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General Trip Information
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Mon Nov 27, 2017
Trip Name
Fleetwood Senior High School Music Dept.-New York, NY-04-14-2018
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Fleetwood Senior High School Music Dept.
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Trip Notes
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Fleetwood, PA to NYC = 114 miles = 2 hrs. non-stop 8/28/17: > BT met with Chuck to get acquainted. They are doing Orlando again next year, other directors want to fly. Talked about typical air cost factors. > Doing a closer/shorter trip this year to NYC with clinics at Hofstra - Peter Boonshaft. Clinics are already set up for Sunday, April 15 from 10am to 3:15 for band, choir, and orch. Cost is $2575 which would need to be built into the cost. > He hasn't really looked into anything else, but wants to see a show, stay in NJ, and do this as cheaply as possible. > Discussed DST a bit, this will definitely be in that category, but would like most, if not all, of the meals included. Since they are close to NYC, I suggested leaving at 1pm to save a meal. Have the kids eat before departing - he liked that idea. > Depart school on Saturday, hotel check in. Dinner and show Saturday night. > Sunday - bfast at hotel, depart for clinics. Meal delivery at Hofstra as LOTS of crossovers in all ensembles. Was going to let them wander at get lunch on campus, but some wouldn't eat. He liked the meal delivery idea. > Dinner and sightseeing option in city. Top of Rock/Rock center - "time in city". Or show could be Sunday night instead of Saturday night (cheaper?). > Monday - check out. Last time did Spirit of NY bfast cruise. Liked this idea. Or bfast at hotel and Statue of Liberty before heading home. > Budget - the number he threw out was $200 or $300! We talked about typical NYC cost, but with DST and clinics, perhaps $300 plus bus isn't out of the realm? > Bus companies - likes Kline and Elite...school uses these. Avoid Bieber. > He likes what we do, I think it's worth a shot for this large group! > BT created Dropbox folder, started IOG, and added to White Board. 2-3 weeks for TO? I can fly up for delivery if you think it's worth it. Will send ensemble forms, but since clinics are already set up I don’t think we need the info to complete the trip. He said to pay more attention to # of students since there are so many crossovers. 9/8/17: > Chuck sent ensemble forms to BT. They are now in their Dropbox. 9/25/17: > BJS reviewed IOG and updated as needed. > CH, ready for CQRs. > BJS reviewed attachments and updated / added as needed. > BJS ran rates. > Comps = 1:25 PAID. > Tier 1 = 162 - 180 > Tier 2 = 144 - 161 (+ $20) > Tier 3 = 126 - 143 (+ $20). > CH, ready for TO - Old Version. Remember, this is a DST trip. Maybe it could be on DST letterhead? __x__ CH _9/26/17___ 10/11/17: > BJS sent EM to Chuck in an effort to get a decision since Elite is wondering to whom the charter contract should be sent. Hi Chuck! I know Brett has been trying to reach out to you over the past week or so regarding your up-coming trip to Hofstra & NYC. Here in our offices we have all been working on this trip for you and your students. The folks at Elite have also been in touch with us, as well as you I believe, to see whom they should make the charter contract with, the school or CCIS. Please advise as to your decision as soon as possible so we can alert all vendors, clinicians, etc., accordingly. As you know, if you need us to make any changes to the package we provided, we are happy to do so. Thanks, and I look forward to hearing from you later today. Sincerely, BJS. 10/13/17: > BJS sent EM to Chuck after hearing from Elite that he told them they were doing the trip on their own. Chuck: Volanda, from Elite, informed us today that you have confirmed to her that you will be doing the yransportation portion of the New York trip on your own. Am I to assume that you are also going to be making all of the other trip arrangements yourself as well? Please advise today so we can advise our vendors accordingly and maintain our valued working relationship with those folks. Thank you, BJS 10/13/17: > Chuck replied - Hi Bryan, I¹m sorry it took so long to get back to you. Yes, that is correct, we will be arranging our own tripŠ. it¹s just more cost effective that way for us this year. As always, thank you for reaching out to us, Chuck. 10/13/17: > BJS replied - Chuck: Sorry to hear this after we have made all the reservations. We will alert our vendors accordingly. Best wishes for a safe and successful trip! BJS 10/13/17: > Please cancel all as needed. > Tired of planning their trips for them and then they use our IOG and do it themselves - what stooges they have played us to be! > No more trips planned for this group with a Non-refundable ADVANCE DEPOSIT of $500, which will eb applied to their trip if they actually sign with us. ____ CH ____ X____ HMS 10/31/2017____ ____ MES ____ 10/13/17: > Chuck replied - I’m sorry… I understood that this document was only a proposal for us to examine. I don’t recall giving the “go-ahead” to make reservations. I apologize for any misunderstanding, Chuck. 10/13/17: > BJS replied - Chuck: No problem at all, it is our standard policy to never show a client anything if we didn’t already have the reservations in place. I hated being sold a bill of goods by travel companies when I was a teacher, so for the past 25 years, we have always made the reservations and guaranteed everything was available before ever sharing a proposal with a client. We have built our company’s name and reputation on this fact and nearly everyone who contacts us to make their trip’s arrangements uses us because of it. However, I also understand and trust you can appreciate that we cannot do the trip for less than you can do it yourself. All the best, BJS. 10/13/17: > Chuck replied - I totally understand…that makes perfect sense. Thanks, Chuck
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