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General Trip Information
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Wed Jun 27, 2018
Trip Name
Eleanor Roosevelt High School Band-New Haven, CT-03-07-2018
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Eleanor Roosevelt High School Band
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OR
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Start
Date:
Time:
End
Date:
Time:
Contract
Due
Received
Deposit
Due
Received
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First Payment
Due
Received
Final PAX
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Received
Final Room List
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Received
Hotel Info Form
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Received
Balance
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Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Greenbelt, MD to Philadelphia, PA = 127 miles = 2.5 hrs. non-stop Philadelphia, PA to New Haven, CT = 3 hrs. non-stop New Haven, CT to Greenbelt, MD = 297 miles = 5 hrs. non-stop HS to Princeton, NJ = 175 miles / 3 hrs non-stop Princeton. NJ to New Haven, CT = 140 miles / 2.5 hrs. DISCOVER STUDENT TRAVEL Trip! 11/20/17: > 46 + 8 pax going to New Haven for CBDNA conference. There is no charge for them to attend this conference - all set up by Mike Votta - they are a demo group. > So they basically just need hotels, meals, and maybe one activity. > Leave Wed. March 7 = "travel day" - stop in Philly for lunch -Cheesesteak? Do some kind of activity like Tour of Kimmel Center? > Evening - Arrive New Haven - hotel check in/dinner. > Bfasts at hotel, MC for lunch and some dinners. Stuff is in walking distance, kids can explore when not involved in conference. > Budget $450 to $500. > Meals - dinner Wednesday, bfasts at hotel. Do a Friday night dinner with the group. New Haven style pizza or she found a cool BBQ restaurant: Uncle Willie's BBQ uwillbbq.com Good place for a group dinner. > Return to school "Saturday night". So likely bfast and check out, stuff at conference with lunch MC, then dinner en route on the way home. > We will need to get a little more detail about their obligations for the conference so we can plan dinners. She is still waiting and will keep us posted. Perhaps we can lock in hotels and buses. > She likes Dillon's, but if we can find cheaper she is fine with that. Looking back to Northwestern's trips - doesn't appear to be an approved carrier list for PG County. > She was obligated to get hotel rates from Globetrotter (the PG County company that sux) and she forwarded them to me. Admin. approved for her to proceed with CCIS. > She mentioned that Best Western would be fine. 1. Best Western Executive Hotel · $119.99 + 15% tax per night · 1 King room for the bus driver at $109.99 + tax per night · 1 upgrade to King Deluxe room for the director at the event rate of $119.99 + tax per night · Breakfast and WiFi included in the rate · Free bus parking · No attrition 2. Courtyard New Haven at Yale · 1 King bedded room $169 + tax · 2 Queen bedded room $179 + tax · Free WiFi · Breakfast Buffet available at $10 ++ per person per day · Bus parking based on availability $20 + tax per day 3. Omni New Haven Hotel at Yale · S/D $199 + tax per night · T/Q $219 + tax per night · Upgrade to Business King at the $199 + rate per night with free WiFi · Bus parking $150 + tax per night · Free meeting room for breakfast but breakfast must be ordered off attached menu > BT created a folder, started IOG, and added trip to white board. Made this a DST since she said Best Western would work. 11/28/17: > Rachel emailed BT today with schedule for the band at the conference: > band rehearsal with Steve Massey on Thursday, March 8 at 3:30 in Room 302, Keith Wilson Band Room, in the Adams Center. > band is scheduled to perform with Steve Massey for one hour on Friday, March 9, at 10:30 am in The Adams Center for Musical Arts, 165 Elm Street, New Haven CT 06511. > I asked her to provide basic outline of when students are "free" at conference vs. when we need to plan meals/activities for them. Will advise. > FYI, conference hotel accommodations are contracted at the Courtside Marriott in New Haven at $139 per night if we think it's worth looking into. Courtyard Marriot 30 Whalley Avenue New Haven, CT 06511 P: 203.654.2405 > She asked for info by the end of this week. I pushed her off until at least end of next week. Dec. 8 ok? 11/28/17: > Rachel sent the following re: student time at the conference: > Wednesday- Travel day Lunch in Reading Terminal Market in Philly, Art museum/Liberty Bell something else cultural, dinner at the BBQ place in New Haven. > Thursday- Morning clinics fun lunch would be cool and dinner like New Haven Pizza > Friday- Clinic at 10:30 and watch other performances > Saturday- Breakfast and lunch, leave by around 4:00 pm > She has a meeting Friday with the field trip coordinator in her building and is asking for a "basic outline" just so she can show her that she is using us instead of Globetrotter. > I'm thinking just the IOG as it exists at that point. No hotel or prices obviously. Is that doable? I can even create a generic IOG for her based on what she has shared so far. 11/30/17: > BJS completed IOG for this trip so BT can share with BD for her meeting tomorrow. > CH has requested K from BMG for hotel. > Before sending for charter quotes and making any additional attachments, etc., allow BT to present to client and see if there are any changes she may want to make to the trip since there is not much here to excite the students, etc. BJS and BT discussed the possibilities of adding a stop in NYC for a show and other activities, etc. After seeing the IOG she may realize this is too much time for the kids to just hang out at a conference for college band directors. 12/8/17: > BT shared IOG with Rachel. > All looks good, but they want to leave Philly after lunch and have dinner in New Haven. > Leaving early on Saturday is not an option as she wants them to stay and watch the intercollegiate band concert. > According to the website - http://www.umwindorchestra.com/cbdna - that concert is not until 4pm on Saturday. It seems they would need to have dinner somewhere before departing. 12/12/17: > Ok, Rachel got back to me after my suggested IOG w/ NYC. > She wants to keep trip as is on original IOG but depart around noon on Saturday so they can make it home before dinner. > Now she says time is short - needs to submit everything to field trip coordinator by Monday in order to get approved. Well, she should have been quicker about responding to my fucking questions then. > According to her, her kids don't want to see a show in NY and it would be a "waste of money". She'd rather have Wednesday be a "stress free" day. Whatever. > CLARIFICATION - Wednesday she still wants to leave Philly after lunch so they get to New Haven for dinner an hotel check-in. I realize that was not on the original IOG. 12/12/17: > TO presentation schedule for 9:15am on Friday, Dec. 15 in person. 12/13/17: > BJS updated IOG. > CH, ready for CQR. > HMS, please review and make your additions / attachments > Meeting is 9:15 AM on Friday, so time is of the essence. ____ CH ____ ____ HMS ____ 12/13/17: > BJS and HMS discussed Art Museum times and we had to do a docent led tour which starts at 10AM the first day, so we had to move depart school time to 6:30AM. > IOG has been updated accordingly. 12/14/17: > DST Trip, but all-inclusive meal plan. > BJS added $20 Meal Credit as place holder for yet to be conformed Dinner on Friday evening - to be New Haven-style Pizza. > BJS reviewed attachments and then ran rates and entered below. > Comps = 1:25 PAID > Tier 1 = 49 - 54 > Tier 2 = 43 - 48 (+$20) > Tier 3 = 37 - 42 (+$20) > CH, ready forTO - old school. __x__ CH _12/14/17___ 12/15/17: > BT had in person TO with Rachel. > All good, tried to up-sell her on GTV - she seemed interested b/c of messaging and geolocation. Will advise asap. > Gunther is charter choice pending confirmation they are still on PG vendor list. She is taking care of this today. > 6am call time may be an issue. Thinking of ditching Philly, departing between 9 and 10am, lunch en route, stop at Princeton for an hour or so. She has a former student there who could give them a walking tour. > I sent her TO pdf and asked for these decisions asap - by early next week. 1/4/18: > BT got decisions from Rachel re: her trip. > As expected from 12/15 note, they will skip Philly altogether on day one. Depart school at 10am - load at 9:30am. The will have lunch en route likely stopping in the Princeton area for a walking tour with her former student. > Gunther is good for charter choice. She will need to provide a copy of the bus K to submit with her packet. > She decided no on GTV. > Ready for revision/K. 1/6/18: > Rachel is asking if she can get "charter and hotel K" by Monday 1/8 if possible as she has to submit with her field trip request. I think by "hotel K" she means our CCIS K. > BT texted with CH - she's thinking maybe she thinks she needs this b/c she doesn't realize K is between us and vendors. > Gunther K has been requested but not received yet. > Per BJS, he's working on revision and K ASAP, is Monday possible for that? > If it was so damn time sensitive, you'd think she would have answered my questions before break! 01/08/18: > BJS revised IOG and called it K Version. > BJS updated times and attachments as needed. > CH and HMS, please review just in case you need to alert any of your vendors, later start time, no stop in Philly, etc. > BJS completed TO K Version. > BJS adjusted and set due dates - just two payments, since we are two months from departure. > BJS completed 1st Payment INV, #6349, $12,791.50, due 01/16/18 - same date as the E-Agreement since the trip is so close. BT, you know we will work with her, but she needs to get us something as trip is now just 60-days out. > CH, ready for E-Agreement, please send oput this morning if at all possible. Thanks!!! __x__ CH _1/8/18___ ____ HMS ____ 1/8/18: > BT registered group for Travel Protection and send link and docs. 01/24/18 > 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. 1/26/18: > BT reviewed all forms rec'd on 1/25/18 (RL, FPGF, HIF & FAF). > Total Pax = 53 PAX (48 + 5). > RMS / PAX 12 Q / 48 00 T / 00 02 D / 04 01 S / 01 TOTALS = 15 ROOMS and 53 PAX (48 + 5). > The group will be traveling on 1 bus. > FYI - 1st invoice payment is in the mail! 1/31/18 > CH reviewed all forms processed by BT (RL, FPGF, HIF & FAF). > Total Pax = 53 PAX (48 + 5). > RMS / PAX 12 Q / 48 00 T / 00 02 D / 04 01 S / 01 TOTALS = 15 ROOMS and 53 PAX (48 + 5). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH sent RL to hotel > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > KMH, please send 53 DST Luggage tags and one DST Water Bottle > JAF, Ready for Final Invoice > Comps are 1:25 paid – 2 comps at the double rate > Tier 1 Pricing as listed below > traveling on 1 bus. __x___ JAF _1/31/18____ _____ KMH _____ ____ HMS ____ 1/31/18: > JAF created final INV # 6363, due 2/23/18, $24,137.00. Mailed & emailed final invoice. 02/05/18 > KMH recived check #78309 for $12,791.50 _____ CH _____ _____ HMS _____ 02/05/18 > KMH sent out 55 Tags and 1 water bottle 2/21/18: > BT had phone call with Rachel following up after her site visit - all good, few questions. > First - JAF, we issued her final invoice before we received her check for $12,791.50 on 2/5. Her business office will not process a hand altered invoice, so can you send a revised invoice that shows those funds received with the remaining balance? > Question about hotel b'fast - will their group be in an alternate area? She thinks they will take up their entire b'fast area. We have deluxe continental on their TO. Hotel person there did not seem to know. > I guess Rachel and Mike met with Tom - the guy arranging this whole thing, and there a few things that need to be altered if possible: > Wednesday schedule is good. > Tom has tentatively offered them a pizza lunch on Thursday (still keeping $10MC in just in case), so she's wondering if they can switch days for Uncle Willie's and New Haven pizza. I see that pizza dinner is a MC for New Haven style pizza? Is this meant for the group to split up and go wherever they want, or is there a reservation at a specific place? > Thursday - can they do Meal credit dinner at the pizza place on at 5pm?? Uncle Willie's is currently set on this day at 6:30pm - but they need to get back for the Yale Concert and Uncle Willie's is not that close. > Friday - Move Uncle Willie's to Friday any time after 4pm - don't have to be back for anything. > Saturday - Tom is arranging for a campus tour around 10-11am, then eat lunch with MC, they want to attend a concert at 2pm, then depart at 3. Busses would load after bfast, drop them downtown, then wouldn't have to be back until 2 to head home. Any driver hour issues? 2/21/18: > JAF sent revised invoice to reflect 2/5/18 payment received after final invoice submission. 2/23/18: > BJS EM FI Booklet to Rachel et al. > Booklet and supporting materials, including Cashier's Check, will be sent FX Ground on Monday. 02/26/18 > JF mailed FI packet 03/05/18 > KMH received check #78413 for $11,345.50 3/6/18: > JAF created Early Departure Arrangements invoice # 6396, due 3/16/18, $ 3,700.00. Mailed & Emailed. C to KH. 3/13/18: > BT had post trip debrief with Rachel - Trip was great! > leaving early was totally the right thing to do, worked out well. > if kids had their way, they wanted to choose their own food. Whatever, she wasn't pressed. Texas Roadhouse was great, BBQ place was small - but really good. > Kids were tired by the end. "they didn't sleep". Maybe if they had actually had shit to do, they would have been tired. But she was happy with what they did. > Breakfast was really good. > Hotel staff was very helpful. > snow wasn't an issue - CT know what they're doing. But glad they left early. > Bus driver was fantastic! > will send Tour Eval. > she's submitting the invoice for early departure tomorrow. > Still thinking about Midwest this winter. Bringing a bigger group. Top group and 2nd group. Not purely a performance trip - concerts at Midwest, Chicago Symphony. More generic, some sightseeing stuff. > Not sure if she's going to register them to perform or just attend. Maybe just do a clinic somewhere else. > Meeting with her principal week before spring break to talk about it. $$, fundraising, etc. > Told her we need to get on it. Will be touching base after spring break to start on details. 5/29/18: > Per JF, BT reached out to Rachel re: payment balance. > Her response: > She filled out the 2nd time I sent on May 10 and it should have been sent that day. She will talk to bookkeper b/c something is really wrong. Two other vendors did not get checks from her, so they're discriminating against us. > BT will stay on it and advise. She is trying to pay us! 6/12/18: > BT confirmed with Rachel that check for early departure Inv. 6396 was cut today and is being signed and sent tomorrow. > Earlier she told me that once we updated our insurance with PG County, this would all happen automatically. But apparently her business office person at the school was waiting for confirmation on that which, of course, I had and forwarded to her immediately. > Keep and eye out for the check next week! 6/27/18 > KH received check #78804 for $3,700.00
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