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Wed Apr 27, 2016
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Nansemond Suffolk Academy Choir-New York, NY-03-31-2016
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Time:
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Contract
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Deposit
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Due
Received
Final PAX
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Received
Final Room List
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Received
Hotel Info Form
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Received
Balance
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Contract Status
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Nansemond Suffolk to NYC = 381 miles / 7 hrs non-stop 03/24/15: > CJ got specs from client - 1) New York City 2) Hotel in New Jersey 3) Bus will be done by Toni. 4) Budget is $500 per person and is looking for her early comps. 5) Possible dates WERE either April 7-10 or 14-17 but today she confimred as March 31 - April 3, 2016 6) Broadway Show 7) Opera on Saturday in the afternoon so the students stay awake. 8)Back stage tour of the MET. 9) Breakfast at hotel and diners only - lunches are on their own. 10) Shopping Time 11) Top of the Rock and or Statue of Liberty based on budget. 12) One Clinic - last time was poor but the time before was excellent. 13) Singing opportunity at church in NYC. 14) Her early comps are what is important since she can't do too much fund raising. 15) 40 students and 8 adults. 03/24/15: > BJS emailed Advance Deposit INV for $4,800.00. Due 04/23/15. > She wants ESBCs. 04/14/15: > Rec'd Advance Deposit check #48853, $4,800.00. > Group will receive a total of 6 comps (2 + 4 ESBCs). 7/15/15: > Rec'd Em from Toni - Hi! Hope your summer is going well! I'm hoping to have a completed contract for the trip by the middle of August so that the information can be sent home with my students on the first day of school, August 26. The cost of the trip per student is important to include in their choral handbook so that parents can be aware of approaching fees. Thanks and hoping to hear from you soon! Toni > BJS asked BT to respond. 7/15/15: > BT responded as follows: Hi Toni, We will have something to you in the next few weeks and definitely in time to have the information for your handbook. Once you receive that, let’s touch base over the phone. I have a very useful Rate Worksheet that can aid you in determining what to charge your students. Also, I’m planning to visit your area in the fall, so I’m hoping to get to meet you and visit your school. Regards, Brett Taylor 8/2/15: > Email from Toni requesting that we look into tix for Madama Butterfly at the Met on Saturday 4/2/16 at 1pm for her NYC trip. > She is also asking when we might have a proposal for her. I had told her mid-August last time I emailed her. Any way I can give her a more specific date? 8/3/15: > Email from Toni: would also like a backstage tour of the Met before the performance on Saturday if possible. (Per HMS - not offered on weekends, so we scheduled it for Friday afternoon. Will not begin taking tour reservations until sometime in September). 8/5/15: > BT set PTP meeting with Tony (in person) for Thursday, Aug. 13 at 11:30am 08/06/15: > We have already received an Advance Deposit from this group. > BJS completed IOG. > Hotel has been conformed with BMG as the Hilton East Rutherford - formerly the Hilton Meadowlands. > Transportation is ON OWN. > Meals en route and all lunches are also ON OWN. > BJS attached Bose Headphones and GTV. > TM, let's try Judith Clurman for their clinic. She has done several for us in the past and is great to work with. See BJS about attaching her to this trip and how to contact. Also, see HMS about the Church Service Performance at The Church of St. Paul the Apostle and attaching it as well. > JM & HMS, please review and make remaining attachments as needed and proceed as needed with reservations, etc. > Brett is delivering the PTP to the client in Tidewater, this coming Thursday, 8/13/15. CH will need to have the PTP completed by Tuesday as he is leaving on Wednesday to drive to the VA Beach area. __x__ TM ____ ___x_ JM _8-7-15___ __X__ HMS _8/11/15___ 08/12/15: > BJS ran rates and then sent to CH for PTP prep. > Also prepared 2-Nite IOG with rates attached so BT can share with Toni something that is much closer to her budget. > Their last NYC trip in 2012 was a 2-Nite trip and Q was $499. This year's 2-Nite option Q = $569. $70 increase over 4 years in NYC, not too bad (I hope!). > BJS sent all files to BT for his meeting with Toni tomorrow in Suffolk. > BJS and BT discussed / prepped for meeting. 8/13/15: > BT had in person PTP with Toni at the school > As expected, the budget for the 3 night trip was too high and she seemed more likely to go with the 2 night option as she did in 2012. I gave her that IOG and the copy of the 2012 itinerary. She will "mull these over". > BT explained that with that IOG, cost went up less than $100 since 2012...not bad! > As expected, she asked for more comps. I kept it vague, but explained that more comps would cost the kids more. > She inquired about a group pic in Times Sq. This was in her 2012 itinerary and she would like it added. Doesn't necessarily have to be in TSq., but a group pic somewhere. > She asked if there would be any savings by dumping the performance at the church. Clearly, she is trying to trim costs somewhere. > But then she asked how much it would be to add a lunch at Hard Rock/Planet Hollywood or similar on Saturday (of the shortened itinerary) instead of lunch on their own. > We talked a little about bus quotes, and in the interest of not being taken advantage of, she would like us to secure bus quotes from a couple of companies. Avoid Fun Tours as that is the quote she has and would like to compare. > We had a nice conversation about why I was a CCIS fan, shared my client experiences, etc. Definitely a good face to face mtg., only time she met CJ was at VMEA. > I ended up meeting her and a colleague and bought them lunch. 08/16/15: > Per BJS and BT conversation following meeting with client. > The trip will be a 3D / 2N trip resembling the 2-Night IOG we prepared for her; however, she wants to mull it over as far as inclusions and meals, etc. > BJS updated dates and times on the Bible so it would match the 3D/2N IOG. Made no other changes. > JM, she WAS going to do transportation on her own, but she didn't like the price she received from Fun Tours, so CCIS is to get charter quotes from Venture, Newton and Legacy (see VA Beach approved list and add to system if not already in there) based on the 2-Night IOG. > Church Service will become a Choir Sing regardless since they will be leaving NYC after the Opera on Saturday afternoon. > We are holding on any other changes in the system or attachment until the client "mulls it over" and let's Brett know how we are to proceed. _x___ JM __8-18-15__ __X__ TW _8/18/15___ __X__ HMS _8/18/15___ 8/17/15: > BT received email from Toni: > they will take care of group photo on their own > She would like to keep the choir sing at St. Paul, but check on the possibility of switching the clinic to Friday and St. Paul to Saturday. She would prefer having the clinic when students are "fresher". If it can't be done, keep it as is. > Re: adding lunch on Saturday - Dallas BBQ would work, but wants us to check and see if there is anything in the vicinity of the Met that would still keep them in the neighborhood of $15/person. 8/18/15: > Tommy - see Brett's note from 8/17/15 and check on two things - 1. Can Judith do the Choir Clinic on Friday at 10AM instead of Saturday at 10? If not, keep it where we already have it confirmed. 2. If Judith can do Friday, can the Choir Sing at St. Paul the Apostle be on Saturday at 10AM instead of Friday at 10AM. > Once these answers are in hand, we will then select an appropriate Dallas BBQ location for Saturday's lunch. Unfortunately, the Dallas BBW at W 72nd Street (closest to the Met Opera / Lincoln Center) recently closed, but there are several others . . . > BJS created IOG 2-Nite Rev 1, showing a Saturday lunch at Dallas BBQ, but made no other changes until we see what transpires with the Clinic and Choir Sing. > Rates will need updated due to the addition of Saturday's lunch. __X__ TW __8/19/15__ TW em Judith Clurman, re: changing clinic day. Waiting for response before calling St. Paul the Apostle. 8/24/15: > TW rec'd confirmation from Judith Clurman that she is available to have the clinic on Friday morning, 4/1/16. > TW em John Z. at St. Paul the Apostle to check the availability of having a choir sing on Saturday morning, 4/2/16, rather than the Sunday worship service. 8/31/15: > BT received email from Toni asking rate for driver room if they go with their own bus company > BJS quoted $380 for two nights driver room if they go on their own > BT will advise Toni and try to get decision. 9/1/15: > BT got transportation decision from Toni > JM, Bus will be ON OWN. > Ready for K! > BJS updated IOG to K version. > BJS updated all attachments as needed, with the exception of the hotel. There have been changes, since this is now just a 2-nght trip and it was originally 3. > BJS updated rates and prepared PTP Contract Version. > As this is going to K, please review all and proceed as needed. We already have an advance deposit from the group. BSJ to send K to CH for prep later this week, Thanks! __x__ JM _9-4-15___ ____ TW ____ ____ HMS ____ 9/14/15: > Toni emailed BT today asked for ETA of "itinerary" > She has a meeting on 9/30 and wants to have it by then. > Also, she still wants the lunch on Saturday before opera, but wants to know of any other comparable option besides Dallas BBQ. Kids haven't responded well to that in the past. "needs to keep cost down" 9/15/15: > Toni wants to keep Dallas BBQ lunch > She asked if we were able to switch choir sing and clinic. All had to stay the same b/c church couldn't change, correct? I see the note about checking with church above, but no answer. I thought I remembered it had to stay the same. > BT sold her on keeping choir sing and clinic as is. Ready for K. 09/16/15: > BJS sent ot CH for CN prep. 09/17/15: > TW emailed E-Agreement. 09/21/15: > Rec'd signed K via fax. > JM, please process per our new SOP and mail GLH to Group Leader. > Cover note mentioned that she may have as many as 54 - 56 total trip pax and we were told to plan for 48. > TO be safe, BJS went ahead and updated number on Bible to 56 and also updated IOG count to 56 (48 + 8) > Please review and make any necessary adjustments to your reservations, as needed )just in case). Also, since this is now UNDER CONTRACT and we received an Advance Deposit of $4800 in April, please proceed as needed. Next $ to arrive 10/23/15. Thanks! ___x_ JM _9-22-15_ __x__ TW _9-22-15_ __x__ HMS _9/24/15_ 09/29/15: > Rec'd TPL. 10/6/15: > Per email from HMS, BT notified Toni of Met Opera tour issue not being offer on 4/1. > As expected, she is not happy as this is "one of the highlights" for the kids. (no sarcasm, I swear). > See email between BT and HMS. Is it possible to get them to NY by 3pm on Thursday in time for Met tour w/o affecting driver hours? Perhaps move dinner earlier and top of rock to next day at 3pm where Met tour was originally scheduled? 10/7/15: > Toni would like to "pencil in" the Radio City tour and see if something "more interesting" becomes available. I would say book it. Not sure if she is searching for something "more interesting". 10/19/15: > Rec'd BSSF via fax. > Show choice in order of preference (1 show) = 1. Lion King 2. Finding Neverland 3. Aladdin 4. Beautiful 5. School of Rock 6. Something Rotten. > HMS, if you have not already done so, see BT's note from 10/7/15 re: canceled MET Opera House Tour and proceed as needed. Was doing the tour at 3PM on Thursday, 03/31/16 n option, as she suggested to BT on 10/6/15? She is doing her own bus, so if she wants to leave earlier she could and then we would just wait for hotel check-in after their Top of the Rock and Ellen's Dinner. > Please advise - thanks! Maybe a decision has already been made and I am just not aware. . . __X__ HMS __10/21/15___ 10/21/15: > BT received confirmation from Toni that they would like to do the Radio City tour. 10/22/15: > BT reminded Toni about payment being due tomorrow. > She requisitioned it last week, keep an eye out. 10/26/15: > Rec'd check #50497, $8,200.00. 12/9/15: > BT sent reminder to Toni re: ok to pay for broadway show per HMS request 12-14-15 >Rec'd chech #50901 in nthe amount of $8,200.00 1-27-16 >Rec'd Hotel Info form, Room Lists, Final Pax and Allergy Form 2-1-16 >JM processed Hotel Room List Packet to include: 10 Q/40 pax 2 T/6 pax 4 D/8 pax 0 S/0 pax TOTAL 16 ROOMS/ 54 pax (46 + 8) __x___BJS_3/3/16____ __x___HMS__2/16/16___ ___x__TPW___3/3/16__ 2/11/16: > Toni had requested 2 extra packages for adults that wanted to come. > BJS and BT advised that this was fine, but no theater or opera tix would be available for this package. > Toni advised today that these adults are declining to buy the package and will secure their own reservations, so no change needed. 03/03/16: > BJS emailed and mailed Final INV #5950, $7,818.00, due 03/15/16. 3-22-16 >Rec'd Check #51727 in the amount of $7,818.00 03/22/16: > BJS emailed advance copy of Final Itinerary. 03/23/16: > Completed FI Packet sent via FX Home Delivery. 4/14/16: > BT had a quick de-brief with Toni for her NYC trip - all went well, already dealt with a couple small issues with BJS I believe. > Only comment was clinic with Judith was "ok". Toni was put off by her not really coming in with a plan. Toni suggested maybe being in touch with her in the weeks before the trip would have been helpful. It was a bit of a "let down". Although I think Toni has outrageous expectations for things (juts a personal observation). 04/15/16: > BJS sent EM to JAF re: $144 refund for meal at Chevy's (not menu as listed in final itinerary). $3pp x 48 paid trip participants.
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