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General Trip Information
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Thu May 31, 2018
Trip Name
Nansemond Suffolk Academy Band-New York, NY-03-22-2018
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Nansemond Suffolk Academy Band
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Trip Notes
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Suffolk, VA to New York, NY = 412 miles = 7 hrs. non- stop 8/16/17: > BT spoke to Sarah about NYC trip. > staying in Jersey is fine. > Thursday March 22, 2018 through Sunday (could come back Saturday night). This is what she decided to do after discussion about budget. Depart first thing the morning Thursday, return Saturday evening. > all meals included. > Started with wanting an adjudication/competition. Open to other things. Decided on clinic with University director after discussion. > Budget - $750 max all incl. - her comment to me after typical NYC all incl. is $250/day sounded less than what she had been hearing. Less than this would be ideal if possible. > Wants charter quotes - likes idea that we handle. School recommends Fun Tours, but quotes from Venture and Newton would be good to compare. > about 45 students + about 7 adults = 52 pax > Broadway show, museums?, Statue of Liberty, Top of the Rock, NBC Studio, Radio City, 9/11 museum, standard NYC tourist stuff. This is her first trip, so she is open. > Ensemble form sent. > Admin wanted idea of price tomorrow. TO presentation asap! Can be online, or I can make a trip back down. Toni made it sound like she was starting to look around for quotes. But based on our qualifying convo, she seems very excited to work with us since we have been with the school for so long. > BT created file in Dropbox, added IOG, and added to Whiteboard. 8/18/17: > BJS reviewed and updated IOG as needed. > CH send CQRs. > CH and HMS, please review and attach / update as needed. __x__ CH _8/21/17___ __X__ HMS __X__ 9/1/17: > BT set TO delivery (in person) for September 18 or 19. Will set exact day and time as it gets closer. > Updated White Board. 9/12/17: > BT added Ensemble Form to Dropbox. 9/15/17: > BT scheduled in person TO presentation for Tuesday 9/19 at 11:30am. > I'm flying down to Norfolk on Monday and staying the night. If possible, please let me know if TO can be ready for a Monday 9/18 after 3:30 meeting. Sarah is available and it would allow me to get back a little earlier on Tuesday. That evening is my son's band meeting and back to school night and it would be great if I could get home before bus time. 9/18/17: > BT cannot get to Norfolk in time for Monday afternoon meeting, so it will be Tuesday at 11:30 as originally planned. > BJS reviewed attachments and updated as needed and then ran rates. > CH, ready for TO - New Version since new client. > Comps = 1:25 Paid. > Tiers are marked in green folder. > BT leaving for Norfolk this afternoon and is taking this TO and Hickory HS Choir. __x__ CH _9/18/17___ 9/18/17:" > BJS updated QUOTE and Rates due to required inclusion of security by the hotel. > CH had already included the correct rates in the TO. 9/19/17: > BT had a great in person TO with Sarah - very easy to work with. > She wants to remove the two Meal Credits en route. > She pretty much likes IOG as is. Only asked if they could swap one of the restaurants (Cucina & Co., Naples 45, or Dallas BBQ - doesn't matter which) for something like Hard Rock Cafe or Planet Hollywood. Hopefully would be similar price or less. If price would increase, let me know before pulling the trigger. > We discussed clinic and she would likely do the sight reading option. In the past they have done a public performance somewhere, but she doesn't really want to deal with renting large percussion equip. But this is her first year, so she's going to poll kids and get back to me. She thinks clinic will be enough. Discussed options of when/where a performance could be. Either in place of clinic or in place of 9/11 and/or Radio City. Intrepid could be a good spot - but in March? > She is fairly certain that Fun Tour will be her charter choice as she thinks the school recommends it. She will advise by the end of the week. > Budget seems to be right in line with what she was expecting. > No Tilly - apparently the school actually pays for this entire trip (but not all of Toni’s???) - I don’t get it. > Sent BSSF so she can submit show choices. 9/25/17: > Sarah sent BSSF to BT, it is in Dropbox. > She is awaiting charter choice from school admin. I told her might be best to rank them at this point in case one is unavailable. Hopefully will have it tomorrow. > She asked about leaving earlier on Thursday (5am) so they can spend more time in the city. Seems like it would be a driver hour issue. She wants to talk about it tomorrow - please advise. > Once we have charter choice, ready for K. 9/26/2017 >HMS changed Cucina to Planet Hollywood 9/26/17: > Charter choice is Newton. Fun Tours would be #2. > She is ready for K. > BT will register group for Travel Protection, send information and link. 10/26/17: > BJS set due dates. > BJS completed TO & IOG K Version. > Comps = 1:25 Paid > Tiers are in TO K Version. > JAF, ready for 1st & 2nd Payment Invoices. BUs rate to client is as presented in TO K Version. > CH, ready for E-agreement as soon as JAF completes invoices. Please send out before end of day on 10/27/17 if at all possible. Thanks!!! __x__ JAF _10/26/17___ ____ CH ____ 10/26/17: > JAF created 1st Payment INV # 6134, due 11/30/17, $10,230.00 > 2nd Payment INV # 6315, due 1/5/18, $12,939.50 > CH, ready for E-agreement.Please send out before end of day on 10/27/17 if at all possible. Thanks!!! ___CH___ 10/28/17: > Sarah confirmed to BT that she received K. > As indicated on 9/19 - she wants to meal credits en route removed. They are still on IOG K version and K. > Do we need to send a revised K for this? Please advise! 10/29/17: > Sorry, BJS missed the line about removing the meal credits en route - saw the line right below it that said "She pretty much likes IOG as is. Only asked if they could swap one of the restaurants . . . ". > No need (or time) for a revised E-agreement. BJS has made the two (2) Meals En Route via $10 Meal Credits INACTIVE and reduced the rates in the system by $20 across the board. > BJS updated IOG and TO accordingly and they are all correct in DB - BT, please send to client so she can see where we made the changes. BJS will also mark / initial the changes on the agreement once it is in house and make sure it is the one included in the GLH. > CH – please make sure this happens once the signed agreement is in house – I don’t want Mary to process too quickly and us miss making these changes. > Final Invoice will reflect the correct package rates. > CH - what about Hotel Security - I seem to remember it is required, but don't see any attachment? Please attach as needed. Thanks! ____ CH ____ 11/01/17 > 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 _____ _____ HMS _____ 11/13/17 > MES Check #56734 was received on invoice #6314 in the amount of $10,230.00. 11/21/17: > BT received TPL and placed in Dropbox. > Per HMS, BT let Sarah know that Charlie is closing and tried to sell her on Spongebob. > She asked if School of Rock is avail. I told her if not interested in the sponge, to submit a new BSSF and let me know if she can increase budget. 12/18/17 > KMH received check # 56974 for $12,939.50 1/8/18: > BT reviewed all forms rec’d on 1/8/18 (RL, FPGF, HIF & FAF). > Total Pax = 51 PAX (42 + 9). > RMS / PAX 06 Qt / 30 03 Q / 12 01 T / 03 03 D / 06 00 S / 00 TOTALS = 13 ROOMS and 51 PAX (42 + 9). > The group will be traveling on 1 bus. 1/21/18 > CH reviewed and verified all forms that BT processed > Total Pax = 51 PAX (42 + 9). > RMS / PAX 06 Qt / 30 03 Q / 12 01 T / 03 03 D / 06 00 S / 00 TOTALS = 14 ROOMS and 51 PAX (42 + 9). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL to Hotel on 2/2/18 as the PCCF is due 2/1/18 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > KMH, please set up the groups GTV > KMH, please notify the ARC to send 51 Bags and 102 tags > JAF, Ready for Final Invoice Comps are 1:25 paid – 1 comp at the double rate Tier 1 Pricing __x___ JAF __1/22/18___ _____ KMH _____ ____ HMS ____ 1/22/18: > JAF created final INV # 6359, due 2/2/18, $9,699.50. Mailed & emailed. 02/02/18 > KMH recived check #57243 for $9,699.50 3/9/18: > BJS EM'd Final Itinerary BOOKLET to Sarah's attention et al . . . > Final Itinerary Packet will be mailed on Monday via FX Ground. Band (NYC) & Choir (Nashville) in the same box. 03/12/18 > KMH sent FI pack with Choirs. 3/19/18: > BT had pre-trip brief/weather discussion with Sarah - she will communicate to Toni as well. > All trip materials received and look perfect. She said she sent receipt form. Covered GTV, etc. > She is most concerned about weather. I told her about our SOP. She and Toni are talking with admin. today re: scenarios if weather is still an issue Thursday am. Sarah’s first reservation is dinner at 5:30pm followed by Top of the Rock. Toni has a a $20 MC for dinner (at Gaylord) but could just use it on the road. > Looks like worst case scenario for both of them would be postponing departure by a couple hours. > We will touch base NLT than Wednesday am to see if they think postponing departure would be necessary for either or both trips. 3/30/18: > BT had debrief with Sarah. > went really well. > Only thing that didn't go as planned was 9/11 museum. > Clinic was great - kids asked lots of questions and stayed 15 minutes over. Took them a while to get down the elevator. > This put them late to 9/11 b/c of traffic, so they didn't end up having time to do the museum. No big deal - if there's a refund she'd take it. I told her it was likely pre-paid and use it or lose it. > Bus driver was great. Only thing is a lot of the places they went he had a "different paper" then them? They had to help him get to places, where to meet after, etc. Maybe he didn't have their actual itinerary. He knew the city well though. > No problems with the sports bags. > GTV was great. Kids really liked it. > Weather was not an issue. Roads were great. > Talked about referral program. Didn't have anyone in mind yet. > Starting to think about next year. Next spring. > less expensive location - about same budget. But doesn't want to quite spend as much. Same length - $20K+ range. > Thinking Myrtle next year with adjudication - then Nashville, then Orlando/Disney.
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