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General Trip Information
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Thu May 12, 2016
Trip Name
Fitch High School Choir-Chicago, IL-04-21-2016
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Fitch High School Choir
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Trip Notes
( Print Note )
( E-Mail Corporate )
Fitch HS to Chicago = 400 miles / 7 hrs non-stop HIlton Oakbrook Terrace to University of Notre Dame in West Bend, IN = 110 miles / 2 hrs non-stop 07/22/15: > MVS and BJS met with Bill at Panera in Austintown to discuss Chicago 2016. > 55 Pax (50 + 5 would be the max). > Stay at Hilton Suites. > Baron's is his preferred charter company. (Sam or Marshall are driver choices if available). > VA Performances on 4/22/16 - #1 = 10am - 12pm at 820 S. Damer Ave., Chicago, 60612, 312.569.1200 Patrick Gelason (Bill's contact) and then 1:30 - 3PM at a second VA. > Choral Clinic at UIC - same clinician as AMS Choir this past spring. > Giordano's Pizza. > Blue Man Group Show > Medieval Times > Navy Pier > Skydeck (2 hours) > NO Aquarium. > Time to shop on Michigan Ave and Millennium Park - "The Bean" - if time permits. > iPad instead of headphones. 08/04/15: > Rec'd Advance Deposit check #160439, $5,000.00. 08/07/15: > BJS completed IOG. > TW has secured the Hilton Suites Oakbrook Terrace for their hotel. > TW - see Choir Clinic attachment. > JM, please send CQR to Baron's and also ask for Contract as they are his only choice. Also, request Sam or Marshall as his driver. > JM & HMS, please make attachments and review as needed. Client needs PTP on Monday, 08/10/15, so this is a quickie! _x___ TW __8-7-15__ __x__ JM ___8-7-15_ __X__ HMS __8/10/15__ 08/12/15: > BJS ran rates and then CH completed PTP. > BJS emailed PTP to Bill and MVS - Bill: Attached please find the Pre-Trip Planning Proposal for your group’s up-coming trip to Chicago. This proposal is based on the information you provided to Marty and me during our visit to Austintown a few weeks back. Please review at your earliest convenience and let Marty know if you have any questions or concerns. I hope you are well pleased, but as you know, we can always make changes in order to better meet your education goals and the budgetary requirements of your group. Wishing you all the best! We look forward to hearing from you soon, BJS 08/13/15 > MVS - received email from Bill -The tour agenda looks great! I have one final request IF possible and does not require more than $50 to each students cost. On the way home on Sunday, is it possible to stop at Notre Dame University? Allow the students to walk the campus or something? I don't know...what do you think?. 08/17/15: > MVS, please let Bill know that we are checking into the Notre Dame Campus visit and will advise ASAP if this is a possibility and if there is any cost involved. > HMS, please contact the University of Notre Dame to see if the group can stop by there on their way home on Sunday, around Lunch Time for a brief tour or walk around the campus. Maybe even ask about having lunch at one of the school's cafeterias or a Student Center. Can they do this and pay cash for lunch, etc. > Also, since this is going to Contract, please review and proceed as needed. FYI, group has already made an advance deposit of $5,000.00. Thanks all! __x__ JM __8-18-15__ __x__ TW _8-18-15___ __X__ HMS _8/25/15___ 09/13/15: > BJS made Notre Dame Tour attachment and then updated IOG and rates accordingly. > BJS sent to CH for K prep. > To figure invoices, BJS took the $5000 Advance Deposit and divided it by the 50 (projected) students. 09/14/15: > TW sent E-Agreement. 09/14/15+: > Rec'd signed K. 09/16/15: > JM, please process CN per our NEW SOP. > As this trip is now UNDER CONTRACT, and we also received an Advance Deposit, please review and proceed as needed. Thanks! __x__ JM __9-16-15__ __x__ TW __9-16-15__ __X__ HMS ____ 10/26/15: > Rec'd check #161221, $2,590.00. 10/30/15: > Rec'd TPL. 01/13/16: > Rec'd check #161804, $3,678.00. 2-18-16 >Rec'd Hotel Info form, Room Lists, Final Pax, and Food Allergy Form. >JM processed Hotel Room List Packet to include: 1 Sxt/6 pax 6 Qt/30 pax 0 Q/0 pax 1 T/3 pax 2 D/4 pax 0 S/0 pax TOTAL 10 ROOMS/43 pax (39 + 4) __X___BJS_3/15/16__ __x___TPW__3/9/16___ _____HMS_____ 03/15/16: > BJS reviewed numbers and made necessary adjustments since they are below K minimum. > Rates increased by $20pp. > Also, meal at Nptre Dame has been upgraded to a Brunch. > BJS emailed and mailed FINAL INV #5971, $15,031.00 and made it due 03/25/16. > Also sent EM to Bill - 5971, $15,031.00 and made due 3/25/16. Hi Bill! Sorry for my delay – things are swamped here as always this time of year. I appreciate your patience. I sent the Final Invoice a few moments ago via email. As you probably know, your final numbers were under the projection and contract minimum, so we had to make some adjustments in the price since a few of the inclusions were based on a higher number and are not sold on a per person basis, but rather on a per event price. We were also able to get your group into one of the Dining Halls at Notre Dame and that was a bit more than the $10 Meal Credit originally planned for lunch on Sunday. All this being said, rates increased by $20pp and this increase is reflected on the Final Invoice. If you would like, we can remove the Group Travel Video and this will create a savings of $10 per person. Just let me know by Friday of this week and I can cancel the order if you decide to go that route. As for having a Senior Gathering at the hotel – thus can be arranged, but we will probably have to use the hotel’s catering office for any food or beverage service as our contract will not allow the use of outside food and beverage when a meeting room is involved. We do this all the time, so we are more than happy to make the arrangements or at least provide you with an idea of any cost involved for food and room rental. Most groups will have a few pieces of pizza per person and soft drinks and limit attendance to just the seniors and the director. If you can tell me how many people would be involved, we can get a dollar figure from the hotel. Thanks again and I look forward to hearing from you soon regarding the Group Travel Video and the Senior Party at the hotel. BTW, your updated IOG is attached. Best, Bryan 3-22-16 > Rec'd Check #162345 in the amount of $15,031.00 03/24/16: > Bill wants to do a Senior Event for his seniors one night at the hotel, either Friday or Saturday. He mentioned Pizza, but after reviewing IOG, they are having Pizza for Dinner at Gino's on Friday and then they have a late dinner at Buca on Saturday, just before returning to the hotel. That being said, BJS suggested maybe an ice cream sundae bar as an alternative to pizza and he loved the idea. > TPW, please check with Angie Carbone at the Hilton Suites Oakbrook Terrace and see if an Iced Cream Sundae Bar is a possibility for Friday or Saturday night. Bill prefers Saturday - 25 pax (22 + 3) from 10PM - 11PM in a room at the hotel. We will need a per person price before confirming, but he (and I) is very confident they will do it. Please advise BJS once you have the deets. Thanks!!! ___ TPW ____ 04/05/16: > Bill confirmed that the Ice Cream Social is a go. 25 pax, Sat., 10 - 11PM @ $15 pp. > BJS emailed and mailed INV #6001, $375.00 and made due 04/18/16. 5/2/16 >Trip debriefing: Bill thought the following things were great - the bus and driver, Giordano's Pizza, the ice cream social, breakfast... On the other hand, Skydeck itself was great, but their system felt unorganized and it didn't seem like timed tickets meant much. Notre Dame was not so great, due to the lack of the scheduled tour guide and the students felt the dining hall was intimidating and the food not very good. > Next year, he'd like to go to Virginia Beach and do a choral clinic at William & Mary and visit Busch Gardens. He would like to do a Norfolk VA hospital performance as well. The dates he is considering are April 20-23, but Bill is concerned that this might be college week. Budget is $500-700 and he'd need a proposal by September. >BJS suggested SN recommend trying the Candlelight Processional as an alternative to Virginia Beach.
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