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Fri May 06, 2016
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Henderson High School Choir and Orchestra-New York, NY-04-10-2015
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Toronto, ON, CANADA,
Toronto, ON, Canada, CO
Toronto, Ontario, CA
Toronto, Ontario, CN
Toronto, Ontario, CA,
Torrington, CT, CT
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Washington, MD
Washington, NJ
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Washington DC, DC
Washington DC, VA
Washington, D.C., DC
Washington, DC, DC
Washington, DC, MD
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Wellsboro, PA
West Chester, PA
West Grove, PA
West Newton, PA
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Westchester, IL
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X, PA
York, PA
York Springs, PA
Yorktown, VA
Zainesville, OH
OR
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PAX
Youth
Adults
Escorts
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Start
Date:
Time:
End
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Time:
Contract
Due
Received
Deposit
Due
Received
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First Payment
Due
Received
Final PAX
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Received
Final Room List
Due
Received
Hotel Info Form
Due
Received
Balance
Due
Received
Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
West Chester, PA to NYC = 130 miles / 2.5 hrs non-stop 11-6-14 >JM added trip and some attachments as well as BMG. 11/7/14: > BJS completed IOG. > JM, please send CQRs to Perkiomen, and the others we typically use on the eastern side of PA. > JMM & HMS, please make remaining attachments and calls as needed in order to complete PTP. BJS and DD will be meeting with Client for a GTM PP presentation tentatively scheduled for Friday, 11/14. __x__ JM ___11-7-14_ ____ HMS ____ 11/12/14: > BJS emailed GTM invite - Cynthia & Joe: 1. Please join my meeting on Thursday afternoon, November 13, 2014, beginning at 1:45PM, by going to www.gotomeeting.com. 2. Click on the JOIN MEETING button near the top, right hand portion of the screen. 3. When prompted, enter the Meeting ID: 272-375-173 and then click CONTINUE. 4. If you are asked for a Meeting Password, it is New York (with a capital N and a capital Y, with a space between the two words). This may not be required. 5. Use your microphone and speakers (VoIP) - a headset is recommended. Or, call in using your telephone. Dial +1 (312) 757-3111 Access Code: 272-375-173 Audio PIN: Shown after joining the meeting Thanks, I look forward to meeting with you soon! 11/12/14: > BJS sent to CH for PTP prep. Will also need PP. Meeting is tomorrow at 1:45PM. 11/13/14: > BJS and DD met via GTM with Cynthia and Joe to present PP. > Joe appears to have become the primary contact, so BJS made him so in the system. Also added Joe's cell number as that is his preferred method of contact. Is usually available after 2:30PM daily. > Extremely pleased. > Has been using Brightspark for several years, and really likes their on-line payment system, but is most impressed with our attention to detail and value. > Wants DD to attend parent meeting this coming Tuesday (11/18/14) and make PP presentation to them. He feels Dave's presence will make his explanation to the parents as to why he is going to change from a company he has used for several years and was happy with to CCIS! > Meeting is at 6PM on 11/18/14 and will last no more than 45-minutes. DD has offered to attend and will contact Joe on Monday afternoon at 2:30 PM to see if there are any changes he wants us to make to the PP. > BJS emailed PP file as well as PTP. Also mailed a hard copy of the PTP Pack to Cynthia earlier today as she was the main contact at that point. > JM, want to see if wee can get charter quotes from the following companies: Cline, Elite, and Duval. I know Elite is in our system as we have group's using them - not sure about the other two - you may have to do some internet searching. I believe both are from Eastern PA / Philly area. > We will update PP to include these additional quotes if they have coaches available and can get their rates back to us NLT 12 Noon on Tuesday. _x___ JM __11-14-14__ 11/17/14: > BJS sent DD the quote & PPBCC from Duvall. The other two companies they wanted us to check were unavailable. 11/18/14: > BJS updated PP to include the quote from Duvall. 12/3/14: > Per Dave - They want to do both the workshop/adjudication and the St Paul's concert. ( orch dir. wants to use the critique to get ready for PMEA audition tape.) Cut the travel video, ipad,& student watchers. If necessary 1 meal on their own to cut down on up front costs. As you night expect they need adjusted price and updated itinerary ASAP. > Preliminary count 30 choir and 40 orch. > Budget is now $200 - $300, not including transportation. 12/11/14: > BJS updated IOG. > BJS updated attachments as needed per DD's notes from conv with client on 12/3/14. > BJS updated rates. Since they are not doing a festival, the student and adult rates are all the same. Savings by not doing a festival is $90 per package, yet the educational value has increased dramatically. > BJS emailed IOG Rev 1 to DD so he can share with client. 12/12/14: > Dave called before sending updated IOG and Revised rates to Client, wants us to go ahead and remove lunch at HRC and replace it with Lunch & Time to Explore Grand Central Station (on own) and delete Dinner at La Nonna (BJS just added last night and no calls we made, so BJS just deleted the attachment) and they'll depart for home following the tour and do a fast food stop en route on own for dinner. > BJS updated rates in system (start at $255 Q) and updated IOG accordingly and then emailed IOG to DD. 12/12/14: > Per DD, ready for K based on today's revised IOG and rates. > BJS agreed to have to him by Monday, via email at least, as their Board Meeting is Monday night and he wants to get the approval. 12/14/14: > BJS sent to CH for K prep. 12/15/14: > BJS emailed CN packet to Joe and cc'd Dave so he would have it for tonight;s Board Meeting. > JM also mailed CN. > K and TPL due 12/23/14. > First $ due 01/15/15. > HMS, as K has been sent, please review and proceed as needed based on the K version of the PTP and IOG. Thanks! ____ HMS ____ 12/23/14: > Joe called top apologize for our not having the signed K back. His principal was out with the flu and just this afternoon gacve the K back to him with a question about transportation. > BJS answered the question (principal didn't realize that initial invoice was for just 50% of the buses). > Now he is gone for the day so signed K will not arrive until after 01/01/15. 01/05/15: > Per DD - will just be 1 bus of 56 (50 + 6). > BJS updated IOG, Bible and Status Schedule accordingly. > BJS suggested keeping the rates the same, but dropping comps from 4 to 2. Joe needs for comps, so rates will have to be raised accordingly. > Director's principal needs itemized breakdown of cost, BJS said we would show only percentages. > BJS revised rates and sent EM to Joe and CC'd Dave - Joe: Dave shared your conversation with me from earlier this afternoon and I have made the requested adjustments. Based on 56 total trip participants on just one (1) 56-passenger bus from Duvall’s, including four (4) complimentary packages at the Double Package Rate, the adjusted per person package rates would be as follows: Quad = $265 Triple = $285 Double = $335 Single = $465. To answer your Principal’s inquiry regarding a breakdown of the total cost, here are the percentages: Transportation = 18% Meals = 7% Attractions = 44% Accommodations = 21% Complimentary Packages = 10% An updated IOG (Itinerary Outline Graph) is also attached. Thanks, BJS. > JM, please advise charter company, just 1-56 passenger coach. > HMS, since we have changed the Performance at St. Paul the Apostle to Friday afternoon, please update all attachments and make the necessary changes as needed. __x___JM __1-6-15__ ____ HMS ____ 01/12/15: > BJS sent Contract Addendum and updated IOG to Joe's attention and asked him to return both the signed Addendum and Contract on Tuesday. > He did not like the MET Museum of Art on Friday after their performance, so BJS moved it to Saturday. I order to accommodate 2 hours at the MET Museum, I had to shorten their time on own at Grand Central Station by 30-minutes, so it will be just 1-hr there. Also, the Guided City Step On Tour has to be 3.5 hours instead of 4 and will now start at 3.30PM and conclude at 7PM. ON Friday afternoon, since they had time to kill, I put in a 1-hr stop at FAO Schwarz following performance and before dinner. Group will arrive home on Saturday at 10.30PM. > JM and HMS, please review these changes and make certain all is in order in the system and with your vendors. Thanks! > Joe projecting Choir to be 20 students and orchestra 30. Would really like the Choir's Broadway 101 Workshop to be with a cast member of Phantom since they are singing Phantom this year in Choir. _x___ JM __1-13-15__ ____ HMS ____ 1-16-15 >Rec'd Check #40035648 in the amount of $2,183.00 1/21/15: > BJS sent EM to Joe - Joe: Thanks for sending a payment, I see where it arrived this past Friday. I also see where you spoke with Hollie during my absence for my foot and ankle surgery. I am back at my desk a few hours each day for the time being and wanted to get back with you about the pizza, etc. The hotel has OK’d use of an outside delivery service so long as all of the pizzas are delivered to one guest room. Once the pizzas are delivered (+/- 5PM), the students would then come to the assigned guest room and pick up the pizza, soft drinks, plates & napkins, etc. The group will then take this back to their individual rooms to eat while they are unpacking and getting dressed for the opera. We have made all of these arrangements with a local pizza shop that was highly recommended by the hotel staff. We will issue a credit on your group’s final invoice for $4 per person as this represents the difference between the dinner that was originally planned and the new arrangement for pizza. By the way, if you were to use a banquet room at the hotel, the price would actually increase, for the meal would then have to be run through the hotel’s catering office and the price would be significantly higher. Not only would the price increase, but as we already discussed, there is not sufficient time for your group to have a sit down meal at the hotel or elsewhere and they will need this time for the check-in process and to get prepared for your 6PM departure for Lincoln Center. Thanks again and have a great rest of the week, BJS. 2-3-15 >Rec'd Check #643 in the amount of $1,200.00. 02/10/15: > BJS sent EM to Joe as we still need their signed K and their FORM Set is all past due (was due 02/06/15) - UNLESS they submitted and due to website server issues, we did not receive. > BJS updated rates on screen so we will not have to issue a credit on the final inv. Rates dropped by $4pp because of the deletion of Dallas BBQ and it being replaced by pizza delivery to the hotel. Joe: Thanks for sending a second check. It arrived on 02/03/15. I have attached to this email the FINAL VERSION of the Contract Addendum and I have reduced the package rates by $4pp re: Friday evening’s dinner. I am in immediate need of the following from your group: 1. Signed Contract 2. Signed Contract Addendum (Final Version attached) 3. Room List (due 02/06/15) 4. Final Participant Guarantee Form (due 02/06/15) 5. Hotel Information Form (due 02/06/15). In the event you submitted items 3 – 5 above late last week via our website, as instructed in the Group Leader’s Notebook, I must apologize, but our website’s server has been down and they were never received. Please print and then scan and email, or fax me a copy of these ASAP. Thanks Joe, Bryan. 02/13/15: > DD rec'd Em full of excuses from Cynthia - Hi Dave, Just a quick note. We have gotten chaperones with all the state mandated clearances. My students are bring in their payments slowly. I do not see my students until Wednesday each week and we don't have school tomorrow. That means payments to cover checks won't be in until next Wednesday. I am working frantically with emails to parents and students. I will have to start phone calling since a good majority of today's population appears to be rude with their lack of response. I apologize for the tardiness as I am working with 2 schools, just finished District 12 Orchestra, dealing with Region VI orchestra, preparing one of the 2 schools for a performance at PMEA, and a husband with cancer. We will have the money to you next week and hope you understand this is not deliberate avoidance, just overwhelming at times. Sincerely, Cynthia. 02/13/15: > BJS replied to Cynthia and Joe - Cynthia and Joe: Dave forwarded your message on to me this morning about the collection of money, etc. I am not too concerned about that at this point, what we really need from you today is paperwork. The following items are all PAST DUE: Signed Contract, Final Agreement Inclusion Addendum, Final Participant Guarantee Form, Room List, and the Hotel Information From. Thank you for your quick attention to these items. Have a great weekend, Bryan. 02/13/15: > Rec'd another EM from Cynthia - The signed contract could not happen until we had approval. Our principal was the hold up on that step. A signed contract with him deciding that we couldn't go was fiscally irresponsible. The state of PA requires all chaperones who are on overnight trips to have clearances, 3 of them now. Our nurse had clearances but needed the 3rd one. When she did that, she was then told that her 2 year old clearances were no longer acceptable so she had to procure those. Our principal wanted to wait until he saw them. He was finally ok with the electronic receipts and that we could proceed. This has not been a conscious procrastination on our part. 02/13/15: > BJS replied - Cynthia: No conscious procrastination implied and it is great to hear that everything is falling in place, including all the necessary clearances. Please understand that we starting to run up against vendor deadlines and have to release any unneeded rooms, reservations, tickets, etc. so your group will not be charged for items it may not need. The sooner you can send us the forms, the better. Thanks again, try to stay warm, and have a wonderful weekend, Bryan. 02/21/15: > Rec'd multiple copies of the HIF and then the RL. > Still need FPGF. 02/22/15: > BJS sent Em to Joe - Joe: Thanks for sending the Room List Forms. I also received the Hotel Information Form. The only other form we need at this time to complete your FORM Set is the Final Participant Guarantee Form. It too can be completed and submitted on line from our website, or if you would prefer, I have attached a copy of the form to this email and you can complete, sign, and then either fax (724.287.5333) or scan and email back to my attention. Be sure when completing the Final Participant Guarantee Form that your numbers match your Room List. I have also attached a copy of your completed Room List for your convenience. All the best, Bryan. 02/22/15: > BSJ sent a 2nd em - re: PCCF? Joe: On Friday, we received a Participant Count Change Form via fax, instructing us to ADD Harry Baker, giving you a total of 55 Pax (49 students + 6 adults). When I received the Room List yesterday, Harry Baker was already on the room list (page 2, room #4) and your total number of participants on the room list is 54 (48 students + 6 adults). The Final Participant Guarantee Form that I emailed about earlier today should clear all this up, but we need to make certain that everyone is accounted for so we can final order exactly the numbers that you need. If you have any questions, please give me a call on Monday (800.432.5095 x:201). Thanks again, Bryan. 02/23/15: > Rec'd check #644 (Orchestra), $2400.00. 02/25/15: > BJS sent yet another request for their FPGF. 02/25/15: > rec'd FPGF. > JM, please process all forms per SOP. Thanks, BJS. 3-2-15 >JM processed Hotel Room List Packet to include: 12 Q/48 pax 1 T/3 pax 1 D/2 pax 1 S/1 pax TOTAL 15 Rooms/54 pax (48 + 6) __X___BJS_03/05/15_ _____HMS_____ 03/05/15: > BJS emailed final inv #5772, $9,570.00 and made it due 03/13/15. > Joe sent an email on 03/02/15 telling me what payments they have sent, but their final invoice reflects what we have actually received. > Pax was 54 and revised rates we based on NLT 56 total pax, but really not worth making any changes to keep this guy happy. Many of the items we could have deleted were taken out much earlier when their count dropped to just one bus of 56. 03/06/15: > Rec'd orchestra check #645, $3,600.00. > Current Balance due, following receipt of this check is now $5,970.00. 03/17/15: > Rec'd check #646, $1,400.00. > Balance due is now $4,570.00. 04/03/15: > Rec'd check #647, $1,200.00. > Balance due is now $$3,370.00. > BJS sent EM to DD - Dave: I received another check this AM from Henderson, this one for $1,200.00. Their balance is now $3,370.00. Please contact Joe and Cynthia, by all means possible, and see how they intend to make certain we have their final payment prior to the trip. We have to have time to send their final packet (tickets, etc.) and cannot release the Final Itinerary or materials to their group until the account is PIF (and time is running out). If the final balance has not yet been mailed, they will need to send a Cashier’s or Certified Check, via express delivery, to this address: CCIS, Inc. 114 Aubrey Drive Butler, PA 16001 We will have to have it no later than 12:00 Noon on Tuesday, April 7, 2015. Thanks Dave – call me if any questions, BJS. 4/13/15: >> Rec'd orchestra check #648, $1,309.00. 04/14/15: > BJS sent EM to Joe re: Final Balance since they had to add the Band Director last week in light of Cynthia's husband being put on hospice care. Joe: Welcome Home. I hope you and your group had a great, albeit quick trip to NYC. I am glad we were able to work everything out at the last minute regarding the participant changes and please pass our thoughts and prayers along to Cynthia and her family. I need to send a final invoice (or invoices) for the outstanding balance. With the late add participant and switching your room from a single to a double, the total due on the account is $2,262.00. I have yet to send an invoice for the $1,502.00, the Student Activity funds that we discussed before the trip departed last week. Do you want a separate invoice for the additional $760 or should I include that with the invoice for the $1,502.00? Please advise ASAP so I can process the invoices accordingly. Thanks, Bryan. 4/21/15: > rec'd check (Orch) #649, $558.00. > balance due on account is $1,704.00. 4/21/15: > BJS sent EM to Joe - Joe: We received another check from the orchestra today, in the amount of $558.00. The outstanding balance on your account is $1,704.00. Thanks, BJS. 05/08/15: > BJS sent Em to Joe - Joe: I need you to settle your open account with CCIS ASAP in order to avoid interest charges. The outstanding balance is 1,704.00. Thank you, BJS. 05/12/15: > Rec'd check #40038223, $271.00 and check #80033813, $1,433.00 totaling 1,704.00. > Pending no other changes, account is PIF.
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