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Mon Dec 07, 2015
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Calvert Hall College HS Band-New York, NY-11-06-2015
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OR
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Final Room List
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Hotel Info Form
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Contract Status
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Towson, MD to New York, NY = 187 miles = 3.5 hours non-stop 9/9/15: > BT spoke to Brian Ecton this morning to ask about travel for this year > They are not doing a "big trip" this year, but he is taking Marching Band to National Championships in Nov. and would like to make a bigger deal out of it this time. In the past, they have gone up on a school bus at 3am and come right back. > My error on the date this time was I put 12am as return time but left the return date as 11/7. I WILL get this one day! > 40 marchers, plus 8 adults > Depart school around 2:30 or 3pm on Friday 11/6 > 1 charter bus, get quote > Dinner en route or near/at hotel Friday night. Does not want to go into the city that night. > Early b'fast at hotel on Saturday > They will be obligated at the National Champ in East Rutherford from about 6am until lunchtime Saturday am. Kids will eat lunch at concessions. > After competition, take kids into the city for something fun, a show, and dinner. I'm thinking a matinee followed by dinner? Or perhaps go to Top of Rock/shop, early dinner, show, then depart. > Depart after, return time to school can be late since it's Saturday. I would say midnight or earlier depending on itinerary for Saturday. > He doesn't have a budget in mind since he's never done this before. This has been an up and back in the past with no hotel stay, so he knows it's obviously going to be more than that. I told him NYC is usually $250/day, but with only one hotel night and their obligations with the marching band, perhaps it could be less. > This sounds like a CCIS for a day situation. If they like it, it could keep them on the books every year. He "thought we only did festival stuff". 09/21/15: > BJS gave info to TW for hotel during Staff mtg. 09/22/15: > BJS completed IOG. > BJS sent EM to Alyssa at broadway.com to see if she had any Saturday Matinee suggestions for this group. > BJS spoke with Natoli's in Secaucus about the possibility of dinner on Friday, but they cannot accommodate a group of that size at the restaurant. They can cater for us if the hotel will allow them in. > TW is checking on early hotel breakfast SAT (5AM) and also if the hotel will allow us to bring in an outside caterer and give us a room for dinner. If not, can they do a student friendly buffet? > JM, please send CQR to your regulars in the DC / Baltimore area adn also make attachments as able. Thanks! __x__ JM _9-22-15___ ____ TW ____ 9/23/15: > BT received broadway show selection form from Brian Ecton and forwarded to BJS. > He asked about cost, BT told him BJS would send PTP directly to him in the next couple of days. 09/25/15: > BJS reviewed attachments, then ran rates and sent to CH for PTP prep. No PP required. 09/26/15: > BJS sent PTP Pack to BT. 9/26/15: > BT sent PTP Pack to Brian for his review. 09/29/15: > BT spoke to Brian Ecton, they are a GO! > Hunt Valley/Gunther is charter choice. > One change, remove $10 meal credit on Saturday. He's going to have kids bring their own money for that meal. > Besides that, ready for K! 09/29/15: > BJS had JM call Hunt Valley / Gunther for K and coach is now UNDER K for this group. 09/30/15: > BJS removed $10 Meal Credit for Saturday's lunch at Stadium per Brian's request and then updated IOG, rates and PTP accordingly, calling them K Version. > BJS saw that BD put 50 pax on the BSSF, so BJS updated count on Bible Screen and Status Schedule to 50 (42 + 8). > Ready for K, so please review all and proceed as needed with careful haste, for this trip is just a little over 1-month away! > Rec'd BSSF from Brian via Brett. Show choices, in order of preference = Blue Man Group, Les Miserables, Aladdin, Phantom of the Opera, Stomp, Jersey Boys. Budget = $75 > Show time for Saturday's Matinee will affect dinner reservation, so BJS looked on line at Broadway.com to see what time the matinees started for all of his different choices are 2PM curtains, with the exception of choice #5, Stomp, which starts at 3PM and only lasts 1:45, so the 5:30 Dinner reservation time on the IOG should be fine regardless of show. > HMS, please advise BJS as soon as you are done with this so I can send along to CH for K prep. Thanks!!! __X__ HMS _9/30/15___ __x__ TW __9/30/15__ 09/30/15: > BJS set deadlines based on bus and hotel deadlines and then sent to CH for K prep. > BJS also went ahead and emailed the 1st Payment INV to Brian since the turn around is so quick. > K to be sent as e-document in the next 24-hours. 9/30/15: > BJS sent Em to Brian with Partial Package Info - Hi Brian, We would be happy to do this for your group! Just to make certain I understand what you are looking for . . . 1. The current trip we have planned for you would remain as presented (less the $10 Meal Credit for lunch at the Stadium concessions, of course, per your conversation with Brett yesterday afternoon), all via one (1) coach. 2. The additional trip would be for parents and involve only – a. dinner with the original group at the hotel on Friday night b. overnight accommodations at the Embassy Suites Meadowlands c. breakfast at the hotel d. they would be on their own for transportation Please advise if I have this correct and as Brett mentioned in his reply to you, we will need to check availability at the hotel and in order to do so, I will need to have some an idea of how many rooms you may need before I can approach the Embassy. Pending availability of course, the per person rates for this Limited Parent Package would be: Quint: $119 Quad: $139 Triple: $159 Double: $199 Single: $319. Please advise ASAP as to how many people this may involve and how many rooms you may need so we can check with the Embassy for availability. What we do not want to have happen is your parents who are not going “with you” on the trip, to start calling the Embassy and identifying themselves as “with the Calvert Hall College HS Band Group” and taking rooms from “our” room block. I will have Thomas call the hotel this morning to make sure that the only rooms to be encumbered by your group are those with CCIS via the official room lists which we will submit to the hotel, and that there are absolutely no call-in reservations accepted. Thanks again and we look forward to hearing from you ASAP. Bryan 10/1/15: > BJS sent to TW for E-Agreement to be sent this AM. Due back 10/5/15. > TW emailed E-Agreement. 10/1/15: > Rec'd signed Contract. AS this is now UNDER CONTRACT, please review and proceed as needed. First $ due 10/9/15. _x___ JM __10-5-15__ _x___ TW __10/5/15__ __X__ HMS __X__ 10/2/15: > Per email from Brian Ecton, they will only need 9 of the 10 EXTRA adult package rooms for this trip. Room List for the regular package is not due to CCIS until 10/14/15. Please advise Dali accordingly. __x__ TW _10/5/15___ Daili is going to send a revised K today. 10/9/15: > Rec'd check #16073, $8,060.00. 10/12/15: > Rec'd EM asking for Security at the hotel. BJS asked TW to arrange with Dali at the hotel and we will bill on the final invoice. 10/13/15: CAREFUL CAREFUL CAREFUL CAREFUL CAREFUL > TW, BJS spoke with Director and he said he should have Saturday's competition times in the next week to 10-days. We can then adjust breakfast at the hotel on Saturday as needed. If not too early, we may be able to get them the full hot breakfast that is a standard inclusion in the hotel room and not have to purchase the To-Go Breakfast . . . to be continued. > Rec'd RL, FPGF (implied via PCCF), HIF, Food Allergy Form (FAF) and TPL. > TOTAL PAX FOR THE COMPLETE PACKAGE = 46 (40 + 6). > There are 9 additional adults that are getting a partial package which will include hotel room, Friday's dinner at hotel, and Saturday's breakfast at the hotel. > As far as the hotel is concerned and what Tommy has to deal with regarding rooms, hotel dinner and breakfast, the numbers are as follows: RMS / PAX 2 Qt / 10 6 Q / 24 2 T / 06 6 D / 12 3 S / 03 TOTAL = 19 ROOMS and 55 PAX + One (1) Bus Driver Room = 20 Total Rooms and 56 pax including Driver; however, driver is not included in Dinner count. It is OK if he is included with Breakfast since he has to eat and it is usually included in the room. > Number in system and on BIBLE as well as IOG is 46, since this is the number for the full package. > Jude, please send RL to Hotel referring to the notes above, and RL in order to complete the cover sheet, explain numbers, etc. > EVERYONE, PLEASE BE CAREFUL AND ASK BJS IF ANY QUESTIONS!!!! _x___ JM __10/14/15__ _X___ HMS _10/21/15___ _X___ TW _10/21/15___ 10/13/15: > BJS emailed and mailed FINAL INV #5897, $9,227.00, due 10/21/15. 10/24/15: > Rec'd check #16199, $9,227.00. > Account is PIF. 11/2/15: > Per Brian Ecton - > On Saturday . . . 6:00AM - Grab & Go Breakfast at the hotel 6:30AM - Depart Hotel 7:00AM - Arrival at Competition Site 9:05AM - Performance 12:00PM - Awards 12:30PM - Depart for NYC 11/13/15: > BT had in person de-brief with Brian. > He was very happy and said he just completed the tour eval. > Best part was quickness in which we put it together. > He loved the hotel. Dinner was good, but if there had been more food they would have eaten it. All boys school, they were hungry. The manager did offer to make the adults something else if they wanted it so that was nice, but they didn't want to bother him. > Only issue, he said they paid for 2 security guards and it was in their itinerary to meet them at the desk at 11:30pm. No one was there, but he did meet hotel security who said they were there to watch all of the rooms, but those two guards did not know if they were specifically hired for his group. Might be worth a follow up. > As for sugar bowl, he is already signed up with Worldstrides. He mentioned something about them flying him out there over the summer for some kind of workshop. Something to investigate. > Basically, they do Dinsey, year off, Bowl Game, year off, etc. Plans to do the US Bands thing, but not sure if he will be able to do it as an overnight every time. > I gave him the referral info and told him about points program for conferences. > Got a 15 second testimonial, emailed to BJS and TW.
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