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Mon Jan 15, 2018
Trip Name
Texas College Choir-New York, NY-03-21-2018
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Trip Notes
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Tyler, TX to New York, NY = 1508 miles = 25.5 hrs. non-stop BT ENTERING AS A FLYING TRIP PER BJS - we think this will be feasible compared to busing this far 9/21/17: > BT spoke to Dr. Michelle Magee-Norfleet - referred by Chris at Choirs of America. > She is DELIGHTFUL and very excited for their trip. It sounds like they take a tour like this every year, last year went to DC and Philly by bus. > Going with the March date for Choirs of America. March 22-24, 2018. > School works with their own charter bus company - Transportation Unlimited - out of Dallas. They "give them a deal", she will check with him first and let me know the cost. > Other companies out of Dallas if needed. Want to look at flights if possible out of Dallas. With this long of a bus trip, I would have to imagine that flights would be manageable, even with providing a coach in NYC as it is over 1500 miles away - 25 hrs. non-stop. > If bus, Leave Monday, March 19 in the evening - get there Tuesday evening, check in and sleep. > Wednesday - sightseeing day. Wish list - broadway show is a must. Times Square, Apollo Theatre - tour, - these are the tops. All typical sight seeing venues I mentioned over the course of the weekend sound good. > Public performance at a church at some point. Maybe stay until Sunday am and do a church service, > Saturday night, COA has a DJ Dance cruise. They could depart after that, or stay until after church on Sunday. > If flying - Wednesday 21st morning? (saves a hotel night) through Sunday afternoon. > About 35 + 5 = 40 > School pays for it. They do fundraising. So they don't really think about it as a per person cost. Budget is about $40K for the trip - "would be doable" - "on the high end". > Would want meals included, but other than that probably a DST? > Please advise on how to enter the trip. Wait for bus info from her? I feel like flights could be same, if not cheaper, than per person bus cost. $350 tix x 45 pax would be $15,750. That seams like an accurate, if not cheap bus cost, for a trip that far. We would have to get a bus in NYC, but at $500/day that only adds $2500. Plus they save a hotel night and a shit ton of meals en route. Worth looking into I think. 9/22/17: > BT and BJS discussed - enter as flying itinerary. We can change to bus if it doesn't work. > Depart DFW on Wednesday, March 21, 2018. Sightseeing in the city on this day. > Activities: Broadway show and visit to Apollo Theater are a must. Can be a tour. Times Square, other typical sightseeing venues. Top of Rock, 9/11, Statue of Liberty. > Choirs of America on Thursday and Friday. Saturday night they have a dj/dance cruise? The group could depart after that at night, OR attend and sing at a church service on Sunday morning and leave in the afternoon. > Either way, they would like a public performance at a church during the trip. > They want meals included - but other than that probably a DST. > As mentioned above, they don't charge the kids a per person cost, total budget is about $40K for the trip. > Would probably not need airport txfr in TX as the University has some transportation options for them. > Would need a coach in NYC. > Send for air quotes as we await a bus cost from Michelle and the charter company the school uses and see how the costs compare. > BT created folder in DB, started IOG, and added trip to WB. > No ensemble form needed IMO, 35 person choir doing COA and a public performance at a church. That's really all we need to know I think - HMS, please advise if you still want me to have her complete the form. > BT confirmed that this group completed their application with COA. 10/9/27: > BT got an email from Michelle today. > The president of the university wants them to proceed with the trip with the flights and review the specifics of the package as soon as possible. > She didn't say which flight she wants, but the SW deposit is due one week from tomorrow. > Any way we can have TO by the end of the week so she can get approval before that due date? > Obviously if she wants the AA flight, we have a little more leeway. Will advise. UPDATE: > Michelle is waiting for a response (early this week) from the president on which flight option he thinks is best for them. > BT put TO date as 10/13 on White Board. 10/12/17: > BJS and BT made decision to go with American Airlines flights since they give the group more time with their deposit, etc. 10/22/17: > BJS completed IOG and then marked it up with the numbers - scanned and sent to BT. > We are currently at $1,036 and that does not include the one (1) comp, any ground transportation on NYC and profit. > Bussing this trip would not be any less expensive due to additional meals and hotel nights en route. > Air is $362 pp x 40 pax = $14,480.00. Bus from TX is probably going to be just about the same amount. > BJS and BT need to discuss - BT to call BJS so we can make some decisions on how to proceed. I am thinking we will probably be $1250 or so once missing items are added. 10/22/17: > BJS went ahead and made the attachments, with the exception of the Ground Transportation in NY. > BJS and BT discussed and we decided that we will proceed with TO - Old School, and BT is going to schedule a meeting with her for Tuesday, 10/24/17, so she can see where we are and make a decision on how to proceed. > She may find it OK as is, or we may need to cut out the Saturday night stay and fly home on Saturday . . . who knows until they have that conversation. 10/23/17: > BJS ran rates. > CH, please complete TO - Old School today, for BT's meeting tomorrow. > Comps = 1 > NO Tiers. > Rates are based on 36 - 40 total pax. > Include AA air info in TO at $362pp. > Make note that rates do not include Ground Transportation in TX or NYC. ____ CH ____ 10/23/17: > BT informed us that the Dinner Cruise with COA was not included in the $189. It is an additional $75pp, so BJS updated rates by an increase of $80pp across the board and also had CH update the TO. > TO is in DB ready for BT's meeting tomoroow afternoon. 10/25/17: > BT had nice GTM with Michelle re: trip. > All looks good, but they will likely sing at a church on Sunday and be hosted there for lunch. So they will likely have b'fast, check out, go to church (she is setting up), have lunch there, then go to airport. Doesn't sound like leaving Saturday is what they want to do. > They do want to do the Apollo tour and gospel lunch, so move those to Saturday in place of Canal St. and/or 9-11. > OR - I did tell her how much the DJ dinner dance cost and told her we could probably come up with a cheaper way to spend that evening and have dinner if they want to opt out. Maybe shifting apollo and gospel lunch to Saturday and doing 9-11 in the evening after a cheaper dinner would work better. > All that said - we did some of the math on the total cost (about $55K) and she thinks it's very doable. > Once she has admin approval and lets us know about DJ cruise - we can get a revision done. > Once we have that, she would like us to check with Southwest again to see if they are available for similar cost to original proposal since they include bags. > I sent her the BSSF. 10/31/17: > BT followed up with Michelle re: approval from the president. Here is her response: Hi Brett I have met with my president and he is concerned with the price of the trip. The board did not approve the amount we are requesting and he is asking if it is possible to reduce the trip by half. If not, he stated that we will have to find another option for the students. Let me know if there is anything you can do. Thanks -Michelle > By half? That would be less than $700 per person! I thought the budget was $40K!? I think the best we can do is look into shortening the trip by a night and get it close to $40K. Please advise of any other thoughts. 11/27/17: > Michelle has been unresponsive since she told us the budget had to be cut by half. > I even tried sharing cheaper flights with Southwest per CH. > IMO, mark as cancelled. 12/1/17: > BT finally spoke with Michelle as she really wants to try to make this trip happen in some form. > She's saying that when they went to DC last year, they did it for $15K with 35 pax. Apparently with the school's motor coach company and the person who books hotels for their athletic teams got them huge discounts. I can't imagine. > Boss said our proposed trip was too much, but didn't give her a firm number. > I suggested leaving Saturday. She really wants to stay through Sunday b/c they are a CME school and need to perform at a CME church. > She suggested dumping COA and booking other performances. I said this is the best bet, then we can shorten the trip a LOT. Like Thursday-Sunday with only two hotel nights? > She originally said Wednesday to Sunday and asked if I thought $20K was realistic. That's only $500 per person - no way. At least $350 of that would be airfare. > I told her we HAVE to have a max budget number from her president to work with before we can proceed with any changes. > Next week is finals week so she thinks she can try to get an answer by then. 01/03/18: > Budget is completely unrealistic. > BJS and BT discussed and marked as Canceled. > Please review and cancel all as needed. ____ CH ____ ____ HMS ____ ____ KH ____
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