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Trip Notes
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( E-Mail Corporate )
Parkton, MD to NYC = 195 miles (4 hrs non-stop) NYC to New Oxford, PA = 205 miles (4 hrs non-stop) New Oxford, PA to Parkton, MD = 30 miles (1'15" due to back roads) 7/28/05: > BJS met with Liz at lunch during the CBCW in Baltimore. > NYC. > April 20 - 22, 2006 > OK with staying in NJ. > Has previously scheduled performance set for Saturday evening at 7PM in New Oxford, PA at the Brethren Home. > Wants festival and needs Saturday lunch time awards in order to make Sat pm performance. > 45 (35 + 10) > Chamber Choir (24) > Women's Ensemble (16) > Obviously some cross-overs. > Load 7:30 Am & Depart at 8AM. > Needs three charter quotes. > Broadway Show > Behind the Scenes Workshop > Radio City Tour, or one of the others. > Circle Line Cruise > Empire State > MET Museum > All-Inclusive Meal Plan (HRC, Suzies, Angels, Jekyll & Hyde, etc.) > Shopping & Meal Credits as time permits. > Teachers return to school on 8/22/05 and students return 8/29/05. > Mrs. Joyce Tucker, BCPS Music Supervisor (410-887-4024 - may be able to push 2006 CBCW to their staff). > home emial = lizfink@comcast.net > Need to hold off until dates can be confirmed. 8/15/05: > Rec'd note from Beth that dates are good. > BJS to proceed with planning and hopes to have PTP complete by early next week. 8/18/05: > BJS called Beth re: Medieval Times and getting to New Oxford in time for performance at 7PM. > She will check with the Church of the Brotheran home to see if they could begin at 7:30 or they may have to leave Medieval Times prior to the end of the show. Since the Awards are first, they would miss show, not awards. > BJS completed IOG and faxed CQRs to Elite, Eyre & Hunt Valley. > BJS secured hotel & made attachments. > BJS ran rtaes; HOWEVER, they may need adjusted once I hear from Showtix and Radio City re: 2006 rates. 8/18/05: > Rec'd Showtix info and Radio City will not have for another month, so BJS used 2005 rate. > BJS updated Package rates and attachments accordingly. 8/22/05: > BJS emailed and then mailed PTP to Beth's attention at the school. > BJS to follow-up later this week to see how we are to proceed. 8/31/05: > BJS sent email to Beth checking to see how we are to proceed. When she emailed me last week, she was awaiting approval from her Department Head. 9/6/05: > BJS called and LM for Beth as I have had no response from the email of 8/31/05. 9/8/05: > BJS sent email to see what is up! 10/11/05: > BJS rec'd email from Beth, it seems as if this is going to happen although BD and Principal would like to her to get quotes from their two preferred providers. > BJS worked up IOG and rates, with a few minor revisions, in order to get price closer to $500 All-inclusive. Quad rate now $419. > BJS called Beth and LVM in BD office, so I am sure she'll never get it. > BJS sent email asking her to call so we can discuss options. 10/12/05: > BJS called for Beth, did NLT leave message in BD office, so I called Main Office and LVM again asking her to call. 10/17/05: > BJS called and spoke with Beth. > Discussed revision and charter choice = Hunt Valley since Elite is SO. > BJS called and requested K for 1-49 passenger coach. > Discussed IOG and rates which BJS worked up on 10/11/05, she likes, but in an effort to get rate under $500 wants to delete Lunch opn both Thursday & Friday. > BJS to email updated PTP and IOG for her approvial and then we will go to K, hopefully on 10/18/05. > Also hoping to have 47 total pax, 35 + 12 (she and the principal will be the comps). > BJS updated count on IOG and Bible screen, decided not to up count to 49 just incase Hunt Valley is SO and we have to get a 47 from someone else. > BJS completed Rev1 and emailed with IOG and PPBCC to Beth asking her to confirm receipt and to give us the go to K. 10/24/05: > After leaving several messages and emails, BJS sent another lettig her know that we may well lose another charter co if she doesn't soon act. 10/25/05: > Rec'd the following email from Beth - Hi Bryan, Sorry to reply late. With concerts here Tuesday and Wednesday, a personal day Thursday to move my parents out of their 45-year home to a retirement community, and professional days Friday and Monday, this has not been at the top of my list. The revised proposal looks good. You do understand that we cannot sign anything official until we get approval from Baltimore County. Also, I still have to convince my dept. chair and principal that this is the way to go. I understand you need to book the bus; what are our legal commitments if you do? Could you tell me more about the festival in which we will be performing? My dept. chair really wants to hear about that. 10/25/05: > BJS responded with the following - Beth: The festival company is Music Festivals as they were the only company in town your particular weekend whose schedule would allow full participation, including the Awards Ceremony / Lunch at Medieval Times Saturday afternoon. Other companies are available; however, there Awards were Saturday evening and they would not permit an afternoon departure in order to get to New Oxford in time for your performance. Obviously, you could select another festival and miss the Awards, but this did not sound like something you wanted to consider when we spoke this summer in Baltimore. For additional information on Music Festivals, you may want to visit their website, www.musfestivals.com. Another option would be to delete the festival entirely and allow us to include a performance opportunity at St. John The Divine or another suitable location. This would permit a more relaxed afternoon and evening on Saturday. This would also help with your budget, for the festival alone is over $80 per student! If I can do anything further to help convince your department head and principal, please advise as soon as possible. I am concerned over what I perceive as a lack of support for your use of CCIS. It is quite puzzling considering the fact that we have been in business for over 13 years and have a track record of nothing but quality & outstanding customer service. (If I am misreading this, please let me know.) I have attached a Reference List for your use if needed. As for legal commitments, at some point in the near future, we need to have your plans finalized, for we have been working on your arrangements since mid-August on a tentative basis. Our agreements with our vendors need to move from tentative to definite soon or we will be jeopardy of losing the confirmed rates, reservations, etc. An example of this is the motor coach from Elite. When quoted back in August, they had a coach available for your group and it was more than $1,200 less than the other carriers. This $1,200 translates into a savings of over $25 per person! When we finally received the go ahead to book the coach; unfortunately, they were sold out. As for our contract with you, based on your current travel dates, your deadlines are as follows: Contract and Deposit = due three weeks after you make the request ($75/person for packages under $400 and $100/person for packages $400 or more). Obviously, I am aware of school policies and procedures and realize it sometimes takes a bit longer than 3 weeks. January 20, 2006 = 50% of Balance Due and 50% of Ground Transportation February 17, 2006 = Final Participant Guarantee Form, Room List, Hotel Information Form March 6, 2006 = Final Balance Due. All of these will be spelled out in their entirety in our Group Leader's Notebook. I apologize for rambling on and posing more options for you to consider, but I need you to realize that since we do not pre-package our tours, we can make whatever arrangements you want. I am happy to provide additional revisions, with or without festival participation, or whatever you want or need in order to make this a go. I want you to have the trip you really want, at a price you can be happy with. Please give me a call (800.432.5095) at your earliest convenience so we can further discuss these options and how you would like us to proceed. I understand the convenience of email, but hope you can call so we can speak in person and really consider all of your options. > We will see . . . 11/4/05: > BJS called and spoke with Beth at 8AM in Music Office. > She likes the idea of deleting the festival and adding a Choir Sing at St. John the Divine. > May also consider a second B-way Show, will have to be inexpensive tickets. > She is going to run this by her Department Head and get back to me today so I can prepare a revision early next week. 11/4/05: > Rec'd the following em from Beth - Hi Bryan, I just had a LONG talk with my dept. chair, who took a good look at the proposal and finally admitted that it looked "pretty good." He suggests that we get rid of the dinners at Hard Rock Cafe and the next evening before the festival, and just let the students do those on their own. That way they could spend a lot or a little less, but it would be their choice. We would meet near the theater district. The more I thought about St. John the Divine in lieu of festival, the more I liked it. Unfortunately, the students want the festival, trophy, awards lunch, etc. They also thought it would be exciting to sing at St. John's. They wondered if we could do both? My dept. chair also agrees that we probably need to do a festival for PR reasons, although he understands their limited value. Another question from him: how long a wait would you antipate on Sat. a.m. at the Empire State building? Would that be a possible time to sing at St. John's instead? Let's go ahead with plans, minus those two meals, and we will go ahead with our fund-raising efforts. Pending the County's approval, of course. Thanks for your patience. My home phone is 410-823-0864. 11/21/05: > BJS updated the IOG and attachments. > BJS ran revised rates and then completed PTP Rev 1. > HMS, as this is going to contract, please review and proceed as needed. Thanks! BJS planning to mail K NLT 11/22/05 if at all possible. __X__ HMS __X__ 11/25/05 (27): > BJS completed CN and mailed via UPSP 2-day on Monday. FX SON not available between Butler & Parkton. Only PON at $28, so BJS elected to mail USPS. > K & Deposit Due: 12/19/05. > Music Festivals Application due via fax ASAP. 1/3/06: > BJS sent status check EM. 1/10/06: > Sent status check EM again . . . 1/12/06: > Rec'd response, , , I'm so sorry to be so behind on this. There are no good excuses; I've just gotten a little overwhelmed. Somehow I had it in mind that the deposit was due at 90 days and the balance at 60 days. Anyway, yes, we are doing the trip and I will have a check for the deposit and contract in the mail to you by tomorrow. Let me just clarify for myself, that the only fees that will change are the bus fee distribution, depending on whether or not it is completely filled. We can pay the next one by Feb. 1, and the final by March 6. Can you live with that? Also, what do we do about one extra person left over after the quad room assignments? Can the hotel put an extra cot in one room? The groups are very excited about the trip, especially the opportunity to perform at St. John the Divine. I believe we will have enough parents to fill the quota. We recorded a "Holiday" CD which sold pretty well and is funding part of the trip. We also did 15 performances between Dec. 3 and Dec 23. We went into rehearsal yesterday for our March musical, Pirates of Penzance, with a cast of 60. Yes, we are crazy. Thank you Bryan, for your patience. I hope you can live with these dates. I will try really hard to be more "together" with the important financial details. 1/12/06: > BJS sent the following response . . . Beth: Thanks for letting me know where things stand. I appreciate your mailing the Contract and Deposit. Please include your completed Music Festivals application with these items also. I have attached an updated IOG for your records as well. I just faxed a Broadway Show Selection Form and show possibility listing for your completion. Please fax back to me no later than Tuesday afternoon (01/17/06) so we can get your show tickets ordered. Your package rates are based on 42 - 47 total participants. Per our contract, the published rates for the CCIS portion of your package will not change so long as your total number of participants lies between those two numbers. Your total number of participants will be confirmed to us via the Final Participant Guarantee Form & Room List which are due in our office no later than February 17, 2006. Your Hotel Information Form is also due on February 17th. All of these forms can be found in your Notebook under tab #5. As you suggest, when your numbers fluctuate, your per person transportation cost fluctuate as well. It is for that reason that we sell transportation to you as a single line item rather than on a per person basis. I have spoken with the hotel and unfortunately, they cannot accommodate 5 students in a room due to Fire Marshall regulations. If you don't have a number that is equally divisible by 4, some of the participants will have to be housed at an occupancy type other than quad. I am also in need of a Repertoire List for your performance at St. John The Divine. I must submit this in order to receive final approval for your performance. They are looking for a majority of pieces from the sacred realm; however, a few secular titles are permitted so long as they are not blatantly secular. Please fax or email your proposed repertoire list, being sure to include title and composer / arr., no later than January 31, 2006. > BJS updated IOG to reflect changes which HMS had to make when securing reservations. HMS had already updated attachments. 1/17/06: > Rec'd show selections, in order of preference, via email. > Mama Mia, Wicked, The Producers, Spamalot and Light in the Piazza. > Email said K should go in mail on Wednesday (01/18/06). 1/20/06: > Rec'd check #5992, $3,525,00. > Deposit ONV #4263 - PIF. > BJS mailed Statement showing current amount due as $9,451.00. It is due today! > HMS< we do NOT yet have K, but since we have Deposit PIF, BJS checked as Under Contract and I suppose we can go ahead and proceed as needed at this point. > Show selectionsare show above at 1/17/06 entry, __X__ HMS __X__ 1/31/06: > Rec'd repertoire for St. John the Divine via eamil. > BJS passed on to HMS. 2/2/06: > Rec'd signed K and MF application (2 choirs). > BJS mailed signed copy of K back to client and faxed and mailed festival Application, etc. 2/8/06: > BJS faxed & emaioled OK TO PAY re: Producers Tickets. > Due back NLT 3PM tomorrow. 2/13/06: > Rec'd check #6042, $6,451.00 - INV #4264 - PIF. 2/13/06: > BJS sent email reminder re: FPGF, RL, etc. due this Friday, 2/17/06. 2/23 & 24/06: > Rec'd FPGF< RL & HIF. > Total Pax = 35 (29 + 6). > Rms / Pax 5 Q / 20 3 T / 09 3 D / 06 0 S / 00 TOTALS = 11 ROOMS and 35 PAX (29 + 6) > BJS updated IOG and Bible accordingly. > HMS, as these numbers are now GUARANTEED, please review and proceed as needed. Thanks! > Since numbers are below minimum, group will have to have option of losing both comps or losing one comp and $10pp rate increase. __X__ HMS __X__ 2/28/06: > BJS faxed Behind trhe Scenes B-way questionnaire. Due back NLT 03/03/06. 3/1/06: > BJS sent email re: below minimum rate adjustment askign fer her choice, either no comps or 1 comp and $10pp rate increase. 3/2/06: > Rec'd Broadway questionnaire via fax. > Rec'd decision to increase rates $10pp and get just 1-comp rather than two. 4/6/06: > BJS updated rates on Bible screen per 3/2/06 decision. > BJS completed, faxed and mailed Final INV. #4318, $4,855.00. Due 03/03/06. 4/11/06: > Rec'd check #6236, $4,855.00 - INV #4318 PIF. > ACCOUNT IS PIF. > Gross Receipts = $17,831.00. 4/11/06: > BJS completed FI and emailed to Client's attention at home and school. > Complete FI Packet to be mailed FX SON to her home address for Thursday (4/13) arrival.
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