00. > Group is now UNDER CONTRACT (implied), due to receipt of funds. > JM, see me re: Post Parade Dinner for this group. > JM & HMS, please review and proceed as needed. Thanks! _x___ JM _3-3-14___ __X__ HMS _03/07/14_ 03/21/14: > Discussed Country Cupboard Buffet with Jeff at Morton's Dinner and he thinks it is great! > Jeff is aware that rates will increase by $16pp across the board and he is fine with that. > BJS updated rates on Bible screen accordingly. > BJS will now complete CN and send to Jeff. > K to be due 04/11/14 and next payment to be due 05/02/14. 03/23/14: > BJS updated rates and PTP to show Country Cupboard Dinner en route for Sunday and then completed CN. > JM, please process per SOP and call SN as soon as ready so she can pick up and deliver to Jeff at the HS on Monday or Tuesday of this week so he has it before he leaves for the PMEA convention. Thanks! > K is due 04/11/14 (although we already have $30K from this group) and next payment, $46,750.00 is due 05/02/14. __x__ JM _3-24-14___ 04/21/14: > Rec'd signed K and Travel Planner Letter. 05/15/14: > rec'd check #3161, $46,750.00. 5/25/14: > Rec'd Hotel Site Visit Request Form from Jeff. 9/12/14: > rec'd EM from Jeff with Room List and a copy of his financials asking BJS to review his numbers. > JM processed RL, but we need FPGF & HIF to make it official. 9/15/14: > BJS completed Final INV #5641, $93,781.00, due 10/06/14 and emailed to Jeff, SN & JAF, also mailed hard copy to Jeff. 9-16-14 Rec'd Final Pax = 281 (230 + 51 + our Escort = 282). 9-17-14 >Rec'd Hotel Info Form 9-18-14 >Rec'd Room List 9-19-14 >JM processed Hotel Room List Packet to include: 56 Q/224 pax 12 T/36 pax 10 D/20 pax 2 S/2 pax (one 0f these is Ken DeArment, Escort) TOTAL 80 ROOMS / 282 pax (230 + 51 + 1 Escort) _X_BJS_X_ _____HMS_____ 9/22/14: > Rec'd check #3207, $93,781.00. > Pending no further changes, Account is PIF. 10/13/14: > Per SN - The pre-trip meeting for the Butler band is Monday, November 17th at 7pm. > She forwarded this info on to Ken as well. Both Ken and SN should attend.
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