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General Trip Information
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Sat Jul 01, 2017
Trip Name
Warrenton and Auburn MS Choir-New York, NY-05-18-2017
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Warrenton and Auburn MS Choir & Orchestra
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Final Room List
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Hotel Info Form
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Contract Status
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Trip Notes
( Print Note )
( E-Mail Corporate )
Warrenton, VA to New York, NY = 325 miles = 5.5 hrs. non-stop 9/16/16: > BT had qualifying convo with Rahcel after she emailed BJS in office. > Great trip last year, nothing went wrong, problem was with the "tour guides" provided by the company. > Few awkward moments with tour guides, didn't have phone numbers, no clear directions. Can't remember the name of company as other director did the planning. Quad was $750 incl. trans. She thought this was a good value. They used Gunter, but she thinks they were not given an option and it was incl. in the price. > Want to get best deal for the kids. She know Kettle Run loves us, was impressed with our presentation at VMEA. > 2 nights, 3 days, stay in Jersey. Would like 2 broadway shows. > May 18-20 (thurs. - sat.) Departure time - 6:30am departure would be preference (can walk a lot if drivers need off hours - can also use subway) could depart at 8am (9 at the latest) if it needed to be after bus time at school. She said last time their drivers dropped them in NYC and went to hotel, then came back. I explained about driver hour issues. > All pax would meet at Warrenten for departure. Saturday return after dinner (early dinner 4 or 5) and leave between 6 and 7 and get back by midnight is ok. > Combined between her 2 schools - Auburn and Warrenten MS. Likely choir only. > Usually trip is 1 bus. Like Skyline, will likely start waiting list in hopes that more kids come, maybe orchestra. > 30 + 25 = 55 (has potential to incr. to 110) > Likes tour escort. However, after we talked about the detail we provide - she thinks they can live without it. Start without escort and let her know how much it would add per person. > Really wants to do online payments as BJS saw in her email. > MAYBE performance in NYC - possible to sing if enough students. Hold off for now. Just a sight seeing trip. > Top of the Rock, definitely NOT Chelsea Market, loved Highline Park (likes the idea of boxed lunch here like St. Cath), Statue of Liberty harbour tour around harbor - does not want to get off and look, lots of free time in Times Square, free time at Rockefeller as well, tour of Radio City they liked - but would be interested in other types of tours - maybe NBC tour if avail. Open to other ideas here. She's not afraid to give the kids free time. > Ellen's stardust, Buca di Beppo, Planet Holly - all fine. Open to something a little more "real NY" type of dinner. I was thinking La Nonna or maybe some kind of NY Pizza place. She's also fine with doing a meal credit for a lunch and letting the kids wander (a la Canal St.?) 10/17/16: > BT set up GTM for TO presentation for this Wednesday at 4:30pm. 10/19/16: > BJS made attachments and then ran rates and sent to CH for TO prep - will also need PP for BT's meeting this afternoon. 10/19/16: > BT had GTM with Rachel for the NYC TO. Despite my computer freezing twice - it was a great meeting. > She's thrilled with the price - wants to see some more charter quotes, but it will be a go. > Load at 8 and depart at 8:30 to avoid drop off traffic. > Would like one non-Italian option for dinner. Ellen's or even Planet Hollywood. It's middle school, so burgers and chicken fingers are fine. > She was a little concerned about Canal Street - heard it was a little crazy, but at 9am on a Friday should be ok. She will investigate and advise if she decides on something else. > Asked about online payments. I didn't give anything definitive. > Re charter companies - wants to stick to Fauquier list. Not sure what happened last year since she didn't plan the trip. Something about since they weren't paying Gunther directly the county maybe didn't know about it? She wants to play by the rules. 10/25/16: > BT sent BSSF to Rachel and informed her of Academy bus only 54 pax. 10/27/16: > BT, I see where CH sent our a 2nd round of CQRs / reminders on 10/27/16. Not getting much response here - she may have to go with Academy. > Other than the bus choice, what else are we waiting on with this group? 11/3/16: > Rachel wants to proceed with Academy as charter choice. > She has not mentioned the Canal St. thing again, so she is ready for K. 11/9/16: > BT passed on OK to Pay to Rachel for Wicked tix per HMS. 11/10/16: > BT got EM from Rachel. She has an info meeting next week for her trip, so she will be getting committments from folks and is aware of the due date for the OK to Pay. > She is definitely interested in online payments. Please advise when K is ready and we have confirmation from Academy so we can get her set up with Tilly. 11/14/16: > BT had GTM with Rachel to complete rate worksheet. > She has all the info she needs for her parent meeting on Wednesday and will let me know what she decides to charge for the trip and amount for online payments. 12/20/16: > This group is ready for K! 12/22/16: > BT texted back and forth with Rachel re: $ collected and price for online payments. > She is charging the kids $675. She has collected a $50 deposit from everyone and a $170 payment so far. So invoice 1 should be for $220 per pax. > Remaining balance of $455 should be split between the other two payments of $227.50 on Tilly. > She didn't mention a different price for adults so I texted her back to double check. > FYI - the number of students and adults she told me for the rate worksheet is 34 + 20 = 54. Same pax count, just a few more kids and less adults. 12/23/16: > BT confirmed with Rachel that all pax are being charged $675. > Some adults are going to be in quads with their kids, and a large portion of transportation is going to the students, so she did the math correctly. 01/05/17: > BJS prepared TO K Version as well as IUOG K Version and did PDF of TO Pack - K Version. > BJS sent due dates. > BJS and CH will work on Tilly stuff tomorrow as soon as we hear from RJ. There will be two (2) payments for both students and adults and no designation on Tilly as to occupancy type, just $227.50 / payment x 2 payments. > BJS emailed 1st Payment INV #6131, $11,880.00 due 01/20/17. This represents the $220.00pp she has already collected. > BJS prepared 2nd Payment INV #6132, $12,285.00 and made due 02/16/17. This represents the first of the two (2) Payments to be made via Tilly. > CH, ready for K / E-Agreement. Due back 01/13/17. > HMS, as this has gone to K, please review and proceed as needed. I see here shows (2) appear to be secure, but not much else seems to have been done as it never made it to your desk :-( _x___ CH _1/6/17___ ____ HMS ____ 1/6/17: > BT got email from Rachel, she is asking for us to send her a w-9. > Not sure what this is or what it is for. Please advise. > She also asked for a "different date" on the invoice. I will inform her that while we can't change the due date, she can make a partial payment if necessary. 1/6/17 > CH printed E-Agreement for BJS to sign > MES, please process GLH per SOP > As this group is now UNDER CONTRACT please proceed as needed. ___x__ MES sent out 1/6/2017 ___x__ HMS __2/1/17___ 1/18/17 > MES TPL letter received. 1/25/17 > MES Check #010241 was received in the amount of $2,200.00. 2/14/17: > Rachel informed BT that they need to, if possible, reduce Broadway Show tix by 1. > They had a mom diagnosed with cancer recently and she has decided not to attend the trip. > BT emailed this to HMS. 3/10/17: > BT forwarded the following email from Rachel to HMS and spoke on the phone re: the note from 2/14. The mom with cancer passed away - she wants to know if Broadway will reimburse that ticket. IMO, if they don't - CCIS should reimburse it to show good faith. HMS agreed. Good Morning, I’m working on finalizing all of our paperwork for you. Should be done by the end of next week when it’s due. I did want to inform you that my student’s mother who was struggling with cancer passed away two weeks ago. The child is still attending the trip and is actually already back at school. Obviously the final participant count is being adjusted as luckily it’s not due yet. However, am I to truly believe that the Broadway community would not refund a ticket for a parent of a middle school child who passed away? I grew up on Long Island and went to Broadway shows in groups multiple times a year with my chorus and drama club. I truly have a hard time believing that they would be unwilling to refund us for a ticket of an individual who is no longer on this earth with us. If it’s okay with you, I’d like to contact them myself and hear from them directly that they are unwilling to refund 1 ticket for a parent who has passed away. I know the Broadway community is not so cold. Now, the other extra tickets that were ordered because of students who have dropped out I totally understand and we are trying to sell them to friends and family who live in the NYC area. I appreciate your help in this matter. If your company is not able to get the ticket refunded, I will be calling the group ticket sales myself next week to hear it directly from them. Thank you, Rachel Cassidy Davis > HMS will call and advise. 3/17/17 > CH reviewed all forms rec’d on 3/17/17 (RL, FPGF, HIF & FAF). > Total Pax = 36 PAX (25 + 11). > RMS / PAX 05 Q / 20 04 T / 12 02 D / 04 00 S / 00 TOTALS = 11 ROOMS and 36 PAX (25 + 11). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL pack to Hotel on 3/31/17 – PCCF due 3/30/17 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 36 bags and 72 tags. __x___ MES 3/23/17 Bags and tags sent via FedEx ____ HMS ____ 03/28/17: > BJS reviewed final numbers and we are well below K minimum. > Re-ran rates with FPGF numbers and removed GTV dvd; otherwise everything else stays as presented. We are still losing nearly $1000 ok K projections, but since they are a new clients, we will try to soften the blow. > Final INV should have charged for 7 extra show tickets to both shows based on the OK to Pays, but since we received credit for the one ticket from the mom who passed away, the INV shows just 6. > Final INV included $3,410.00 for the monies collected through Tilly. > BJS emailed and mailed final inv #6198, $19,325.24 and made due 04/10/17. 05/08/17 > MES Two checks received for invoice #6198. From Warrenton MS Check #002067 in the amount of $13,609.00; from Auburn MS Check #010442 in the amount of #3,930.00. This leaves a balance of $1,786.24. > Payment received through Tilly on 3/31/17 for $227.50. > BALANCe DUE ON ACCOUNT = $1,558.74. 5/9/17: > BJS emailed Final Itinerary to Rachel et al - Rachel: Attached please find an advance copy of the Final Itinerary for your group’s up-coming trip to NYC. 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 coupons, dining cards, meal credit cashier’s check, etc., will be delivered via FedEx later this week. Should you have any questions or concerns, do not hesitate to reach out to Brett (301.442.5839) - he 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. 05/30/17 > MES Check #002115 received from Warrenton MS on invoice #6198 in the amount of $884.50 balance remaining is $1,096.24. 5/30/17: > BT had trip de-brief with Rachel. > Re: payment received: balance is coming from Auburn - on the way! > Great trip - envelopes for organization was great. > Great bus driver. > Helps that she knows NYC since she went last year. > No problems. All went well with the extra student. "Little sketchy", they wrote her a check for cash and extras. But all worked. > Sometimes their school emails will get blocked. Be sure to check in via text to make sure she gets everything. > One annoying thing was dealing with two school making payments and audits with her business office. Perhaps make all invoices to one school, and have the other school pay that school directly. All shit on her end...just something to keep in mind. > Rachel is leaving and moving to CO. Crap. Cris Adams is replacement. Need to reach out, not sure if she will travel. Eunbit still OD at both schools. Want to travel but nervous since Rachel is leaving. Little hesitant with the planning. > I'll stay on it! 06/05/17 > MES Check #010582 received for invoice #6198 from Auburn MS in the amount of $1058.00. Remaining balance due on NYC is $38.24. 7/1/17: > Rachel sent tour eval by email since she wasn't able to print it: No copier or scanner but I wanted to get you the feedback. Auburn & Warrenton Middle Schools NYC Rachel Cassidy Davis 6/30/17 I - 5 Comments - very easy II - 5 Comments III - 4 Comments - very nice, just a little far IV - 5 Comments V - 5 Comments - it was nice not be at a Hard Rock Cafe but would suggest doing 2 different 'kinds' of food for the two dinners. We had Italian both nights. VI - n/a Comments VII - 5 Comments VIII - 5 Comments - loved the money/ticket envelopes. IX - 5 Comments X - 5 Comments XI - I didn't feel extremely comfortable having the check for the cash written directly to me. I wonder if there is a way to do it through the school? XII - yes
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