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Trip Notes
( Print Note )
( E-Mail Corporate )
Norfolk to Annapolis - 4.5 hrs ns (225 miles) Annapolis to NYC - 4.0 hrs ns (214 miles) NYC to Norfolk - 8.0 hrs ns (360 miles) 05/16/06: > Rec'd the following email from Cathy in response to our early sign bonus offer . . . I can’t spend too much time on this until after 5/25 (spring concert), but our trip next year will be to New York City from 4/19 (leave after 3:30 pm) and return on 4/22 (evening). The band will also go with us. We want to leave school on Thursday and stay in Annapolis, MD and perform at a Christian school there the next morning (Fri.) I would like to travel to NYC from there and arrive by dinner and see the Empire State Building at night. We took this trip 5 years ago, and I would like to repeat most of the parts of it that we did then. I believe we had a clinic with you/Festivals of Excellence in Jersey….I’m not sure what can take the place of that this time. Also, I believe we returned on Saturday on the previous trip. This time we will return on Sunday, which will mean that I want to perform/worship at a church sometime on Sunday. I also have a small a cappella ensemble that went to Austria in December. This coming year, I would like to take them on a short trip, not more than a few states away. Any ideas? I would love to have them sing at Carnegie Hall or a similar impressive venue (maybe something in DC), but am unfamiliar with what is available. 6/6/06: > BJS began work on IOG. > Called Cathy - need some answers in order to complete. > She was in class and WCB either this afternoon or tomorrow. > Some of the answers I need . . . ? How many total pax? 150 (130 + 20) ? How many in Band? 60 (50 + 10) ? How many in Choir? 90 (80 + 10) ? Are we doing transportation? NO ? Does she prefer to stay in Manhattan or NJ? New Jersey is fine! ? Budget idea? TBD ? Annapolis Performance at Christian school - is she taking care of these arrangements? YES - BJS has blocked off Friday from 9-11AM. ? Does she want us to make performance arrangements for Sunday Service? NO ? Saturday AM would work best for Clinics (one each for Band & Choir)? Broadway Classroom? Maybe clinics through NY Offstage would work if they want to focus on their own repertoire. - Prefers Concert at St. Malachy's rather than Clinics. ? Choir Sing at St. John the Divine (might work Saturday afternoon around 2pm) or Concert at St. Malachy's? Again, prefers Concert at St. Malachy's on Saturday. > Go over draft IOG and see what she would like us to add . . . DONE 6/7/06: > Cathy did not call, so BJS sent email and attached preliminary IOG . . . Please give me a call on Thursday so we can discuss your plans for NYC. I have several items already in place, but need to garner some additional specifics in order to complete the Pre-Trip Planning Proposal. I have attached a "PRELIMINARY" IOG outlining some of the items and thought it might be helpful for your to have this in front of you when we speak. We can discuss these items as well as other inclusions / options when we speak. I have a Drs. appointment at 11AM on Thursday, other than that, I should be at my desk most of the day. Please call at your convenience, 1.800.432.5095. Talk to you soon! 6/13/06: > BJS spoke with Cathy. > BD is good with IOG, wants to make certain the band has 1-hr of set-up time prior to the start of the St. Malachy's concert. > St. Malachy's concert is to be 60-minuters of performance time, they do not need more than 30 minutes for the choir & 30 minutes for the band. > BD may also want to do something at a Jazz Club with his Jazz Band - not sure exactly which ensembles he'll be taking since he is new to the school. > This summer, feel free to call Cathy at home 757-934-3138. > She is on vacation until Friday (6/16/06). > Also, use both her school and home email (jnt112@msn.com) > Wants Empire State, NOT Top Of The Rock. > No Clinics, Band & Choir will shane a 60-minute concert at St. Malachy's on Saturday. Need 1-hr of set up time. > Shopping & Dinner ($20 MC) Saturday afternoon and evening, prior to Times Square Photo Opp (they'll pay on own) and Empire State Bldg. > She is making the Friday AM Annapolis arrangements and the Sunday AM Church Service arrangements. > Sunday's lunch and dinner will be meal credits en route. > Want hotel with full b-fast. Likes the Crowne Plaza Meadowlands. 6/30/06: > BJS faxed and mailed Deposit INV #4372, $15,000.00 to Cathy's attention, > She was expacting a $1,000 Deposit - thinking old Musicate deposit. > I went ahead and sent, she will see how much they really can pay (borrowing from school). 7/10/06: > Rec'd check #9072, $7,000.00. > BJS said this would be acceptable in order to receive the bonus comps (4). > Balance due on INV #4372 = $8,000.00. 8/24/06: > BJS made attachments based on Revised IOG from 6/13/06. > BJS secured Doubletree Club Suites Jersey City for their NY hotel and quite possibly the Doubletree (Radisson) Annapolis for the Thursday night stay en route. > BJS to complete rates and then run PTP on Friday morning, as soon as the Annapolis Hotel & B-fast are finalized. > Transportation is on own. 8/25/06: > BJS completed PTP and emailed along with IOG to Cathy's attention at both home and school. > BJS to follow up next week, INW, to see how we are to proceed. 9/5/06: > Rec'd email from Cathy - > Bryan, > Last minute question about the trip. How much would the trip cost change if we left early on Friday a.m. instead of Thurs. p.m.? All other elements of the trip would stay the same. > Cathy Turner 9/5/06: > BJS sent email reply / question . . . Cathy: I will be happy to provide revised rates based on the Friday morning departure suggested below, just a quick question or two before I can proceed - What time were you thinking of departing on Friday morning and would you go directly to New York or still do a performance stop in Annapolis? Thanks! 9/5/06: > BJS created 2-Nite IOG and then ran rates and emailed to Cathy. > BJS made NO changes in system or to attachments - will wait for decision before proceeding further. 9/7/06: > Per Cathy, they are sticking with the 3-nite trip including the overnight in Annapolis as originally presented. > She is ready for K. > BJS and client worked through the GPS Rate Worksheet and agreed on rates for GPS to charge. She had GPS include her charter transportation ($11,872.00) as well as driver's rooms ($541 x 3 = $1,623) and driver gratuity $350 x 3 ($1,050). > Also asked about upcharges for varios occupancy types, so BJS emailed the figures to her and told her they could not pay the up-charges thru GPS, they would be reflected ont heir final invoice and becharged to the group itself by CCIS. > HMS, as this is going to K, please review, update and confirm as needed. K and first payment are due 09/22/06, so I would like to have this in the mail NLT 9/12/06. Thanks! __X__ HMS __X__ 10/26/06: > BJS mailed check for $2,000.00. This represents a portion of the transportation dollars witch GPS has been collecting for this particular group. > BJS has told Cathy that she can deal with Mr. Swystun's cancellation with these funds (there is a long litany of emails back and forth over this . . . In typical Cathy style). She has also been bothering the hell out of Karen & her office over her self imposed deadlines, who is and is not going, etc. YIKES! 10/27/06: > Rec'd show choice email from Cathy, along with the number of tickets she wants us to order . . . Here is the list, in order of our preference, for the Broadway show: 1. Wicked 2. Phantom of the Opera 3. Beauty and the Beast > Please reserve seats for 131. I have had a change, not in the total participants, but in the student/adult ratio I now have 99 students and 32 adults. I understand your e-mail about not being able to add on to this total unless we reserve 20+ at a later date. I have advised my entire group (band included) that unless they have registered with GPS or are included in my scholarship/complimentary total count that I previously sent you, they will be unable to join us at the show. In other words, my group as of 10/27/06 totals 131. Future additions to our group will be on their own to purchase tickets for the show. This is a risk I am willing to take in order to get the show of our choice. Thank you. Cathy > HMS, please proceed with ticket order with Brandon from Broadway.com - Thanks! __X__ HMS __X__ 11/13/06: > BJS completed CN and mailed via USPS 2-day Mail. 11/29/06: > BJS sent email re: band & choir counts as well as any crossovers? NY Off-stage needs these numbers. 12/11/06: > BJS faxed OK TO PAY re: Phantom Tickets (131) due back to CCIS NLT 12 Noon on Friday, 12/22/06. 12/22/06: > Did not receive OK TO PAY for Phantom tickets, so BJS will send again after holiday, not due until mid-January. 1/2/07: > Rec'd $211.81 from GPS. 01/19/07: > BJS sent OK TO PAY for Phantom tickets via email and fax. 1/22/07: > Rec'd $635.43 from GPS. 01/22/07: > Rec'd scaithing email from Cathy re: our ticket order process. > BJS replied and explained entire process and that her tickets have been on order with 24-hrs of our receipt of her Show Selection Form. Also offered to place order for another show if she would prefer . . . > Rec'd apologetic email from Cathy - she understands and will fax OK TO PAY for Phantom NLT than Tuesday afternoon. 01/23/07: > Rec'd OK to Pay for 134 Phantom tickets. This is 3 more than the 131 we were told to order! > HMS, please ckheck with Brandon to see if we can secure three additional tickets and proceed as needed. __X__ HMS __X__ 01/25/07: > BJS sent EM to Cathy to let her know we received the 3 additional tickets to Phantom. 2/8/07: > Rec'd $16,594.44 from GPS. 2/9/07: > BJS sent email reminder that all forms are due next Friday, 2/16/07. 2/17/07: > Rec'd $4,229.43 from GPS. 3/5/07: > Rec'd FPGF, RL, HIF & CCIF via fax. > Total Pax = 133 (99 + 34). > Rms / Pax 24 Q / 97 (one is a quint) 06 T / 18 08 D / 16 02 S / 02 TOTALS = 40 Rooms and 133 Pax (99 + 34). > Per CCIS, also needs 3 rooms per night for Drivers. > BJS updated IOG & Bible accordingly. > BJS placed CAV order for 99 dvds. > HMS, as these numbers are now GUARANTEED, please review and proceed as needed. Please advise if we have purchased more then 133 of anything so I can bill her accordingly. Thanks! __X__ HMS __X__ 3/29/07: > BJS faxed, mailed & emailed Statement of Account. > Balance due = $9,656.07. 4/3/07: > BJS mailed 2 coolers. 4/12/07: > BJS emailed FI to Cathy and then sent complete FI Packet via FX PON to her home address. 4/27/07: > Spoke with Cathy, Annapolis hotel was really nice. > Liked having Final Itinerary & Check well in advance. > Student still in hospital, gangrenous appendix - had to call ambulance from theatre (5 people missed show - theatre offered to send them free tickets). > Two students flown home - caught in stairwell at 1:20 AM. > O'Casey's didn't even collect tickets. > St. Malachy's was a great space and very professional. > Needed more time between Annapolis and NYC. > Also needed more time between Church Concert and HRC lunch. > Would like to know how many in her group actually made the Radio City Music Hall Tour and if they could receive any type of refund.
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