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Mon Apr 23, 2012
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Woodgrove High School Art and Theatre-New York, NY-04-12-2012
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Woodgrove High School Art and Drama
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Final PAX
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Final Room List
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Hotel Info Form
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Contract Status
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Purcellville to Secaucus = 270 miles / 5 hrs. non-stop 10/24/11: > Rec'd RFP from Cindy - > Depart on April 12 at 7am. > Hotel check-in and dinner at hotel then Broadway Show. > April 13 - Met Museum of Art, SoHo and BlueMan Group > April 14 - Top of the Rock, maybe Statue of Liberty, then home and head home. > Broadway choices would be: How to Suceed in Business, Book of Mormon and Jekly and Hyde. > Will have a parent to collect money and help. > Budget = $300 - $400. > No security required. > CCIS to secure charter quotes. > BJS completed IOG. > JM, CFS please. > JM, please send CQR to Atlantic Coast, Schrock, Hunt Valley, Adventure by Dawn, and Martz Virginia. > Once finished with file, please pass on to HMS. Thanks! __X__ JM __X__ __X__ HMS _10/26/11___ 11.6.11: > Dear Bryan and Holly - I spoke to all the teachers Friday morning and they felt 2 buses with 45 seats a piece and that would include chaperones. I listed the performances below that the kids ideally would like to see and the numbers. The Art students want to see Blue Man Group and the Drama students would rather see a another play. Not exactly sure if the buses will be divided evenly between drama and art but felt we would divide this way because of transportation. If transportation isn't an issue then we could get the exact numbers to you later for BMG and Jersey. Also does it make a big difference in price depending on which plays we choose. If some are better priced than others could you let me know. They would like to keep the price down to some extent however I'm sure you will do your best. Also depending on when you can schedule the plays you might have to switch Jersey Boys with one of the other plays to make it all work out. Let me know if you need anything else. 1.Mary Poppins 90 2.Memphis 90 3.Jersey Boys 45 4.Blue Man Group 45 Every one see either # 1 or #2, then the group splits for the next showing #3 for the Drama kids and #4 for the Art kids. I see the parent and teached on Wed morning at 8:30am - only time all 4 have open since the parent works. Thanks Cindy 11/8/11: > BJS ran rates and then completed PTP, scanned and emailed to CJ and JAF. > Also sent individual files to CJ. 11/9/11: > Per Cindy's meeting with Client - ready for K!!! > Jude, Hunt Valley is Charter Choice. Once you have requested K, please forward file on to HMS. > HMS, this is going to K, please review and proceed as needed. I will make certain Cindy gets a BSSF from them before you do anythiig with the show choices. > CN to mail NLT 11/25/11. > Thanks ladies! __X__ JM __X__ ___X_ HMS __X__ 11/22/11: > BJS completed CN, then scanned and emailed to CJ and JAF. > JM, please process and prep for FedEx to ship SON on Friday with a Monday arrival. Thanks! _x___ JM _11-22-11___ 11.29.11 >CAJ - The school requests two shows with one for everyone and split departments for the second. Mary Poppins 1st choice for everyone, then split for Blue Man Group and Memphis. 90 total and 45 split. If we can't do everyone for Mary Poppins then do Mary Poppins for the split and Memphis for everyone. Thanks 12.8.11 > Sent a reminder to both David and Laurie that their deposit is due Dec 15 and a first payment will be due Jan 12 2012. CAJ 1.2.12 >They will be back at school tomorrow. They did not have enough interest, so we are waiting to see if after the school break more students will go - otherwise for the amount traveling we will need to rework the Broadway Show option. I will advise when I hear back from Woodgrove tomorrow. CAJ 1/6/12: > Per Cindy - Woodgrove Arts has 34-37 kids going - comps will now change? if not go with the same numbers or less comps? > BJS replied that he will try to check this and advise while on vacation, but may need to wait until I get back. > Looks as if total pax will now be +/- 40. > ASked CJ to have them complete and fax back the OK TO PAY that HMS has been waiting for since before Xmas. . . 1-12-12 >JM talked to Cindy about final numbers because of concern over losing broadway tickets if deposits aren't made. Still no final #. 1.16.12 >CAJ - Dear Bryan - For Woodgrove High School Art/Drama Department NYC Trip: They are looking for a good cost for their new head count: 40 students 5 paying adults 4 comp adults They will also need a contract for this amount sent to the School Attn: Mr. David Noland - Drama/English Teacher (the art teachers are letting Mr. Noland take the lead) 1/23/11: > BJS reviewed numbers and went ahead and updated Bible screen using the following count 55 (45 + 10). This will meet their bus capacity. > Included 4 comps since this is what they say they have to have . . . > Rates are unchanged, but with 4 comps and BJS deleted the CAV dvd. > BJS updated IOG and attachments. > BJS is lisiting minimum number of total trip participants in all materials to the client as 49. Our system would have it be 50, but I know they may end up with no more than 49 . . . > Group will now all be seeing just two shows - no split since they are so much smaller (Blue man on Thuirsday & Memphis on Friday). > BJS revised all documents as needed and than scanned adn emailed to Cindy and CC'd JAF. > Packet included a new OK TO PAY for their Memphis tickets. It is due 01/25/12 NLT 3PM. > Most everything is already past due as dar as K and the first two payments. Form set is due 2/10/12. All due dates are as published in the original CN. > BJS sent EM to Jude instructing her to cancel the 2nd coach since they will max out at 55 or less. 1/23/12: > CJ emailed BJS about the possibilty of spliting the group for two shows so some can still see Memphis while others see Mary Poppins . . . BJS and HMS discussed and then BJS replied to CJ via email - I am sorry, but if they were still at 90 or so pax and had two busses at their disposal, this would have been possible; however, with just one bus and based on show start times and logistics, they are all going to have to see the same shows: Blue Man Group on Friday and Memphis on Saturday. We lost the Mary Poppins tickets since they hadn’t signed and returned any of their OK to Pays and we could not get them to extend the payment deadline more than they already had. We also need to do the same shows for the entire group now in order in order to keep the package prices unchanged. 01/24/12: > Client does not want BMG and is OK with everyone seeing Mary Poppins ion Friday and Memphis on Saturday, if the tickets are still available. > HMS was able to get the Mary Poppins for Friday within the realm of our budget and she already had confirmation of order for Memphis, so BJS sent EM to CJ and copied HMS - Cindy: Hollie has been able to confirm the Mary Poppins seat availability for Woodgrove and I am happy to announce that we can replace Blue Man Group with Mary Poppins AND keep the per person package rates as presented on Monday. That being said, all of the group will see Mary Poppins on Friday night and Memphis on Saturday night. An OK to Pay for the Mary Poppins tickets is attached and like the Memphis OK to Pay (provided in yesterday’s packet), it too will be due no later than 3:00PM tomorrow (Wednesday, 01/25/12) afternoon. If they want these tickets and these shows, we must have these back tomorrow – no exceptions. I have also attached the Final Revision of the Contract Inclusion Attachment. The attached CIA shows Mary Poppins and Memphis rather than Blue Man Group and Memphis. Your quick attention to this matter is truly appreciated. 01/25/12: > CJ confirmed receipt and has sent on to parent trip coordinator. > parent is taking to school today for signatures and it will be returned. > BJS also asked for signature page of K. . . > BJS updated IOG and PTP as well. 01/25/12: > Just got a fax with the Woodgrove OK to Pays for both shows (51 tickets ea.) as well as their Official Travel Planner Letter. Cover sheet said K will follow as soon as they get it back from Central Office . . . Now some money will be nice! 1/30/12: > rec'd marked copy of K and attachments from Kelly Biner in their system's Risk management Office. BSJ to review and then send back to her attention. 1/31/12: > Rec'd check from Boosters, #1155, $6,965.00 - First Payment INV. 02/01/12: > Rec'd EM from Cindy - Needs 2 more tickets for each show, if possible, since Laurie just asked as 3 more kids decided to go. Let me know please. > HMS is checking on this. 02/02/12: > Rec'd check from Boosters, #1157, $8,850.00. 2/7/12: > BJS returned required documents to the Loudoun Co School System's Risk Management office. 02/15/12: > Rec'd corrected FPGF. > Total Pax = 51 (43 + 8) > RMS / PAX 10 Q / 41 (one of the 10 Quads is actually a quint) 00 T / 00 05 D / 10 00 S / 00 TOTALS = 15 ROOMS and 51 PAX (43 + 8). > BJS updated IOG accordingly. > BJS updated BIBLE accordingly. > CAV is not included, so no need to order. > BJS emailed and mailed Final INV #5207, $9,958.00, due: 02/24/12. > JM sent RL packet to Hotel. > HMS, as these numbers are now Final & GUARANTEED, please review and proceed as needed. Thanks! ____ HMS ____ 2/24/12: > rec'd check #1163, $9,958.00. > Account is PIF. 4/2/12: > BJS emailed FIN to Laurie and Cindy, as wellas all CCIS staff. > Sent FI Packet via FX Home delivery to Cindy James.
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