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Trip Notes
( Print Note )
( E-Mail Corporate )
Hamilton to Chicago = 296 Miles = 5 hr ns 4/27/09: > WAH spoke with Charlene Alfaro today, Director at Hamilton, Ohio High School about a possible trip to Chicago in May 2010. At this point she is not certain about dates, but is thinking May 13,14,15,16. Their trip last year went this weekend, and testing was not an issue. > The Band and orchestra are going together with the possibility of the Choir joining. > She would like to leave late afternoon Thursday, May 13, return Sunday evening, May 16. > She must perform, not very interested in a festival. > Is interested in Blue Man Group > Sears Tower > Shedd Aquarium > boat dinner/dance cruise, nothing else specific. > She would like to stay busy the entire time. > She said they did a theater show in NYC and in Chicago that would be low on her list. > She would like to have a possible venue for both the band, color guard and orchestra all to perform in. > At this point she is looking at 100 students and 25 staff/adults. She did say the number could fluctuate +/- 25 people. > She wants an all inclusive trip. > Security at the hotel a must. Last trip, security did not show up. > Escort the entire time. > Budget: this years trip is NYC for $700, and this is their mini-trip so it must be significantly less than that. No specifics. > She would like to use a Fairfield, OH area bus company. Hamilton, OH is just north of Cincinnati. > She is interested in the CCIS Payment Service > She does want a Create a Video > Mentioned a chance for a group photo at some point. > The RFP we took at OMEA has her contact info, etc. She is looking at other companies, needs board approval by the time they leave school. Would like to get something in place before the end of the year. 4/30/09: > BJS completed IOG, then ran rates and faxed CQRs. > BJS sent email to WAH with IOG and rates for his review / input. Wayne: See attached IOG for Hamilton HS Band. These are their rates on the IOG inclusions, based on 113 - 125 total pax including 5 comps at double occupancy rate. Also includes security (2 guards) and tour guide in Chicago - will meet them at the hotel when they arrive and then be with them until they depart for home at 12 noon on Sunday. Will not stay at the hotel overnight - they are not there to chaperone. If she really wants someone 24/7 - I will need to adjust rate accordingly. I also received one quote thus far for coaches. I have a question about the quote for the charter company, but it appears as if this one will be around 3,500 - 4,000 / coach. Let me know what you think. It may be too expensive - Medieval Times, Cruise and Blue Man are the really big ticket items - we may need to rethink and replace at least one of these with something less exensive. All three are between $35 and $50 each - so changing something here would definitely have impact on the bottom line. Email me back when you have a chance. 5/4/09: > BJS completed PTP and emailed to Charlene and WAH. > Asked WAH to mail hard copy. > BJS will forward two remaining charter quottes as soon as received. 5/13/09: > BJS EM WAH PPBCC - Charter Bus Svc. This is the last quote, for L J Charters is already Sold Out over their travel dates. 5/15/09: > BJS faxed CSO Concert schedule to WAH with dates and times marked for options if she'd like to go to a CSO concert. Friday Afternoon & Saturday Evening (YoYo Ma), or Friday Evening (LA Phil). > He will share with Client and see if she has any interest. 5/27/09: > HGI (Angie Carbone) offered to lower rate at HGI by $10 / room / night, so BJS refigured rates, entered on Bible screen, and shared with Wayne. He sent on to Client via email asking her to please call so we can try to getr some answers & discuss options, etc. 6/18/09: > Waybe actually heard from Charlene via email - he had sent a follow up and by mistak ementioned Orlando as their destination. This prompted a response and she said they were going to Chicago this year - not Orlando for another few years. She said she was going to be discussing Chicago plans with the OD and then be making some decisions. Kind of acted as if she never received anything from us! > WAH asked BJS to follow up with another em and attach copy of PTP, etc. 6/18/09: > BJS sent EM - I understand you responded to an email earlier today from Wayne Hindman, our National Director of Sales, in which he mistakenly referenced your group's up-coming trip to Orlando. I apologize for the incorrect destination, for we know your group has been planning a trip to Chicago since we met with you at the OMEA in a very cold Columbus this past January. On May 4, 2009, I emailed a copy of your group's Chicago Pre-Trip Planning Proposal to your attention and I know Wayne also followed up with a hard copy via US Mail. I have attached a copy of the information to this email including your group's IOG (Itinerary Outline Graph) and Per Person Bus Cost Charts for each quote received and would very much appreciate your careful review of the materials we have provided. Remember, this proposal is to be used as a starting point in the design of your customized itinerary and we are happy to revise, add, or delete inclusions as you see fit in order to better meet the educational needs and budgetary requirements of your group. I know you were interested in keeping the cost of the Chicago trip down when compared to your New York City trip from this past year. The trip is already considerably less than what you paid for NYC; however, please note that your initial proposal contains several large ticket items including Admission to Blue Man Group, Admission to the Medieval Times Dinner Attraction, and a 2-hour Spirit of Chicago Luncheon Cruise. If you need us to do some more work on the budget, these three items would make the biggest impact, if necessary. The Chicago Symphony is also an option which has become available since preparation of your original proposal. Three concerts would work within your timeframe while in Chicago, The CSO with Yo-Yo Ma (Friday May 14 @ 1:30pm, or Saturday, May 15 @ 8:00pm - this program includes a world premier) or the Los Angeles Philharmonic (Friday, May 14 @ 8:00pm). Attending one of these concerts would take the place of one of the three items above and also help with your budget. As you can see, we are here to be of service and want to provide you and your students with a great, customized trip, all at a fantastic value. Wayne will be on vacation all of next week, so please feel free to contact me directly if you have any questions or concerns (1.800.432.5095 x:201). I look forward to our work together! 6/18/09: > BJS sent another EM - Charlene: I apologize, for I neglected to update the rates on the Pre-Trip Planning Proposal I emailed a few moments ago. In late May, the hotel where we placed your group, the Hilton Suites, called to offer us a lower rate for your group, so each of the Quad, Triple, and Double Occupancy Rates are now $10 lower than those published in the Pre-Trip Planning Proposal and the Single Rates are $40 less. I hope this helps! Again, I look forward to hearing from you soon. (BJS named the incorrect hotel - called it the Hilton Suites and in turn it is actually the HGI next door). 6/18/09: > BJS then followed up with yet another EM - and attached fully updated PTP - Charlene: I went ahead and updated the rates on the PTP attached. I also included the charter rates from Charter Bus Service. A Per person Bus Cost Chart was included in my email earlier this afternoon; however, their rates did not appear in the printed version of the proposal. Thanks again. 9/17/09: > Per WAH - NEW DATES and a new Tour Coordinator. > WAH completed new RFP - list of inclusiosn is pretty much ours from the original PTP we presented several months ago. > BJS needs to update dates in system. > WAH spoke with James Ledbetter today, the OD and TC now. He says Charlene was just “way overwhelmed” and that he had been bugging her for some time to get this done.The reason for all the changes is the school did not set the activities calendar until last week and they weren’t sure if there were even going to be able to do a trip due to dates. > Anyways, I had a good conversation with him; he seems like a straight shooter. We were chosen from over 10 other companies and are competing with 2 others. > Price is an issue and they would like to shoot for a maximum of $450 including bus. > Our last revision was 429+about 73 for bus (502) so with a one less hotel stay and trimming costs we should be competitive. > They do want security and an escort the entire time. > For the performances, the band is the full band, including the front, so they are thinking an outdoor performance might be good. For the orchestra, he would like a “church-type” of place something with “good photo ops”. > Departure from OH is itinerary dependant, but they want to leave early enough to have a full day. > Very little down time in the hotel. > Cost is an issue, but they want to be able to feed the kids…make sure that the meals are covered sufficiently. > We seemed to hit it off, and I have a feeling if we can hit our price, we have a good shot. > He wants to have something firm to his parents, prices, etc by the end of the month. > That’s all I can think of and have notes on, if you have any questions, call me. 9/27/09: > BJS completed IOG based on new dates and the current trip coordinator's list of wants / needs. > Hilton Suites has been confirmed and BJS has sent out CQRs. > BJS updated all attachemnts as needed and then completed REVISED PTP and EM to WAH so he can send to client on Monday. > BJS to forward PPBCC as the two quotes are received. I will send directly to the Director. > BJS em QUOTE to WAH for his records. 9/30/09: > BJS sent PPBCC - Lakefront Lines Cincinnati to WAH for him to senbd to his client. > They only have three coaches remaining and no coaches are being held at this time, so a decision is required immediately. > WAH is going to get in touch with him today . . . We shall see. 10/12/09: > BJS sent another reminder email to WAH re: getting charter chocie from the group. 10/21/09: > Per WAH 0- wants to depart at 6AM instead of 5AM on Friday. > Wants to perform at Navy Pier on Saturday AM. > Wants to make the Sunday Lunch credit en route, $10 instead of $5. > WAH to check on charter choice - make sure we are doing it. > WAH to check and make sure they still want the two performances, one for Orchestra and One for band. > Delete the Sears Tower Performance Opp. - keep the attraction, just delete the performance opp. > WAH to meet with client on 11/2/09 in Cincinnati (delivering K that weekend). 10/26/09: > BJS made revisions to IOG as per WAH, they want to see the revised PTP and Rates before he delivers the K on 11/2/09. > Hindman's are leaving for Cincinnati on Friday, 10/30/09, so CN will need to be done NLT Thursday afternoon 10/29/09. > HMS, as this is going to K, please review, update attachments as needed - some times and days have been switched around since this was originally attached - and proceed as needed. > BJS to send revised rates, IOG and PTP Contract Version to WAH NLT Tuesday afternoon (10/27/09). Thanks! ____ HMS ____ 11/4/09: > BJS and WAH discussed the Mtg and their wants from this Monday's K delivery. > Cannot do Med. Times on Saturday since the two shows available will conflict with their Field Museum Performance and Visit. > Hiring a photog to take one group shot with no guarantee of sales is not a reasonable request, so BJS said we could include a CAV Poster Mosaic of the group for each Director. 11/4/09: > WAH had message fromn Director's - we offered a $15 discount on 10/5/09 when we realized we could do their Cruise with a less expensive company. > James remembered that - why he didn’t question it on Monday when WAH was there for 2.5 hrs - we'll never know. REGARDLESS, If we start with the $349 and deduct the $15 we offered on 10/5/09, we are at $334 plus $15 for the additional items added earlier this week (DJ Dance, 7th Comp, Guide for Duration, Driver Gratuity, & CAV Poster Mosaic prints), we are back at $349 and then add an additional $5 for the increase from a $5 Lunch Credit en route Sunday to a $10 Meal Credit en route, we are at $354 Quad. > Rates across the board will be just $5 additional. > BJS updated Rates on Bible & in Quote accordingly. > BJS completed PTP Revision showing all of their final requests and the new rates. > WAH is sharing with Client this afternoon and then hopefully, we will have everythoing resolved. > Once we have the go ahead, we can send the updated CIA, 1st Page of Agreement with the updated pacakge rates, and the revised Invoices. 11/5/09: > Continue to BITCH abou the Escort and the prce going up since we made it for the entirety. So BJS & WAH did math and it is actually +/- $1 per person, so we reduced rates across the board by $1 pp and they are now happy. 11/9/09: > BJS revised rates in Quote to start at $353. > BJS updated rates on Bible Screen. > BJS mailed UPSP updated pages for Contract Notebook, as well as copy of CN for the BD - Charlene. > BJS emailed updated 1st & 2nd payment Invoices to james, WAH & JAF. > BJS emailed updated files to WAH & JAF. > HMS, as this is now finalized, please review, update attachments as needed, andf proceed as needed. K due from Client latert this week (11/13/09) and deposit due 11/30/09. Thanks!! ____ HMS ____ 12/10/09: > Per WAH, > Choir director’s name: Christina “Chrissy” Fox > Email: christina_fox@fc.hamilton-city.k12.oh.us > Phone: 513-887-4511 > Fax: (513) 887-4506 > 40 pax to add on to Hamilton Band and Orchestra. > Show Choir performance at Field Museum or Navy Pier; otherwise, same trip. 12/14/09: > BJS confirmed 3rd coach from Lakefront Lines. > BJS sent EM to WAH . . . Is the 40 pax the total number to add for the choir? > Regardless, what is the student and adult breakdown for the choir portion of the trip? For the Choir, build in 2 comps and their numbers will be 40 students + 5 adults. 1/10/10: > K has not been sent, per James, he lied when he said it was mailed before Xmas and again on 1/4/10. > Only has deposits from 25 but is hoping to be able to atleast fill ine bus. > WAH did not ask if choir was going to join him - it may help make this a go! > Final Deposit Deadline, per James, is this Friday, 01/15/10. 1/14/10: > BJS sent reminder EM to WAH re: band / orhcestra and whether or not the choir was going? 1/20/10: > Bus company called and needs definitive answer today. > BJS alerted WAH to the fact that we have to know and need K. 1/22/10: > Per WAH, James is commiting to 36 Orchestra students + 4 Adults. > Choir may send another 15 (12 + 3) bringing the Group Total to 55 (49 + 6). > We will base the new rates on 40 - 55 total Pax. > Since he wants to include 4 comps, the DOF is 36. > Only One Coach required. > BJS to review pricing and make determination on what all he needs regarding K updates. 1/29/10: > rec'd signed K and First Payment from James at the OMEA Show. > BJS gave signed copy back to James on site. 3/4/10 > BJS processed FPGF, RL & HIF rec'd 02/19/10. > Total Pax = 43 (34 + 8 + 1 ESCORT) > Rms / Pax 4 Qt / 20 2 Q / 08 4 T / 12 0 D / 00 3 S / 03 (includes CCIS Escort, Steve Howard). TOTALS = 13 ROOMS and 43 PAX (34 + 8 + 1 Escort). > BJS updated Bible and IOG accordingly. > No need for rate changes as numbers are within K terms. > BJS placed order for 34 CAV dvds. > HMS, as these numbers are now FINAL and GUIARANTEED, please review and proceed as needed. Thanks! > BJS emailed and mailed final inv #4841, $12,943.40 as total due on account. > Invoices from earlier, including 2009, are screwed up since the band is not traveling with the Orchestra. BJS did not want to adjust or delete from Qbooks - will be a decision for JAF as I do not want to screw up last years numbers. __3/9/10__ HMS ____ 3/5/10: > rec'd email from James via WAH - only needs three comps, not 4, so please revised INV and resend. > BJS did as requested via email and mail - REVISED total due on account = $13,398.40. > BJS sent updated QUOTE Form to JAF. 4/6/10: > rec'd check #734, $5,934.60. > BJS sent updated Statement of Account (thru Excel). Total Due on account = $2,822.90.
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