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Bible (Basic Trip Report)
General Trip Information
Updated
Thu Jan 28, 2016
Trip Name
Drew Charter School-New York, NY-04-02-2016
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Drew Charter School
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4/22/15: > Rec'd EM from Reginald - . . . Regarding the trip to NYC next Spring break – here are some potential highlights that we would be interested in: 1. Spring break is always the first full week in April 2. We would want to leave the Fri., Sat. before and return the Thurs., Fri. during Spring Break 3. Complimentary chaperones per X number of paying students 4. We have stayed at the Hampton Inn across the street from the Empire State Building – prices were not too bad 5. We would like to be close to Time Square (that’s why we stayed at the Hampton Inn) 6. Light breakfasts at the hotels are important 7. Dinners are not that important – maybe one or 2 dinners – the rest on the street 8. We would prefer to fly but willing to explore bus/Amtrak 9. Necessary ground transportation 10. At least 2 Broadway shows 11. Top of the Rock or Empire State Building 12. Tour Carnaegie Hall 13. Tour the Juilliard School 14. Tour the LaGuardia School of the Arts 15. Tour Colombia University 16. Tour Lincoln Center – Avery Fischer and Alice Tully Halls 17. Backstage tour of the Met 18. Broadway backstage tour 19. Metropolitan Museum of Art 20. MOMA 21. Statue of Liberty 22. Harlem tour 23. Alvin Ailey Dance Company tour 24. Walk through Greenwich Village 25. Shopping in China Town and Little Italy 26. Wall Street tour 27. Lunch at South Street Sea Port 28. Riding the subway as much as possible 29. Shopping at Macy’s 30. Today Show @ Rockefeller Plaza 31. Tour St. Phillips I look forward to hearing form you. Thank you. Reginald Reginald R. Colbert, Director Center for the Arts Charles. R. Drew Charter School 300 East Lake Blvd. Atlanta, GA 30317 470-355-1200 04/22/15: > BJS replied - Thanks Reginald. We will replace the check as soon as the voided check is received. I also appreciate the information - this is a great list of options! To confirm the dates, the trip will be either Friday or Saturday, April 1 or 2, 2016 through Thursday or Friday, April 7 or 8, 2016. Can you tell me approximately how many students will l be going on the trip? How many adults? When estimating these numbers, please keep in mind that it is better to be a little bit high in your estimation, for we can always release unneeded items, but sometimes it can be difficult to secure more if your number is significantly higher than expected. Also, how often does this group travel? When was there last trip and to where? When was the last trip to NYC? Since we don’t pre-package any of your trips, we will build the highest quality trip we can, based on your budgetary requirements, so if you can, please give me some idea of what you have in mind when it comes to a per person budget for this trip? Does this number include transportation (air and / or bus)? Per our conversation earlier today, I am sharing this information with Kyle McCloud, our Account Executive from Jacksonville who serves your territory. Kyle’s email address is kyle@ccistravel.com and his phone is 908-406-1030. Remember to keep Friday, August 7th on your calendar for the CCIS event I mentioned we will be hosting that evening in Atlanta - more information to follow! Thanks again for this opportunity and I look forward to our work together. Sincerely, BJS. 4/22/15: > Reginald replied - > Your travel dates are correct – perhaps a 6 day/5 night? > I guesstimate 80 students and 7/8 teachers. > This will be my first time traveling with Drew Charter. These students have not had the opportunity to travel yet. In my previous school, I traveled extensively with the Arts’ Programs to Paris and Nice France, Rome, Venace, Milan and Florence Italy, New York at least 9 or 10 times and Orlando 9 or 10 times. > I am thinking $1000.00/student inclusive of travel and triple occupancy. > Should I reach out to Kyle or wait for him to contact me? Reginald 05/18/15: Rec'd Em from Reginald - Greetings Bryan – I am checking in regarding the NY trip next Spring. My hope was to send the flier home with the students before they go home for the Summer. Thursday is the last day of school Any chance? > BJS emailed Reginald - I am sorry for the delay. We have been consumed with a situation at Disney where they just released pricing to Youth Travel Planners for the 2016 Calendar Year and it has increased by historic proportions, 30% or more per student. As Disney is our most popular destination, with nearly half of our clients each year heading to Orlando, I apologize that our energies have been diverted from everywhere else. I realize none of this really applies to you and your group, other than it has put us behind, including your group’s trip to New York, the 2nd most popular destination. I will do my best to have something to you that you will be able to send to out with your students as they leave on holiday later this week. Again, I am sorry for our delay and appreciate your patience and understanding. BJS. 05/19/15: > BJS completed IOG. Budget of $1,000.00 pp, including air and staying in Manhattan, will not allow a trip of the duration he is requesting, so BJS planned what we could in order to try to give him as many of his requested inclusions as we could, in a trip that is 5d/4n. > BJS sent specs to BMG for hotel and should have some options back by 3PM this afternoon. > BJS sent specs to Jana at Witte travel for air quotes. She knows the time frame we are up against. > JM, please make attachments in system. I will advise once hotel decision has been made, then return to BJS. > PTP needs to be completed by the end of the day on Wednesday (tomorrow) - I KNOW . . .!!! __x__ JM __5-19-15__ 05/19/15: > BJS ran rates and then completed PTP Pack and emailed to Reginald - Reginald: Attached please find the Pre-Trip Planning Proposal we have completed for your group. To these package rates you will need to add transportation. Earlier this afternoon, I received some preliminary rates from both Delta & United. The fares are running over $500 per person, so I’m not holding anything at this time. Here is what we have found: • $532 on Delta and $524 on United. • Southwest has not yet opened their schedule and it will probably be the end of July before this happens. The current lowest published fare on Southwest is approximately $365 per person, BUT, that is the lowest fare and the fare for 88 or so passengers is probably closer to $400-500. • American has prop service and can’t accommodate a group of your size. • We have not included anything in the budget at this point for Ground Transportation. I know you were hoping to go for 6 days and 5 nights; however, I am afraid a budget of $1,000 per person will not permit a trip of this duration. We have tried to fit as much into a Saturday – Wednesday scenario as possible. Even with this shortened trip, because of the air, you will be well over $1200pp. That being said, you can save considerable money by traveling by bus and if you’d elect to do this, there can also be a savings realized by staying in New Jersey. We usually use hotels in the Meadowlands area, less than 5 miles from mid-town Manhattan. You will also have full access to your coaches throughout your trip, so the need for additional transportation expense once you are in NYC is negated - nor will you have the challenges of traveling with a large group on the subway or via public transportation. With the option of traveling by bus (I know it is a long ride of 14+ hours non-stop) and staying in “close-in” New Jersey, I am confident this trip can happen for the budget you are hoping for. Please review what I have sent and let me know how you would like to proceed. Thanks again for this opportunity and I look forward to hearing from you! BJS. 05/21/15: > BJS sent Em to Reginald to make sure he received the PTP. 05/22/15: > Reginald replied on 05/21/15 and BJS replied this afternoon with answers - Bryan – I received the packet. I like the itinerary. However, I could not distribute it. I would rather solidify everything before putting it in the parents’ hands. I will have to do a Summer mailer or e mail, etc. I have a couple of questions: 1. What If we stay in New Jersey and need motor coaches, would that equal or surpass what it it would cost to stay in the City and have a higher hotel? – BJS: Rates for the NJ hotels we often use, Hilton, Hyatt, etc., typically run about $100 / night less than hotels in Manhattan. I requested rates and availability for some of these hotels yesterday afternoon and will run the numbers as soon as I receive the quotes. The air is your biggest budget eater, so if you can endure the bus ride, you will have use of your busses throughout the entire trip. Stay in NJ, save money on the hotel and probably at least $300 on transportation. 2. The total price w/out airfare for quad occupancy is $779.00in the City. What would it be in New Jersey? - BJS: See #1 3. Southwest airlines is obviously a better price – please advise – BJS: No way to know until the fares are released which will not be until 6-months prior to travel. The fares I shared were current fares for individuals and Group Fares are ALWAYS more expensive. This year we had a group wait for S-west on a trip from Baltimore to Orlando. The S-west fare was over $700 and they passed up Jet Blue & US Air fares that were less than $500! I wish I could tell you what to do, but the fares change every day, sometimes even in the same day. 4. Any 2 Broadway shows? I know that the prices are not all the same…are they? Or…do you have a deal with all of the houses in NYC?? - BJS: See Broadway Show Selection Form attached. We will have a new one together later this summer, but it will give you an idea of how we work the shows. We have built in a total of $150 for the shows, so we will proceed as detailed on the sheet. If the combined price of your two shows ends up being more than $150, we will give you the option to make additional selections or pay the difference. > BJS: I hope this helps. I will be back in touch as soon as I see some numbers from the NJ hotels. At that time, it will help us to determine if we want to even consider the entire trip by bus. If you have any other questions, please do not hesitate to be in touch. Thanks and have a great Holiday Weekend!!! Bryan. 06/16/15: > BJS updated rates with a NJ hotel, the Courtyard Marriott Lyndhurst and then sent EM to Reginald - Hi Reginald, I hope you have been enjoying a wonderful summer! I have been able to confirm rates and availability for your group in NJ at the Courtyard Marriott in Lyndhurst. This property includes a full American Breakfast for each guest, has just completed a multi-million dollar renovation, and is less than 10 miles from the heart of Times Square. The savings are considerable, especially for the lower occupancy options. The NJ Hotel Package rates are as follows: Quad $639 Triple $699 Double $829 Single $1,269. Please keep in mind, ground transportation will still be required and I would project it to be around $5,500 / coach for full use of the coach, based on the IOG (Itinerary Outline Graph) as presented earlier. An updated Broadway Show Packet is also attached. Let me know what you think and we can proceed as you prefer / direct. Thanks again and I look forward to hearing from you soon, BJS. 06/16/15: > Rec'd EM from Reginald and then BJS replied - > Hi Bryan – This sounds great! Let’s proceed by taking a look at what it would cost per student for triple occupancy with airfare provided by Southwest Airlines projected airfare. I would like to be able to send out a complete itinerary, complete with cost and payment plan electronically and hard copy to all parents ASAP. > I can’t remember…will the parents be able to pay your company directly? > Thank you for the theater package. We would be interested in seeing “The Color Purple” and “Wicked”. > Please don’t forget to invite my wife Natalie and I to the August meeting here in Atlanta. Thank you. Reginald, thanks for the quick reply. 1. I would be hesitant to send out anything to your parents as of yet, for Southwest fares will not typically be available for April 2016 until late September or early October 2015. I can and will request group fares from other airlines now and send then to you as soon as received.. BTW, over the past 12 – 18 months, we have found that the Southwest group fares have actually been significantly higher than the other airlines and groups that waited for them to release their fares and schedules passed up on lower rates from the other airlines and then were forced to book at higher rates. Again, I will send your group’s specs to our Group Desk and see what they come back with. 2. Payments will be collected by the group and then a single check to CCIS for the group’s payments as they come due. 3. Please complete and return the Broadway Show Selection Form attached at your convenience and we will place the show orders once received. 4. We have decided to move the August event to later in the Fall, additional details to follow. We will definitely include you and Natalie on the invitation list Back in touch soon, Bryan. 06/17/15: > BJS sent Em to Reginald - Reginald: Here is some additional flight information from the Group Desk – On June 30, the Southwest schedule will open up through March 8…. By the end of July, they should open up for April. We were able to get a good price with Delta if you are open to a late return flight on 04/06/16. We are holding these Delta seats without deposit for you until Southwest opens up. We can then compare and switch the group if Southwest offers a better deal. I have 88 seats on hold with Delta Air Lines on the following schedules: 28 seats at the price of $422 DL 986T 02APR ATL / LGA 745A 950A DL1786T 06APR LGA / ATL 600P 847P The additional 60 are all on the same flights, but different fare levels. 40 seats at the price of $422 20 seats at the price of $444 DL1086U 02APR ATL / LGA 845A 1100A DL1986T 06APR LGA / ATL 900P 1135P I know this return is later than you preferred, but the price is so much better. If you return earlier in the day, the price goes up over $500.00. Please be aware of some important deadlines regarding these Delta flights: • Deposit of $50.00 per seat (not due at this time. We’ll wait on Southwest.) • Once deposit is paid, it is fully refundable if cancellation notice is received on or before December 15. • You can reduce the number of seats without penalty until December 15. After December 15, airline penalties of $50.00 per seat apply if less than 90% of the seats held are used • Names due by January 15. • Non-refundable tickets issued the week of February 15. • Baggage fees, if applicable, are not included in your trip cost. Check your airline’s website for current fees. Please review this information and let me know your thoughts / questions. Bryan 06/17/15: > Per Reginald - Sounds like a great plan. 06/18/15: > BJS replied - Much appreciated. We will stay in a holding pattern then until the SW flights open at the end of July. I will go ahead and get the NJ hotel confirmed and as well as the other arrangements. All the best, Bryan 06/18/15: > BJS updated IOG as much as able at this point and requested confirmation from BMG for hotel. > As this is moving forward, please review, update attachments, and proceed as needed. > K will not be sent until August, once flight plans are finalized, but he wants us to move along with the Courtyard Hotel in Lyndhurst, NJ and the rest of the package. Once flights are confirmed, we will most likely have to make some adjustments on the beginning and end days of the trip. > Ground transportation is also TBD until we know the flight info. __x__ JM __6-22-15__ ____ HMS ____ 07/15/15: > Rec'd EM from Reginald - Greetings Bryan – Just checking in about the NYC trip. We have open house July 24th and I would like to have fliers or something to hand out. This will be a huge opportunity to sell the trip to the parents. Do you think that it would be possible to put something together? If so, I would like to have the Drew logo (in addition to whatever you use) on the trip material/itinerary. 07/15/15: > BJS replied to Reginald - Reginald, we can surely put something together, but remember, the Southwest flights won’t open until the end of July, so whatever we have will not be able to include a final package price with transportation. Are you OK with this? Let me know and I will proceed as you wish. Also, please send me a copy (jpeg file if possible) with your school logo and I will be sure to have Christi include it on anything we create. Thanks, Bryan. 07/20/15: > BJS updated PTP Rev 1 so it reflected the rates and IOG which I sent to Reginald on 06/16/15. > This is what Christi is going to use for the flyer that he wants to distribute to the families at Parents Night later this week. 07/21/15: > BJS EMd completed flyer to Reginald. 07/24/15: > Rec'd EM from Reginald - Thank you Bryan for sending the flier. It looks great! I have made 1000 copies and it is being distributed by the Counselors and PTA as we speak. There is already a “buzz” about the opportunity. I’ll keep you posted about the progress. How would you suggest I move forward to harness the interested families? An interest form? A payment form? Meanwhile, I have an embarrassing request. Would it be possible to send another check for the 1700+ that you sent last Spring? I have been notified that the teacher has misplaced the check. If it costs you to cancel the other check, please deduct the amount from the check. Please mail the check to my home at: Reginald Colbert 3947 N. Stratford Road NE Atlanta, GA 30342 Check payable to: Drew Charter Orchestra Parent Association Thank you, Reginald 07/24/15: > BJS replied - Reginald: Great to hear that the excitement is growing! Since we should have an airfare decision in the next week or two, let’s hold off collecting any anything from the parents until then. We can use the QR Code on the back of the flyer to update them with final rates, the payment schedule, etc., as soon as all of this in in place. I will go ahead and activate the code today, so if anyone scans the code, it will give them basic information for now and tell them to check back in a few weeks for additional specifications. As for the check, I will forward this on to John Farinelli, our CFO, and he will take care of sending a new check and deduct any “stop payment” fee for the old one. John is on vacation through the middle of next week, so it may be a week or two before you receive the replacement at your home address, as directed below. Thanks again, Bryan. > BJS activated the QR code that was on the Flyer. 08/03/15: > BJS sent EM to Reginald re: SW air - Reginald: Just received an update from our Air Group Desk – Southwest will be releasing their schedules and rates for your NYC trip on 8/11/15, a week or so later than expected. Not to worry, the Delta flights are still reserved, so we can make a decision once we have the fare info from SW. I will be in touch as soon as it is received. Thanks again, Bryan. 08/19/15: > BJS sent Em to Reginald re: Southwest Air option - Hi Reginald, Southwest Airlines finally got back to our Group Desk with the following information - Southwest could give us a total of 26 seats at a rate of $391.00 per person. The schedule would be as follows: 2 APR 2016 Leave ATL 8:40am / Arrive LaGuardia 10:55am 6 APR 2016 Leave LaGuardia 8:25pm / Arrive ATL 11:05pm We could get 62 seats on the Delta flights at the $422 fare and then 26 on the Southwest flights at $391.00. The average fare for 88 passengers would then be $412.85 per person. This is a bit of a savings over the combination of the two Delta flights we shared with you earlier. I have a deadline with Southwest on Monday when they will require a non-refundable deposit of $50 per seat. I can make this $1300.00 deposit ($50 x 26) on behalf of your group, but it will require that we complete a one page agreement, called and “OK to PAY” that gives us your permission to make the payment on behalf of your group. Obviously, I will need to prepare this on Thursday and send your way if you want us to proceed with the arrangements. Please advise ASAP as to how you would like to proceed. BTW, as of this morning, the QR code has been scanned a total of 48 times. Thanks, BJS. 08/20/: > Rec'd EM from Reginald - This sounds great! What happens if we have more than 50? Less than 50? Also, would it be possible to get an updated flier with the airfare included? With a payment schedule? With a non-refundable deposit (by a certain date)? There seems to be a lot of interest. 08/20/15: > BJS replied - and included Southwest Deposit OK TO PAY Reginald: Regardless of your numbers, we would use the 26 Southwest seats first, since they are the least expensive and Southwest currently includes baggage. All remaining seats would be on Delta. Thus far, we have been planning the trip for a maximum of 88 total participants. In regards to the CCIS portion of the package (everything but transportation), the prices we provided are based on 80 – 88 total participants. Should your final numbers be less than that, we would have to make some adjustments, for you received a certain level of discount based on the size of your group. For example, if you’d end up with 77 people going on the trip, we would probably make no changes, for it wouldn’t be worth all of the paper work for just a few less people; however, if you ended up somewhere south of that, we would make adjustments as needed. Rather than changing the price of the trip, we will try to make the adjustments by offering fewer comp packages, maybe removing the Group Travel Video, etc. If the numbers are significantly less than projected, we would have to re-examine the rates and a minimal price increase might be necessary. The one thing to keep in mind is bus transportation in NY. The buses cost the same regardless of the number of passengers on each coach, so the fewer bodies in seats, the more ground transportation is going to cost each person. Bus capacity is typically 55, so 88 is not a horrible number, because you will not have a large number of empty seats on each coach; however, if you end up with 60 total trip participants, that is just 30 people per bus and you now have 50 empty seats between two buses. Remember, the bus is the same price no matter how many people are on it, so if your busses are $5,000 each and you have 2 coaches – that is $10,000 divided by 88 people or 113.64 / person. Use those same two coaches for just 60 people and now your ground transportation has sky-rocketed to 166.67 per person ($10,000.00 divided by 60). If you have just 55 people on the trip, every seat is filled, you would need just 1 bus, and the bus transportation is $5,000.00 divided by 55, or $90.91 per person. I go through this entire explanation so you can how the ground transportation in New York can have a significant impact on your cost and keeping bus capacity in mind is extremely helpful to minimize any surprises with the budget. That being said, be sure you record – in order – who you receive payments from. That way, if you see you are not getting the response you were hoping for and you get to a number in the low 50s, you can start a waiting list after 55 total trip participants. If sufficient numbers come in after that and you can get the capacity up on the second coach, move forward with the entire group. If not, you can limit the group to just 55. I hope this helps! I have attached to his email an OK to PAY for the 26 Southwest Airline tickets. Please review this document carefully. Give me a call if you have any questions. If you have none, please sign and return the document to my attention no later than 12 Noon tomorrow (8/21/15) so I have time to process our payment to the Group Desk for the required Deposit. Upon our receipt of the OK to Pay, we will prepare your Group Leader Handbook & Contract and mail it to your attention in the next 10 – 14 days. This handbook will include all rates, due dates, and a Contract Version of the Pre-Trip Planning Proposal that you can provide to all of your students & parents. All the best, Bryan 724.287.3222 x:201. 08/24/15: > Rec'd S-west Air OK to Pay for the 26 seat deposit. > BJS let Reginald know we have it and that CN will be sent in the next 7 - 14 days. > BJS will revised IOG to the K version once we have the flight specs from Jana at Witte Travel. 09/21/15: > Discussed IOG at Staff Meeting and necessary changes, due to flight schedule, in order to keep cost increases at a minimum. > BJS revised IOG as needed / discussed and then sent Em to Reginald Reginald: Please review the attached IOG (Itinerary Outline Graph) for your group’s up-coming trip to NYC. Now that the flights are all confirmed, we have made the necessary adjustments to your IOG to accommodate your arrival and departure in NYC. Due to the earlier arrival and later departure, we have made the following modifications, all in an effort to have the least impact on your budget. Saturday 1. After Group 3 arrives at 11:00AM – load coaches and depart for Times Square. You will have some time for lunch (on own) and exploring the Times Square area. 2. In the late afternoon, we have added the 9 11 Memorial and there is no cost involved for this inclusion. 3. Dinner and the cruise will remain as originally planned. 4. Hotel check-in will now take place following the Harbor Lights Cruise. Sunday 1. Top of the Rock Observation Deck reservation is at 6:30PM. Dinner remains on own, and can be taken from your choice of eateries in the Rockefeller Center area following Top of the Rock. Monday 1. Dinner remains in Little Italy, following your visit to the Statue of Liberty, but it will be at La Nonna Ristorante, not La Mela. Tuesday – no changes Wednesday - Flights were projected as early morning flights, but since they are now evening: 1. Breakfast at the hotel. 2. Added – MET Museum of Art ($10/person increase in package rate) 3. Lunch will be on own and can be taken from your chocie of eateries at the MET Museum or from vendors outside the Museum. 4. Added – time to explore Central Park since it is free and the MET Museum is located on the eastern edge of Central Park, between 81st & 84th Streets. Keep in mind, the park runs from 59th to 110th Streets, so when you are at the MET Museum, you are pretty much in the center of the park. I appreciate your review and approval of these changes. As soon as we have this, we will secure the ground transportation quote and then your Tour Agreement will follow. I realize your group is anxious, so in advance of receiving the Agreement, here are some important deadlines: AIRLINE (88 total seats) 1. Southwest (26 seats) – per your direction, CCIS has already paid the $50 / seat non-refundable deposit. 2. Delta (62 seats) - $50 / seat due to CCIS no later than 10/21/15. a. This Delta deposit is refundable, so long as we receive cancellation notice prior to 12/15/15. b. After December 15, airline penalties of $50 / seat apply if les than 90% of the seats are used. 3. Names for both airlines will be due 01/15/16. CCIS Package Deadlines > First Payment due: 10/21/15 - $200 / person ($50 of this initial $200 / person deposit will take care of the airline deposits to Southwest & Delta). > Second Payment due: 12/18/15 - 50% of the remaining CCIS Package Balance (TBD) and 50% of the remaining transportation balance (air & ground) > Airline Passenger Manifests: 01/15/16 > Food Allergy Form: 02/01/16 > Final Particpant Guarantee Form: 02/01/16 > Room List: 02/01/16 > Hotel Informartion Form: 02/01/16 > Final Balance: 02/16/16. I hope this is helpful and I look forward to hearing from you midweek. Alll the best, BJS. 9/28/15: > Reginald called re: what we had sent last week regarding changes due to earlier and later flights than expected. > He is good with all of the adjustments we have made, BUT - would prefer MoMA in place of MET Museum of Art. HMS will make this change. > SBJ told him we could make that change and would send updated info / flyer for him by Wednesday. 10/1/15: > BJS updated IOG and then ran rates with air and bus included in PP Rates. These are based on 80 - 88 total pax - see note on post it in Witte transportation folder if any questions on how trans was figured. > BJS sent flyer and IOG to Reginald. > Tour Agreement to be sent on Friday. > BJS created invoices and then K Version of PTP. > Sent to CH for CN prep. 10/2/15: > TW sent E-Agreement. 10/2/15: > BJS sent EM to Reginald - Reginald: Your group’s Tour Agreement was just sent to your attention as an e-document requiring your attention (review, initials and signature). It is from Thomas Walters, here in our office, and may actually arrive as an email from echosign@echosign.com. Since a document is attached to that email, some school’s firewalls may send it to your spam box or delete it entirely. If you cannot locate the email and attachment, please contact Tommy (800.432.5095 x:204, or Thomas@ccistravel.com) as soon as possible. Also, I sent an email yesterday afternoon with your revised flyer, as well as the trip’s IOG. Please confirm your receipt of this information as well. Thanks, Bryan 10/6/15: > Rec'd signed agreement. > As this is now UNDER CONTRACT, please review and proceed as needed. Keep in mind, first $ is not due until 10/21/15. Thanks All! __x__ JM _10-6-15___ __x__ TW __10/6/15__ Emailed Reginald the BSSF. __X__ HMS __10/6/15__ 12/15/15: > BJS sent EM Reginald re: Cancellation - Dear Reginald, > We are in receipt of your message to cancel your group's trip to New York City. As you know, we have a signed Agreement for this trip and according to the terms of that document, based on your date of cancellation, we are due $85 per participant or $7,480.00 (88 participants x $85 each). > We are willing to waive this amount due, provided the following take place, as outlined below: 1. We must receive payment in the amount of $1,300.00 no later than 01/15/16 - invoice attached. This is for the Non-Refundable Deposit which you directed us to pay to Southwest Airlines earlier in the fall via a signed "OK To Pay". 2. We have an indepth conversation as to why the trip did not come to fruition and what CCIS could do to facilitate future trips. 3. We receive three (3) referrals from you for groups that you might recommend traveling with CCIS. > I will be out of the office the remainder of this week attending an industry show in Chicago . I am sure you are probably off for the holiday the following two weeks, so let's set a date to talk right after the first of the New Year. Sincerely, Bryan J. Stevenson,President Complete Custom Itinerary Service, Inc. 12/15/15: > BJS sent EM to staff asking them to make sure everything has been canceled for this trip. 01/07/15: > rec'd EM from Reginald - Bryan – I will be returning to school Monday, January 11th. I will call you when I return. I am in Copenhagen celebrating the birth of our first grand child. The answer to your questions: 1. We are still holding the check to my wife’s orchestra and are willing to use it for payment. 2. The reason for cancelling was because money was not coming in fast enough and I feared that I would get stuck with paying the bill out of pocket, etc. 3. I will be happy to give your company’s name with high endorsements. Thank you, Reginald 01/07/16: > BJS replied - Congratulations on the new arrival and Happy New Year! Safe travels back to the states and I look forward to speaking with you when you return. All the best, Bryan. 01/26/16: > BJS sent EM to Reginald - Reginald: Thanks for the referral. Brett Taylor, one of our best Account Executives, has been in touch and will be working with the group. I also wanted to let you know that our CFO has asked if you could return the CCIS check that your wife is holding from the Orchestra, we can consider the account closed for the canceled NYC trip. Thank you, Bryan
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