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General Trip Information
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Mon May 09, 2016
Trip Name
Hill Youth Chorale-New York, NY-12-27-2015
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Trip Notes
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Butler to NYC = 370 miles / 6.5 hrs non-stop 6/17/15: > CCIS received an RFP via Tommy Walters for the Hill Youth Chorale in Butler, PA Destination: New York City # of Comps: 4 Date Proposal Needed: 08/10/2015 Budget: 400-500 Attractions would you like to consider: Musical, Educational Clinic, (SN needs to ask if they prefer a Broadway workshop or a clinician) Trip Specifics: Transportation via CCIS: yes Bus: yes Overnight Security: no Best Time to Call: 11:00am ** Also, SN needs to know where they intend to stay, what type of ground transportation they prefer when in NYC, all-inclusive meals (yes or no?) Qualifying conversation should happen before BJS leaves for vacation next Thursday 6/25/15. 08/24/15: > BJS, HMS and TW created IOG. > HMS called Alyssa to get some preliminary show prices since this is Christmas week. (Fiddler, Matilda and Les Miserable are good choices for this week due to rates). > Cambria Hotel & Suites - Chelsea is already contracted for the group's hotel. > JM, please send CQR to Barons, Anderson, Mlaker, and BMT for 1-55. Please note, driver will be staying in NJ since group is staying in Manhattan. Allow $130 / night for the driver's room. > TW, please contact JOhn at Church of St. Paul the Apostle re: Choir Sing. > HMS, please make attachments and proceed as you see fit since this is the week between Christmas and New Years. > PTP Meeting is this Friday, 08/28/15. __x__ JM _8-25-15___ __x__ TW _8/25/15___ Phone call w/ John scheduled for Wednesday 8/26/15. __X__ HMS _8/25/15___ 08/31/15 > On 8/28/15, BJS, SN & TW presented PP to Kathy at Panera Bread. > Made numerous changes and she is aware rates will increase (rather significantly I believe). > HMS, please review IOG Rev1 carefully and make the necessary changes / updated in the system. Some changes are just times, other are days and times, some are complete deletions and others are new entirely. > Group will be departing NYC later than originally planned on the last day, so arrive back in Butler is now 11.59PM rather than 9PM as originally planned. JM, Anderson is their charter choice, so please check with Anderson to see if they need to revise their rate. Also request a contract for the bus. _x___ JM _9-1-15___ __X__ HMS _8/30/15___ 09/01/15: > BJS completed Revised IOG and ran rates so TW can share with Kathy prior to her departure fro Italy. > TW spoke with Kathy via phone. She would like to remove the 2 $10 meal credits for breakfasts, and proceed to K. > BJS updated the IOG and then made the two $10 Breakfast Meal Credits INACTIVE and dropped rates by $20pp. > BJS completed PTP Contract Version. > As this is going to K, please review and proceed as needed. Thanks! __x__ JM _9-3-15___ __x__ TW _9/3/15___ __X__ HMS _9/14/15_ 09/09/15: > Since all show invoices are in, BJS reviewed show budget and actual prices. > BJS reduced the group's PP Package rates by $20 pp. > Updated system and also updated K version of PTP. 09/15/15: > BJS sent to CH for CN prep. 09/15/15: > TW sent e-agreement. 09/21/15: > Rec'd signed K. > As group is now UNDER CONTRACT, please review and proceed as needed. Keep in mind, 1st $ is not due until 09/25/15. __x__ JM _9-22-15___ __x__ TW ____ __x__ HMS _9/24/15___ 10/9/15: > Rec'd check #7921, $11,000.00. > Please proceed as needed now that we have the group's first payment. __x__ JM _10-12-15___ __x__ TW __10/12/15__ ___X_ HMS _10/21/15___ 10-29-15 >Rec'd Room Lists 10/30/15: > Rec'd TPL. 11-2-15 >Rec'd Hotel Info form, Final Pax, Food Allergy Form >JM processed Hotel Room List Packet to include: 8 Q/32 pax 2 T/6 pax 6 D/12 pax 1 S/1 pax TOTAL 17 rooms/51 pax (21 + 30) _____BJS_____ _____HMS_____ 11/13/15: > Rec'd check #7981, $16,000.00. > BJS emailed and mailed Final INV #5923, $7,936.00 and made due 12/1/15. 12-14-15 >Rec'd Check #8012 in the amount of $7936.00
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