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Fri May 11, 2018
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Dougherty Valley High School Band and Choir-New York, NY-04-02-2018
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Dougherty Valley High School Band and Choir
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Trip Notes
( Print Note )
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San Ramon, CA to New York, NY - FLYING OUT OF SFO DISCOVER STUDENT TRAVEL 9/22/17: > BT talked to Teri after she called office re: Choirs of America. > Choirs of America in NYC with their choir - Teri is BD, going with the choir to play Carnegie like Good Counsel. > used other tour companies - "with varying success". > told her my story with teaching and ccis. She is sold. > try to do a tour every 3 years. > all in with CofA > April 2 - 7, 2018 > Red eye out of SFO Monday night and get there Tuesday am and hit the ground running. > Lots of fun sightseeing tour stuff on Tuesday and Wednesday. > Possible college visit? NYU? > Broadway Musical. BSSF in Dropbox. > 90 + 10 = 100. Could be a little more, could be less. > C of A stuff happens on Thursday and Friday. > Depart Saturday afternoon. Maybe something to do Saturday am. Probably not Statue of Liberty. But a Harbor Cruise/Dinner Cruise would be nice. Maybe the brunch cruise on this morning? > Budget - around $1500 is typical. told parents between $1200 and $1700. Above $1500 makes them nervous. > sending BSSF and Ensemble Forms. Already returned BSSF. Working on ensemble forms. > C of A application already completed and have been in touch with them about band performances. > October 18 - can they get info before that? Tour meeting after concert on that day. BT entered on week before on WB. > Want meals included. > Also want airport txfrs. in SFO. > She emailed back and said they wanted to stay in Manhattan "or close". I told her that we usually put groups in NJ, nice hotels, close. But I would note her request. > BT added folder to DB, started IOG, and added trip to WB. 9/25/17: > FYI - the reason for the Manhattan hotel request is b/c that is what the guy at CofA (not Chris - Geoff McQueen) told them. He said specifically DON'T stay in NJ. > I assume b/c Queens college is in Flushing - other side of Manhattan. > Teri said "We’ll go with what works with the price and then location. Is Brooklyn a possibility?" 9/25/17: > BT just got this email from the CD at Dougherty Valley: Hi Teri and Brett, I have a hotel proposal that I signed with no penalty (until October 1st) with Staybridge Suites in Times Square for a block of rooms. Brett, is this something we could use? If not, should I release it? I’ll need to know in the next few days. Let me know what you think. Thanks, Diana Walker Choir Director Dougherty Valley High School > She probably did this before Teri spoke to me and decided to use us as travel planner for CofA. > I know you haven't even started on this trip yet, but please advise on how to respond asap! 9/25/17: > BT noticed that Diana (CD) forwarded the hotel agreement to me. BT attached to CH and BJS. > I noticed that it was sent to her by a travel consultant from Alamo World Travel. Her email to Diana: the hotel in New York will hold rooms for us with no obligation or penalty until Oct. 1...she said it is better to hold them now and either cancel completely if the trip is a no go, or if it is, we can change the number of rooms without any penalty until Oct. 1...read thru this and see if you want me to go ahead and hold it. their prices and availability will go up for prices, and down for availability the longer we wait. My recommendation is to do it. these are net rates, the way I work is once we have all the costs together, then I add a service fee for my time...the quote I gave you before of approx. $1500 should be pretty close...will depend on shows, tours and meals that we finalize on. I can work on all that this summer once you get the trip approved. Betsy Ahlberg Travel Consultant Alamo World Travel Phone: 925.899.9363<tel:925.899.9363> > Perhaps I should also get some clarification on if we are in competition here. This was never mentioned by Teri. 9/28/17: > Good news, BT got this email from the Group Sales Manager at the Staybridge in Times Square. > It appears that Diana (CD) let the rooms go with the other company and told the Staybridge she is going with us. She is offering to work together if we want to book this property. > I'll respond generically and tell her we will be in touch if we want to pursue booking the property. Her email: Hello Brett, My name is Bianca, I am the group sales manager at the Staybridge Suites Times Square. I am the property that Diana Walker "pre-maturely" booked for her band/choir group in March 2018 with us. She has explained to me she needed to go with your company. I wanted to reach out and see if we can work together on this group. I look forward to speaking with you. Sincerely, Bianca Bresil | Group Sales Manager STAYBRIDGE SUITES TIMES SQUARE | 340 West 40th Street, New York, NY 10018 T | 212 810 4303 F| 212 810 4317 C| 516 965 2574 E | bb@nyhotelmgmt.com <mailto:bb@nyhotelmgmt.com> W| www.staytimessquare.com <http://www.staytimessquare.com/> 10/10/17: > BT shared the Jet Blue flights with both directors. I did advise that leaving later also means adding cost with meals/activities. > They agreed that Jet Blue price is too high, however are concerned about the early flight with United since they would not get much sleep after the late concert and have to be at the airport really early for an 8am flight. (My thought is, who the fuck cares, you can sleep on the plane!). > The original note from ATG said "they normally would not book an a.m. return time, but anything later and the fare is over 500.00 a seat”. > Teri would like to know if there is a flight that leaves later in the morning that is less expensive than the JetBlue price, even if still over $500 per seat. > She wants to have the information to share when they present information to parents soon. > Please advise. 10/11/17: > BT sent new estimated flight rate to Teri with later return time on Saturday. > She confirmed that the later return time option would be worth it to them if around $500 as estimated. > Go ahead and release first option and get confirmed price for new option with later return time on United. 10/16/17: > BJS completed rates. > Rates below include Ground Transportation of $156pp based on $20pp for HS / SFO RT transfers + $11,800.00 (divided by 87 - DOF) total for the two coaches in NYC. > CH completed TO - old school and then BT sent to Director while we were all in Orlando. 10/25/17: > BT talked to Teri and Diana about TO. > Biggest thing - they now have 46 in choir and 68 in band committed to trip = 114 students. They will have about 12 adults which comes to 126 total pax. We currently have 100 seats held. They said could go up to 130, but will likely stay at 126 "give or take". > They understand that this means a 3rd charter in NYC. > They would like to remove the 4 meal credits - 3 at airports and one at Canal St. = $40 - and spend that money on the 9-11 museum and Top of the Rock admission. > They would like to add a hotel security guard each night. > I asked about band equip. Teri thinks she had talked to CofA about renting. Would need large percussion. They may ship things like tubas, etc. Boosters will pay for this. She doesn't want the rental included in the overall cost for everyone, but if we set it up and invoice them, the boosters will just pay for it separately. Better to just go through CofA? BT can check with Chris. > Please advise about airline availability for extra pax and we will proceed from there. 10/26/17: > Per BJS, 30 extra tix for the group are available at $700 per person round trip. > Same flight east bound, the extra 30 would be on a different flight coming home - (departing Newark at 3:30 PM and arriving SFO at 7:01 PM) > BT will advise client and see how they want to proceed. 10/30/17: > BT heard back from Teri re: extra seats for flight. > Go ahead and reserve them if this is their only option. She asked if it's possible to look at another airline with similar times for those extra seats that might be cheaper. > I assume ATG would have looked at best case scenarios as well as keeping the group "mostly" together. Please advise if I need to tell her anything else about this. > Need to get her a revision based on changes on 10/25 note and extra flights so we can get her to K. 11/12/17: > BJS updated numbers to 130 (115 + 15) as per client, this will be their max. > BJS refigured rates and adjusted and added attachments as needed, based on their requests from 10/25/17. > Most of this trip was originally done while we were all in Orlando, so several of the attachments had not been made in our haste to have something to the client. > IOG has also been updated to IOG Rev1. > Comps will now be 1:25 PAID. > Ground Transportation Notes - - $20 pp for HS / SFO RT transfers in CA - $5,900 / coach allowance in NYC x 3 coaches = $17,700 / DOF (112) = $159.00 - $180 pp needs to be added to package rates for ground transportation based on these figures. - Will need added as attachments once we are ready to proceed to K and secure the actual companies to handle these services. > Rates increased by $34 as far as the packages, in the end, most of this increase was created by the need for a 3rd coach for Ground Transportation. > Rates below, starting at $1139 QUAD include te $180 pp ground transportation allowance. They do not include AIR. > BJS updated TO to Rev1 and sent msg to BT so he can share with client and hopefully get Go to K ASAP. > Everyone, please review and proceed as needed. ____ BT ____ __x__ CH _11/13/17___ ____ HMS ____ 11/19/17: > This groups submitted OK to pay for extra tix. > Has not mentioned any changes to revision - go to K. 11/29/17: > BJS completed TO K Version & IOG K Version - DST Trip! > CH, please send OK to PAY this afternoon for 130 Airline Tickets, making it due back on Monday at 2:00PM ET with the opportunity for them to lower the number if necessary on the OK to Pay. Remember, this group is in CA. > JAF, ready for 1st & 2nd Payment Invoices. > Air, 100 seats at $519 each and 30 seats at $700 each, is to be split 50/50 on the 2nd and Final Invoices. NO air on the 1st Invoice. > Comps = 1:25 Paid. > There numbers are pretty well set in the 126 - 130 range, so there is no tier pricing for this group at this point. > CH, will be ready for E -Agreement as soon as JAF completes the Invoices. > I would like E-Agreement to be emailed NLT Thursday, 11/30/17 if at all possible. Thanks!!! __x__ CH _11/29/17___ ____ JAF 11/30/17 > CH sent E-Agreement 12/11/17: > BT registered group for Travel Protection and sent info. 12/11/17 > KMH printed fully executed contract and TO > KMH processed GLH per SOP > As this group is now UNDER CONTRACT, please review all and proceed as needed. _____ CH _____ _____ HMS _____ 12/19/17 > KMH received check #5188 for $51,155.000 1/9/18: > They definitely need all 131 seats! > Percussion list for whenever CofA gets back to us: Although this is not 100% accurate, here's a quick list of the basics of what we’d like to have for the performance: Timpani, Xylophone, Marimba, Bells, and Bass Drum. If possible and cost permits, Chimes, Vibraphone and Tuba. 01/22/18 > KMH received check #5190 for $87,605.00 1/31/18: > BT reviewed all forms rec’d on 1/30/18 (RL, FPGF, HIF, FAF, & air manifests). > Total Pax = 131 PAX (119 + 12). > RMS / PAX 28 Q / 112 01 T / 03 07 D / 14 02 S / 02 TOTALS = 38 ROOMS and 131 PAX (119 + 12). > The group will be traveling on 3 buses (airport txfr SFO & Ground trans. in NYC) > BJS - in TO K version, we included charter transportation for SFO airport txfr. and ground transportation in NY, but I don't see any attachments for this nor is it on the quote worksheet. Am I missing something? 1/31/18 > CH reviewed forms processed by BT (RL, FPGF, HIF, FAF, & air manifests). > Total Pax = 131 PAX (119 + 12). > RMS / PAX 28 Q / 112 01 T / 03 07 D / 14 02 S / 02 TOTALS = 38 ROOMS and 131 PAX (119 + 12). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL to Hotel on 2/15 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > KMH, please send 131 DST luggage tags and one DST water bottle. > The group will be traveling on 3 buses (airport txfr SFO & Ground trans. in NYC) > CH is still working on a acquiring buses for their needs. > Comps are 1:25 paid – 5 comps at the double rate > Tier 1 Pricing as listed below _____ KMH _____ ____ HMS ____ 2/6/18 > Private charters under contract for School / SFO transfers and also New York Local Transfers > BJS, Ready to Final invoice 02/12/18: > BJS reviewed numbers and math. > Charter Transportation allowance of $180 / pax was based on two coaches and they now need three. > Charter total = $26,325.00 / 126 paying pax = $209.15 / pax - $180 allowance = $29.15 difference / up-charge / pax to cover the 3rd bus. This will be on Final Inv as a line item. 2/25/18: > BT FINALLY got Teri to give me the breakdown of pax for choir and instrumental: > 70 band students + 49 choir students = 119. > BT will also share with with Chris at C of A. > Now I am waiting for her updated list of percussion rental equipment to share with C of A in case it requires a revised quote. Gotta love clients who can only answer one question per email! 2/28/18: > Teri provided updated list of percussion equipment to rent. > BT passed list on to Chris at C of A. Hopefully we will get final invoice soon from them. 3/12/18: > Per Chris at CofA, they will be in dressing room Orch. 5. > Look for invoice today or tomorrow. He's still waiting for invoice from Carroll. 3/26/18: > Rec'd INV from CoA, so BJS completed and emailed group's Invoice #6414, 04/02/2018, $88,636.90. 03/27/18 > BJS emailed Final Itinerary BOKLET to Teri et al. . . > KMH sent out FI box via FedEx express 2 day AM shipping 04/02/18 > KMH received check #5203 for $88,636.90 04/08/18: > BJS sent EM to Teri re: Broadway Show - cc'd BT, HMS and Diana Walker, Choir Director. Dear Teri: Welcome Home! I hope your group had a fantastic trip to NYC and enjoyed their time on the East Coast! I am sorry the weather wasn’t a bit warmer, but I hope the experiences you were able to share with your students and their families were all worthwhile. Brett said he enjoyed meeting you and your group in person and he was most impressed by your students and their fine musicianship. Please extend my congratulations to all of them for making their Carnegie Hall debut! We are grateful for the opportunity to be of service to you and your group and look forward to being able to work with you again in the very near future, regardless of your destination. I also wanted to take a moment to apologize for any confusion regarding your group’s Broadway Show. As you know, there was a typo on your show ticket OK to Pay back in late October / early November. It was actually our Vice-President, my wife, Hollie, that prepares these forms and although the file was named correctly, Once On This Island OK to PAY, the actual document listed the show as Come From Away. Unfortunately, none of us on the east or west coast realized this until you brought it to our attention when you received the tickets in your Group Leader Folio just prior to your departure. All other documents, including your Trip Orchestration, IOG (Itinerary Outline Graph), Contract, etc., had the show as Once On This Island. As you know, Once On This Island was one of your choices as submitted on your Broadway Show Selection Form back in September and we order tickets based on availability and budget. When the first choice was well above the budgeted show allowance, our supplier in NYC proceeded through the list until another viable option was secured from your list, based on budget and availability. I trust you can appreciate that when working exclusively with student groups, often within the confines of limited financial means, we seldom have an opportunity to go beyond budget. We now know that if we are ever fortunate enough to earn your business on future trips, rather than just going down the list, we will give you the opportunity to increase the budget in order to get your number one choice. Again, on behalf of our entire staff, I apologize for the mix up and wish one of us would have seen this months ago when it could have been addressed. I am also thrilled to hear that everyone enjoyed the show you were able to see. Thank you again and best wishes for a wonderful final few weeks of the school year. Most sincerely, BJS. 4/11/18: > Notes from Teri and Diana when BT was in NYC with them: > Buses for airport txfr. in CA - got there late that evening, even after the fuck up in the morning. One of those buses started to wrong airport, had a driver trainee with a ride along supervisor. One bus was short seats - only 47 pax bus!!! Screwed everything up with their seating chart. I see that we had a K for 3 55 pax. > COA- band didn’t have anything Thursday morning scheduled. That was COAs fault for not getting us the damn schedule. COA tried to put the blame on us - I called bullshit. > NYC - buses have been fantastic. But airport transfers were not great (diff. Company). They subbed out for the in NYC buses. Couldn’t understand drivers, not helpful. Kind of arguing with tour guide during step on tour. Wouldn’t recommend. > Show was great - just disappointed about the come from away misunderstanding. We have been around and around with this. BJS letter, etc. We shall see. > Cucina & Co. - super unfriendly. Wouldn’t recommend. Food was fine. > Other two dinners were superb service. > Band clinician they got ended up being great. COA switched from their orchestra person for them. > Teri - COA is NOT thinking instrumentally. Instrument storage? Kid at college got them a room, all good. > Little cramped at La Nonna. But Very accommodating. > Hotel - out of each packet of keys, only one worked. Bugs in one room, hotel moved that room the next day. Breakfast has been fine. Overall - fine. > Bus broke down Friday, only got like 30 min. At Met. She said the company handled it very quickly, guess that's why they didn't call us. 4/25/18: > BT had a long debrief phone call with Teri ad Diana. > To continue from above, got some clarification on Cucina and Co. - food was good, and it was all ready. They called lead chaperone and asked if they would be on time. The time they said was earlier than what the itinerary said. Seemed like they were asking them to come early. They were ready - but not very friendly. But hostess had a good system for serving, she seemed the only one who was trying to help. But said we have to have you out by 5:45 (itinerary said 6). Band got there first, choir got there a little late. Kind kicked them out. Preparing for another group - but they had nowhere to go. > Not a super great location for a group their size. Open to atrium area. Great for a smaller group. Wouldn't let them use their restroom - had to go around the corner. > Busus in SFO - 3rd bus was short pax (smaller than contracted). Apparently same on departure day too. > Security - They didn't stay on the floor, hung out in the lobby. None of them hung out on the floor. Teri did say something to one of them after a parent said something to her, didn't seem to do that. They had them from 11 to 5 each night, but on the last night it was supposed to be 12 to 6. No one told the guard - some communication issue. The guard thought she was texting someone else, then realized she was texting Teri - kind of inappropriate. Guard on the first night was great, then went downhill from there. Seemed like a waste. It was their first time using security - would be more clear next time with expectations. > On the return flight - some students on the flight were fed on the plane, but some weren't. Seemed to stop halfway back - last 15 rows? Ran out of meals? Complicated when they landed b/c some still needed to eat. > Overall - really successful trip. Loved having the bus tour on the first day. Everything they saw was great. > Big out of state tour every 3 years or so. Typically go to southern CA - still every 3 years or so. > Definitely feel like this was successful. What really drew her to us was that BT had experience with instruments and travel with kids. That's where the success had lacked in the past with other tour companies. > We talked about referral program, relationships, our retention rate. > I know she had some lack of success with other companies and asked if they would use us again. > They said they did feel like it was successful - but they're hung up on two things: > the musical thing. She got email from BJS. Just doesn't feel like it was her fault. Doesn't mean to sound negative. I tried to explain the miscommunication again. She understands, nothing really else to say - just wish it had been caught earlier, wishes she had looked more carefully too - learning experience for her as well. > The other part was COA and the wasted half day. Again, a learning experience for all of us I think. BT explained some of the issues with them the following week. Her take was - “who’s fault is that, COA us or her?”. I said obviously I’m pointing the finger at them and they are probably telling you it’s our fault. Just like her, we learn a lot about different festival companies the more we work with them and if we had to work with them again, we would definitely know what questions to ask and when to demand information. She seemed to understand. I said we’re not the type of company to just leave you stranded for a half day with nothing to do - if they had given us the schedule sooner, we would have planned something. > Not like these two things ruined the trip, was still a great experience. > We shall see - told them I'd love to work with them again, keep in touch, etc. > When all is said and done - I think they just have high standards (but are less asshole-ish about it than Tony). Perhaps if they go with someone else next time, they will realize that they're still going to get the best possible experience with us.
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