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Fri May 06, 2016
Trip Name
Quince Orchard High School Music Dept.-New York, NY-01-16-2015
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Quince Orchard High School Music Dept.
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Number of
PAX
Youth
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DOF
Comps
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Trip
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Date:
Time:
Contract
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Received
Partial Deposit
First Payment
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Received
Final PAX
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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 )
HS to NYC = 232 miles / 4 hrs non-stop SAME TRIP AS LAST YEAR THEY DID Not TAKE. 1) Budget - 500-600 with bus included 2) 2 buses are understood 3) No Adventure by Dawn 4) All meals, one night hotel (NJ) two options - festival or performance opportunity. 5) Broadway show - Wicked, Lion King or Phantom 6) If a festival - 20 band, 20 orchestra and 20 choir - don't need to do the festival diner and trophy - they can mail it back to the school. 7) performance is the other option - band, orchestra and choir instead of festival. 8) tour - radio city music hall, status of liberty, top of the rock, what ever will fit in. 9) hard rock cafe, better lunch destination on drive up and drive home. > The Public Performance would be through The Offstage Group and there is a band of +/- 20, choir of +/- 20, and orchestra of +/- 20 - who will be sharing the same performance. Group would like to have some idea of their performance options when we present the PTP next week. Thanks! 8.12.14 > CJ Meeting with new Band Director on Aug 20 at 11:00am. 8.28.14: > CAJ - meet with Patrick, Robyn and Bridgett yesterday. NYC is on but new travel dates and adjustments to the last PTP we did for them. 1) Dates - Jan 16-18, 2015 Depart Friday morning. 2) Want to pay themselves for lunch on Friday and Saturday 3) Want Hard Rock Cafe for dinner on night and La Nonna Ristorante another night. 4) NJ Hotel is fine with Breakfast 5) Eyre for bus company. 6) Want to preform on Friday once they get to NYC - indoor venue for the band and choir if possible. 7) Fri / Sat - one Broadway Show and NYC Philharmonic. Most important. 8) If cheap - National History Museum in place of Top of the Rock. 9) Keep Radio City Back Stage 10) Keep explore Times Square and Rockefeller Plaza. 11) Need Student Watchers. 12) Brigette only wants to take one bus and wants Eyre 57 passenger bus. 13) 50 Students and 7 adults. 14) Trip with Bus at $600.00 pp comps 4 singles 15) On contract can not show ipad or reward program since only her school takes this as kick backs, she wants the ipad but it can't be on the contract. 9/4/14: >CAJ - just looking for an update. 9/10/14: >CAJ - Have sent old trip to Bridgette for school admin to look over while waiting for new trip. 9/16/14: > BJS corrected dates in system and JM is contacting BMG and Eyre for hotel and bus. 9/18/14: > CAJ - have sent Brigitte a message about Eyre and the 56 passenger count for her trip and that their are not 57 passenger coaches. 9/18/14: > CAJ - per Brigette - 56 passenger bus is fine. Have advised Jude. 9/28/14: > BJS adjusted count on Bible to 56 (50 + 6). > Also, they have asked for 4 comps - all singles - this is excessive and if they want to do this, they can, but we are sending it out with 2 comps at the Dbl rate as this is standard for a group this size. They need to see how the comps affect the student rates by doing the math themselves. I will not over inflate our rates as it makes CCIS look excessive since most groups don;t realize that comps really aren't free. With a group this size, we don't even get one free hotel room, let alone 4. > BJS completed IOG and made attachments. 9/28/14: > BJS ran rates and then sent EM to CJ - Cindy: The IOG for Quince Orchard is attached and the rates are as follows based on this IOG: Quad = $429 Triple = $459 Double = $549 Single = $769. These rates are based on 51 – 56 Total Trip Participants and include 2 comps at the Double package rate. Please see note in the system re: 4 single comps. We are awaiting charter quotes, but at even a much exaggerated estimate of $2,000 / day, the charter would be $6,000 or $120 per student based on 50 students paying for the bus. With a Quad rate of $429 + $120 for transportation (estimated), we are at $549, well below their projected $600 / student budget. I will have Christi complete the PTP tomorrow, so they will have a more formal document, but in the meantime, please share this information with the group. Please review carefully and let me know if you have any questions before sending it along to the client. Thanks, BJS. 9/28/14: > JM, please send CQRs to Eyre, as well as Hunt Valley and Atlantic Coast and anyone else who is quick to reply - for we need to have some charter quotes this afternoon if at all possible, for the group is meeting with the parents this evening. > HMS, please review my attachments and make calls as needed. The group is meeting with parents this evening and we will have to go with whatever we have by noon on Monday, for I have to get it to Christi so she can complete a PTP and allow me time to get it to the director by mid-afternoon. Thanks! __x__ JM __9-29-14__ _x___ HMS _9/29/14___ 9/29/14: > CH completed PTP and then BJS ran PTP Pack. > BJS emailed to Brigitte - Brigitte: Attached please find the Pre-Trip Planning Proposal for your group’s up-coming trip to New York City. Your careful review of this information is very much appreciated. Per your request, we have removed all mention of our iPad promotion as well as the CCIS Rewards Program. Cindy will follow up with you mid-week to see if you have any questions or concerns and to get your charter company choice from the three quotes provided. Do not hesitate to contact her in the interim should you have any immediate needs. Thanks again for the opportunity to be of service to you and your group. Sincerely, BJS. 9/29/14: > BJS sent follow up email to CJ - If they want 4 single comps instead of the 2 double packages, using the amount we already have in the trip, they would need to increase the cost of the package by approx. $50 / person based on 50 paying pax. $429 + $50 = $479 – not bad considering last year’s 2d/1n package was $435 and this year’s with 4 comps would be +/- $479. Please share this with Brigitte this afternoon when you call her to make certain she has received the PTP pack which I emailed a few minutes ago. BTW, see PTP Pack - bus rates are at least $1,000.00 less than what I used as an estimate yesterday. 10/6/14: >CAJ - note from Brigittee - We will be in touch with details regarding the trip very soon. We are undergoing some renovations right now and also don’t have access to our computers at all times right now. For the purpose of the Charter Company, we’d like to use Eyre. Thanks! 10/7/14: > Per CAJ - They want Student Watchers per Brigitte. > This will be billed as a line item on their final Inv at $189 / guard / night. > Rec'd BSSF. 10/13/14 > CAJ - New information from QO 1) they have doubled their student count 2) need to add another bus. 3) Sony - Also, could you provide us with more details on the Sony performance? Will students be performing in groups back to back? How much time will we have as a whole/per group, etc. Any info will help. Band: 46 Orchestra: 24 Choir: 28 4) Can they get more comps since their numbers have doubled? 10/14/14: > BJS and CJ decided, to be safe, to make count 110 (98 + 12). > Comps will be 4. > BJS updated numbers on Bible, IOG and Status Schedule accordingly. > JM has already secured a 2nd coach. > JM, please contact Ninffer and see if the group's hotel, the Hyatt Place Meadowlands, can accommodate this increase in the group size. We will now need 35 DDs. If they cannot, please have Ninffer send out new requests ASAP. > HMS, please check with your vendors to see if they can accommodate, including the SONY Atrium performance since the band is now slightly larger than they prefer (see ensemble numbers above). ___x_ JM _10-14-14___ _X___ HMS _10/30/14___ 10/15/14 >CAJ - Just got off the phone with Quince Orchard - will now have 120 passengers - looking for: 1) 3 busses - one 56 and two smaller count busses with Eyre. 2) Sony - will break up band/orch into two 30 person groups and one choir under 50. 3) Are their restrooms for changing at Sony? 4) IS their a piano at Sony for the choir to use? 5) Are their risers for the choir to use at Sony? 6) All the girls one floor and the other for boys if possible. 7) Need enough rooms for 120 passengers now. 10-20-14: > BJS updated Bible screen to 120 pax (110 + 10). > JM, please check with Eyre and see if we can get a third bus. If they have smaller busses that will accommodate a total of 120 pax, the group is fine with that. > BJS has requested additional rooms with Ninffer and note is in the hotel attachment. __x__ JM __10-20-14__ 10-20-14 >JM had already requested a second coach on 10-13. I know for a fact that Eyre does NOT have anything smaller than 56 so I have left VM with LaNita at Eyre for a third coach and a new contract reflecting three. 10/27/14: > BJS sent K to CH for prep. 10/30/14 >HMS still working on Sony...sent email to Cindy 11/10/14 >CAJ - preformance for Quince Concert Orchestra – 28 students performers Repertoire: (approximate minutes 20 minutes) Instant Recruiting Concert – by Bob Phillips The Christmas Dreidel – by Rick England Hanukkah Habanera – by Tim McCarrick Sleigh Ride – by Anderson/Applebaum Let it Snow – by Cahn/Styne/Rosenhaus Christmastide – by Delborgo Concert Choir – 41 student performers Repertoire: (approximately 17 minutes) 900 Miles - by Philip Silvey Chapua Kali Desemba - by John Parker/David Lantz III Ave Verum Corpus - by W.A. Mozart Hamisha Asar - by Flory Jagoda Winterlight - by Amy Bernon Pengyou Ting – arr. by Carol Jennings Concert Band –30 student performers Repertoire: (Approximately 18 minutes) Washington Post March- Sousa The Best of Queen- Murtha The Great Locomotive Chase-Smith Pixar Movie Magic- Brown Jazz band – 16 student performers Repertoire: (approximately 15 minutes) Cantaloupe Island - Hancock Gospel John- Steinberg In The Mood- Miller 11/14/14: > Rec'd check #1780, $19,128.00. > Receipt of this check implied UNDER CONTRACT. PLease review and proceed as needed. Thanks! ____ JM ____ ____ HMS ____ 11/17/14: > Rec'd Site Visit Request Form. 11/18/14: > BJS sent Site Visit Request in to the hotel. 11-18-14 >JM processed Hotel Room List Packet to include: 23 Q / 92 pax 04 T / 12 pax 06 D / 12 pax 00 S / 00 pax TOTAL 33 Rooms / 116 pax (104 + 12) __X__ BJS __X__ ___X__HMS__11/18/14___ 11/18/14: > BJS emailed and mailed Final INV #5712, $44,496.00, due 12/16/14. 11-24-14 >Rec'd signed contract 12.15.14 >CAJ - left vm and email about final payment due. 12/9/14 >CAJ - just received this message from Brigitte - Hi Cindy, I was just about the email you that we are running late. Our final payment is being collected from the students on January 9. Can we wait until January 12 (the next Monday) to get the check to you? Or is that way too late? Is it possible for you to email me an updated invoice that reflects the comp packages? I can submit the check request, but right now we don’t have enough money in the account since the kids don’t have the final payment until January 9th. What would you like to do? Brigitte 12-22-14 >Rec'd Final Payment Check #001918 in the amount of $44,496.00 1/12/15 >CAJ - Food Alergies: Hi Cindy, Here are our numbers for students that will need food accommodations: 1 Dairy allergy 3 Gluten Allergies (One includes oats, modified food starch, barley) 3 Nut Allergies ( 1 of these includes Kiwi & Flax) 3 Vegetarians ( one is also no eggs) 1 No red meat (Chicken is OK) Let me know if you need any more info! 03/05/15: > Rec'd Tour Evaluation from Brigitte. 03/06/15: > BJS responded via email - Brigitte: First, I would like to take an moment and thank you and your colleagues for allowing CCIS to be of service to you and your students during your most recent trip to NYC. Second, I appreciate your completing the Tour Evaluation Form and want you to know that we take all comments / suggestions seriously and are truly sorry that you had some concerns. Below I will explain how we are addressing each of these. FINAL ITINERARY Having just completed our 2015 National Sales Meeting, I can tell you that we have made it a company goal for the 2015-16 Season to have the Final Itinerary to the group 14-days prior to departure. We know we have to do better with this and in some cases, our hands are actually tied on how soon we can release the final itinerary, for some special event companies, especially various music festival companies and Disney, will not release the information to us until two weeks prior to the event; however, we continue to work with these particular companies to try and expedite their process so we can in turn expedite ours. ACCOMMODATIONS We have addressed our mutual concern with the hotel regarding the fact that your group had boys and girls on the same floor. If your group was going to be on more than two floors, and please understand that the number of two bedded rooms / floor often dictates this, that is understandable; however, if you were spread to multiple floors, we are all in agreement, including the hotel, that your group should not have had male and female students on the same floor. ATTRACTIONS Tour Guide – We have been using Savor the Apple Guided Tours for more than 12 years and I can honestly say that we have never had anything other than stellar reports on their service and guides. I am sorry that your group had the experience they did, especially with the one guide in particular. We have discussed this with the owner and she has asked to see if you can provide us with the name, or at least a description of the guide in question. If you can do this, please send this information to my attention at your earliest convenience. GROUP TRAVEL VIDEO The misspelling of your school name was our mistake and simply a typo when the order for your group’s videos was placed on-line. The videos are being re-run and new DVDs will be shipped to your attention at the school, along with two corrected photo mosaics. Again, I am sorry for our mistake. Brigitte, I would appreciate your sharing this information with your colleagues so they too are aware that we have addressed your concerns. We know you have a choice when it comes to your group’s travel plans and we want to make certain that your experience with CCIS will never leave you wanting for another company. We constantly strive to upgrade our level of service and attention to detail, so if there is anything else we can do to make your experience better, please let me know. Thank you again for your continued patronage. Sincerely, BJS.
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