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Central High School Drama and Orchestra-New York, NY-10-13-2015
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Trip Notes
( Print Note )
( E-Mail Corporate )
2/18/15 > SN was in communication with Pam Wilensky via EM regarding their October NYC trip. It will be exactly as it was supposed to be last time, with the exception of some food changes. > October 13-16 2015, during their Fall Break, with a budget of $1,000.00 pp. 25 students + 5 adults. > Flying from Memphis. > Since flying, would prefer to stay in Manhattan and walk / subway as much as possible. > Broadway show > Wednesday afternoon matinee with at $75 show credit (cash) so they can buy tickets to whatever they want at TKTS. > Thursday, NY Philharmonic, 7:30PM concert. > 9/11 Memorial & Museum > MOMA > Broadway Classroom Broadway 101 Workshop. > As many meals as possible, but definitely avoid Dallas BBQ and if possible Buca di Beppo. > They are ready to accept our proposal as soon as it is completed so they can start collecting money from students before the end of the school year. 3/24/15: > BJS completed IOG. > BJS sent specs to Jana at Witte Travel re: flights. > JM, please attach hotel and breakfasts. > HMS, please review and make attachments and calls / reservations as you feel necessary. > SN received EM from Pam asking if we can look into tickets for the King and I at Lincoln Center. Thanks All! __x__ JM _3-25-15___ __3-25-15__ HMS ____ 03/25/15: > BJS rec'd flight info from Jana at Witte and made selection on air and then updated IOG accordingly, including the addition of when we will need a charter coach. > JM, please contact Academy Coach in Hoboken, NJ for a quote on this group's ground transportation needs: > 10/13/15 - Airport to Hotel Transfer (LaGuardia to Edison Hotel in Manhattan) > 10/14/15 - no coach required. > 10/15/15 - Full Day Charter for local transfers in Manhattan from 9.30AM - 10.30PM > 10/16/15 - Hotel to Airport Transfer (Edison Hotel in Manhattan to LaGuardia). Thanks Jude! __x__ JM __3-25-15__ 03/27/15: > BJS ran rates for both an IN Manhattan option - at the Edison Hotel (these are the current rates & ACTIVE attachments in the system) and the Hilton Meadowlands in NJ. > Rates for Hilton are as follows: Q = $659 T = $709 D = $849 S = $1169. > CH, ready for PTP - they will not need a PP. > Please include both sets of rates. > Also, include the Air Fare Price and Schedule (listed in Witte Travel attachment) for the Delta flights at $399 / person rt. Thanks! 03/30/15: > BJS sent PTP Pack and files to SN so she can share with Pam. Stephanie: Per our conversation earlier this afternoon, attached are the files for Pam Wilensky’s October trip to NYC, as well as a scanned copy of the PTP Pack. Should they decided to go with the less expensive hotel, the Hilton Meadowlands, I suspect the charter rate will increase by approximately $2,400, for they will need charter transportation throughout each of their 4 days. Once the hotel decision is made, we will be able to confirm the final charter rate. Here is the important information / deadlines for the air transportation aboard Delta Airlines: • CCIS has to make a deposit of $50.00 per seat NLT April 8, 2015 in order to confirm the seats. If they want to proceed with the air, I need to know ASAP and no later than 04/02/15. I will then prepare an OK to Pay for this Deposit ($1,500 = $50 x 30 seats) so we can make certain the seats are not lost. The OK to Pay will need to be signed and returned to my attention before 12 Noon, Eastern Time, on Friday, 04/03/15. We will then need payment from the group for this deposit by 05/08/15. • This airline deposit is fully refundable if cancellation notice is received on or before July 8, 2015. • We can reduce the number of seats without penalty until July 8, 2015. After July 8th, airline penalties of $50.00 per seat apply if less than 90% of the seats held are used. • Names due by August 13. • Baggage fees, if applicable, are not included in your trip cost. Check the Delta website for current fees. Please review carefully and let me know if you have any questions. Thanks, BJS. 04/01/15: > BJS emailed OK to Pay for the Air deposit. Due back NLT 12 noon on 4/3/15. > BJS emailed Air Deposit INV #5797, $1,500.00, due 05/08/15. 4/2/15 > SN spoke to Pam Wilensky on 4/1, notes from the conversation follow and were also EM'd to BJS: * Send the OK to Pay for the flight * Can we take out the 9/11 memorial & museum and suggest something else in that time frame? They enjoyed the Circle Cruise, but I doubt there is time for that. Maybe a step-on tour instead? * Can we take out Hard Rock and either substitute it or even do a meal credit? * Would the King and I be available instead of the NY Phil? (if not, then just leave the concert as is) * Hotel - They want to stay in NJ, but is there any way to stay in a hotel close to the train to utilize public transportation? (I expressed my misgivings on this one. This was not Pam's suggestion, but the other director's) 04/03/15: > Rec'd OK to Pay for Airline DEPOSIT, $50pp x 30 pax. > BJS sent Deposit check to Witte for $1500.00. > BJS emailed Airline Deposit INV #5797, $1,500.00 to Pam. Due: 05/08/15. 4/14/15 > SN spoke to both Pam Wilensky and Jenn Wood-Bowien this morning regarding the changes proposed: * Statue of Liberty instead of 9/11 is good! * Ben's Deli instead of Hard Rock Cafe is also preferred. * King & I tickets - SN explained it would be based on availability and that they would certainly be more expensive than NY Phil tickets, and they understand and are fine with this. *Hotel - still not sold on the Meadowlands. Jen wants to know if there is any hotel in Jersey City or Hoboken that CCIS could recommmend so they could use public transportation. 5/19/15 > Revised IOG needed before the end of school for the school administration. Meadowlands will be the most logical choice for their hotel needs with the use of public transportation to get into the city and a charter bus back to the hotel (and to and from the Newark Aprt.) BJS is finishing IOG and at least a deposit for the airfare will be needed ASAP. 05/21/15: > BJS sent EM to SN after I called but had no answer). SN: I see in your notes from 5/19/15 that a new IPG was needed for Administration before the end of school year (which I believe you told me was today). Did you send them the IOG we revised earlier this week? > Also sent second email with IOG attached. 05/21/15: > Group is ready for K based on IOG K Version. > JM, please contact Vanderhoof Transportation for their ground transportation needs while n NY / NJ (as we discussed) > Since this is going to K, please review and proceed as needed. CN to mail next week to Pam's home address. > BJS will need to re-run the rates as soon as JM and HMS do their thing :-) _x___ JM _5-21-15___ __X__ HMS __5/27/15__ 05/26/15: > BJS competed and faxed Vendor Application and W-9 as requested. 6/3/15 > SN spoke to Pam regarding the delay in the airfare deposit check. CCIS is still not listed as an approved vendor, even though BJS has emailed and faxed the necessary forms. Pam resent the emailed form to the appropriate person within the school and will advise us about the status. 06/09/15: > BJS sent top CH for CN prep. > CH, please note, these need to be added to the Deadline Schedule, in chronological order - Airline Deposit INV Due: 05/08/15 Broadway Show Selection Form Due: ASAP King & I OK to PAY Due: 06/19/15 Airline Passenger Manifest Due: 07/31/15 Broadway Classroom Workshop Questionnaire Due: 08/13/15 Meal Count Forms Due: 09/25/15 Thanks! __X__ CH __X__ 06/09/15: > BJS completed CN and took with to MD for mailing via USPS 2-Day Priority Mail for arrival at Pam's home late this week or Monday. > BJS instructed JM to secure coach K from Academy. 6/18/15 > SN spoke to Pam WIlensky tonight regarding her total number and airfare costs. With her total numbers only topping off around 20, BJS informed SN that there would be a $50 penalty imposed by the airline for anything under 90% of the originally requested seats. After consulting with Jenn Wood-Bowien, Pam says that they will accept this penalty for the seats. 6/23/15 > SN spoke with Pam regarding an itinerary change due to an early start time to The King and I. Pam agreed that Ben's Diner can replace La Nonna on Thursday night and they will take the meal credit to spend how they wish for their dinner on Tuesday night. 6/25/15: > BJS updated numbers on Bible Screen to 22 (18 + 4), based on SN conv with Pam and in an effort to be more realistic. 7/1/15: > SN received the following EM after a similar phone call from Pam Wilensky: Hi Stephanie, I checked with my financial secretary today and the vendor status still has not been approved. She tried to call again and I will tomorrow. She said I can't sign a contract until you are approved, so I will send it as soon as approval comes through. The auditors were there and they had MY receipt book, so I hope it was OK. Keep your fingers crossed! Pamela B. Wilensky 7/3/15: > SN received the following EM from Pam WIlensky regarding the state of our vendor status and contract: Congratulations, you are finally an approved vendor! That only took 35 days. I am attaching the signed contract. Mrs. Mangrum will send the first check as soon as she gets new checks (it's always something). Thanks for being patient. Pam 07/01/15: > Rec'd signed K and TPL. Check to follow by mail. > As this is now UNDER CONTRACT, please review and proceed as needed. > Remember, group is now going to be a max of no more than 22 pax and probably just 20m, but after two years of trying to get this group to NYC, some trip is better than another complete cancellation. BJS made number on BIBLE 22 (18 + 4) since that would be the max. An OK to Pay arrived for just 20 and FPGF is not due until 08/13/15. > We are only doing their AIR transportation. All Ground transportation is ON OWN. __x__ JM __7-9-15__ __X__ HMS __7/22/15__ 07/13/15: > Rec'd check #7000, $1,500.00. Airline Ticket Deposit INV #5797, is now PIF. 7/16/15 > SM received OK to Pay from Hollie and forwarded this to Pam for review and return by July 31st. 07/27/15: > BJS sent Air Manifest Form to SN so she can send along to Pam. Form is due this Friday, 07/31/15. 08/06/15: > BJS sent EM to SN - Stephanie: I know we talked last Friday about Pam extending her Air Manifest Due Date until 8/7/15 – I hope she remembers to get it to us. These are MY deadlines with Witte Travel regarding the group’s UNITED Flights (just so you know) Please be aware of some important deadlines: • Deposit is fully refundable if cancellation notice is received on or before Aug 12 • Reduce the number of seats without penalty until Aug 12. After Aug 12, airline penalties of $50.00 per seat apply if less than 90% of the seats held are used • Names due by August 24. • Non-refundable tickets issued the week of September 7. Final payment is due at that time. Remember, these are OUR deadlines with Witte, NOT her deadlines with CCIS – they were published in her CN. Thanks, BJS 08/07/15: > Rec'd Airline Passenger Manifest (18 seats) -BJS scanned and emailed to Jana. 8-13-15 >Rec'd Final Pax, Room List and Hotel Info Form 8-17-15 >JM processed Hotel Room List Packet to include: 2 Q/8 pax 2 T/6 pax 2 D/4 pax TOTAL 6 Rooms/18 pax (15 + 3) __X__ BJS __X__ __X__ HMS __X__ __X__ TW _9/8/15_ 08/25/15: > Rec'd check #7013, $6,000.00. 09/10/15: > BJS reviewed numbers and since they are so far below minimum, we will delete the headphones and the video. > BJS emailed and mailed the final inv, #5844, $10,814.00. Due: 9/18/15.
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