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Fri May 11, 2018
Trip Name
Cranston East and West High School Choir and Orchestra-New York, NY-04-13-2018
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Trip Notes
( Print Note )
( E-Mail Corporate )
Cranston East High School ---> NYC 180 miles/3 hours non-stop DISCOVER STUDENT TRAVEL Trip 06/16/17 > SN spoke to Emily Johnson, Choir Director, today about an upcoming NYC trip for the choirs and orchestras from Crantson East and West High Schools > The two schools travel together, so this could potentially involve 4 ensembles (2 choirs & 2 orchestras) > Depart Friday no earlier than 8am, stop for lunch right before NYC. Emily says there is a good rest stop with lots of options right at the state line that they have used in the past. > Sightseeing on Friday, dinner, and Blue Man Group > Saturday they want to participate in the Performing Arts Consultants festival, which means they will have dinner at Medieval Times as part of the awards ceremony. > They would like to sightsee on Saturday before the PAC events. > Sightseeing can include the following: Times Square (she suggested this on Friday), Statue of Liberty, 9/11 Memorial, Bronx Zoo <-- Emily seems to really want to go to the Zoo. > Sunday depart early afternoon, after an activity that morning (zoo, Statue of Liberty, whatever fits) > Overnight security > Wants to stay in NJ in a hotel property where breakfast is available. > All the chaperones are teachers, so she does not want them to pay for their trip. > She is required to get bids and is really looking for an all-inclusive trip. Emily shared the price of the other bid, which was $660-712, including bus at 40 per bus with an upcharge for numbers under 40 per bus. > Admin makes the decision on what company to use, usually based on the lowest bid, however she can recommend not the lowest bid if she can provide a reason for doing so. > They need to have it approved by administration by the start of school (Tuesday after Labor Day), but she would like to have information in hand to review by the beginning of July. 06/27/17 > SN LVM and EM'd Emily, asking for preferred/approved charter companies for their district. 07/05/17 > LVM and EM Emily about preferred charter choices. 7/14/17 > Emily EM'd SN saying their district uses Flagship or Academy exclusively for their travel. 07/27/17: > BJS reviewed IOG and made adjustments as needed. > CH sent CQRs to Flagship and Academy. > HMS, please make attachments and proceed as needed - FYI, they are getting multiple quotes and she has shared the one price she has thus far. I think we can compete, but don;t want to take too much time in case we don't get the trip. Use your best judgement . . . Thanks! __X__ HMS __X__ 8/7/17 > Emily EM'd SN asking about the status of the TO. 8/7/17: > BJS reviewed and then ran rates. > This is a BUDGET TRAVEL group - so . . . - no Apple product - there will be a yet to be determined Group Leader Thank You gift (of significantly less value). - GTV will be an optional inclusion, at $10 per person. - Trip Souvenir will be a plastic CCIS Luggage Tag (not a sport bag). - No USBands - CCIS Rewards, Site Visits and Scholarship are the same. > CH, ready for TO - please make necessary adjustments since this is a Ready Set GO Student Travel Trip (not official name for now!). > Just two pricing tiers - 2nd tier is based on 97 - 108 total trip participants and rate increase is $10pp across the board. > Comps for this particular trip are based on one for every ten paid, so the 11th. 22nd, 33rd, etc.are the comps. __X__ CH _8/7/17_ 8/7/17: > BJS reviewed TO and then sent Slack to SN that TO PP and PDF are in DB for her to present to client. > Mary will also mail a hard copy tomorrow (8/8/17). > BJS asked SN to call so we can go over before she shares with the Director. 8/8/17 > MES Mailed TO to Emily Johnson > SN called, LVM. > SN and Emily went back and forth via EM. She is pleased with what she saw, only wanted to know what the cost for adding security would be. > She says administration would have an answer likely by late next week. 8/18/17 > SN called, but no answer at the school at all. 9/13/17 > SN LVM with Emily 9/18/17 > EM received from Emily asking for a phone appointment tomorrow after her trip is approved at their board meeting tonight. She also indicated she preferred Academy for their charter choice, if available. 9/19/17 > SN spoke to Emily this morning and they can go to K. > They do not want the time to explore Times Square and she said she just wants to stay in the Zoo. > Add security > Since this involves two schools in the same district (Cranston East and West), Emily says there will likely be two payments coming in each time. 9/26/17 > Emily EM'd asking when to expect a contract/agreement. 9/30/17: > BJS updated IOG, deleted Times Square and extended Bronx Zoo time. > Added Students Watchers (2 Guards /night) - increased rates $8pp. > Called IOG K version and also updated TO to K Version. > BJS updated rates. > Comps are 1:10 PAID as all chaperones are teachers and they do not pay for the trip - that is the way it was bid originally and will stay that way even though it is a DST trip. > BJS set due dates and then sent to JAF for 1st and 2nd Payment INVs and then CH can prepare E-Agreement for mailing by end of day Monday. > AS this is going to K, please review and proceed as needed. > BJS alerted SN that we still need the Ensemble Info Forms so BJS can complete the PAC application. > Also need the BSSF. > CH - Put PAC Application as CCIS completes. _x___ JAF _10/1/17_ ____ CH ____ ___x_ HMS _10/5/2017___ 10/2/17: > JAF created & emailed 1st Payment INV # 6277, due 11/10/17, $22,308.00 > 2nd Payment INV # 6278, due 1/12/18, $28,987.50. > CH, ready for E-agreement. Please send out before close of business Today, 10/2/17. _x__CH_10/2/17__ 10/10/17 > EM received from Emily today states they will have approximately 80 students, plus adults. The pricing in their TO does not go lower than 97, so SN will find out roughly the number of adults. > Additionally, Emily requested separate invoicing between the two schools and says she can provide the breakdown between the two. > There will be 2 choirs and 1 orchestra. 10/11/17 > 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. _____ CH _____ ___X__ HMS __10/29/2017___ 10/23/17 > MES received TPL. 11/13/17 > MES Check #5671 was received in the amount of $5,535.00. 11/13/17 >MES check #7510 was received in the mount of $12,915 12/20/17 > SM EM'd Kati and HMS regarding their show status: The director at Cranston is asking us if we have suggestions for shows at this point, since none of her selections are panning out. She seems pretty annoyed now, and does not want to have to select more on her own. She'd rather us just tell her a couple shows that are within her budget and go from there.. > Kati replied that she will contact Alyssa and see if she has suggestions. > Cranston would like to go with Phantom 1/16/18 > SN and Emily spoke today and they would like to leave approximately an hour later if possible, and go directly to the hotel and check in, skipping the Bronx Zoo altogether, so the they can have time to unload the bus and dress for dinner and the show. > Also, Emily says their initial departure is from both East and West High Schools, which are about 6 miles apart. 01/22/18 > KMH received check #7589 for $14,028.25 > Questions EM'd to SN and forwarded via Slack to HMS: 1. They would like to see the rubrics for the PAC festival ahead of time if possible. Also, their choir will probably be competing, but our orchestra might not be. They only had 2 violas sign up to go, and the orchestra conductors were wondering if one of them could sit in the viola section during their performance, if they were non-competitive? (Does that question make sense?) 01/23/18 > BJS requested their numbers in order to speak with PAC after the SYTA summit. > Emily EM'd SN the following: 89 plus 2 iffy students, roughly 60 choir and 30 orchestra. 01/24/18: > Per SN, she thinks the Adults are +/- 7, so total pax are now approx. 100 (91 + 9) estimated. > BJS updated count in system to 100 (91 + 9) for the time being. > BJS told SN we need ensemble specifics and if they want us to drop from 3 buses to 2, it needs to be in writing. 01/25/18 > According to Emily, via EM, they only want to use 2 buses. > There will be only one choir and one string orchestra (not full orchestra) 01/26/18 > EM received from BJS regarding allowing orchestra directors to sit in during the performance: Per Mike Mazzarisi, owner of PAC – “I do not have any issues with directors sitting in as long as it's for ratings only.” 01/29/18 > KMH received check #5865 for $6,648.25 02/11/18 > SN reviewed all forms rec’d on 02/09/18 (RL, FPGF, HIF & FAF). > Total Pax = 99 PAX (89 + 10). > RMS / PAX 19 Q / 76 04 T / 12 04 D / 08 03 S / 03 TOTALS = 30 ROOMS and 99 PAX (89 + 10). > The group will be traveling on 2 busses 02/14/18 > CH reviewed all forms processed by SN (RL, FPGF, HIF & FAF) > Total Pax = 99 PAX (89 + 10). > RMS / PAX 19 Q / 76 04 T / 12 04 D / 08 03 S / 03 TOTALS = 30 ROOMS and 99 PAX (89 + 10). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL to hotel on 2/26 as PCCF is due on 2/23 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > KMH, Please send 99 DST Luggage tags and one DST water bottle > BJS, Ready for Final Invoice > The group will be traveling on 2 busses > Comps 1:10 - 9 at the double rate > Tier 2 Pricing - as listed below in red > Invoice East for the following: 40 Student Q packages 06 Student T packages 06 Adult D packages 01 Adult S package > Invoice West for the following: 24 Student Q packages 03 Student T packages 01 Student D package (student rooming with parent) 01 Adult D packages 02 Adult S packages __X___ BJS _2/20/18____ _____ KMH _____ ____ HMS ____ 02/20/18: > BJS mailed and emailed Final Invoice, # 6377, due 03/09/2018, $ 12,690.50. 2/22/18 > EM exchange between SN and Emily regarding her final invoice: You are correct. East should have been billed for 13 student quad rooms, 3 student triples, 3 adult doubles, and 1 adult single. Please accept our apologies for the mistake and we will get a revised invoice sent to you! On 2/21/2018 6:53 PM, Emily Johnson wrote: Hi Stephanie, I think I'm missing some rooms on my invoice, or maybe I just read it wrong. There should be 13 student quad rooms and 3 triple rooms charged to East. It looks like there are currently only 10 quads and 2 triples charged to us. (Total of 61 east students and 28 west students 10 adults) Could you clarify for me? > CH and SN verified the error and replied to Emily, copying JAF in order to issue a revised final invoice. 03/13/18 > KMH received check #7653 for $14,155.25 & check #5927 for $6,980.25 3/27/18 > EM from Emily states that pick up and drop off for all participants will be at Cranston East. 4/1/18: > BJS reviewed and updated Receipt Form as needed. > BJS reviewed and then scanned Final itinerary BOOKLET and emailed to Emily et al. . . > BJS checked school calendar and they are in school all this week > Kati, ready for Booklet to be bound. The PAC Festival information goes in section 1, just behind the Final Itinerary. > Need BRF & Cashier's Check from John. Also need envelope for their one (1) $10 Meal Credit - Lunch en route on Friday, 04/13/18. > Need envelope and the confirmed - correct Boarding Passes for Statue Cruise (check with HMS on this). > Did DST Water Bottle go with the DST luggage tags? If not, include in the Final Itinerary Box. > Once these items are complete - please mail via FedEx Ground to Emily's attention at Cranston East HS, NLT Tuesday - THANKS!!! ____ KH ____ 04/03/18 > KMH sent FI Box via FedEx ground with cashiers check
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