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Toronto, Ontario, CA
Toronto, Ontario, CN
Toronto, Ontario, CA,
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Townsend, TN
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OR
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PAX
Youth
Adults
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Time:
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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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Received
Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
8/30/05: > 2 Broadway Shows or Concerts > Performance Groups = three choirs, 1 Band & 1- Orchestra & 1 Jazz Band. > St. John and 1PM Mass at St. Patricks. > Performances or Clinics. > Behind the Scenes Workshops > Manhattan Hotel > Empire State Building > Circle Line 2-hr Cruise > All-Inclusive Meal Plan > Heavy continental OK, likes idea of theme b-fasts > MOMA > Shopping Time > Jekyll & Hyde > Needs Charter Quotes - no preferences. > Needs PTP NLT 9/16/05. > Jeff best time to reach 9:30 - 10 or 2-3pm > Michael DiGiancinto, Band Director (HP: 703.532.2766), email = mvd205@nyu.edu > 235 Miles = 5 hrs non-stop 9/16/05: > BJS completed IOG, made attachments, then ran rates. > BJS completed PTP and emailed to client while speaking with Jeff. > At first glance, looks great, he wwants to digest and WCB this afternoon around 3.15pm to discuss in detail. 9/16/05: > BJS emailed Quote from New World. 9/16/05: > Jeff did not return call so BJS called and LVM. 9/16/05: > Jeff called and discussed PTP at length. > Really likes what he sees, needs to share with Mike (B&O Director). > Sounds very positive, does not sound as if he is considering anything else. > Was not shocked with rates - they are what he was expecting. > Definitely leaning toward The New Yorker, not really interested in NJ hotels. > Discussed NY Phil program for Thursday night as well as NYC Opera for Thursday & Friday. > Anxious to get started on Application Process for St. Patricks and St John. > Will touch base with me next week to see how we are to proceed. > BJS needs to mailed PTP hard copy as well as email remaining charter quotes as received. 9/17/05: > BJS emailed quote from Martz. 9/21/05: > BJS mailed complete PTP packet with note explaing basic savings by deleting Saturday night tsay in hotel, etc. 9/23/05: > BJS LVM, please call as hotel curtesy hold will expire on Monday and BJS needs to know how to proceed. 9/24/05: > BJS sent email - Jeff: I called Friday afternoon around 2PM but was unable to reach you. I really dislike the impersonal nature of email, but realize it is convenient, especially with a director's schedule! I wanted to touch base and see what Mike thought of the proposal for your group's New York trip. Remember, we can customize and make revisions, additions and/or deletions as you wish, including the addition of a festival or competition if you would prefer. Also, the courtesy hold on your group's rooms at The New Yorker Hotel is scheduled to expire on Monday (9/26) so I need to give them some idea of your intentions in order to secure the rooms beyond then. Please get in touch as soon as you have a chance. I will be in the office Monday morning until approximately 11AM, then I have to leave for Ohio and two appointments there Monday afternoon. Should you need it, my cell number is 724-991-6123. 9/25/05: > Rec'd email from Jeff - Thanks for your email! Indeed, email is the best way to reach me much of the time. We are committed to staying in NYC, so you can go ahead and book the New Yorker. Thanks. Let's be in touch this week re: some of the "Pending Acceptance" items on the itinerary that are going to need attention rather quickly! 9/26/05: > BJS responded via email, asking Jeff to call when he had a moment so we can discuss particulars, etc. per his wishes. > BJS agreed to sign and return K to The New Yorker. 10/4/05: > BJS spoke with Jeff & Mike (in office as well). > Mike will put together CD for Jazz Band Performance. > Would like to check with Manhattan Music on Stand Rental. > Would prefer wind person for Band & string person for Orchestra (String Orchestra only). > St. Patrick's use Organ? > Wants to make decision on Shows and Concert by next week. Will most likely split group. > B-way Choices, Spamalot & Wicked. > Charter Choice - get quote from Quality, if they are cheaper than New World, go with them, if not use New World. > Going with the 3-nite option. > May want to add a Jazz Band Clinic, but not sure where. 10/5/05: > BJS sent the following email to Jeff - I have received the quote from Quality and it is the lowest of the three received, $4,994.00 per 55-passenger coach. Based on our conversation yesterday afternoon, I have gone ahead and requested the Contract for 3-55s from them. Now that the charter choice has been made, I will complete and forward your group's Contract Notebook later this week. I am awaiting call backs and answers to your other questions and will advise as soon as they are received. Thanks! 10/11/05: > BJS sent email to Jeff re: St. Patricks, then he called. > He is fine with the option of the other two churches. He will send entire compilation CD from 2004/05 and we can decide which to have them listen to. 10/18/05: > Rec'd CD of choir for submission ot churches for approval. > BJS also updated IOG to match the changes which HMS made in order to accommodate the inclusions. Per Jeff, Concert Choir is approximately 90-95 singers Chamber Singers is 20 Women's is 28 Orchestra is 20-25 The Band is about 60 Jazz is about 15-20 10/19/05: > BJS mailed CN via USPS 2-day service. > K and Deposit due 11/9/05. 11/4/05: > Rec'd EM from Jeff re: site visit. Would like us to check on Friday & Saturday night, December 2 & 3, 2005. If these dates are unavailable, he will have to get back to me with alternate dates later in the winter, he is unsure at this time. 11/10/05: > HMS, BJS rec'd show selection choices and how to split group from Jeff via Voice Mail. > Wants 35 tickets for the NY Phil Concert on Thursday night, 03/23/06. > Will have the remaing 125 pax see Broadway Show(s) that night. > On Friday night, 03/24/06, all 160 will see Broadway Show(s). > Group can be split into two or three different shows each night if necessary and if ShowTix thinks this will increase our chances, so on Thursday, the 125 going to Broadway, can see two shows (63 seats for one and 62 seats for another) or three shows (41, 42 & 42). > On Friday night, all 160 pax are going to Broadway & they can be split into 2 (80 + 80) or 3 groups (53, 53 & 54) if necessary. > Some of the tickets could be for the same show on the opposite night. > Show Choices in order of preference = Spamalot Sweeney Todd Blue Man Group Spelling Bee Wicked Avenue Q. > Lets talk through this before calling ShowTix. Thanks! __X__ HMS __X__ 11/14/05: > Rec'd Signed K as well as check #10402, $16,000.00 - Deposit is PIF. > BJS mailed signed copy of K back to Jeff's attention. > HMS, as this is now UNDER CONTRACT and DEPOSIT is PIF, please review and proceed as needed. Thanks! __X__ HMS __X__ 12/7/05: > BJS sent EM with show selection / Status update. > Also EM OK to Pay re: Sweeney Todd for 3/24/06. - due to CCIS, 12/15/05 NLT 12 Noon. 12/14/05: > BJS sent EM to Jeff re: OK to Pay and update on tickets / shows - Jeff: Here is the most up to date information - Thursday, March 23, 2006 CONFIRMED Blue Man Group - 40 seats (this was originally 63 and we reduced to 40, per your request, this past Friday). NY Philharmonic - 35 seats Lestat (Elton John) - 25 seats WORK IN PROGRESS (awaiting confirmation) Chicago = SOLD OUT We need another choice or two for Thursday night totaling approximately 60 seats. ShowTix suggests - Dirty Rotten Scoundrels, The Dancer's Life (with Cheeta Rivera), Producers or Phantom. TOTAL SEATS for March 23 = 160 Friday, March 24, 2006 PURCHASED (non-refundable) Avenue Q - 53 seats 25th Annual Spelling Bee - 54 seats CONFIRMED Sweeney Todd - 53 seats (guaranteed count due to CCIS / Box Office tomorrow! Please return OK to Pay which was emailed earlier. This is required since we have already purchased 107 tickets for Friday night's shows and your Final Participant Guarantee Form is not due until 01/20/06.) TOTAL SEATS for March 24 = 160 Please advise as to the alternate show choice(s) for Thursday ASAP. Thanks!!! 12/19/05: > BJS sent OK TO PAY Reminder EM - Dear Jeff: I am in need of the completed "OK to Pay" for the Sweeney Todd tickets. It was originally emailed as an attachment on 12/7/05. I have attached another copy now. Please read carefully and we will proceed as you direct. It must be returned no later than Thursday, 12/22/05. Give me a call if you have any questions. 12/22/05: > BJS called and LVM re: Sweeney Todd Tickets - How do you want us to Proceed? Please advise today; otherwise we will have to release the order . . . 12/22/06: > Rec'd OK to PAY re: Sweeney Todd (53 tickets). 1/11/06: > Pre call notes for BJS & HMS. > LeStat, Thursday, 3/23/06, getting terrible reviews in previews. ShowTix checked on Dirty Rotten Scoundrels and has placed tentative hold on 85 tickets if he wants them . . . > Lincoln Center Performance, Mike will or has rec'd information from David Kincaide at Lincoln Center regarding this performance. Please check with Mike and let us know if he does or does not have it. Return directly to David at Lincoln Center. > Behind the Scenes Workshops - due to size of choir, will split into two choir workshops and one instrumental workshop. What do you expect from workshops - audition procedures, singing and dancing, etc. Instrumental focus, etc.? > Hollie is working on Food Allergies Info - requesting signed acknowledgement from each restaurant. We are concerned about his and our liability due to parent's wording in email. > Riverside Church and St. Barts (possible choir performance sites). 1/11/06: > Jeff called at the appointed time. > Likes idea of DRS (85 pcs) for Thursday night rather than LeStat. Wants us to proceed with the 85 tickets. > Expecting no problem meeting 160 total pax, may actually end up with a few more than that. BJS reminded him that his FPGF, etc. are all due 01/20/06 and we would cross that bridge when we got to it, if his numbers are higher than 160. > Delete the Behind the Scenes workshops for all groups - will replace with shopping time Friday afternoon. BJS will need to adjust final package rates by $10pp since they are no longer doing this item and it was included in their contracted rates. > Likes idea of clinic with church performance at either Riverside or St. Barts. > Also would prefer to use organ at church for Friday AM performance. If not available, his organist will not be making the trip, so he would really like his answer on this prior to 01/20/06 when forms are due . . . > Has decided to keep MOMA as planned. > Understands Meal Counts and will keep an eye out for the faxes from HMS. > Discussed "peanut girl" and he knows the family - has traveled with him previously, and is comfortable with the parents not being too anal about it and the threat of liability is not an issue. > Jeff sent check request to bookkeeper for their 2nd payment earlier this week, so we should have additional funds by end of week. > BJS updated IOG and emailed to Jeff. > BJS made no changes to attachments. > HMS, please review attachments and proceed as needed. Delete attachments that are no longer needed once you have made the necessary arrangements. __X__ HMS __X__ 1/12/06 >HMS sent to rest: We have received the message below from a parent from H-B Woodlawn High School. They are very concerned about their child’s nut allergy. Please read and sign below that the restaurant acknowledges the allergy and will make an effort to see that the student is accommodated. Please don’t hesitate to contact me if you have any questions. Thanks! MESSAGE: Corey has severe peanut/nut allergies and has to be careful what restaurants he visits--we must verify that the restaurants don't use nut oils, and have minimal items with nuts, etc. in their cooking. The restaurants on the list so far are fine--Jekyll and Hyde and O'Casey's. It's not just eating peanut/nut products that can bring on a reaction; the smell, especially of peanuts and peanut butter, can trigger a reaction. He has been advised not to consume any nuts. The kids who are traveling with him on the bus or sharing a room must be told that they cannot eat things like peanut butter sandwiches, peanut butter crackers, peanut butter or nut cookies or candies, etc. and should not bring them on the trip. We have had problems with some of the students going ahead and bringing in these products on past trips and feeling that if the simply say, "oh, sorry, I forgot" and eat it anyway, the apology fixes the problem. It does not. Corey will have to bring his medicine bag with him or it must be given to one of the chaperones. Before we pay for the trip, we would want assurances that measures are being put in place by H-B Woodlawn to minimize Corey's exposure to peanuts or nuts. 1/17/06: > Rec'd check #10566, $49,211.00 - INV #4238, PIF. 1/19/06: > BJS returned Mike's call from earlier this AM. > LM with Jeff for him to call . . . 1/19/06: > Spoke with Mike, > 4 timp, xylophone, marimba, bass drum, stands (40). > Check on per bus price for 5PM departure Sunday afternoon rather than 1:30pm. > Emial info to mike at: mvd205@nyu.edu > BJS emailed Mike info on rentals and charter rate for extended stay. 1/20/06: > BJS emailed Jeff, since we are still waiting on answer on performances and organ, do not send FPGF, etc. until we have those answers next week. 1/20/06: > For the 22 additional pax, would prefer Thursday's show to be Blue Man Group and Friday's, Avenue Q (if at all possible - if not, do whatever we can) > Rec'd Room List via email. > RL includes Organist (and since he can use the organ at St. Malachy's, she will be going) > Total Pax = 182 (164 + 18) > Rms / Pax 41 Q / 164 01 T / 003 07 D / 014 01 S / 001 TOTALS = 50 ROOMS and 182 PAX (164 + 18) > CCIS is also responsible for the driver's rooms (4 drivers in two rooms). > BJS updated IOG and Bible accordingly. > As these numbers are now GUARANTEED, please review and proceed as needed. Thanks! __X__ HMS __X__ 1/20/06: > Mike called - > Wants to go ahead with the equipment rentals - add to the final bill. BJS emailed Kevin Curry at Carroll Music. Also asked about our renting the same for Saturday's Clinic . . . > Will have final decision on how many coaches will do the late departure by the end of next week. BJS told him by 01/31/06 would be fine. 1/24/06: > Per Jeff, they want the 4th 55-passenger coach. 1/25/06: > Rec'd HIF via fax. > BJS emailed performance info re: St. Malachy's Times Square for choir (and band as well if he would rather do this than the Lincoln Center Plaza). 1/26/06: > BJS sent a follow-up email about performances. > Asked for FPGF to be faxed since organist can play at St. Malachy's. > Asked for definite decision on 4th coach and how many, if any, wil lbe staying later in Manhattan on Sunday afternoon. 1/26/06: > Rec'd official copy of FPGF via fax. All numbers jive! > Remember, eventhough total pax = 182, one (1) participant will not be going to a show or concert either night and for that reason, the total number of tickets = 181 each night. Numbers on IOG are correct. > Definitely wants the 4th coach. > Also, one (1) coach will be staying in Manhattan later on Sunday, three (3) will return per original IOG. 2/1/06: > Attachments need updated at some point since all now seems to be falling into final shape. BJS updated IOG. > HMS, now that all appears to be in order and numbers are GUARANTEED, etc., please proceed as needed - see notes from 01/20/06. > BJS sent the following email re: Clinics, Performance & Equipment. . . Dear Jeff & Mike: Mike - you may have or will receive the Lincoln Center Packet any day now. Please disregard. When we spoke with Lincoln Center yesterday afternoon to alert them to the fact that we have secured an alternate venue, they said the packet was mailed to your attention late last week. Again, just disregard. Jeff - Bio for Choir Clinician is attached. Updated IOG is attached. St. Malachy's needs to approve the proposed concert repertoire for all ensembles performing at Friday afternoon's concert. This is just a formality and you are permitted to perform both secular and sacred literature. Please forward to my attention ASAP being certain to include the title, composer / arranger and performing ensemble name. We also need bios on the ensembles and directors as well as some brief information on the school for use in publicity. The sooner you can get this to me, the sooner they can begin promoting the concert. Equipment Rental - Jeff, it appears as if it will not be necessary to rent risers for the Concert at St. Malachy's. Our contact in NY is going to St. Malachy's to confirm that a group of your size can be accommodated on the steps in front of the high altar. I know it will be a tight fit, but it will probably be better than renting risers at $135 / section! I will advise if risers become a necessity, but it does not appear as if they will be needed. Mike, as you know per a previous email, the equipment you requested for the Performance - Set of 4 Tympani, Musser Xylophone, Musser Marimba, Concert Bass Drum & 40 Music Stands will be $690. If the school and/or your students have fold-up music stands, I would encourage you to use them, for the rental on the stands alone is quite high! If you want the same equipment for Saturday's clinics, the rental is an additional $590. FYI, most clients forego use of the rental equipment for the clinics in order to save the money. The clinicians always understand. Again, if you can provide your own stands, these fees will be reduced accordingly. I also thought that since you now have a 4th coach & it will not be filled anywhere close to capacity, you will have some additional storage space and may want to go ahead and bring some of your own equipment. The choice is obviously yours and we will proceed as you direct and provide recalculated rental rates accordingly. Gentlemen, thank you both for your patience - it is always a pleasure to work with you! Please advise on the equipment, etc. as soon as you have a chance. I will forward your Final Invoice once we have these decisions in house. I also appreciate your sending the bios and repertoire as soon as possible so the ball can begin rolling on some concert publicity. __X__ HMS __X__ 2/14/06: > BJS sent email re: suite up-charge of $75 / night. > Asked for decision by the close of business on Wednesday (2/15/06). 2/21/06: > BJS faxed and mailed Final Payment INV #4299, $62,912.00 - due 02/6/06. 2/27/06: > Rec'd check #10682, $62,912.00. > Inv #4299 PIF. > ACCOUNT is PIF. 3/18/06: > BJS faxed FI to Jeff's attention. > BJS maield FI Packet (2 boxes) via FX SON for Monday arrival.
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