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Fri Jan 12, 2018
Trip Name
Butler High School Band-Toronto, ON, CA-11-17-2017
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Toronto, ON, CANADA,
Toronto, ON, Canada, CO
Toronto, Ontario, CA
Toronto, Ontario, CN
Toronto, Ontario, CA,
Torrington, CT, CT
Totonto, CT
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X, PA
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
Dbl
Trip
Quad
Quint
Sext
Start
Date:
Time:
End
Date:
Time:
Contract
Due
Received
Deposit
Due
Received
Partial Deposit
First Payment
Due
Received
Final PAX
Due
Received
Final Room List
Due
Received
Hotel Info Form
Due
Received
Balance
Due
Received
Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Butler to Niagara Falls Canada = 220 miles / 4 hrs non-stop Niagara Falls Canada to Toronto = 80 miles / 1.5 hrs non-stop Toronto to Butler = 295 miles / 5 hrs non-stop Mandarin Restaurant (Etobicoke) to BHS = 285 miles / 5 hrs non-stop 01/19/17: > BJS added trip to system. > On 01/09/17, Jeff sent Em to Craig with the Parade Committee in Chicago to see if he could get confirmation on their participation. > BJS sent EM to SN today and asked her to follow up with Jeff on 01/20/17 to see if he has heard anything. > CH, please reach out to BMG re: rooms in Toronto. When they last did this trip in 11/2013, BMG made arrangements for them to stay at the Westin Harbour Castle - they really like that and would love to stay there again if available and rate is comparable. This time they are going to be there 2 nights, Friday and Saturday - in 2013 it was just Saturday. 1/20/17 > SN EM'd Jeff about any updates regarding the parade. > Jeff replied saying he has heard nothing from the organizers and is getting annoyed. 02/20/17: > Jeff called BJS - > Since Wyndham Harbour Castle came back at over $250 / night + $50 for breakfast, Jeff said he is OK with staying somewhere nice in the suburbs. They are used to nice hotels. This will allow the buses and the truck and equipment trailer to stay at the same hotel. > CH, please advise BMG of this change and direct them to find somewhere nice in the burbs if downtown is not going to be a cost effective option. > Jeff also went back through his idea of the itinerary . . . > Friday AM - Depart school, Niagara Falls with hoagies for lunch provided by boosters, and then to hotel and Dinner / Show at Medieval Times. > Saturday - Guided City Tour, lunch at HRCafe, CN Tower, Eaton Centre, Dinner at Spaghetti Factory and then b-way style show. > Sunday - Parade and then home, > Jeff is telling his parents trip will be no more than $850 inclusive and BJS agrees that we can definitely work within this budget. > CH, please complete IOG based on these notes and then put in BJS mailbox for his review. _x___ CH _2/21/17___ 04/01/17: > BJS reviewed and updated IOG. > BJS sent EM to Jeff with IOG attached for is review and comment - Jeff: Please review the attached and advise. I know at one point there was discussion about a later departure from school on Friday AM, but I think in order to give sufficient time in Niagara Falls to see both the falls as well as spend some time on Clifton Hill (Fun Street) we should do it as outlined here. This will also allow you to get to the Marriott Eaton Centre shortly after 4PM, in an effort to arrive the hotel downtown before the peak of Friday afternoon rush hour, I am leaving in about an hour for Memphis and will be there through Tuesday evening, so email is the best way to be in touch. As soon as I have your comments, I will pass along to Christi and Hollie so they can start to get rates finalized. Thanks, BJS. 04/01/17: > Jeff replied to BJS EM with the IOG, per Jeff 1. We will need to depart no later than 6:30 AM to avoid school traffic. (15 minutes earlier than on the plan). 2. I wanted an all you can eat on the way home. The kids will be starved after the parade. $10 meal credit doesn't go far. I was hoping it could be as close to the parade as possible. Breakfast then dinner with no lunch will not work. We need to work this one through. 04/02/17: > BJS replied, we will adjust the depart school time as requested. > We will find an All-You-Can-Eat Buffet for Linner as close to Toronto as possible. 04/02/17: > BJS updated IOG. > CH, please send to Baron's for their quote. > CH, please confirm and attach hotel and do the breakfast with the $1 additional for the yogurt. Also, check with hotel about any security requirements and bus parking. > CH, please update and make your hotel and transportation attachments and then pass along to HMS so she can make her attachments. > HMS, please complete your attachments / updates and find an AYCE place for dinner (even Golden Corral-like) for their linner following the parade. Jeff would like this to be as close to Toronto as possible as soon after the parade as possible since the students will not be having lunch because of the 12:30 Parade step-off. If you have questions about the location, use Google Maps and see some options between Toronto and Niagara. Maybe in the Missassagua area (but not Playdium). Again, he is thinking someplace like Ryan's / Golden Corral, etc. > BJS would like to be able to have TO to him NLT the end of the is week, _x___ CH _4/3/17___ __X__ HMS __X__ 05/03/17: > BJS completed rates and sent to CH for TO. > TO completed TO and then BJS reviewed and printed / bound. 05/04/17: > BJS emailed TO PDF to Jeff and SN. > Hard copy is being delivered to the school. Jeff: Attached is your group’s Trip Orchestration as a PDF file. A hard copy will also be delivered to the Senior High. I hope you are well pleased. Keep in mind, there could be fluctuation in the final rate due to any variance in the exchange between the US and Canadian dollar as these prices are based on the exchange rate at the time of proposal preparation. 05/12/17: > BJS updated site visit to a 2-night stay and then completed TO K Version. > BJS completed Invoices for the first Three (3) Payments and emailed. Payments are due May 19, June 30, Aug 18 and then Oct 2 (final). > CH - Ready for E-agreement. Careful, there are a total of 4 payments of this group. Please do NOT include the Watch, Site Visit, or Rewards Program in the CIA. E-mail today if at all possible - thanks!!! __X__ CH _5/12/17_ 5/12/17: > CH sent E-Agreement. > BJS EM'd Jeff - Jeff: See Contract Version Trip Orchestration attached. I updated the Site Visit to the two-night stay! E-Agreement has also been sent and the Apple Watch, Rewards Program and Site Visit have been removed from the Contract Inclusion Attachment in that document. Have a great weekend!!! BJS. 5/15/17 > CH printed signed e-agreement for BJS to sign. > As this is now UNDER CONTRACT, please review carefully and proceed as needed. > MES, please prepare GLH per SOP. ___x__ MES 5/15/17 Hand delivered by SN _____ HMS _____ _____ BJS _____ 05/22/17 > Check #3528 received for the invoice #6207 in the amount of $30,000.00 (first payment). 7/6/17 > Jeff called SN, asking for more details regarding reservations and confirmations for his site visit. SN texted Hollie, who then EM'd Jeff the appropriate information. SN checked in with Jeff to make sure he did receive it. 7/26/17 > MES Received check #3537 in the amount of $50,774.00 paid on invoice #6208. 08/21/17 > MES Check #3553 was received in the amount of $50,774.00 for invoice #6209 (Third Payment). 9/15/17 > CH reviewed all forms rec’d on 9/12/17 (RL, FPGF, HIF). > Total Pax = 261 PAX (223 + 37 + 1). > RMS / PAX 52 Q / 208 07 T / 21 14 D / 28 04 S / 04 (includes Escort) TOTALS = 77 ROOMS + 2 sick rooms = 79 ROOMS and 261 PAX (223 + 37 + 1). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL pack to Hotel on 9/29/17 – PCCF due 9/29/17 > CH reminded SN that we still need his FAF > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please prepare 260 bags and 520 tags for SN to hand deliver. Please note that there is an escort included in the 261 PAX count who does not get bag/tags therefore only 260 / 520 bags & tags. _____ MES _____ ____ HMS ____ 9/25/17 > Jeff confirmed with SN via text that he would like to stay with 6 coaches. > All necessary forms should be in DB, including FAF and PCCF. 9/27/17 > CH processed PCCF rec'd on 9/23/17 > REVISED ROOM / PAX count > Total Pax = 258 PAX (223 + 34 + 1). > RMS / PAX 52 Q / 208 06 T / 18 14 D / 28 04 S / 04 (includes Escort) TOTALS = 76 ROOMS + 2 sick rooms = 78 ROOMS and 258 PAX (223 + 34 + 1). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH sent Room List to Hotel > MES, please prepare 257 bags and 514 tags for SN to hand deliver. Please note that there is an escort included in the 258 PAX count who does not get bag/tags therefore only 257 / 514 bags & tags. _X____ MES 10/12/17 Prepared bags for Stephanie to deliver ____ HMS ____ 10/4/17 > CH added a room for the new escort > > REVISED ROOM / PAX count > Total Pax = 259 PAX (223 + 34 + 2). > RMS / PAX 52 Q / 208 06 T / 18 14 D / 28 05 S / 05 (includes 2 Escorts) TOTALS = 77 ROOMS + 2 sick rooms = 79 ROOMS and 259 PAX (223 + 34 + 2). > CH updated Bible numbers and IOG and printed. 10/20/17: > BJS updated rates on Bible screen to match Tier 2 pricing since final count, without the escorts, is 257 (223 + 34). > No PCCF fee, even though they had one. This is becasue the dollar is strong. > BJS emailed and mailed Final INV #6299, $26,351.00 and made due 10/30/17. > INV included two nights for the Equipment Truck Driver at the Holiday Inn, Sheridan Way, Mississauga. The bus drivers will also be staying there. 10/23/17: > Jeff sent note - Equipment Truck Driver only needs one night (Saturday) at the hotel. > CH, please advise hotel accordingly. Buas drivers will be there two nights, but Equipment truck Driver just Saturday. > BJS updated INVOICE accordingly and emailed to Jeff, #6299, $26,232.00, due 10/30/17. ____ CH ____ 10/30/17 > MES Check #3592 was received in the amount of $26,351.00 on invoice #6299 dated 10/20/17. 10/30/17: > JAF sent driver 2nd night room refund of $119.00 on ck # 10579.
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