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General Trip Information
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Fri Apr 22, 2016
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Clarksburg High School Choir-New York, NY-01-22-2016
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Clarksburg High School Band and Orchestra
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
Dbl
Trip
Quad
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Sext
Start
Date:
Time:
End
Date:
Time:
Contract
Due
Received
Deposit
Due
Received
Partial Deposit
First Payment
Due
Received
Final PAX
Due
Received
Final Room List
Due
Received
Hotel Info Form
Due
Received
Balance
Due
Received
Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Clarksburg, MD to NYC = 239 miles = 4 hours 8/7/15: > BT spoke to Amy Kurtz re: 2016 travel to NYC > 120 students, 12 adults = 132 PAX > 3 comps (2 directors and possibly 1 admin.) > Jan 22, 2016 (6am) to Jan 24 (8pm arrival back at school). They have that Monday off, so some wiggle room here. > Budget, last years trip was $700. A bit much, would like to be $600 or under. They are open to making it a 1 night trip, but I thought that would be cramped. (they would like to alternate big trip and small trip every year, this is the smaller trip) > 2 choirs (chamber and show) and 2 bands (jazz and concert band) - BT will confirm bands with Chuck, this was her best guess. lots of crossover with kids in these groups, so combined clinics could work well. > Would like performance opportunity and/or clinic. Not really pressed here, they're up for either/or as long as each group gets an opportunity to perform. She mentioned church performance. > Broadway show - BT advised about show selection > Sight-seeing (as much on foot as possible). BT suggested Top of the Rock/Radio City/shop/ice skate and rotate since that is all close together. She specifically mentioned the ice skating. > Times Square. BT suggested pairing this with dinner and Broadway show. > Get bus quotes. They like Dillon, Adv. by Dawn, and Eyre. Get others. We have approved Montgomery County list? > They need PTP to get field trip approval (hotel/bus/etc.), so sooner the better. 09/04/15: > BJS completed IOG. > Hotel has already been selected and is attached. > JM, please send CQR for 3 coaches to Dillons, Adventure by Dawn, Eyre, Hunt Valley, Keller, Atlantic Coast and Martz. > JM, please make attachments and then pass along to Tommy so he can contact the Church about the service / performance adn double check all of the hotel info, and then to HMS so she can review and proceed as needed. Thanks! __x__ JM __9/4/15__ __x__ TW _9/4/15___ Waiting on confirmation from Hotel via BMG. __X__ HMS _9/8/15___ 09/09/15: > BT set up in person PTP for Tuesday, Sept. 15 at 3pm 9/10/15: > BJS reviewed IOG and attachments. > BJS and HMS reviewed rates and then BJS sent to CH for PTP prep - will also need PP. 9/14/15: > BJS reviewed PTP and sent to Ch for PP. > Brett's Meeting is tomorrow at 3PM. 9/15/15: > BT had in person PTP with Amy and Chuck, all looks good. > They may have fewer participants, they're thinking 90+10 to limit to 2 buses. BJS and I spoke about this, will leave as is for now, can always release a bus, can't add one back. If anything, their per person bus cost would go down by releasing a bus. Package price would probably stay unless it was a drastic reduction. > Chuck was wondering about another activity/walking options near St. Paul's. He may either want to do something different with band kids during choir sing/mass or be able to make the mass optional as they may have kids who "can't attend a Catholic mass". I told him Central Park and Lincoln Center is only a couple blocks away. > Will advise if they want to add something more formal. > Perhaps if it's only a few kids, an adult chaperone can take them around that area. Any options for them to split up? 9/27/15: > BT received text from Amy with charter choice. > They would like to go with Dillon's. > Admin at school signed off on trip with no problem, now they submit to county for approval. > No word yet on any tweaks to IOG. Will advise if anything comes up. 09/28/15: > Jude, please secure coaches from Dillon's. Thanks! > Since this appears to be moving forward and toward the K Stage (See BT's note above from 9/27/15), please review and proceed as needed. Thanks everyone! __x__ JM __9-28-15_ __X__ TW _9/28/15_ __X__ HMS _9/29/15_ 10/7/15: > BT got email from Amy. Good news, trip is approved! > As far as I can tell, they are ready for K. I have been asking about any change to IOG during church service, but this wouldn't impact cost unless they decide to add another activity. > Amy requested some help with Rate Worksheet, I'm on it. 10/8/15: > BJS sent to CH for CN prep. > BJS adjusted due dates and payments, etc., since we are already into the preset schedule. 10/9/15: > TW sent E-Agreement 10/11/15: > BT had a quick GTM with Amy to go over Rate Worksheet. > She confirmed that she got the contract, should be sending it back soon. 10/13/15: > Amy and Chuck would like contract changed to reflect updated pax count of 90 + 10. > BJS and BT spoke about this and he will revise and send to Amy. 10/21/15: > BJS revised numbers on IOG and SS to 100 max (90 + 10). > rates remain as originally presented. > Dropped comps from 3 to 2. > BJS adjusted $ as needed on attachments based on DOF. > BJS marked GTV inactive in order to avoid any change in package rates since DOF has gone from 116 down to 88. > BJS ran rates and then revised PTP Contract Version as well as the Contract itself + invoices. > TPW, please resend E-Agreement TODAY. > JM, you can probably go ahead and release the 3rd coach from Dillon's since they will now fit on two (2). > Please review all as needed and make necessary adjustments since max group size is now 100 and it was 132 when this originally went to K. Thanks all! __x__ TPW _10/21/15___ emailed Revised E-Agreement to Amy, cc'd Chuck and BT. __x__ JM __10-21-15__ ____ HMS ____ 10/26/15: > Rec'd signed Contract. > As this group is now UNDER CONTRACT, please review and proceed as needed. First $ due 11/13/15. __x__ JM _10-27-15___ __x__ TPW __10/27/15__ __X__ HMS _11/2/15___ 11/4/15: > Email from Amy to BT: > They only received payment and forms from 46 students. So they are now down to 1 bus, 46 students + 8 adults. > Mostly choir students, so not enough instrumental kids for band to do Broadway class or perform at Intrepid. > Requesting following itinerary change for Friday: 12:00pm: Lunch at Dallas BBQ 1:00-2:30: Shopping in Times Square 2:30-4:30: Travel back to hotel, Check in to rooms, change 4:30: Depart for Dinner at Buca di beppo 8:00 Broadway Show > My concern with the above would be leaving Manhattan and getting back into the city on a Friday evening. > Could the small group of instrumentalists do some kind of performance at St. Paul's? Interlude, prelude, or postlude? > Please advise of any change in cost associated with these changes. 11/9/15: > BT emailed Amy with suggested per convo with BJS. > They would like to depart school later (around 9am) and stop for lunch on the way to 3pm hotel check-in. > She requested lunch at a "planned location or stop". I had suggested a meal credit. Not sure how feasible this is. Please advise. > They would prefer lunch on Saturday to be in Times Square instead of Canal St. > Now they are just taking the 42 choir students who they have already collected money from and not taking the 5 instrumental students. So I deduce the final number is 42 + 8. > I reminded Amy about TPL, Broadway selection and 1st pmt. > She said Broadway show list was not in binder, so I sent her the PDF. > She was also concerned about sending payment since she did not have the revised invoice. I told her to just send what she had collected for deposits so far and we would get her revised invoices once the revision is done since 1st payment is due Friday. 11/16/15: > Trip is now JUST CHOIR!!! > They would like to depart school later (around 9am) and stop for lunch on the way to 3pm hotel check-in. > She requested lunch at a "planned location or stop". I had suggested a meal credit. Not sure how feasible this is. Please advise. - We will do a $10 Meal Credit for a fast-food stop en route. > They would prefer lunch on Saturday to be in Times Square instead of Canal St. > Now they are just taking the 42 choir students who they have already collected money from and not taking the 5 instrumental students. > Rec'd TPL, BSSF and 1st check #1365, $5,875.00. > Show choice in order of preference = Lion King, Les Miserables, Aladdin, Matilda, Wicked, and Phantom. > Looks like +/- 48 pax. For the time being, let's work with 50 to be safe. > BJS went ahead and updated IOG, as well as the count on IOG, Bible, and Status Schedule. > Please proceed with 50 as the new max. Alert hotel, bus company and vendors as needed. > Please review and update attachments in system and advise all vendors as needed. __x__ JNM _11-16-15___ __x__ TPW __11/16/15__ X____ HMS 11/16/15____ 11/30/15: > Recd EM looking for updated final package rates and final invoice. > BJS replied to Amy that we cannot generate until we receive her FPGF and RL which were due on 11/20/15. 12/2/15: > Rec'd RL via BT, but no FPGF or HIF. 12/3/15: > Rec'd FPGF and HIF, but FPGF does not match the RL! > BJS sent everything back to BT so he can get with client and get us the corrected forms. 12-4-15 >JM processed Hotel Room List Packet to include: 9 Q/36 pax 5 D/10 pax TOTAL 14 Rooms/46 pax (38 + 8) __X___BJS 12-9-15_ __X___HMS_12/7/15__ ___x__TPW_12/10/15____ 12/9/15: > BJS reviewed and made some minor adjustments to the IOG. > BJS reviewed rates and then re-ran quote since there were changes and they are 1/3 of their original size. > Overall, PP Package Rate dropped by $16pp. > BJS completed FINAL INV #5929, $17,715.00 and made it due 12/21/15. Emailed and mailed to Amy's attention. Also sent FINAL IOG to BT so he can share with her. > Please review all and proceed as needed, being sure to put due dates and notes in the system. Thanks! __x__ TPW __12/10/15__ __X__ HMS __12/18/15__ 01/11/16: > BJS EM'd Final Itinerary and QR Code Half Sheet to Amy. > BT will deliver packet and meal credit cash next week. (BJS and TPW will take with us when we see BT at Morton's Saturday night in Bethesda). 1/19/16: > BT spoke to Amy re: weather scenarios. > Principal is going to make the call tomorrow evening or Thursday am at the latest based on weather predictions. > He seemed open to the idea of bus leaving earlier of possible. I explained the bus driver hour issue. Can we find out IF there is any wiggle room with the bus leaving earlier (30 to 60 minutes?) Could be a difference maker if the storm tracks south and NYC doesn’t look like it will get hit as badly. I’d like to advise them of that by tomorrow am so they have all of the factors when making the final decision. > When proposing another date, principal wants to avoid next weekend and February to avoid any other weather cancellations. > March 4-6 or April 22-24? 4/22/16: > NY tirp de-brief with Chuck and Amy > Trip went great, no complaints at all > Many thanks for the date change flexibility, very impressed > Chuck mentioned Charlie Doherty at Damascus had a horrible trip with Heritage. > Charlie and I had been in touch earlier in the year (referred by Phil), but he was already with Heritage. Travels every other year. Will be sure to check in with him. > Talked about referral program, Amy is giving me one from Harford County.
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