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Trip Notes
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( E-Mail Corporate )
Pelham to NYC = 228 miles about 4 hours 30 minutes NS 11/19/07: > Paul called (husband of Sohpia Santerre or Nashua South HS) and wanted to discuss possibility for trip to Hershey Park to include competition for his middle school band. > Hershey Park is not open that early. 11/21/07: > BJS sent email to Paul re: dates / destination problems . . . Paul: I spent quite a bit of my time yesterday looking for some options for your group; however, if you are set on the trip dates your provided to me on Monday afternoon, April 17 - 20, 2008, and need to include festival / competition participation, the closest I can find that weekend that isn't in a large metropolitan area would be the Music In The Parks Competition at Kings Dominion (about 1-hr south of Washington, DC). Per our conversation earlier this week, our choices are quite limited due to the fact that the more northern amusement parks such as Hershey, etc. are not open in mid-April. If you are able to consider dates later in the school year (which I realize could be a challenge based on our previous conversation) or quite possibly a non-competitive trip where we could arrange for a performing workshop / clinic for your ensemble, we would have considerably more options. We would then have our choice of destinations and dates and could build in as many educational features as necessary. The workshop / clinic option is also considerably less expensive than buying participation in a festival company's program. Another option would be some of the large cities where festival participation could be an option over your selected dates (i.e.: Boston, New York, Washington, Philadelphia, etc), but I know you feel your parents would be hesitant with some of these larger metropolitan destinations. Please advise as to how you would like us to proceed and we will happily do so. I look forward to hearing from you. Please be advised, I will be out of the country following Thanksgiving and return to the office on December 3, 2007. 11/27/07: > Rec'd EM from Paul . . . Hello Bryan, Hope you had a nice trip ? In speaking with my principal we have decided to get more information on the trip to New York April 11th - 13th. We understand that Saturday is the competition and the dinner etc. Friday when we arrive, maybe the theatre or some suggestions from you ? Sunday my principal suggested Ellis Island, Statue of Liberty gift shops and then home by 8-9 pm ? Our main goal here is to make sure these students see other middle school and high school bands after they compete and something historical for them to remember the rest of their lives, The Coach Company is who we have used in the past; Plaistow NH. PLEASE let me know if you could meet me and the principal here at Pelham Memorial; Pelham NH. before the 14th of December; Thanks for all your efforts 12/4/07: > BJS responded to Paul via em . . . Paul: Thanks for getting back to me as you did, I hope you had a nice Thanksgiving. I am delighted that you have decided to look at NYC as an option, for this should give us some options. You mentioned a Saturday morning festival / competition performance with dinner & awards on Saturday evening. What festival company were you looking at when you made this observation? I see where Performing Arts Consultants has the Saturday schedule you mentioned, so I wanted to see if that is the festival you were using or if there was another I may have over looked. I have reviewed Festivals of Music, Fiesta-val, Music Festivals, North American Music Festivals, Music Showcase Festivals, Music in the Parks, Dixie Classic Festivals and Musicale; however, these are all typically Friday performances with a Saturday morning Awards' Breakfast or Lunch or Dinner at Medieval Times on Saturday afternoon / evening. Please let me know as soon as you have a moment so I can complete your Pre-Trip Planning Proposal in quick fashion. Once you confirm the festival company you are considering, we can put together the other inclusions (Broadway Show, sight-seeing attractions, meals, etc.) being certain not to interfere with their performance schedule. I have looked at my calendar and unfortunately, since Pelham is about 600 miles from our office here in western Pennsylvania, I do not think it would be feasible for me to make the trip to Pelham to meet with you and your principal. I would be happy to have a conference call between the three of us at your convenience and as long as I have your answer on the festival company in the next day or so, I will be certain to have your complete Pre-Trip Proposal Packet to you prior to the 14th. Thanks again for the opportunity to be of service to you and your group. I look forward to hearing from you soon! 12/4/07: > BJS sent another em to Paul . . . Paul: What time would you like to depart the school for NYC on Friday, April 11, 2008? It will be approx. 4.5 - 5.0 hours to NYC from Pelham. If you leave the school around 10:00am, you will arrive in the NY area in time for hotel check-in around 3:00pm and then can go to dinner and a show. If you'd rather leave school earlier in the morning, we can go straight into the city, do an attraction or two, and then off to dinner and a show. With this scenario, hotel check-in would follow the theatre. The choice is yours, just let me know as soon as you can and we will plan accordingly. Thanks again! 12/6/07: > BJS completed and emailed sample IOG. > Paul and his principal reviewed and had some questions which they emailed to BJS on 12/7/07. > BSJ gave hotel specs to BMG. 12/10/07: > BJS emailed answers to Paul and then made attachments as able, including charter companies. Paul: Here are the answers to your questions . . . 1. Mars 2112? Mars 2112 is a futuristic, space (Mars) themed restaurant on Broadway, in Manhattan. We have used this restaurant for several years and it is always enjoyed by student groups. The typical menu would be as follows: Dinner at Mars 2112, one of New York's most popular theme restaurants, featuring your choice of entrée to include: Chicken Caesar Salad, Apollo Turkey Wrap, Chicken Fingers, Garden Veggie Burger, Hamburger or Cheeseburger; all sandwiches served with French Fries, all entrees served with Unlimited Soft Drinks and Oreo Cookie Sundae. 2. What are the choices for the Broadway Show? You will have your choice of Broadway Show, pending availability. We will build in a $70 Show Credit and then you make your selections from the attached list of shows via the Broadway Show Selection Form which I have also included. 3. Approximate price per student? I will run the numbers and include in your group's Pre-Trip Planning Proposal as soon as I have confirmation on your hotel. 4. Hotel? I have placed a request for rooms with several hotels in the Meadowlands area of New Jersey. This is just outside the Lincoln Tunnel, approximately 5 miles from Midtown Manhattan. We do not use motels (outside corridors) for any of our clients. 5. Dallas BBQ? This restaurant has several locations in NYC. Again, it is popular with student groups and provides a nice meal at a very good value. Typical menu: Lunch at Dallas BBQ featuring their famous BBQ Half Rotisserie Chicken served with Corn Bread, French Fries, Cole Slaw, Dessert and unlimited Soft Drinks. 6. Harbor Cruise? This is a two-hour guided tour of Manhattan via the harbor. We often include this attraction rather than a bus tour, for it provides a unique (and fun) experience for the students. The cruise also includes a ride by the Statue of Liberty. 7. Times Square Photo? We contract Group Photos, Inc., to take a professional photograph of your group in Times Square. Our packages include a complimentary 8"x10" color photo for the Group Leader. Individual group members then have the opportunity to purchase photos at their discretion. 8. Theatre Show maybe Lion King or Grease? See #2 above. As for the 90-minute Clinic / Workshop, we will make certain the clinician is in tune with middle school children. I hope this has been helpful! Let me know if you have any additional questions or concerns. Again, as soon as I have confirmation on your hotel accommodations, I will complete and forward your Pre-Trip Planning Proposal. This will detail all trip inclusions and rates, including charter transportation. > HMS has folder for CQRs for one (1) coach, their largest capacity. > BJS to complete PTP and email to Paul by mid-week. 12/13/07: > BJS completed attachments, then ran rates and prepared PTP. > BJS emailed PTP to Paul's attention with IOG, AVP info sheet, & PPBCCs for the two quotes received - the 3rd company was already Sold Out. > In cover letter, included rates for two optional hotels, both less expensive, but also further out of the city, this way he can make his decision. BJS asked for hotel decision no later than the first of the week so we are not holding rooms as three different hotels. > HMS, since The Coach Co was his preferreed carrier and much less expensive than the other quote rec'd., please go ahead and ask them to forward a K our way for 1-55. > BJS sent email to client letting him know we would go ahead and get this bus secured. > BJS mailed hard copy to his attention via USPS standard 1st class mail. ____ HMS ____ 12/27/07: > BJS responded to Paul's email list of questions, re: Site visit vs. additional comp, Package rates w/o transportation, Escort, and Clinic / Judges & Participation memento. 1/4/08: > BJS repsonded to Paul's additonal list of questions . . . Who knows if he understands or not, I doublt any of this is going to happen . . . 2/6/08: > BJS sent em re: status check.
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