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General Trip Information
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Wed Dec 14, 2016
Trip Name
Utopian Academy for the Arts-New York, NY-04-01-2017
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Final PAX
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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 )
Riverdale, GA to New York, NY = 882 miles = 15 hrs. non-stop 1/20/16: > BT spoke to Mr. Miller re: 2017 NYC trip > 30 student + 10 adults (middle school) mixed arts (theater, music, dance) > Mostly a cultural exposure trip for the arts. Might want a performance opportunity depending on the group of kids. > They want to fly, but realize that charter would be more economical. Get charter quotes, but see how much air would be also. > Budget is $500 to $700 all-inclusive. (don't think flying is an option). I shared with him that $200/day is typical for NYC w/o trans. > May 11 - 14, 2017 is ideal dates (but this could change...it's still early) > Wants to see a broadway show, statue of liberty, Times Sq. BT suggested Top of Rock, Radio City Tour, Lincoln Center tour - he likes all of these ideas. > Wants to tour schools/shadow classes one day (Julliard, Alvin Aley, Manhattan School of Music. Maybe split kids up by their area of interest for this? > Perhaps Broadway classroom would be a good idea as well? 2/1/16: > BT sent EM to Mr. Miller for budget clarification at the suggestion of BJS. Will advise of his response. 2/3/16: > In the EM BT sent on 2/1, I informed Mr. Miller that a 4 day trip to NYC would be closer to the $1K ballpark, and if his budget is $500 to $700, he would be looking at a shorter trip. > His response: I am still very interested in planning a trip. Although I have a preference for us to travel via air, let's explore our options. Either 3 day/ 2 night or 4 day/ 3 night. 2/10/16: > BJS asked BT to get confirmed travel dates for this trip. > EM from Mr. Miller, May 11-14, 2017 are his confirmed dates. 03/23/16: > BJS, TPW and HMS discussed and then spoke with BT - he needs to have a conversation with Mr. Miller to see if he is willing to push his budget to more like $900. Transportation, even by bus is going to be $250+ per person, based on 35 paying pax on the coach and then 3 days in NY Cis another $600 minimum, so if he is not willing to move his budget upward, unfortunately, we are not gong to be able to help him. 3/28/16: > BT spoke with Artesius re: his NY trip. > I was very clear with him about his budget being unrealistic and that this trip for 3days/2nights with buses will be closer to $800-$900 and with flights probably $1000 +. > He was very clear that he would like to proceed with the trip WITH FLIGHTS. > I explained that flights for his dates would not be released for a while. > Perhaps we should start with an IOG? 5/18/16: > BJS and CH reviewed his wants and budget, decided this would be just a 3d/2n trip. > Depart very early on Thursday AM and return Saturday evening. > CH is going to send to Andrea and get the flight info so we can get the IOG in place after that. Any of the NYC airports will work - fare will determine. > CH can also send to BMG for hotel (NJ area usual options are good). 5/25/16: > Per ATG (Air Travel Group), flight schedules and fares will not be released for this group's travel dates until 6/18/16, so this trip is completely on hold until we have the flight info. > BT, please advise Client accordingly. > BT advised client. 06/22/16: > BT, please advise client that we have good news on air, good schedule and fare between ATL and Newark, morning of May 11, 2017 and evening return on May 13, 2017. RT fare of $328. We can hold these sets for several months without a deposit, so please confirm that these dates are still solid and if they are, we will now proceed with the rest of the planning. Thanks! 6/22/16: > BT sent EM to Artesius. He informed me that these dates "fall during the school year" and he will need to look at dates earlier in April or the 1st weekend of June. > I reminded him of our conversation in Feb. when he gave me confirmed dates of May 11-13. I asked him to choose the dates he now wants to travel. > Also, he asked that I add Ebonne Craft as the primary contact. She is the arts coordinator and will act as the trip coordinator. I added her contact and email to the system and asked for her cell number. > Will advise when I hear back about dates. > UPDATE: Artesius apologizes for the error. He is flexible during the first week of April and the first week of June to do whatever is the most feasible cost wise. > Please advise on how I should reply. 06/23/16: > BJS reviewed notes. > CH, please check with Andrea at the ATG to see if she has a feel for which dates, 1st week of April or June, might provide a lower airfare. This could be the determining factor as everything else is going to be pretty much the same as fas as CCIS is concerned. > Once we have this answer from CH, we will than share this information with the Client and let them confirm exact travel dates. 06/29/16: > BJS sent EM to BT - Brett: It appears as if the April dates would be better than June, so please confirm the dates 100% with both group leaders and get their direction on whether or not we are to proceed. Thanks, BJS 7/5/16: > BT confirmed early April with Artesius and Ebonne. > They can leave as early as April 1 or 2, but are flexible during that week based on price. 7/18/16 >CH updated trip dates per flight availability. New dates: depart 4/1/17 Return 4/3/17. 08/09/16: > BJS and CH reviewed and revised IOG. > CH, please make attachments and then return to BJS so he can run rates and we can get PTP and PP done in time for BT's mtg on Thursday at 1PM. > This one is all going to be based on availability - hotel and air are secured - nothing else at this point until we see how serious they really are and if there is sufficient interest. __x__ CH _8/9/16___ 08/09/16: > BJS reviewed and updated attachments as needed and then ran rates and sent to CH for PTP prep. Will also need PP. 8/10/16: > BJS sent PTP and PP files to BT for tomorrow's meeting. 8/12/16: > BT had ptp GTM with Artesius. > Couple questions/adjustments to IOG: 1. Really wants tour/visit to Alvin Aley Dance school. He says he has done this before with a group. Perhaps in lieu of Canal St. vendors. Trying to have an activity to represent all of his students interests. 2. Dallas BBQ - wings instead of rotisserie chix.? (for real) 3. Trying to get trip as close to $1000 as possible. Take out Radio City Tour, visit Central Park? Take out one Broadway Show (on first night) and head to hotel earlier? He mentioned maybe the bus can take the "scenic route" so the kids can see the Apollo Theater. > He liked everything else, he said if we can shave the cost a bit with these changes and get close to $1K it would be a go. > BT sent BSSF so he can get working on that. > Questions from BT - How does college scholarship work for middle schools? Just not an option? Also, I need a little cheat sheet or blurb that explains liability insurance. I know we talked about this, but he was asking about it and I couldn't remember. 8/15/16: > EM from Artesius after I followed up with him to let him know we were working on revision and would contact the Alvin Ailey about a tour. > He has received some "concerning feedback" re: the price of the trip (even though I told him we would likely be much closer too $1K after revision). > He's asking for an option with charter transportation as we wants to allow as many the opportunity to travel as possible. 10/6/16: > BT finally heard from Ebonne Craft, trip coordinator, on charter companies in ATL for this group's revision. > They have used these before: MLB Transportation Contact: Michael Baker (770) 270-1600 Harmon Brothers Transportation (770) 969-0180 Let's Go Transportation Contact: Ms. Charlotte Johnson 678-758-7569 1995letsgo@gmail.com Here are some local charter companies: Atlanta Charter Bus Company (404) 334-7202 Gogo Charters (404) 425-9570 American Coach (770) 449-1806 | sales@coachusa.com 11/30/16: > Per BJS, BT reached out to Ms. Craft re: their trip. > As predicted, they are "going to wait and do the trip in the 2017-2018 school year so they can do a payment plan". She asked if could help. > Per BJS, BT will ask her to reach out to me when they are ready to begin planning. > Cancel all. __x__ CH _11/30/16___ __x__ TPW _11/30/16___ __X__ HMS 12/13/16____
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