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General Trip Information
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Tue May 30, 2017
Trip Name
Manchester Central High School Music Dept.-New York, NY-04-06-2017
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Manchester Central High School Music Dept.
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Trip Notes
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( E-Mail Corporate )
Manchester Central HS to NYC = 248 miles / 4.5 hrs non-stop 09/01/16 >Manchester Central would like to trip proposal for New York City - dates and numbers specified above. They are hoping to keep the cost to approximately $600 + cost of inflation from their 2015 trip, including transportation. This would be a non-performing, non-competing trip, according to Tom Seniow, the choral director. Trip inclusions in order of priority are: A Musical, with the associated Broadway Classroom program. Tour of Lincoln Center and Meet The Artist program. Metropolitan Museum of Art and either the MOMA, Transit Museum, Tenement Museum, or Guggenheim Museum Open rehearsal with a professional music group? Concert at Lincoln Center or Carnegie Hall or NJ Center for the Arts with an orchestra, *OR f*ilming of Late Night or Tonight Show. Walking the High Line. Dinner/lunch Dance Cruise Ellen’s Stardust Diner. 9/11 museum. Statue of Liberty/ Ellis Island, if we can do it from the Jersey side 9/19/16: > TO meeting scheduled for 9/29/16 at 12:15PM, per SS. 9/24/16: > BJS reviewed and updated IOG as needed. > BJS selected Hilton Hasbrouck Heights for their accommodations. Sent EM to Ninffer and Christi. > Too much stuff than they have time or budget for. I think they knew that. > NY Phil is On Tour while they are in NY, so BJS did the Lincoln Center Tour and then a Concert by the San Francisco Symphony at Carnegie Hall. > CH, please send CQR to all of the companies we requested from in 2013 as well as Academy (Evelyn Burdick) and the two new companies I came back from SYTA with. > CH, please make attachments and call Carnegie Hall Group Sales for ticket prices for the San Francisco Symphony concert. You will need to add "Carnegie Hall Concert" to the system as an attraction and then attach it to this trip. ____ CH ____ 9/28/16: > HMS reviewed and updated attachments as needed and then BJS added his attachments. Replaced Ben's Deli Box Lunch with New York Box Meals as they are much less $. > BJS ran rates. > CH, please complete TO. SS needs the TO this afternoon so she can review it prior to tomorrow's presentation meeting. Thanks! __X__ CH __X__ 9/29/16: > Per SS email- Hi! I just left a very positive meeting with Manchester Central. They would like us to request a quote from Wilson Bus Line. Here is the website: http://www.wilsonbus.com/ Thanks! Sophia 10/5/16: > CH, if you have not already done so, please CALL Wilson Bus (BJS attached) and see if they have 3 coaches available for this group's dates - if they do, send CQR for quote. > Please advise BJS and SS as soon as you know if they have buses and then again when quote is received and in the system. Thanks! ____ CH ____ 10/26/16: > BJS replied to SS email with what if we'd do this questions - Sophia: Keep in mind, all answers are pending availability of course - The Buddy Rich Concert (Lincoln Center) would be $30 more than the San Francisco Symphony Concert (Carnegie Hall). Replace Dinner and San Francisco Symphony Concert with a Dinner Dance Cruise and the rates would increase approximately $60 per person. IN NYC, the Dinner Dance cruises are really expensive and in my opinion, the meals are a bit frou-frou for the students and they’d probably enjoy a second show more. That being said, a second Broadway Show is always a good option and we can always change up the meals to help their budget. Changing up some of the restaurants can easily generate $30 - $50 worth of savings. Since we don’t pre-package, we can do whatever they want, just really need them to commit to CCIS. I hate to keep playing this what if we do this, or what if we’d do this instead game. It is obvious theya re seeing some of these things in another proposal. Just have a real conversation with us and tell us what they want and we can make it happen 11/3/16 >Sophia heard from Tom today. The principal has approved the trip. Information went home with students today and a deposited is being requested by 11/21/16. Still awaiting school board approval. S also requested the proposed changes to the itinerary be sent ASAP. 11/15/16: > Per SS, the rec'd final approval last night and are ready for K. > BJS sent EM to SS - Sophia: 1. I was going to put the notes in TPMS about the group being ready for K, but do we have a charter company choice? In this case, we should get a couple of choices, in order of preference, since it has been 6-weeks since the quotes were provided and we do not know who may still have coaches available. 2. We need their final decision on the possible itinerary changes we provided on 10/26/16. I am going to be out of the country all next week, so we really need to get these answers by the end of day tomorrow so we can get an E-Agreement to hem before the end of this week. Thanks for your quick attention to this, Bryan 11/15/16: > Per SS - Theh Coach Company is their charter choice. > For K, keep Itinerary as we originally proposed. > BJS sent Slack to CH re: coaches. 11/29/16: > SS heard from Tom at Manchester Central this morning. They are ready to go to contract. Their numbers are lower than anticipated: 90 students and 9, possibly 10 adults. He has requested single "private" rooms for 5 adults, Sophia's response is below: Thank you for your email. I will get this information to the office today. As for the "free" rooms, as I explained to you when we met, there are complimentary packages based on the double occupancy rate. The number of packages is determined by the number of paying travelers. If you decide you would like each any single rooms, the rate difference will have to be incorporated into your rate per student. I will be checking today on the number of comps you have based on 90 students and 5 paying adults. Also, your email states 9 adults, with a request for 5 in single rooms and 5 parent's paying $200 each. Are there 9 or 10 adults? Finally, as we discussed, the difference in cost for the adults will also have to be incorporated into the student rate or through your boosters. I will get the final bus cost per person to you ASAP. I will also send word to the office about getting your contract out to you. 12/6/16 > S sent the Broadway Classroom form to Manchester Central. They have two questions: 1. Can all students attend the workshop where everyone learns and sings songs from the show they are seeing> 2. They have a CHS grad, Kaleigh Cronin, currently in "A Bronx Tale." Is that show a possibility? 12/11/16: > BJS revised count to 100 (90 + 10) per SS note from 11/29/16. > BJS updated number on IOG and Status Schedule as well. > BJS reviewed rates and adjusted as needed - still the same package rate, starting at $490 (Q), but comps are three (3). > Another change - We had to move Dinner at Ellen' from Friday to Thursday, Cucina was not available on Friday, so we replaced it with Naples 45. > BJS updated TO to K Version, as well as IOG and then did TO Pack - K Version. > Listed Broadway Workshop as just that, since BJS is not sure which one they are doing (Broadway 101 or Broadway Up Close). > BJS set dates and we are ready for K and E-Agreement. K to be due 12/20/16 and First Payment, Inv #6128, $15,000.00 due 01/13/17. > BJS emailed INV so they would have it since GLH may not be received until after the Holiday. > CH, please send E-Agreement within the next 24 - 48 hours. > SS, please email TO Pack - K Version to group ASAP. > CH, they will need just two (2) coaches, so please release the 3rd bus from Premier Coach. > HMS, please confirm which Workshop they are doing and also update the notes for Dinner at Naples 45. > Thanks All!!! __x__ CH _x___ ____ HMS ____ 12/11/16: > After sending info to Sophia and competing K, etc., receive EM from Sophia saying they now have 105 (96 + 9). > BJS replied - Sophia: You can let them know we are not re-doing all the paperwork at this point. They have bus seats for 108, so 108 is the maximum number and what we will work with until their FPGF, RL, etc., are all due on 02/03/17. We will use 98 + 10 as the breakdown until then. Thanks, BJS > BJS updated number on IOG, Status Schedule and Bible to 108 (98 + 10). > CH and HMS, please proceed as needed. Thanks! ____ CH ____ __X__ HMS _12/15/2016___ 12/13/16 > SS heard from Tom at Manchester Central. They are insisting on 4 single rooms: one for each of the 3 directors and the administrator. This leaves them with 5 adults. S is checking to see if the other adults will be 2 doubles and a single or one double and a triple. They want to know how these singles will affect the price. The way S sees it, it will raise the overall price approximately $2200. 12/20/16 > MES GLH sent out today. 12/20/16 > CH printed contract for BJS to sign. > MES processed GLH > As this group is now UNDER CONTRACT, please review and proceed as needed. __x___ CH _12/20/16____ ___x__ HMS __12/20/2016___ 1/5/17 > MES Check #13681 was received in the amount of $15,000.00. 2/22/17 > CH reviewed all forms rec’d on 2/17/17 (RL, FPGF, HIF & FAF). > Total Pax = 103 PAX (94 + 9). > RMS / PAX 22 Q / 88 02 T / 06 02 D / 04 05 S / 05 TOTALS = 31 ROOMS and 103 PAX (94 + 9). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL pack to Hotel on 2/24/17 – PCCF due 2/23/17 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 103 bags and 206 tags. ___x__ MES 3/15/17 Bags (103) and tags (206) were sent via FedEx. ____ HMS ____ 03/08/17: > BJS emailed and mailed final inv #6176, $46,628.00 and made due 3/20/17. 03/13/17: > BJS sent EM to Sophia - Sophia: Just a quick note re: Manchester Central – a few weeks back (2/24/17) you forwarded an email to which Hollie replied re: Tom wanting to possibly add another trip participant for some or all of the package inclusions. Hollie replied that we cannot add partial packages, etc. I want to make certain it is clear that this person, in the eyes of CCIS, does not exist on this trip. Side Bar: Tom guaranteed and has been billed for 106 show tickets. He only has 103 official trip participants, so he should have 3 extra show tickets to do with as he elects. Thanks, BJS 03/20/17: > BJS sent BRF to JAF for CC. 03/21/17: > BJS EM'd Final Itinerary and QR Code Sheet to Tom et al - Tom: Attached please find an advance copy of the Final Itinerary for your group’s up-coming trip to New York. Your group’s QR Code half-sheet is also attached. This needs to be provided to each member of your group and their families so they will have access to the Final Itinerary via their smart phone / device. For anyone who has a smart phone, it is important that they use the QR code, for it is how we will communicate with the group should there be any changes to the itinerary due to inclement weather, etc. Your complete packet, including all tickets, meal credit cashier’s check, etc., will be delivered via FedEx prior to your departure. Should you have any questions or concerns, do not hesitate to reach out to Sophia (603.759.8910) - she is a pro at these trips! Wishing you all the best for a safe and wonderful trip. Thank you again for allowing us to be of service to you, your students, and their families. Sincerely, BJS. 3/27/17 >MES Final Itinerary Packet sent via FedEx. 03/27/17: > BJS sent EM to Tom et al - Tom: The charter company has approved / confirmed the earlier departure time and the updated Final Itinerary is attached. Your group’s QR code has also been updated with the correct information, so everything is good to go! Best wishes for a safe and wonderful trip! Sincerely, BJS. 4/4/17 > CH rec'd 2 checks. One for $41,628.00 and one for $5,000.00 for a total payment of $46,628.00. Group is now PIF
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