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General Trip Information
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Fri May 11, 2018
Trip Name
Fitch High School Choir-New York, NY-04-05-2018
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Fitch High School Choir
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Trip Notes
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( E-Mail Corporate )
Fitch HS ---> NYC 397 miles/6.62 hours 05/12/18 > Fitch Choir will be participating in rehearsals and a performance of The Music of Eric Whitacre on the DCINY Concert Series. The residency schedule is as follows: April 5, 2018 (or before) – Arrive in NYC April 6 + 7, 2018 – Half-day choral/piano rehearsal April 8, 2018 – Sound check, performance and post-concert Artist and VIP Patron Reception with dinner April 9, 2018 – Travel home or stay longer in the city > They need bus,hotel, and meals, and inexpensive activities. > They price for participation is $790 as it is, so they want to keep the additional costs as low as possible. 06/17/17 > EM received from Bill wanting to know where we are in the planning process. He is meeting with his students in July and would like to present them with something at that time. SN is finding out what date that actually is.. > Also wants to do a VA performance on Thursday.. 06/27/17 > Bill EM'd saying the meeting with the students will be July 11th. He has not heard back from DCINY regarding specifics on times. SN asked about the time on July 11th and also stressed that without an itinerary from DCINY, that it will be difficult to develop things on our end. > Bill EM'd and said we could have from 9:10-9:20am. Meeting goes from 9-11am on July 11th. > Response from Bill via EM: I am dealing with them, but they may want to be in contact with you guys. I am not 100% sure. Jason won't get back with me. -payment -arrival times, etc. (once I get all that Info) > Also. Looking like we will perform at the Lyons VA in NYC at some point. Not sure when. Need to know when the rehearsals and performance times are. ughhhh 7/13/17: > Bill sent Em to BJS - Hey Bryan~ I hope you are well. Unfortunately, again this year, I can't attend the golf outing. I hope to be able to one year before I retire. I want to drop you a line, being transparent with you. Due to the complexity of my tour this year to NYC, my building administrator has asked me to get three quotes for the tour cost. The three quotes will come from CCIS, Bob Rodgers, and Artist Travel Consultants. I have been asked to share the quotes with my administration team when I get them. I will be transparent with you as well and share them with you as well. Obviously, CCIS is my first choice, and I have CLEARLY communicated this with them. If there is a price difference, is there any possibility of a price match? As of today, I have no quotes. It's still early. Please know I am a loyal client of CCIS, but, I am being asked to get more quotes for this tour. Thanks Bryan and I will be in touch. ~Bill Klein 7/13/17: > BJS replied - Bill: I am sorry you will not be able to golf with us this year – already thinking about retirement, are you – LOL! Thank you for your honesty. I am so appreciative of your loyalty, support, and understanding of what we do and the level of excellence and customer service we constantly strive for. Stephanie mentioned that you were to have a conversation with the producer of the Carnegie Hall event either yesterday or today. I hope this has taken place and you can give us an update on the general outline of the choir’s schedule with them, for without that, it is impossible for us to know what you will need to fill your group’s time when not involved at Carnegie Hall. Without this information, preparing package rates is a serious challenge, as I am sure you can understand. I also wanted to let you know that Hollie has reached out to them directly for information and unfortunately, they have been unresponsive to our attempts. As soon as we have a better idea of the time that is already committed to Carnegie Hall, we will be able to complete your trip planning, and of course, we can make any changes you may want and / or need in order to make 100% certain CCIS provides you with the trip you want at the price you need. Thank you again Bill – as always, you are a delight to work with and we are excited for the opportunity your students are going to have in NYC!!! Do not hesitate to contact me if you have any questions or concerns. All the best, BJS. 7/26/17 > EM from Bill about the schedule in NYC: > Travel Day-April 5 1. early departure 2. VA performance this day > Two days of rehearsal on April 6 and April 7 1. One rehearsal is 9-12:30 2. One rehearsal is 1:00-5:00 3. We can plan the days, we just don't know what day of the week each rehearsal is on > Concert Day April 8 -Rehearsal at 10:00am -Show at 1:00pm -after party right after (3-5ish) > Would like to sing at 9-11 memorial at some point if possible and give kids time to explore Time Square. > Here is a link to the VA we will be performing at on tour. I thought it may help with the planning for the trip. Here is the link: https://www.newjersey.va.gov/locations/Lyons_Campus.asp (Bill is making these arrangements) 7/26/17: > BJS and HMS completed working IOG since DCINY stuff is not confirmed for days and times. > CH, ready for CQRs. > CH, hotel will be just 3 nights, not 4. Check out is Sunday. > We will hold off on making specific reservations until we know what exactly is happening with DCINY. __x__ CH _7/26/17___ 7/26/17: > BJS sent EM to SN re; Broadway Shows - SN – Bill has three Broadway show possibilities for Friday night, due to his limited budget: Sponge Bob Square Pants (The Musical) +/- $40 My Fair Lady or School of Rock – both +/- $50. Please share with him for a decision so we can continue with his pricing – thanks!!! 7/26/17: > SN, please share the following with Bill - (do NOT send the IOG)! > based on 45 + 50 pax, CCIS package rates are as follows: Quad: $469 Triple: $509 Double: $609 Single: $899 - 2 Comps - 3 Hotel Nights (NJ Hampton Inn) - 11 Meals (Lunch Thursday - Dinner Sunday) - Guided City Step On Tour - Shopping Time - Broadway Show (up to $50 budget) - Harbor Cruise - + all the usual CCIS inclusions. > Charter quotes have been requested from 5 carriers and rates will be provided upon receipt. 7/31/17 > Bill still has to receive quotes from other companies to fulfill school admin's request to do so, however Bill says he definitely wants Baron's as his charter company. > Bill has also reiterated that he will share any and all other quotes with us. 8/11/17 > Bill called SN this morning saying that CCIS is definitely approved to do their trip. > Bill EM'd SN with VA hospital information, forwarded to BJS and HMS. 8/19/17 > EM received from Bill says he is not interested in any Broadway shows for this trip. 9/6/17 > Bill EM'd asking when they can have a contract 9/8/2017 >HMS spoke with Stephanie and NO Show >Added Time to explore Times Square 9/10/17: > BJS updated rates in system, deducted $50pp since they are not doing a show. > Q is now $419. > K due 9/20/17. > First Payment INV, #6253, due: 10/20/2017, $7,235.00 > Second Payment INV, #6254, due: 01/04/2018, $10,914.00 > BJS reviewed and then CH created TO K Version. > CH, ready for E-Agreement. Please send before close of business on Tuesday, 9/12/17. Thanks!!! __x__ CH _9/11/17___ 09/19/17 > MES printed fully executed contract and TO > MES processed GLH per SOP > As this group is now UNDER CONTRACT, please review all and proceed as needed. __x___ CH _9/20/17____ _____ HMS _____ 10/09/17 > MES Check #166874 in the amount of $4,000.00 was received. 11/8/17 > EM received from Bill, asking to eliminate Canal Street and replace it with more time in Times Square instead. > Bill also wants to know if they can go to the 9/11 Memorial and Museum and possibly perform there? Could Canal Street be replaced with this? > Also, his numbers are slightly larger. He says he will have 56 total, as he actually already received 51 deposits and still has 4 adults going. 1/16/18 > Bill wants to add the 911 Museum and can be billed accordingly, if this is still a possible addition. 01/24/18 > KMH recived check #167751 for $10,914.00 02/06/18 > Phone call from Bill this morning regarding VA performance. VA says they can perform at 1pm if that works, which means they would be able to be out by around 3:30 2/26/18 > SN reviewed all forms rec’d 2/2-2/26 (RL, FPGF, HIF & FAF). > Total Pax = 55 PAX (51 + 4). > RMS / PAX 12 Q / 48 01 T / 03 02 D / 04 00 S / 00 TOTALS = 15 ROOMS and 55 PAX (51 + 4). > The group will be traveling on 1 bus 02/27/18 > CH reviewed all forms processed by SN (RL, FPGF, HIF & FAF) > Total Pax = 55 PAX (51 + 4). > RMS / PAX 12 Q / 48 01 T / 03 02 D / 04 00 S / 00 TOTALS = 15 ROOMS and 55 PAX (51 + 4). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH sent RL to Hotel > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > KMH, Please set up group’s GTV > KMH, Please notify the ARC to send 55 bags and 110 tags > JAF, Ready for Final Invoice > The group will be traveling on 1 bus > Comps are firm at 2 at the double rate > Pricing is as listed below in red ____x_ JAF _2/27/18____ _____ KMH _____ ____ HMS ____ 2/27/18: > JAF created Final INV # 6393, due 3/9/18, $ 15,501.00. Mailed & Emailed. C to KH. 03/05/18 > KMH received check #168023 for $15,051.00 3/8/18 > Fitch received a donation to use to see a Broadway show. HMS forwarded SN show information which was passed on to Bill. He made the following suggestions in order of preference: 1. Aladdin 2. Blue Man Group 3. Chicago 4. My Fair Lady 5. Sponge Bob 3/19/18 > SN received notice via Slack from HMS that Aladdin is available for a 2pm show, however the price is $7820.50 which is over their budget. SN EM'd Bill to see if this would work or if we needed to find another option. > EM received from DCINY regarding a backstage boxed lunch: "Unfortunately, due to the house rules of Carnegie Hall, we won’t be able to accommodate any form of a delivery. I did talk to our production team, and they ask that your students have a small disposable snack. Please be mindful of peanut allergies as they will be backstage with the other members of the act. It was also recommended to give them a larger meal prior to the rehearsal or give snacks prior to the rehearsal for them to eat later. There is only a 15-20 minute break from 12:15-12:30 before they need to be lined up for the performance. The chaperones won’t have access backstage after the general rehearsal has been completed and the students won’t be allowed to leave the building." > SN forwarded this EM to Hollie via Slack and EM. > Update on food delivery: Bill says they will handle the snack arrangements and we should not do a boxed lunch. He received Target gift cards, which he will use to purchase water, granola bars, etc. > Aladdin update: Bill put a requisition in for additional funds, so this will probably be fine, but he will confirm NLT tomorrow. 3/20/18: > BJS emailed INV #6412, $7,133.00, due 4/3/18. This is for the Aladdin tickets less the canceled NY Box Lunch meal which they have decided to fore go. 03/22/18 > KMH sent chashiers check via FEDEX ground to Bill's home address. 3/26/18: > BJS emailed Final Itinerary BOOKLET to Bill et al. > KH, please mail Final Itinerary box on Tuesday to Bill's Home Address via FedEx Home Delivery. ____ KH ____ 03/27/18 > KMH sent FI Box to Bill's home address via fedex home 03/28/18 > KMH received check #168210 for $7,133.00
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