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Walt Whitman High School Music Dept.-Chicago, IL-04-25-2019
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
Dbl
Trip
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Sext
Start
Date:
Time:
End
Date:
Time:
Contract
Due
Received
Deposit
Due
Received
Partial Deposit
First Payment
Due
Received
Final PAX
Due
Received
Final Room List
Due
Received
Hotel Info Form
Due
Received
Balance
Due
Received
Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Walt Whitman HS to Chicago = 690 miles / 11.5 hrs. CCIS TRIP 5/23/18: > Jeff called BT today. > The county will NOT let them travel out of the contiguous 48 states, so they now have to go to Plan B. > He's asking for help navigating their Plan B. We landed on Boston or Chicago as FOM has events there on this weekend. > He asked me to reach out them about venues, etc. I emailed Tom for some insight on that. Will advise. > Jeff also wants know what we think which would be better with downtown hotel and activities for the kids. 5/27/18: > BT spoke with Tom at FOM - such a nice guy. He gave me photos of all venues in Boston and Chicago. I sent them to Jeff/Terry and cc'd BJS. > Waiting for their response to that. Toronto is totally out, county won’t budge. > In the mean time, Jeff wants to know which city would offer a better downtown hotel for them. > Also, any major cost differences? Which would kids enjoy better in regards to other activities besides the competition? > BT will send a few examples of typical Boston and Chicago activities. > Based on Tom's feedback, I think Chicago would be the better destination. > They want to have a conference call one morning this week. Thursday? 5/31/18: > BT spoke with Jeff re: destination for next year. > They ran it by the kids and are now excited about Chicago. > Same dates. Festivals of Music. > Avoid Dave and Busters type stuff. Something more "creative". Tommy Guns Garage? > Concert and possibly a broadway style show? 7/21/18: > BT, Need Ensemble Forms for EACH Ensemble participating in the FoM competition so BJS can complete the festival application. This is important as Tom Merrill is predicting a really full weekend for the festival. > BJS completed IOG that BT and CH started. > No show in town that weekend, so CSO concert it will have to be. > Can't be home by 6pm if they spend Saturday night and I don't think they wanted to drive through the night. along those same lines, NOT sure if Embassy Suites Magnificent Mile will sell us the rooms if we pull out of Saturday night since they really want to sell both weekend nights. > CH, ready for CQRs (3 quotes). > HMS, please make attachments & update as needed. > TO to be completed on Tuesday if at all possible so BT can present prior to his departure and Jeff & Terry's departure for Bermuda!!!! Thanks! ____ CH ____ ____ HMS ____ __X__ BT FYI 7/21/18: > BJS made attachments and ran a quick quote to see where we were - +/- $739 quad based on current attachments / IOG. > BT, please review and let me know what you think. 7/23/18: > BT reviewed IOG with Jeff over the phone. > His first comment was, "any way they can leave after the concert Saturday night with and have one MC on the way home (breakfast/lunch)?." > BT explained the whole Saturday night stay with downtown hotel and current price point of IOG. > Absolutely no way their trip can be more expensive than last year. Nashville quad rate last year was $679 plus bus. Gunther quote that came in already for this trip is a little less than the bus cost they had for Nashville. > First priority, see if we can dump the Saturday night stay, depart after concert, and have one MC on the way home. > Staying downtown is still a huge priority for them. Otherwise IOG looks good. 7/25/18: > Ensemble forms are in Dropbox for FOM application completion. 8/9/18: > BT spoke with Jeff. > He's going to take long term leave through Sept. and hopefully go back Oct. 1. 8 stints!!! > doesn't seem to care about downtown hotel as much as he did before the heart thing. Life changing kind of thing. Esp. if trip can be cheaper - more kids! > Not sure how Terry feels about the not staying in the city thing. Need to talk when she gets back from Spain. BT spoke with her on the cruise about it - she didn't seem to care that much. > Definitely cannot raise the quad rate from last year. > I told him about Hilton Oakbrook and my experience there. I would say go ahead and release the downtown hotel. > Aug. 24 is first day of work for them (Terry). They have sporadic vacations before that, so not sure if we will be able to all talk before then, but he will update me if he talks to her. > Jeff asked if Boston is worth looking into in order to stay downtown? I told him I would talk with BJS when he returns from Mexico. 8/20/18: > BT spoke with Terry. > Chicago is a go with Oakbrook hotel. > Same price or cheaper than last year a plus...they will make it work. > We need to bump this TO up on the priority list so she can submit paperwork asap. 8/22/18: > BJS reviewed and updated IOG since now a two night hotel stay trip and hotel has changed from downtown to Hilton Suites Oakbrook Terrace. > Attachments have been updated as well. > BJS ran rates. > BJS requested Hotel and charter Ks - received. > KH, ready for TO - > Comps = 1:15 Paid, including Two (2) Single Comps for the Directors, Terry and Jeff. > Tier 1 = 248 - 275 > Tier 2 = 220 - 247 (+$20) > Tier 3 = 191 - 219 (+$20). > HMS, this will be going to K, so please review and proceed as needed - thanks! __X__ KH _8/22/18_ ____ HMS ____ 8/22/18: > BT, ready to share with Client and to get their Go to K! 8/28/18: > BT completed FOM application. Added to attachment note as well. 9/5/18: > Trip is a go. > Just waiting for county approval before principal can sign. Entire new admin. and business office people. > Ready for K 9/5/18: > BT forgot that Tommy Gun's was not an option due to the size of the group. > BJS suggested Medieval Times with no change in budget or Spirit Cruise with $50 increase. 9/6/18: > Per BT, Terry is not a fan of Medieval Times and cannot increase budget so Spirit Cruise is no an option. > BT suggested Pinstripes. > BJS loves this idea and it will stay within budget.. > BJS updated IOG accordingly. > HMS, please reach out to Mallory ASAP and see if this will work for them at their Oakbrook location (it is close to the group's hotel). Group will not be in the city that day, it is festival day and they will be most of the day at Harper College in Palantine Township, IL. > As soon as you have her answer, please update the attachment (I went ahead and made the attachment) as needed and then put in BJS MAILBOX so he can complete the group's Contract. ____ HMS ____
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