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Bexley to Chicago = 360 miles / 6 hrs non-stop Bexley to Valparaiso Univ (IN - Central Time just like Chicago) = 333 Miles / 5.5 hrs non-stop Valparaiso to Hotel = 70 miles / 1.5 hrs non-stop Stacy 5/21/10 <2 concerts - NO westside story >Clinis at North Western Willis Tower Hanock Museum of Art Shed Pizza place >2 comps Budget $300 - $400 Yes on Transportation HMS - Chicago Symphony April 8th 1:30 AND 8:00 6/18/10 Hello Bryan, I met with Amy today....(we had to resched) and she is going to use us. But of course she has a few questions and changes. 1. She really wants to do a night time performance. I had mentioned to her that Navy Pier has events going on all the time and maybe would could tap into one of them. 2. She really wants to do Medieval Times. ( She was thinking in place of Hard Rock) I did mention that Medieval is about a 45 minute com.. 3. She also would like to do a Broadway show she instead of Blue Man Group. 4. Can they do just a performance at Unity Temple? 5. Is there anything going on with the Chicago Occapela (sp?)? 6. Can she work the "Early Bonus" into the price and make the price cheaper. She only lets herself and the nurse comp. All parents and chaperones have to pay. 7. Is happy with Lakefront Lines charter but would like to request "Tony" as the driver (he is from NYC and has an NYC accent and is african american) 8. She is going to have 22 boys and 21 girls = 43 students and then 5 adults. She wants the price to be the same for everyone. 4 in the room max for boys and 6 for girls. Also she wanted to know which hotel and is it downtown? Stacy Ann 7/15/10: > BJS snet 4th and final PPBCC to Stacy (Croswell) as well as the other three quotes and asked her to get with client on chrtaer selection and what we need to do to get this group to Contract. 9/14/10: > BJS sent revision to Stacy all in an email. > Based on 40 - 45 total pax and Amy's list of inclusions. > Made no changes to IOG or attachments, just used the copy of the itinerary which she sent to Stacy Ann over the week. Needed price, including bus to be no more than $500. CCIS pkg is now $489 Qunit including coach. > We can also deduct an additional $16 pp by taking out the CHARMS subscription and the CAV dvd - just le t me know. 9/17/10: > BJS sent EM to Stacy asking for status update . . . 9/22/10: > rec'd EM from Stacy - Hi Stacy Ann, Here are the changes as I see them from last week when we spoke: Thursday, 4/7: 3:30pm Arrive at Valpraiso University for a clinic with Dr. Christopher Cock 7:30pm Possible performance with VU Choir (TBD still) Friday, 4/8: **move the Clinic at Northwestern to 4/9 am. Time- TBD Sunday, 4/10: 11:00am Performance for First United Methodist Church service (TBD still) We discussed moving the Medieval Times to Saturday night. Also, it would be great if we could find a performance of “Tony & Tina’s wedding for Friday evening. I would love to see the Symphony, too, so we can look into that as a possibility for Friday. Let me know what else you need from me at this time, too. Thanks! Amy 9/29/10: > Stacy and BJS finally spoke regarding changes / additions, etc. > BJS put together a Revised IOG as well as list of show and concert options for Amy. > Made no changes to attachments. > Stacy to share with Amy for her review / approval and then we will proceed to K. 11/1/10: > BJS sent EM to Stacy with additional show options. 11/5/10: > Rec'd EM from Amy via Stacy - > I would like to see whatever show will be in the Ford Oriental Theatre. The other theatres look fine, but appear to be more regional than one of the “Broadway in Chicago” shows. Billy Elliott is fine, although it says it closes in November. > I’m fine without Tony & Tina’s, it was just something that would be nice if there was no Broadway show. So, it looks like we will have two nights, one Medieval Times & the other a Broadway show. If we can fit the Symphony as a matinee, that is fine, perhaps the same day as Medieval Times so it spreads the shows out. > When will we need to make a deposit? I would like to give the parents/families about a month lead time before it is due, and I imagine we need to get something in before the end of the year. Just let me know so I can get the information to the parents. Thanks, Amy 11/5/10: > BJS responded to Stacy with the following for Amy - > Hollie and I will get to work on this, I believe the Billy Elliott end in November she saw was November 2011, as I don't think it has even opened yet in Chicago. regardless, we will be sure to check and make certain all is good. > Once all is confirmed, we will send her a complete Contract Notebook as always. This should go in the mail early next week, but just so she has as much warning as possible, here are her important due dates: > Signed Contract and First Payment (1/3 of CCIS Package Rate) = 12/3/10 Second Payment (1/3 of CCIS Package Rate and 50% of Transportation) = 01/07/11 Final Participant Guarantee Form, Room List & Hotel Information Form = 02/04/11 Final Payment (Balance) = 02/21/11. > Again, all of these will be in her CN along with Invoices, etc., but you can go ahead and share these dates with her today and let her know the CN will be shipped via FedEx. 11/9/10: > BJS spoke with Stacy about Billy Elliott and the fact that is is indeed NOT available in April 2011. > We have made an executive decision, in order to get this group their Contract, to go with Blue Man Group and a astericks which says or show of choice (oending availability), up to the Blue Man Group budget amount. > WAH & Stacy are delivering CN to school on Thursday, so it needs to be completed NLT Wednesday afternoon. > BJS updated IOG and Bible. > BJS called Lakefront Columbus to pay deposit on charter coach. > HMS, as this is going to K, please review and proceed as needed. Several of the attachments need updated or deleted. The Choir Clinic and Concert at Valparaiso Univ on 4/7/11 is client arranged, Clinic at Northwestern is client arranged, as is the Sunday church service performance and lunch at the church. These do NOT need attached or entered into the system; however, any of the existing clincis, workshops, and / or performances should be deleted. Thanks! _X___ HMS __X__ 11/9/10: > BJS completed updated PTP - Contract Version. > Ran Final Rates. > Completed CN and then emailed CN PDF to Stacy, WAH & JAF. > WAH is delivering CN to Stacy when traveling with her on Thursday of this week. > EM'd QUOTE to JAF & WAH. > K and First Payment, $6,412.00 both due 12/3/10. 12/27/10: > rec'd signed K and check #1208, $6,500.00. 1/17/11: > Stacy forwarded me an email update from Amy - > I wanted to keep you updated on the portions of the tour I am organizing. > I did hear back from the Chicago Temple, and we are for sure having a performance Sunday morning, April 10th at the 11am service. > I have contacted both Northwestern and Valparaiso to check on the clinic times. I know the Northwestern clinic is Saturday am, I just don’t know the exact time yet. > Likewise, we will arrive @ Valpo on Thursday in time for their rehearsal at 4:30pm, we just don’t know if we will have a concert there that evening. I hope to hear back by sometime next week from those directors. > Do we know what Broadway shows will be playing during that time yet? I know we have 3 nights, one being Medieval Times, one the concert (hopefully), and the other I’m hoping will be a Broadway show. > Also, I hope you received the deposit in December. It was late, thus this one will also be late, but it will be coming. I think I can have final numbers for you by next week, too, including chaperones. Thanks, Amy 2/28/11: > BJS sent EM to Stacy - NEED ALL FORMS TODAY!!!! 3/7/11: > rec'd RL & HIF (FPGF implied) > Total Pax = 54 (42 + 12) > Rms / Pax 7 Qt / 35 1 Q / 04 2 T / 06 4 D / 08 1 S / 01 TOTALS = 15 ROOMS and 54 PAX (42 + 12) > BJS updated Bible and IOG accordingly. > BJS placed order for 42 CAV dvds. > BJS updated IOG due to early departure on Thursday, 4/7/11, created by the Valpraiso University stuff the client has made arrangements for. > HMS, please review IOG and update as needed, includung the addition of the Drury Lane Theatre's Aida Dinner & Show on 4/7/11. > As these numbers are now FINAL & GUARANTEED, please review and proceed as needed. Thanks. > Per Stacy, the person who was meeting them in Chicago and wanted a hotel-less package, now wants only Saturday admissions, and we already told her that this is NOT a possibility - the person will be on their own. The Gunaranteed number of 54 (42 + 12) is our only official number. ____ HMS ____ 3/14/11: > BJS emailed and mailed INV #4986, $12,796.00 and STATEMENT showing total due on account as $16,920.00. > BJS also emailed updated IOG to Amy so she'll know what she is doing as she seems confused. > Told her scripted Itinerary would be in hand 7 - 10 days prior to trip and final packet would be delivered by Stacy 5 - 7 days prior to departure. 3/14/11: > Amy emailed wining about rates as she obviously didn't ever read her contract or the K version of the PTP. BJS sent the following in an effor tto help her out - Amy: Your rates in the Contract were as follows: PER PERSON PACKAGE RATES: (does not include transportation) Quintuple Occupancy: $429 Quadruple Occupancy: $439 Triple Occupancy: $469 Double Occupancy: $519 Single Occupancy: $659 and did not include transportation ($3,600.00). We did add $30 to each package in order to accommodate the Dinner and Show at the Drury Lane Theatre on Thursday night - as we were directed to do about two weeks ago when you made us aware of the changes at Valparaiso. These new rates were reflected on the Invoice and Statement which I sent earlier today. At this point, I will take out the $10 per person credit which was originally for Sunday evening's meal en route and you had me move to the Northwestern Clinic earlier this afternoon. This reduces the rates by $10 per person across the board. An updated IOG is attached. Other than that, at this late date, as everything has been ordered and under contract with our vendors for months, there is really nothing more I can do. An updated INVOICE and Statement will be emailed momentarily. Thanks, Bryan 3/14/11: > BJS emailed and mailed revised INV and Statement. Total due on account = $15,920.00. > Rates on INV were $439, 449, 479, 529, and 669. This is $20 less than FPGF / RL Quote form since I deducted the CAV ($10) and the $10 MC for dinner en route on Sunday that she wanted us to move to Saturday morning's N-western Clinic. Both gone - CAV and the $10 MC / N-western Clinic money.
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