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Toronto, Ontario, CN
Toronto, Ontario, CA,
Torrington, CT, CT
Totonto, CT
Townsend, TN
Towson, MD
Trenton, NJ
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Varies, AK
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Victoria, ON
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Virginia Beach, VA
Waldorf, MD
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Washington, DC
Washington, MD
Washington, NJ
Washington, VA
Washington DC, DC
Washington DC, VA
Washington, D.C., DC
Washington, DC, DC
Washington, DC, MD
Washington, DC, VA
Wellsboro, PA
West Chester, PA
West Grove, PA
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Wilkes-Barre, PA
Williamsburg, OH
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Williamsport, PA
Wilmington, DE
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Winchester, VA
Winter Park, FL
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Woburn, MA
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Worthington, OH
Wright-Patterson AFB, OH
Wytheville, VA
X, PA
York, PA
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Zainesville, OH
OR
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Youth
Adults
Escorts
DOF
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Time:
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Contract
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Received
Deposit
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Received
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Received
Final PAX
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Received
Final Room List
Due
Received
Hotel Info Form
Due
Received
Balance
Due
Received
Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
comps were 3 for Directors PLUS 1 : 12 paid + Golf Outing Comp 7/7/09: > WAH talked with Cathy Hopkins yesterday and set a date to meet, July 15 at Panera Cranberry. She asked if BJS was planning on being there as well and said she would like to meet you as well. > WAH confirmed the choir travel dates as May 13-16, 2010 to NYC. 8/18/09: > WAH rec'd note from Cathy - > Aaron would like you to prepare a couple different possible trip itineraries. 1) Performing Arts Consultants 2) Music in the Park or Music Showcase > Leaving Thursday a.m. (05-13) Returning Sunday night (05-16) > With a show, boat tour, shopping,etc. > Then I guess all three directors want to be in our next meeting. Were you thinking daytime or evening? Wednesday or Thursday are pretty open for me. Give me a couple alternatives for this meeting since I'll be trying to schedule extra people to meet with us. > Questions - let me know. Thanks, Cathy. 8/23/09: > BJS completed IOGs and emailed to WAH. > Asked that we discuss prior to his emailing to Cathy. 8/24/09: > BJS reviewed IOGs and ran rate differential numbers. > PAC is $119 / $55. > MITP is $71 / $47. > MSF is $64 / $42. > PAC add +/- $25 for Six Flags Admission and +/- $15 for Park Meal Voucher. > MITP / MSF +/- $20 for Hotel DJ Dance / Pizza Party and $10 for MET Museum and +/- $20 for Lunch on Sunday at P-Hwood. > PAC = $169 Student / $105 Adult > MITP = $121 Student / $97 Adult > MSF = $114 Student / $92 Adult > Based on the differences between the two IOG options. > MITP will be approx. $48 / Student & $8 / Adult LESS than PAC IOG. > MSF will be approx. $55 / Student & $13 / Adult LESS than PAC IOG. 9/1/09: > BJS & WAH met with Aaron, Toni & Bobi at SVIHS Choir Room. > After much lengthy discussion and their inabibilty to make a decisionon a festival company choice, BJS suggested that they NOT do a festival. > They decided NOT to participate in a festival so they can have more time in NYC and definitely do NOT want to go to Med Xs and were not interested in Met Museum of Art. > Wants - > 2 shows > Concert @ St. Malachy's > Workshop / Broadway Classroom Auditioning Workshop > Toni & Aaron have contacts with folks involved with Shreck & Legally Blonde - would be interested in a Meet & Greet after the show (they can help arrange). > Dinner Cruise > SONY Wonder Tech Lab > City Tour - including Canal Street Shopping & Central Park. > Six Flags - Sunday (on the way home). > We will complete and forward updated IOG to all three directors for their review, cpmment and approval and then we will prepare rates and full blown PTP. > Parent Mtg on 9/21/09 at 7:30pm in the MS Cafeteria, so everything needs to be in place by then. 9/8/09: > BJS completed REVISED No Festival IOG and emailed to WAH for his review. > Per WAH - looks good - he will forward on to Cathy and all three directors - asking for their review and comment NLT the end of the day tomorrow - that way we can get to work on the actual PTP and Rates, etc. > BJS faxed CQRs to 5 companies. > WAH to alert Lisa that No Festival IOG is what we are now working with as official. 9/14/09: > Hollie, we need to go ahead and get them pricing and complete their PTP ASAP. > Please update Meals and Attraction attachments in system - as needed - based on the IOG in the file. > Due to the size of the group, you may want to go ahead and start making some calls / preliminary reservations to the places I have not already done so or have changed. > We need to have something for them on paper so theyhave a starting point and the Trip Coordinators can make the directors stop going back and forth and get the thing finalized. > I hope to finish PTP no later than Wednesday morning (9/16/09). Thanks! ____ HMS ____ 9/16/09: > Per WAH conv with Cathy - Hi Wayne! Ok you got a long drawn out meeting with those directions. I get 2 meetings a month plus unlimited access. Feel my pain..... > The board met last night and had a few concerns about the trip agenda. Of course Toni insists we have to have the park and the other two could go either way. > I'm going to list instead of babbling on forever here (see what you can do with any of this): > Arrival time on 05-16 - 11:45 p.m. - much concern over this and I agree. That's really late and our Seniors have alot on their plate for that week back. > Leave Wednesday night - ride the bus all night which could give us all day Thursday for something - NOT MY IDEA. I'D PREFER TO NOT RIDE THE BUS ALL NIGHT ANYWHERE. What is the price difference to leave Wednesday night? > Toni really thinks we need something fun for Sunday i.e. the park - she seems to think those park tickets would be about $10 a person because of the size of our group. > Nix the park idea all together - get up Sunday - breakfast maybe 7:30 - find a midway place that could accomodate us all in one room for a buffett brunch?? directors chat with kids? possible other activity? maybe a place like a chuck e cheese? nix directors chat? (I know there's not a whole lot out there in the middle of Pennsylvania - but think about it and try) There were many board members (including) me that like this idea. Get us back at Seneca Valley by 8:00 (9:00 at the latest) ?????? > Bobi Jean mentioned something about you were looking for a Show Choir performance thingy?????? I hope you know what she's talking with that. > Everyone really liked the performance at St. Malachy's church and the Broadway workshop idea instead of competition - so that's a go. > As you will notice, I've not cc'd anyone on this email. I think you and I should have the freedom to discuss things openly without their comments sometimes. :) > I told the board and the directors that I would contact you and come back to them later this week with some other ideas. > My little part time job has temporarily turned into every day. I'm not available via cell till 3:45 in the afternoons. Tonight I'll be out - Sr. High open house (my last one forever!) But we can get on the phone together later this week when you've had a chance to think about this stuff. > Thanks Wayne! I appreciate all the time and effort you are putting in for our SV kids! 9/21/09: > BJS, Lisa and Cathy met at Burger King in Zelie prior to the large Parent Meeting. > Decisions made / pending approval of Directors: > Depart at 9AM on Thursday. > Hotel Check-In at 5PM > Delete the Thursday Night B-way Show. > Delete the Cruise > Buffet Dinner followed by DJ Dance at Hotel beginning at 7PM. > Friday - as presented. > Saturday - all day at Six Flags (open to close). > Sunday - as presented (Breakfast at hotel, workshops, Lunch at Mars 2122, and then depart for home with FF stopen route for Dinner. Arrive school 9PM. > This should get us to around $605 + coach. > Dsicussed how $ and number will be due for Show Tickets. > They will also try to confirm Show Choice this evening . . . > Want busses (7) from Myers. > They are announcing a range to the parents at tonight's meeting of between $675 and $725. > Either Cathy or Lisa will call tomorrow with final IOG approval and decision to proceed. > Their Deadline Schedule and Amounts due to the group are as follows: > 10 /02/09 $75pp > 12/04/09 $250pp > 01/29/10 $450pp > 03/12/10 Balance. > Hoefully this will be settled later tonight and the Trip Coordinators are making it clear to the Directors that they cannot make changes after tonight. 9/21/09: > Cathy called while meeting with Director and wanted itemized breakdown of rates. > BJS explained that we do not provide this. > Bobi Jean continues to question everything!!! 9/22/09: > rec'd EM from Cathy with notes / comments, questions / suggestions from their late night meeting last night. > Whatever . . . Some are plausible and others are ridiculous. 9/23/09: > BJS and WAH worked on Rivised IOG based on definite needs and wants, then called Lisa. > Ran rates and provided two different IOGs with Quad Rates trying to get to the $700 inclusive bdget. > EM to Lisa and Caty for their final decision. > Once we have this, we will proceed as needed with confirmations, etc. and finally on to the Contract Stage. > BJS made no changes to Bible Screen or Attachments. Will hold off here until IOG is finalized. 9/28/09: > Rec'd EM from Cathy re: Final IOG Decision!!! > We're going to go with the itinerary with Shreck on Thurs, Dinner/Dance on Friday, all day in the park on Sat., and Statue of Liberty on Sunday. > Quad rate: $609 plus buses > Now - mama always said asking is free. So what do you think about getting our price down to $690 without you experiencing too much of a loss. > Bobi would still like more info on the logistics inside St. Malachy's so if you could tell me anything more about that - that would be great. How much room is up front? Steps up there? How many? Etc. For the show choir performance. 9/28/09: > BJS replied via email - > Whew! Glad to know a decision on the IOG is now in hand. > We will work with our vendors to see what we can do as far as pricing and should be able to have something definite to you by week's end. 9/28/09: > Since group has finally decided on IOG and inclusions, they are now ready for K!!! > HMS, please review the "accepted" IOG, update attachments and rates, make reservations, etc. as needed. There may be a few things where we can save some money and pass it along to the group such as Six Flags Admission, Meal Coupons and Picnic. Since we we unsure as to whether or not they were going to go to the park, BJS just used $25 as price for Park Admission, $14 for Park Meal Coupon, and $16 for Picnic. Not sure exactly what they will be - since group is +/- $360 pax, maybe the rates will actually be better than this. > Maybe in talking wth Gina, you can negotiate a better deal for the Circle Line DJ / Dinner Dance Charter Cruise, who knows . . . BTW, they want the Summer BBQ Menu. > BJS is working with Hotel on Dinner Menu and Rate for Thursday evening as well as Breakfast Buffet Menu. > Also note, per IOG, they want to do Statue of Liberty on Sunday AM and will need to leave out of Liberty State Park in New Jersey. They realize they will most likely not have time to go up on the statue itself. > Bobi Jean remains concerned about the space at St. Malachy's - these are her notes from my most recent email - Bobi would still like more info on the logistics inside St. Malachy's so if you could tell me anything more about that - that would be great. How much room is up front? Steps up there (in the performance area)? If so, how many? etc. > Please try to get some specs on the performance space from Lisa Ellerbee - they also want to use the space from 10AM - 1PM in order to enbsure that all 9 of their ensembles will have pelnty of time to perform. What a marathon concert that will be, my ass is already sore!!! > BJS plans to have WAH deliver Contract Notebook at the end of this week. > THANKS!!! __X__ HMS __X__ 10/5/09: > BJS completed PTP and CN. > WAH to deliver tomorrow Am to Cathy Hopkins, Trip Coordinator. > CN, First Payment and Shrek OK TO PAY are all due 10/30/09. > BJS updated rates on Bible screen to reflect K Rates and inclusions, starting at $585 Quad + bus. 10/14/09: > Rec'd signed K via fax. 10/20/09: > BJS mailed counter signed copy to Cathy's attention. 11/02/09: > WAH rec'd EM with list of show choices from Cathy: Wicked Phantom Rock of Ages In the Heights Billy Elliot > BJS replied letting her know that we'd consider this her B-way Show Selection Form. > Also discussed count as she was show 383 pax. > At this moment, she has: 345 students signed up. 29 chaps 2 nurses 3 directors me (of course) Ken (of course) Pastor Brewer (he sometimes brings Mrs. Brewer so maybe we should up that number by 1). > This totals 383 pax - including Ken (Escort). > BJS sent note to Cathy to remind her that total coach capacity is 392, including Ken, so she is getting quite full. > She may want an 8th coach, because the adults all want two seats . . . BJS told her we'd need to know ASAP as coaches are getting scarce. Also reminded her that this will have an impact on her budget. > Regardless of her bus decision, BJS decided we better increase count to 392 in order to be safe. > This will be 350 students + 42 Adults (including our escort). > BJS updated IOG and Bible accordingly. > HMS, please review and proceed as needed. ____ HMS ____ 11/9/09: > BJS sent EM to WAH to have him check on status of their first payment check or at least a portion. 11/10/09: > Rec'd check #1287, $40,000.00 toward First Payment INV #4761. Balance Due on INV = $31,285.00. > BJS mailed and EM statement. 11/23/09: > BSJ EM OK to Pays for Phantom and In The Heights to WAH. > Due 12/4/09 at 12 noon. 12/22/09: > rec'd Booster Check #1307, $30,000.00 toward payment of FIRST PAYMENT Inv. Balance due on First INV = $1,285.00. 4/16/10: > Total Pax = 337 (338 + 38 + 1 Escort) > Rms / Pax 78 Q / 312 08 T / 024 16 D / 032 09 S / 009 TOTALS = 111 ROOMS and 377 PAX (338 + 38 + 1 CCIS Escort) > BJS updated IOG and Bible. > BJS placed order for 338 CAV dvds + 3 mosaics. (4/21/10) > BJS emailed and mailed Final INV (included 20 extra show ticket charges) and Statement. Total due on account = $85,986.50. > HMS, as these numbers are now FINAL & GUARANTEED, please review and proceed as needed. Thanks! ____ HMS ____
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