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Central High School Drama and Orchestra-New York, NY-10-10-2016
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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 )
SN spoke to Jenn Wood-Bowien regarding another NYC trip for2016. They would like it to be similar to the last trip with a few changes: * different hotel, possibly in Jersey City or Hoboken so they could be right on a train line and not have to spend money on cabs * no Broadway workshop OR a more challenging workshop or a clinic (the Broadway 101 workshop was too easy for them) * no Statue of Liberty - substitute another museum (the Met or Natural History) * meal credits only for food, BUT could we still get reservations for a meal or two, but with everyone paying on their own (with the meal credits) with no chain restaurants? From the last trip they also had: *MoMA *two Broadway shows *Top of the Rock Same time frame, 4 days total, air transportation. School is done May 27th, so she would like to have a proposal before then. 5/10/16 >SN received EM from Jenn asking about the following hotels: Doubletree *Jersey City 5-min walk to a PATH Train Station > *Hilton Newark Penn Station - Across the street from the NJ Transit Train that goes to Penn Station New York City. > Best Western Plus LaGuardia Airport Hotel Queens - 12-minute walk to a subway station and has free airport shuttles from LaGuardia Airport. 5/24/16: > BJS and CH completed IOG once we had flights into Newark on dates and times that worked well and were quite friendly. > Updated travel dates & Times. > Made attachments and then ran rates. > CH is completing PTP so SN can send to client this afternoon. 5/24/16: > BJS sent IOG and PTP files to SN. 5/25/16: >EM received from Jen Wood-Bowien by SN regarding the current PTP and changes they would like to see. Information forwarded to Christi and copied with Bryan: > We want to do Empire state instead of top of the rock > instead of the 911 museum we want to add an open top bus tour of manhattan > we want to include a 3 day subway pass > and if possible offer travel insurance to the kids. > our drop dead price is $1250 per student. > How long can you wait for the airline deposit? Since we are just putting this out today we were hoping that we could push it until June 30th. If not that long, let us know your deadline and the amount they must pay. 05/25/16: > SN, we cannot adjust the Air Due Dates as we have no control over them. Here are the due dates for you to share with the client - - - > The GROUP'S flight deadlines are as follows: > Air Deposit of $50 / seat due: 6/6/16. > Air Deposit is refundable until 08/10/16 > Air Passenger names due: 8/10/16 > Final Payment due: 08/25/16. > We will get to work on the other changes. 05/25/16: > BJS and CH revised IOG as needed. > JNM, please contact the NYC Subway people to see if we can buy a 3-day ride pass and if so, how much is it? Can e buy it in advance or should we just give everyone the appropriate cash credit for them to buy their own 3-day pass once they are in the city? > TPW, please get the insurance stuff done ASAP since this group wants to include it. > CH, please proceed with hotel as needed. > Please review IOG revision and update all as needed. _x___ JNM _5-26-16___ __x__ CH __5/26/16__ __x__ TPW __5/27/16__ ____ HMS ____ 05/31/16: > BJS reviewed attachments and then ran rates for REV 1. > Rates increased by $40 pp. > Rate for Travel Insurance to follow separately. > CH to complete PTP Rev1 06/01/16: > BJS reviewed PTP and sent files to SN so she can get along to the group ASAP. > 7-Day ticket appears to be the lowest Subway ticket available for advance purchase. They will need to purchase subway as needed as this will be more cost effective. > Travel insurance will be between $35 - $45 per person, depending on the coverages they select and we can make it available on a per person basis so only those wanting to purchase it can. 06/01/16: > BJS EMAILED INV #6020, $1,100.00 FOR AIRLINE DEPOSIT. DUE 06/06/16 AS we have to have deposit to Air Travel Group by 6/12/16. > BJS asked CH to get K from ATG. 6/2/16 >SN LVM for both Jen and Pam regarding the receipt of both the revisions and invoice. 6/6/16 > SN spoke to Pam on Friday and she felt all was well with the invoice, but that she would talk to Jen as well. (Pam will be unavailable for the next 10 days, as she will be overseas) SN LVM for Jen today, since the invoice for the airfare deposit is due today. 6/7/16 > SN LVM for Jen again regarding air deposit. 06/08/16: > Per SN - she had message from Jen - Cannot have deposit to us until 06/15/16, so send OK TO PAY. > BJS completed OK to Pay for Airline Deposit and TPW sent as an e-doc and it is due by 12 noon tomorrow, 06/09/16. > SN has told Jen to be on the look out for it and will also call her to confirm her receipt of the e-doc as soon as SN gets her copy. 6/21/16 > EM received from Jen Wood-Bowien: "Hey Stephanie. So far, we are short of our 18 paid. Pam has had one student pay a deposit. I have four with deposits paid and two more on a payment plan. I also have a verbal commitment from three more. That makes a total of 10. How few can we go with and keep this price per student? Could we do this with just one paid chaperone? I'm still recruiting and hoping to get a few more." 6/22/16 > EM received from Jen indicated that she still has concern over her reduced numbers, but feels maybe a good show selection could be of some help. She would like to look at Shuffle Along and Waitress. > SN is informing Jen that 18 paid with one paid chaperone is possible, and reminded her that the absolute deadline for the airfare deposit is July 6th. 6/24/16: > SN EM'd Jen last night and LVM today regarding the above. 7/5/16 > SN has left the 3rd VM regarding the airfare deposit with no response. She requested Jen call, text, or EM to let us know of the status ASAP. > SN spoke to Jen and got the following details: As of today, they only have 15 confirmed participants, including adults. Jen says they will get a number finalized by tomorrow. Regarding the airfare deposit, Jen says they cannot get a physical check to us until the beginning of August because the financial secretary is out for the summer. School starts the first week of August, so they can get something to us then. > SN's questions for CCIS (NOT Jen's) are these: can we do this for only 15 or 16 PAX and can we wait that long for airfare deposits? 7/6/16 > Jen called and confirmed 16 7/25/16 > EM received from Jen: I need to go ahead and put in a request for our two shows (Waitress and The Humans) and get a new revised cost per participant. 8/18/16 > EM received from Jen regarding show choices: First choice is Waitress (musical) Second Choice is The Humans (play) Third choice is The Color Purple (musical) Fourth choice is Fiddler on the Roof (musical) Fifth Choice is The Front Page (play) > Also, Jen is concerned the $1100 invoice is too much since it reflects more airline deposits than they actually have going. SN advised her that to pay that invoice would be fine and that their balance would be adjusted according to their actual numbers on their final invoice. 8/18/16: > BJS reviewed IOG and Rates since they now have just 16 pax. > By deleting the Apple watch and giving just one comp, we can keep rates as they were in PTP Rev 1 starting at $799 Q. > BJS created IOG K Version & PTP K Version. > BJS created and emailed INV #6034, $9,168.00 and made it due 8/26/16. > CH, Ready for K. Just two invoices, the Air Deposit INV from back in June and then this one. Once we have their forms, I will create Final INV. > Forms are all due 8.24/16 - Air Passenger Manifest Form, FPGF, RL, HIF and BSSF. There will be no PCCF since their travel date is so close and they will not have an opportunity to make any changes after 8/24/16. > CH, be careful with dates as the whole schedule has to be collapsed since we are on a time crunch. ____ CH ____ 8/18/16: > TW sent E-Agreement via Adobe online, and cc'd SN. 8/23/16 > Jen has had all necessary forms sent last week. SN called and LVM yesterday to make sure they are all received. 8/24/16: > As a matter of update, I have still have not received the E-Agreement. -tw > SN LVM with Jenn Wood-Bowien regarding forms, in particular the E-agreement. 8/25/16 > EM received from Jen this morning: Hi Stephanie There was some confusion about where payments were applied between my account and Pam's account so we couldn't do anything until they completed the audit. Hopefully the check will be cut to you this week and we can go ahead and process the next payments together. > SN LVM and EM'd Jen, thanking her for the update, but reminded her that we needed her forms back yesterday, in particular the agreement, but also the other forms to complete arrangements with the airline and hotel. > Response received from Jen: I have attached the hotel form I still have to scan the final guarantee form - I will get to it as soon as I can. I don't get a planning period today. As far as the food allergy, we wanted to change the one meal that you were providing and just get a cash voucher for that as well. I will do my best to get everything to you this afternoon 8/31/16 > No forms have been received yet. SN has left 3 VM since her last update. Will try Pam Wilenski. > SN called Pam and she will speak to Jen and help her complete and submit forms. 08/31/16: > Rec'd FPGF, RL & APM. (Since none received, BJS created HIF). > Total Pax = 16 (11 + 5) > Rms / Pax 0 Q / 0 3 T / 9 3 D / 6 1 S / 1 TOTALS = 7 ROOMS and 16 PAX (11 + 5). > BJS and CH updated Bible with Final Pax as well as IOG and Status Schedule. > BJS added shows, theaters and times to the IOG and replaced La Nonna with a $20 Meal Credit per Client's request. BJS marked La Nonna INACTIVE as per HMS sh ehad not made the reservation anyway. > As these numbers are now FINAL & GUARANTEED, please review and proceed as needed. ____ CH ____ ____ HMS ____ ____ BJS ____ 9/1/16 > SN LVM with Pam and Jen regarding e-agreement, as we have not received that nor a deposit yet. TW resent e-agreement. 09/01/16: > Rec'd K signature page from Jen. > Group in now UNDER CONTRACT. > BJS to send Final INV. 9/8/16: > BJS emailed and mailed Final INV #6059, $20,063.00 adn made due 9/16/16. > This is actually the total due for the entire trip as they have not yet paid us anything :-/ > SN sent invoices in the total amount of $20,063.00, divided up into 3 separate invoices: 2 in the amount of $6300 and the last in the amount of $7463 9/21/16 > CH rec'd payment ch#7835 $6,300 09/30/16 > With the trip approaching soon, Jen is asking when to expect the final itinerary and other trip materials. 10/03/16 > EM received from Jen says the check will be in the mail by Wednesday, as it was cleared by their financial secretary today. Jen is also asking when the final itinerary can be expected as she wants to distribute all of this information ASAP to students and parents. 10/3/16 > mes Bags 16 and tags 32 sent USP 10/10/16 > CH rec'd payment ch#7925 $7,463.00
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