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Hempfield High School Band-New York, NY-11-07-2015
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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
Under Contract
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Trip Notes
( Print Note )
( E-Mail Corporate )
Landisville, PA to Secaucus, NJ = 165 miles / 3 hrs non-stop 03/05/15: > Per DD - > attend US Bands Show at the Meadowlands. > Broadway matinee on Sunday > secure bus transportation. 03/24/15: > BJS made hotel selection of the embassy Suites Meadowlands. They can accommodate up to 5 in a suite and price was not the lowest, but they were the best deal in order to be close to the Stadium where the Marching Band Show will be taking place. > BJS completed IOG. > Jude, please send CQRs to all of the companies that you sent to for the trip that was to go to Pittsburgh in September 2015. > DD is meeting with the client on Friday, while at the PMEA Show in Hershey, so we will have to have something to him by the end of the day this Thursday. 03/25/15: > BJS ran rates and sent to CH for PTP prep. NO PP since he has already had that once. > DD 3/27/15 PTP at PMEA. Revisions: wants to go with Quad occ., explore the possibility of an opera perf. instead of broadway. Although wants to see list of broadway shows avail. for Sun. matinee. 03/30/15: > BJS and DD discussed. > Checked MET Opera calendar and there is NOT a matinee on Sunday, 11/8/15. > BJS put BSSF Packet in Dropbox so Dave can get from there and share with Director. > DD is to get his charter choice now that the remaining quotes are in and he is also to get teh Go To Contract. 4/12/15: > BJS sent EM to DD - Dave: Just checking in to see where this is in the process. I don’t believe I owe you anything at this point. I see no new notes in PLD or TPMS, so please let me know what’s up. Do we have a charter choice and are they ready for their K? Please advise – thanks! BJS. 5/15/15 > BJS and DD discussed ways to get price down since Adam wants to be below his original budget number. > We can make a $90 price reduction per person if he - 1. Puts 5 in a suite at the Embassy instead of just 4 ($30 savings) 2. Deletes the 2 $15 meal credits at the stadium ($30 savings) 3. Drop Buca di Beppo and have a fast food stop en route, ON OWN, on their way home ($20 savings) 4. Drop travel video ($10 savings) > DD shared with BD and he likes these changes and the new price. 6/2/15 > DD spoke to Adam: > Feels as if original number of pax might be high, so he wanted to know what would happen to the rates if he were between 100 - 117 total pax. > BJS and DD reviewed and then decided there would be no price change if he comes in between 100-117 total trip participants and we drop the headphones and adjust comps from 5 down to 4. > DD shared this with Adam and he is good. > Bus choice is 3 buses from Conestoga. 06/15/15: > Jude requested K from Conestoga on 6/2/15; however, they are now telling her that they do not have coaches available. > Got the OK to go ahead with Perkiomen since they were the next closest. 07/14/15: > Rec'd EM from DD asking if we had any additional correspondence from Adam since he made his bus choice. anything more 07/15/15: > BJS updated IOG and attachments to match the notes from conversations in June, also ran the updated rates and entered in system. > HMS, as this is going to Contract, please review and proceed as needed. Thanks! > BJS sent EM to DD - Dave: See notes in system, based on all that is there, I think we are OK to send him his Contract Notebook. I have attached the Contract Version of the IOG to this email, as well as what I am calling the Contract Version of the PTP. Hollie is confirming the Hard Rock reservation and once this is done, we will be mailing the Notebook. Do NOT send the attached files to him, he will get all of this in the notebook and I want to make sure the Hard Rock is confirmed before he’d see anything further. If you have any questions or concerns, please give me a call. Thanks, BJS. 7/20/15____ HMS X____ 08/06/15: > BJS adjusted Due Dates and then sent to CH for K prep. 08/07/15: > CN mailed (via USPS Priority Mail) and complete packet also emailed to Adam, Dave and JAF. > Rec'd READ Request notification from Adam within a few minutes of sending. > Hotel OK to PAY due Fri., 08/14/15. > BSSF due ASAP. > K and TPL due 8/17/15. > First $ due 8/28/15. 08/12/15: > BJS sent follow-up EM to Adam - Hi Adam! Just a quick follow-up to make certain you received the Contract Packet / Group Leader’s Handbook we sent your way last Friday. Also, a reminder that the Hotel “OK to PAY” is due no later than 12 Noon this Friday, 08/14/15. Please give me a call if you have any questions or concerns. Thanks so much, Bryan 8/14/15: > Rec'd EM from Adam - Bryan - thank you for the package! I have received it and reviewed the contents. My biggest issue at the moment is that we have yet to receive approval from the School Board for the trip and will not have it officially until 09.08. I feel a bit skittish about signing contracts and the like until I know for sure that we are allowed to go. I hope that you understand my hesitation. With that being said, I do understand the necessity to put the deposit down for the hotel rooms. Would I be able to sign the hotel okay to pay and send back today and push the other deadlines back until we are sure that we are approved to go? I'd also like to remove the Top of the Rock portion of the trip. I'd prefer to give the kids time in small groups to explore the city. Thanks for your understanding and reply. - Adam 08/14/15: > BJS relpied to Adam's EM - Adam: I understand completely. We have a call into the hotel and are awaiting their response, for our second deadline with the hotel is August 28, 2015, which would be before your board approval date. We are asking to see if they are willing to delay that particular deadline until sometime after 9/8/15. Go ahead and send the signed OK to PAY my way and even if we don’t hear back from the hotel this afternoon, at least it will give us a couple weeks to work with before the next deadline. As for the other deadlines: 1. Broadway Show Selection Form and Travel Planner Letter – please send as scheduled since these have no contractual bearing. 2. We can hold on the Contract and First Payment deadline until after the 9/8/15 approval meeting. Plan on having those back with the other forms, all on Friday, 9/11/15. 3. We will remove the Top of the Rock and issue a credit on your final invoice in the amount of $19 for each paying trip participant. An updated IOG is attached showing this change as “Time to Explore Times Square” beginning at 10:00AM and ending at 12:00PM when your group has their pre-theatre lunch reservation at the Hard Rock Café, also in Times Square. Please advise ASAP if you have any other questions or concerns. If it is more convenient for you, sign the OK to PAY and take a cell phone picture of the document, and text it to my cell at 724.991.6123. Thanks again, Bryan 724.287.3222 x:201 724.287.5333 (fax) 724.991.6123 (cell) 8/20/15: > BJS rec'd EM from Adam - Bryan, Thank you again for helping us out with this! Would it be possible to send a revised “trip package” document electronically that I would be able to distribute to parents? First payment - $100 per participant due 09.11 Second payment - remainder due 10.02 Thank you! > BJS replied sure thing - wil have something to you by Monday morning. 08/23/15: > BJS reduced PTP rate by $19 across the board since they are not doing Top of the Rock. > BJS prepared REVISED Deadline Schedule & PTP Pack for Adam, scanned and emailed to his attention. 8/31/15: > Adam sent EM to BJS asking us to make further adjustments to deadlines and about one of the three buses being for a day trip only. > BJS replied - that we could make no further adjustments, he would have to send all the money he can on the due date and then mail a second check the following week. > Adam replied that he understood and then BJS replied with Day Bus info - > Thanks Adam, I appreciate your understanding. At this point, since the trip is so close, it is not my deadlines here at CCIS that we are up against, but rather the deadlines with the hotel, bus company, restaurant, Broadway theatre, etc. > As for the day trip to for the one bus – > Pricing for the one-day trip would be $1,699.00. > Price includes all tolls & taxes. > Price does not include driver gratuity or any parking fees. > Parking fees would be your group’s responsibility and payable on/at day of the event. > Passengers on this single coach would need to disembark the motor coach upon arrival (~9:00am) and will have no access to the coach until departure time (~10:00pm). > No “tailgating” would be permissible. > Please advise ASAP if you want us to make this 3rd coach a “day-trip” only bus. Thanks, Bryan. 09/02/15: > Per DD, Adam wants the one bus to be a shuttle, so two for the overnight trip (Sat & Sun) and one for the day trip (Saturday only). > JM, please inform the charter company and proceed as needed. Thanks! __x__ JM _9-3-15___ 09/09/15: > DD received EM from Adam - > Greetings, Dave! A few questions that came up at our Booster Club meeting last night… • The students will be staying in quint occupancy, however many of the parents would prefer not to stay with other parents in quint rooms. I’m assuming that this option is available at an increased cost as per the agreement sent, however I wanted to make sure that this is possible. Will we just tell you who will be staying in double/triple/quad/quint occupancy? • Many questions about the bus situation - we will definitely be needing two buses to stay and one to return, however we were wondering about adding a fourth “fan” bus that would go out and back through the same bus company. Is this possible? • How much are the quoted prices affected by fewer participating individuals? Right now, we have 62 folks registered with the deadline for registration being tomorrow. I’m expecting to be 80-90 when all is said and done. • Folks are excited about Les Mis! I was asked to see if tickets for the show could be bought separately (outside of the trip package). I said that I would ask but didn’t think that this would be possible. That’s all for now! Cheers! 09/09/15: > BJS replied to Dave - Dave: I guess the trip was approved. 1. Rooms – you can answer this question. . . However they come across on the room list is how they will be charged. He has all the prices for all the different occupancy types. 2. 4th Bus – what would be the difference between this 4th “fan” bus and the 3rd bus which he already confirmed as making the day trip on Saturday? Jude will call Perkiomen to see if they have a 4th bus available. I will advise as soon as we have that answer. 3. Rates – were based on a minimum of 104 total trip participants, including 4 comps. Depending on where his numbers fall, we should not have to adjust rates; however, we may need to reduce the number of comps. 4. Les Miserables – unfortunately, we are not able to sell tickets to folks who are not purchasing our package. > Be sure to remind him that his Contract, First Payment, Food Allergy Form, Final Participant Guarantee Form, Room List, & Hotel Information Form are all due in our office this Friday, 09/11/15. Thanks Dave, BJS. 09/09/15: > BJS sent EM to Dave - > Just received word from Perkiomen – they do NOT have a 4th bus available for a FAN bus from Hempfield. Please let Adam know. Thanks, BJS. 9/10/15: > Rec'd EM from Adam - Hi Guys: AWESOME NEWS! 118 signed up! 78 members and 40 friends/family! This creates a few issues with transportation and raises a couple of questions… 1) We NEED a bus that will return with the other 28 members. We could also sell the remaining 25 seats to chaperones and create a "fan bus" situation. I know that Conestoga doesn’t have a fourth bus available…can we track down another bus from another carrier? 2) There will be three buses staying in NYC 3) I believe we are still at 4 comps that are at the double package rate. Can we stuff more people in a room than two (as in, could I have eight people divided into two rooms)? Does this include 4 tickets to the show? 4) I am not planning on using the site visit. Does this help us in any way? 5) To pay the deposit tomorrow - does a credit card transaction work for you? Can this be done on the phone from our Booster Club treasurer? Thanks again for your help! - Adam 9/10/15: > BJS and DD discussed Adam;s questions / email > His carrier is Perkiomen, not Conestoga. Perkiomen's coaches are 52 passenger buses. > Final numbers and all forms are due tomorrow. > I need to know today - exactly how many people are on the overnight trip and how many are on the Day trip. > Comps will be issued as a credit on the Final Inv in the amount of $1,320.00 and we don't care who uses them. > Not doing site visit saves nothing. > Credit Cards are not accepted - they will have to mail check. Our overnight address is 114 Aubrey Drive, Butler, PA 16001. 9/10/15: > DD per Adam - > 120 for overnight. > Perkiomen confirmed 3rd coach back to the overnight trip. > Try to get 4th coach for a Day Trip. > Overnighting a check and knows forms are all due tomorrow. 09/11/15: > rec'd signed K, FPGF, FAF (Food Allergy Form), & HIF. > Still awaiting receipt of RL. 9/14/15: > RL was emailed over the weekend - his spreadsheet with way more info than we want or need. > BJS reduced to just what we need and sent to Adam for his review / confirmation. Told him we needed it back by 12 Noon on Tuesday, 9/15/15. 9/15/15: > Rec'd check #2946, $11,700.00 from Booster club. 09/16/15: > BJS sent EM to Adam re: 4th bus for Day Trip - Adam: We have checked with Perkiomen and unfortunately, they do not have a 4th coach available for the day trip on Saturday, 11/7/15. We were able to find single coaches with Fullington and Susquehanna. Their rates are as follows: Susquehanna = $2,575.00 / 55 passenger coach Fullington = $2,424.00 / 47 passenger coach and $2,493.00 / 55. Additional Information for the Day Trip Bus – Price includes all tolls & taxes. Price does not include driver gratuity or any parking fees. Parking fees would be your group’s responsibility and payable on/at day of the event. Passengers on this single coach would need to disembark the motor coach upon arrival (~9:00am) and will have no access to the coach until departure time (~10:00pm). No “tailgating” would be permissible. We are not holding any buses for the day trip at this time, so please advise ASAP if you want us to confirm any of these coaches. Thanks Adam, Bryan. 09/16/15: > Rec'd FPGF & RL. > HIF and FAF were received on 9/11/15. > Total Pax = 137 (88 + 49) - BE ADVISED - these are slightly higher than ur original reservation number! RMS / PAX 15 Qt / 75 07 Qd / 28 07 T / 21 06 D / 12 01 S / 01 TOTALS = 36 ROOMS and 137 PAX (88 + 49). These numbers do NOT include bus drivers (3). > BJS updated BIBLE and IOG as needed. > BJS EM'd and mailed FINAL INV #5869, $27,156.00, due 10/2/15. > As these numbers are now FINAL & GUARANTEED, please review and proceed as needed. Thanks! __x__ TW _9/16/15___ __X__ HMS _9-16-15__ 10/5/15: > Rec'd check #2979, $27,156.00. > Pending no changes, account is PIF. > Please review and proceed as needed. Thanks! ___x_ JM __10-5-15__ __x__ TW __10/5/15__ ____ HMS ____ 10/26/15: > Per EM from Adam - > I would like to plan to depart HHS at 11 AM. We will rehearse Saturday morning until 9 and then will need time to load up and move out. We can plan to load at 10:30 AM. > I do not have our performance time, nor will I until next week at this time. The times are based on seedings. I would ask that there be flexibility in the plan until we get our final times from USBands with regards to check-in, etc. Depending on the performance time, we may be able to make a check-in at 4 PM work, but we won’t have the performance time until next week. > BJS updated departure time in system and on IOG.
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