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Wed Jan 17, 2018
Trip Name
Knoch High School Band-Chicago, IL-11-15-2017
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Toronto, Ontario, CA
Toronto, Ontario, CN
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
Dbl
Trip
Quad
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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 )
Knoch HS --> Chicago, IL 460 miles / 7.5 hrs non-stop 04/27/17 > SN has been in EM correspondence with Amy Smith, in planning a Chicago trip for the band in November 2017. > Depart evening of 11/15 and return after the parade on 11/18 > Magnificent Mile Mickey Mouse Parade - 11/18 > Activities can include a dinner cruise and/or Tommy Gun's, Blue Man Group > Rick Hayden doesn't want a lot, if any, shopping time. > $700-750 budget > They would like to meet within the next week or so to select a company, as they are once again taking bids. 5/3/17 > EM received from Amy Smith asking if we can have a proposal ready for their May 8th meeting? 05/07/17: > BJS completed IOG. 05/08/17: > BJS completed attachments and ran rates for all three tiers. > This group is getting quotes, so this is a JPP TO. > CH, ready for JPP TO. > SN is delivering hard copy today for tonight's Booster meeting. 05/09/17 > SN received text from Amy Smith saying they are going to use CCIS again this year! Amy then emailed the following adjustments they would like to see: Hi Stephanie! Here are the adjustments. Thursday Busses arrive 12 am Depart Knoch 12:30 (these are guesses for arrival in Chicago for the morning) Breakfast at Hard Rock Cafe Field Museum of Natural History Navy Pier ($10 Lunch Stipend) Check into Hotel and prepare for evening Dinner Blue Man Group Friday Hotel Breakfast Shedd Aquarium The Berghoff (Lunch) Weird Chicago on Off Tour Sky Deck Tommy Gun's Garage Dinner Theater Saturday Hotel Breakfast Art Institute Gino's East Side Pizzeria Parade Subway Boxed Dinner To Go Depart for Knoch 05/09/17 > Based on the suggested adjustments, BJS replied to SN with the following information which SN shared with Amy: * We set the load and departure times based on required drive times and time zone change. * Based on hotel location – There really is not time to go out to the hotel and then back into the city – this is why we put in Medieval Times – it you want Blue Man that night, that is fine, but you will not be able to go to hotel first unless you drop Skydeck. * In the interest of time, we would suggest you apply for the parade directly. 05/10/17 > EM received by SN from Amy requesting parade contact information and had the following response to the above answer regarding their adjustments: We had moved the Skydeck to Friday, on what we had sent you, so we should not have to completely drop it, and that would also give us enough time to go to the hotel to allow for everyone to freshen up and take a breath after traveling all night and sightseeing during the day. Mr. Hayden would like to go to Tommy Gun's and is not a fan of Medieval Times, so that is what we would like for Friday night. > BJS replied via EM that we could do this. > Amy called SN and said they need 6 comps and they want to use Lenzner 05/15/17 > Amy and SN spoke today and Amy says they cannot get approval on the trip until the June meeting, therefore they cannot commit to a contract until then. > With this in mind, Amy says they cannot get deposits until July, but she feels they will just go for a full payment at that time and not just a commitment level deposit. > They still need to see the updated TO. > SN asked if they had tried to contact the parade, based on the contact phone number found on the Magnificent Mile event website, and Amy did not know. SN called late last week with no response. > They have their money collection system pretty well established and are not interested in online payments. 05/17/17 > SN called Amy asking if they had heard anything from the parade organization yet or made an attempt to contact them? Amy says she will text Rick and ask if he has tried to reach them and let me know.. 06/09/17 > Knoch has given up on the idea of doing the parade and would still like to go to Chicago, but still do a performance. > Budget and dates remain the same. 06/15/17 > HMS suggested to SN that the group perform at the Adler Planetarium and take out either the Field Museum or Aquarium. They also need to decide if they are going to do the activities already scheduled on Saturday morning or if they are going to leave earlier. > SN spoke to Amy Smith about this and she shared this with Rick. Rick would like to possibly do a performance at a historical landmark as he worries there will not be an audience at the planetarium. > SN shared their concern with HMS, who along with CH is looking into a landmark where they could perform. 06/26/17 > Amy EM'd SN asking about the new TO status. 06/28/17 > Amy EM'd SN asking about the new TO status, as she is going to see Rick and most of the board tonight. > HMS and CH EM'd SN with application information about the Daley Plaza Under the Picasso performances which happen weekdays at noon, as another option instead of the parade. > HMS was given a lead through the Tourism Bureau regarding the parade, so this is a last ditch effort to try to get contact with the organizers for this event. > SN let Amy know via EM about HMS's potential contact the Daley Plaza option. 07/06/17 > Amy says Rick likes the Daley Plaza idea and that this would be a good backup if the latest parade contact falls through. 7/10/17 > Amy LVM asking what the status was, as they have a meeting tonight. (This is the first mention of a meeting on this date!) 7/14/17 > Amy Smith called and they want to depart for home Saturday morning right after check out. > They would like to keep as many of the originally planned activities as possible, including time at the hotel to get ready for evening dinner/show, especially on the first night. 7/23/17 > Based on EM received from Rick, regarding the technical stuff within the application, the group does NOT need the following: CD/cassette Podium Microphone Piano Tables and Chairs Wheelchair accessible ramp Power Outlet Additionally, they utilize their own students for the American flag and any banner they might use. The one thing they WOULD like, is a changing area. > SN EM'd HMS all this information. 7/31/17: > BJS completed RE 1 rates as well as TO Rev1 and sent to SN as a PDF. > Need Go to K ASAP!!! 8/7/17 > Amy EM'd saying we could go to K. Also, she would get authorization for the OK to Pay for School of Rock. 8/15/17: > BJS renamed TO to K Version and took out the unneeded stuff. > CH, ready for K - please send this afternoon if at all possible - Amy Smith, Trip Coordinator, is the point of contact. > Just two invoices total for this group since departure date is so close. > #6235, $28,684.00, due 9/8/17. This invoice includes half of the transportation, again, since trip is so close. Forms all due 9/11/17. Final Balance will be due 10/6/17. __x__ CH _8/15/17___ 8/17/17 > CH printed signed contract > As this group is now UNDER CONTRACT, please review and proceed, as needed. > MES, please prepare GLH, mailed USPS Priority __x___ MES _8/17/17____ _____ HMS _____ 09/06/2017 > MES TPL received 9/15/17 > CH reviewed all forms rec’d on 9/11/17 (RL, FPGF, HIF, FAF). > Total Pax = 88 PAX (72 + 16). > RMS / PAX 04 Qt / 20 11 Q / 44 06 T / 18 03 D / 06 00 S / 00 TOTALS = 24 ROOMS and 88 PAX (72 + 16). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL pack to Hotel on 10/6/17 – PCCF due 10/5/17 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please prepare 88 bags and 176 tags for SN to hand deliver. _____ HMS ____ _10/25____ MES email sent to ARC to process bags and tags. 9/23/17: > BJS and JAF prepared and emailed final invoice #6265, $55,613.00, and made due 10/6/17 - the K due date. > BTW, we have no record of receiving any payments thus far from this group for this trip!!! The $55,613.00 represents the entire balance. 10/02/17 > MES Received payment for invoice #6236, Check #1743, in the amount of $28,684.00. > Balance Due = $26,929.00. 10/13/17 > They are adding an escort _ SN will be going on this trip). > CH, please add hotel room for the Escort. > HMS, please add Escort to all totals. > Cost of Escort = $1200 ($400 / day) > Group has decided to take BJS recommendation and drop the Apple Watch and USBands Membership in order to cover a portion of this cost. BJS has marked INACTIVE. > The group will owe an additional $800 to cover balance of escort, which they have agreed to and will need an invoice for. > BJS updated count on Bible screen to 89 (72 + 16 + 1). > BJS updated count on IOG and Status Schedule as well. > BJS attached escort. > BJS emailed INV #6298, due 10/23/2017, $800.00. _x___ CH _10/13/17___ ____ HMS ____ 10/19/17 > MES Check #1760 received in the amount of $27,729.00 for the remainder of invoice #6236 that was $26,929.00 and invoice #6298 of $800.00. 11/3/17: > BJS emailed Final Itinerary to Rick and Amy et al . . . > SN will take FI Packet with her when she escorts.
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