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OR
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Hotel Info Form
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Contract Status
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Bel Air to NYC = 170 miles / 3 hrs non-stop (4 hrs in traffic) 8/25/10: > ML Twentey wants to move ahead with a One night trip to NYC. > She would rather save $$$ than flush out the entire $400 budget - this year is their small trip year. > RFP was attached to my original email to you. Can you get started on that? She wants a proposal ASAP. > Love some kind of performance or festival. > I think it is cheaper if we stay in a hotel in Jersey > One show and possible dinner at Medieval times. 8/30/10: > BJS sent specs to BMG 9/15/10: > BJS completed IOG and then HMS made attachments. > Hotel = Renaissance Meadowlands. > Sent CQR to 5 companies. > BJS completed PTP and emailed to Client as well as Jim as both PDF Packet and individual files. > Sent EM to Mary Lynn asking her to confirm receipt. > Rec'd message that she did receive PTP and would share with her parents / boosters at tonight's meeting. > She will discuss with Jim at his meeting with her later this week while he is in Baltimore. > May have to cut the price a wee bit in order to become more palatible for her parents. 9/16/10: . BJs sent PPBCC for Martz and Atlantic Coast to Mary Lynn and copied Jim since he is on the road. 9/16/10: > Per Jim's mtg with Mary Lynn, C Milton Wright's numbers just went up. She's looking 300 now. The whole dept. 250 students, 50 chaps and 3 comped directors. > Also, wants to make the following changes if possible - > Wants to be closer to $300 on our behalf. I think we're around $329. They were around $390 so - Mary Lynn said cut the Planet Hollywood meal and Dallas Bar - B - Que; replace with a $10 meal voucher. > She would like for the band to perform (festival if possible) and the workshop for the orch. and choir all to be on Friday if possible - a Fri. night cruise and Sat. afternoon show. (1st choice, Phantom, 2nd, Wicked, 3rd West Side, 4th, Stomp for band & Mamma Mia for orch/choir? and 5th, Lion King.) > If not possible, as per the grid with the 2 dinner cuts replaced with $10 meal credit/vouchers. 9/17/10: > BJS replied to Jim - > This is great that the group is now the entire department. I will check with hotel on increased size and make sure they can accommodate; otherwise, I will find an alternate property that can. > Adding a festival for the band is going to increase the price significantly, possibly as much as $100 or more. We could add a public band performance opportunity (not a festival) and keep the Broadway workshops for the choir and orchestra, as she suggests, and this would have little or no impact on her budget. Please make her aware of these two options. We will need her decision before we can proceed. > I can move the show and cruise; HOWEVER, I purposefully placed the show Friday evening since tickets are less expensive than a Saturday matinee. Again, I can switch, but there will be impact on the budget. Another decision she will need to make before we proceed. Also, I see her show choices, but I need her (not you) to go to our website and complete / submit the Broadway Show Selection Form. This is the only way we accept show choices. > Meals / Dinners - we can make this decision once we have her answers on the questions I have detailed above. 9/17/10: > Per Ninffer, Renaissance Meadowlands CANNOT handle the enire group, so Ninffer is sendign backout to see who can. 9/20/10: > BJS sent EM to Jim to let him know about hotel. 10/7/10: > BJS completed Revision based on new budget numbers as well as the entire music dept group of 300 total pax. > BJS made no changes to attachments other than the new hotel, Sheraton Newark, since the Renaissance Meadowlands cannot accommodate. > BJS sent PTP to Mary Lynn via email. 10/11/10: > Rec'd Broadway Show Selection Form via fax. > Mary Lynn was wondering what show she would be seeing- BJS replied - We will submit your show choices, in order, today and we usually have an answer within 3 - 5 days. Due to the holiday and the size of your group, it may take a wee bit longer or we may even have to split the group between two shows. I will keep you posted! 10/13/10: > BJS sent EM to Jim asking him to get their charter company choice ASAP so we can get the coaches reserved. 10/19/10: > EM from Jiim from Mary Lynn - > Great news. We are going to go with Dillon's. I will need one bus to be a lift bus for 1 of our wheelchair bound students. > Also, We would like the dinner on Friday to be on own, not at the Italian place and how much does the cruise cost per person? 10/26/10: > BJS gave Jim amounts to sahre with mary Lynn - delete the Cruise and deduct $20 pp. > Replace dinner at SPQR with a $15 Meal Credit - deduct $10 pp. > BJS also asked Jim to make her awatre that we are up against some deadlines - Phantom tickets are due 11/1/10 and NY Offstage Atrium Performance K and non-refundable deposit is due this Friday. . . > We need her to make some final decisions. 10/26/10: > Jim rec'd em from Mary Lynn - she is concerned about deadlines and is a ibt worried about Jim's apparhent confusion . . . Lack of attention to deatail. 10/27/10: > BJS sent EM response to Mary Lynn . . Mary Lynn: Thanks for copying me on this, I am sorry for any confusion that may have arisen. #1, you are not crazy, for you do not have any deadlines, for we have not yet sent you your contract / group leader's notebook. I will complete that now, since you have given us the word that you are ready for your contract. #2, The Phantom tickets are secure for the moment; however, as Jim eluded to, since your group is so large and taking up so much of the theatre, our turn around time with our vendor in NYC is significantly shorter than usual. Our payment for your group's tickets is officially due this coming Monday; HOWEVER, Hollie will ask for an extension. I will also have her complete an "OK TO PAY" and forward it to your attention this week. The OK TO PAY will allow us to pay for your group's tickets even though we do not have a signed Contract or Deposit from your group. We do this all the time for groups and are happy to do it for you! So you can get a feel for how many tickets you will need, I will ask her to make this due back to our office on Friday, 11/19/10. #3, The Band's performance location is also secured for the moment. In order to guarantee this performance location, we have to sign a contract with the vendor and provide them with a non-refundable deposit. Now that you have given us the "Go To Contract" for your group, I will have Hollie finalize the arrangements. We will ask them to make the Deposit refundable until December 1, 2010. If they will agree to these terms, an "OK TO PAY" will not be necessary for this particular inclusion. If they are steadfast on the non-refundable date, I will have Hollie complete and forward another OK TO PAY to your attention for this inclusion. #4, The Cruise is a $20 attraction, so if you would prefer not to have it included, all of the per person rates will be reduced by $20 across the board. #5, By replacing the Dinner at Ristorante SPQR with a $15 Meal Credit, you have reduced your rates by another $10 per person. #6, I have a contract with Dillon's for 6 coaches including one wheel chair lift equipped coach. At this moment, with the Dinner adjustment, your Per Person Package rates are as follows (not including transportation): Q = $295 T = $305 D = $325 S = $385. Delete the Cruise as well, and your rates would be as follows: Q = $275 T = $285 D = $305 S = $365. Please advise today if you want me to take the Cruise out of the package. By doing so, I can complete the Contract / Group Leader's Notebook and get it to you ASAP. Again, I am sorry for any confusion which we may have created. It was not our intention and please never hesitate to contact me directly if you have any questions or concerns (800.432.5095). I look forward to hearing from you later today! 11/5/10: > BJS completed CN and maield to Mary Lynn via FXSON. > HMS, as this has gone to K, please review and proceed as necessary. > Included OK to Pay for Phantom tickets - due back 11/17/10 at 12 Noon. > K and First Payment due: 11/24/10. __X__ HMS ___X_ 11/9/10: > Rec'd wem from May Lynn wondering if we could extend OK TP PAY deadline to 11/19/10. > BJS replied that HMS would check with vendor. 11/11/10: > BJS sent EM to Mary Lynn - no problem on extensin to 11/19/10 at 12 Noon. 11/23/10: > BJS returned Mary Lynn's call but she was in class, so BJS sent email - yes, we can increase to 271 Phantom of the Opera Tickets. The OK TO PAY was for 269, but she left VM and wanted us to increase to 271 and faxed revised OK to Pay. > HMS has it and all is good to go! 12/2/10: > Rec'd check for $25,616.00. 1/27/11: > So many school days cannot make 01/31/11 deadline for forms. > BJS said no problem, we extended to 2/7/11. > Is 135 performers in the band OK for the Madison Avenue Sculpture Garden or does she need to split them into two ensembles> > Can we send her a rental rate sheet for musical instruments and equipment. She has a dad who had access to an equipment truck and will probably go that route, but wants to see rates for comparison. 2/7/11: > BJS sent Equipment rental rate Sheet to maryleen. > BJS sent reminder about forms being due today (this was the extended deadline). 2/16/11: > BJS sent another EM reminder to marylyy - need all fo your forms. > Also called cell number and LVM to the same. 2/23/11: > Rec'd FPGF & HIF. > Wants to add security guard(s). Will determine how many once we know how many floors her group will be on. > BJS told her we can do that and it will be $169 / guard for a 6-hour shift. > Will bill as line item. > Per Marylynn - she want three (3) guards. 3/7/11: > FPGF, RL, & HIF all rec'd 2/23/11. > Total Pax = 273 (214 + 59) > RMS / PAX 50 Q / 200 07 T / 021 25 D / 050 02 S / 002 TOTALS = 84 ROOMS and 273 PAX (214 + 59). > BJS updated BIBLE and IOG. > NO CAV as per original proposal. > HMS, as these numbers are now FINAL and GUARANTEED, please review and proceed as needed. Thanks! ____ HMS ____ 3/7/11: > BJS sent INV #4979 & 4980 (hotel security), as well as Statement. > Total due on account = $35,338.50. 3/8/11: > Per marylynn, can work with just 5 coaches, so BJS to revise INV and Statement accordingly.
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