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North Clarion High School Junior Historians-New York, NY-10-11-2017
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Hotel Info Form
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Contract Status
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Canceled
Trip Notes
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( E-Mail Corporate )
NCHS to NYC = 331 miles / 5.5 hrs non-stop Secaucus to Hyde Park = 88 miles / 2 hrs non-stop Secaucus to West Point = 55 miles / 1 hr non-stop West Point to HS = 350 miles / 6 hrs non-stop NCHS to West Point = 350 miles / 6 hrs non-stop West Point to NYC = 60 miles 1.5-2 hrs. 12/22/16 > They are considering NYC next year, from 10/11-14, but there are budget concerns. They really want to keep it in the $600 range, (which is not usually a workable amount for that period of time), however they do not want to go to any shows, which normally adds considerable expense. > They'd like to include Ellis Island, the Stock Exchange, Central Park, South Street Seaport, 9/11 memorial. > Next season will have a new coordinator, however Paula Williams will still be involved: Paula Judy - pjudy@nccsd.org 1/12/17: > SN received the following ideas from Paula Judy for an upcoming trip: Day 1: Air and Space (Intrepid) Museum, tour of city and dinner at Medieval Times (Lyndhurst, NJ) Day 2: Ellis Island, Statue of Liberty, Ripley's Museum, Vanderbilt Mansion, Walkway over the Hudson Day 3: Roosevelt National Museum, Val Kill, West Point, Saratoga National Park Day 4: Darwin Martin House, George Eastman Mansion, ? 4/11/17: > Paula Judy called and spoke with BJS about the whereabouts of their TO. > BJS explained that since some of these were to places we typically do not use, we were taking a bit more time than expected for research, etc. > She seemed to understand and BJS said we would have something to them by the end of thew week. > BJS and SN then had lengthy conversation about how to proceed, all the travel time this trip involves, etc. 04/12/17: > BJS completed IOG and ran some rates (ESTIMATES) to see where we are as far as proposed budget may be and to allow SN to share the IOG and ball park pricing with the Group Leader. > No reason to send out to BMG and charter companies until we know if this is doable within their budget. I would suspect transportation to be between $7000 - $7500.00. > REMEMBER, THESE NUMBERS ARE ESTIMATES, BUT I AM REALLY GOOD AT ESTIMATING AND THE PACKAGE PRICE SHOULD BE WITHIN $10 - $20 OF ACTUAL. > FYI, no Medieval Times in October on the nights they will be in town. BJS also took their suggestions and used most of them as time would allow, also a few of our own based on our experience. > SN, please share IOG and estimated rates (below, Q starting at $619) for there careful review and any changes they may want. > BJS copied some of the websites for the items that are not currently in our system. I see no reason to add these until we know this ia a go and these items are to be included. - Susan B Anthony - http://susanbanthonyhouse.org/visit-us/main.php - Eastman - https://www.eastman.org/group-tour-request - FDR - https://www.nps.gov/hofr/index.htm - Vanderbilt - https://www.nps.gov/vama/index.htm - Ripley's Times Square - http://www.ripleysnewyork.com/assets/uploads/group-sales-booking-form2-14-2017.pdf ____ SN ____ 04/18/17: > BJS sent EM to SN - Please add notes to system & PLD of IOG being sent – please update / advise as to current status, how are we to proceed. Thanks, BJS. 04/19/17 > EM received from Paula with suggested changes include the following: > Since they cannot take a 1/2 day on Tuesday, they would leave Wednesday morning at 1:00 am. Coach arrives at the school at 12:30 am. There would be a driver change at Delaware Water Gap. This places our arrival at Battery Park Wednesday morning at 8:30 am in plenty of time for ferry at 9:30. > Wednesday - They would like a different location for dinner. BJS suggested having pizza delivery at the hotel for the most savings to them. > Thursday – Perfect! > Friday – They are eliminating the Rochester day - do not check out of New Jersey hotel that night due to proposed changes on Saturday. Also it seems as though Medieval Times is open on select days in October and the 13th is one of them, so maybe fit that in as well. > Saturday – Add West Point tour in the morning. Eliminate everything else listed on Saturday. Lunch at Cappola’s Restaurant at Hyde Park and then depart for home. 04/24/17: > Paula EM'd the above changes to which BJS said we could work with. She would like this as a full TO now, with bus quotes. 04/28/17: > BJS created IOG Rev 1 based on changes / suggestions from Paula on 4/19/17. Discussed with SN - not all changes make sense that she suggested, so SN is sending to Paula so the can finalize Friday & Saturday. 04/30/17: > Per SN, they want to do the back and forth and keep Friday in Hyde Park as we had it and come back to the Meadowlands for Medieval Times. Saturday will be West Point, lunch and home. 05/02/17: > Saturday's Lunch spot - Coppola's Hyde Park https://www.coppolas.net/banquet-menu > BJS completed revised IOG based on their wants explained to SN with the back and forth between Friday & Saturday. > Hotel has been selected and CQR has been sent based on this IOG. > HMS is working on making reservations. 05/05/17: > HMS spoke with West Point and they cannot do a tour on Saturday as there is a football game that day and no tours. > HMS sent note to SN so she can share with Group for their decision. 05/09/17: > BJS and SN discussed IOG and moved West Point Tour to Wednesday as the first thing we do before going into NYC. Status of Liberty and Ellis Island will be Saturday AM before departure for home. > SN is sharing with group again to make sure they are OK with this and then we will proceed with final version and rates for K. 05/10/17 > EM received from Paula states they DO NOT need the $10 meal credit on Wednesday, as they will be bringing breakfast for the students. > Paula also asked if we know of a good rest stop where the kids can change clothes and "freshen up" before they start their day. > They wondered if they would be getting to West Point too early and asked if they could leave any later? 05/15/17: > BJS adjusted depart school time - it will now be 2:30 AM since they are going directly to West Point and group is providing breakfast for them to have en route, so a stop will not necessarily be needed; HOWEVER, they do want to make a stop at a rest stop to freshen-up before they get to West Point. > BJS revised IOG as needed to make everything work as nicely as we could make it. > HMS, group is ready for TO Revision, so please review ALL attachments and times carefully as there have been a few changes since some of this was completed. Update as needed. Put red folder on BJS's chair as soon as complete so he can get what is hopefully the final version of the rates and TO completed. Thanks! __X__ HMS __X__ 05/17/17: > BJS reviewed IOG and attachments. > Vanderbilt Mansion has been replaced with the Eleanor Roosevelt Home in Hyde Park because, the Vanderbilt Mansion will be under renovations when the group is there. Only the 1st floor and basement would be available to tour and all of the furniture will be removed at that time, so HMS made the executive decision to do the Eleanor Roosevelt Home in its place. It was also on the group's original list of possible inclusions. > BJS ran rates for all 3 tiers. > CH, ready for TO. I would like to be able have SN get to group today if at all possible. Thanks! > Also note, depart school time has changed to 2:30 AM and arrive home time is now 8:30PM. BJS changed this in the Bus Attachments, but the charter company of choice will need to be made aware as soon as they makje their selection. __x__ CH _5/17/17___ 5/17/17: > SN sent TO PDF to Group Leader. > MES, please bind and mail hard copy of the TO to Paula Judy, Group Leader, at the HS. Be sure to include the Travel Insured Trip Protection sheets at the back of the bound TO. Thanks! ___x_ MES 5/18/17 mailed 05/18/17 > SN just spoke to Paula Judy. Trip looks great as it is now. Delete GTV and confirm Mlaker as their charter choice. 05/23/17 > Jen Baron called SN yesterday, saying they were not getting good numbers of students to participate, due to the cost, and smaller numbers mean even higher prices. Jen EM'd changes they would like in order to save money: * Eliminate Saturday, October 14 from the trip. Travel home after Medieval Times Dinner on Friday. Will arrive around 3 am. * Replace West Point with the Statue of Liberty & Ellis Island on Wednesday. * Replace Hard Rock lunch with the Crown Cafe Meal voucher on Wednesday. > All other meals and sites stay the same. 05/24/17: > BJS updated the IOG accordingly. > BJS updated return home time in system. > BJS did the math and these changes will save $90 off the Quad Rate of $605, so the new Quad rate would be $515. > SN, please share IOG and this new number with group to get their decision and if this works, we will also get the revised charter rate from their selected carrier. It MAY go down a little bit as well, but since they are now driving thru the night on both end, I reaxly hate to venture a guess. _x___ SN __x__ 05/30/17 > SN spoke to Jen Baron this morning. Happy with the package price, rather unhappy with the charter price. Not sure if there is anything at all we can do about this . . . (there isn't). > They are ready for K. > BJS entered due dates and made some adjustments on Payment dates. > BJS prepared TO K Version. > BJS worked up rates for all 3 tiers, Q starts at $515, and entered below. > BJS prepared INVOICES. > CH, please send E-Agreement today if at all possible. Thanks! __x__ CH _5/30/17___ 6/12/17 > CH printed E-Agreement for BJS to sign > As this group is now UNDER CONTRACT, please review all and proceed as needed. > MES, please prepare GLH for SN to hand deliver. __x___ MES 6/13/17 GLH sent via USPS Priority _____ HMS _____ 6/21/17 > CH rec'd deposit ch#8558 $7,764 7/24/17 > MES received payment on invoice #6223 in the amount of $10707.00, check #8558. > Jen Baron EM'd SN stating forms have been faxed. 7/27/17 > CH reviewed all forms rec’d on 7/24/17 (RL, FPGF, HIF, FAF, Bus List). > Total Pax = 43 PAX (39 + 4). > RMS / PAX 06 Q / 24 05 T / 15 02 D / 04 00 S / 00 TOTALS = 13 ROOMS and 43 PAX (39 + 4). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL pack to Hotel on 9/7/17 – PCCF due 9/6/17 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 43 bags and 86 tags. ___x__ MES 8/7/17 bags and tags sent FedEx __X__ HMS __X__ 9/10/17: > BJS emailed and mailed Final INV #6250, $9,394.00 and made due 9/22/17. > MES, please place order for GTVs per SOP. Thanks! _x___ MES 9/11/17 videos (39) and mosaic (1) ordered for at total cost of #331.50. 0918/17 > MES Final invoice #6250 was received. Check #8567 in the amount of $9,394.00. 10/13/17: > BJS mailed Welcome Home card.
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