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General Trip Information
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Wed Nov 07, 2012
Trip Name
Freedom High School Fine Arts-New York, NY-01-18-2013
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Trip Notes
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( E-Mail Corporate )
South Riding, VA to Manhattan = 260 miles / 5 hrs non-stop 9.26.2012 CJ> Notes from Mark Rogers - In the past I've been given a $500 stipend for organizing the trip and one free trip per 10 paid. 1) OB - 39 Steps or Stomp, BRW - Wicked, Lion King or something new that is okay for teenagers. 2) In the past you have given me three choices. 3) Possible dates include 2/15-17 & 3/23-25. 4) Departure around 10 am. Return around 7 pm. 5) All meals included. Travel via bus. 9/27/12: > BJS added to status schedule. > BJS called CJ and LVM. Need to know that dates are confirmed, NJ hotel is OK, and some idea of budget. 9.27.12 CJ> They would prefer to stay in Manhattan, but please price both. He is entertaining both dates at this time. They went to Disney last year for 4 nights and 5 days (staying on sight) for $730 so it would need to be less than that! Thanks, Mark 9/28/12: > Per CJ > Feb dates are good. > NJ hotel is fine > $600-700 budget please with ipad, and $500 stipend. 10/1/12: > HMS completed IOG and then BJS sent to CJ so she can send to Client for his review / comment. > BJS sent specs to BMG for hiotel in NJ. > Once we hear back from Client via CJ, we will proceed with PTP, etc. > JM, please go ahead and use the IOG we have at this point for CQRs for 1-55. Get quotes from Linda Kelly at Atlantic Coast Charters in Hagerstown, Adventure by Dawn, Hunt Valley, Dillons, & Kewl. Thanks! __x__ JM _10-3-12___ 10.2.12 CJ> From Mark - The Friday night is fine, but everything else needs to be changed. All the shopping is not necessary. We need to see an Off Broadway and a Broadway show on Saturday. I'm guessing a Broadway musical in the afternoon and an Off Broadway show in the evening. We would like to have dinner at Planet Hollywood (closed but will reopen in 2013) on Saturday night. On Sunday morning there should be a workshop with a Broadway casting director (think Camp Broadway) and then departure back home. I have spoken with other travel agents and the best price so far for this package is $730 (hotel in NJ) and $850 (hotel in NYC). Please let me know if you can beat those prices. 10/2/12: > BJS sent updated IOG with list of questions to CJ for client answers. > Once we have these questions answered, we can continue with planning. 10/3/12: > BJS completed IOG based on CJs final notes from client as far as what we are to include. > BJS selected Hyatt Place Meadowlands for the hotel. > HMS, please review IOG and add / update attachments as needed. > BJS sent EM to CJ asking her to get a time for his GTM presentation anytime after 10:30AM next Monday, 10/8/12. > Thanks!!! __X__ HMS _10/5/13___ 10/4/12: > BJS set up GTM presentation for 3.00PM on Monday 10/8/12. Invites have been emailed. 10/7/12: > BJS completed PTP and then completed Power Point for tomorrow afternoon's GTM presentation at 3PM. 10/8/12: > BJS and CJ met with Mark via GTM. > Extremely pleased. > Needs to reconfiorm dates with the Choir Director and then sdays he will be ready for K. > BJS said we would combine K due date, Deposit & 1st Payment all into the same date. > Is leaning toward Hunt Valley for charter choice, but will confirm when he gets back to us later this week. > Need to send him BSSF as soon as we know dates and trip are a go! 10.14.12 > CJ - bus quotes were emailed to Mark. Waiting for him to select a bus charter company and get under contract. 10/15/12: Cindy just received a note from Jonathan Mark Rodgers at Freedom HS Fine Arts. 1. It appears as if CCIS got the trip! 2. Hunt Valley is Charter Choice, but they need to be on the Loudoun County Public Schools Approved Charter List. (CINDY IS GOING TO CHECK INTO THIS LIST FROM THE SCHOOL SIDE AND JUDE, IF YOU CAN CHECK IT OUT FROM HUNT VALLEY’S SIDE, THAT WOULD BE GREAT!). 3. Most Importantly - and for the pain in the ass factor – Trip Dates are now Friday, January 18 – Sunday, January 20, 2013, so everything will need to be confirmed over the new dates ASAP. > BJS REVISED IOG and sent EM to BMG to see if Hyatt PLace Meadowlands can accommodate over the new dates for the same rate or less! > BJS updated a few of the attachments and the dates in the group's bible, but all attractions and meals will need updated by JM and HMS. BJS will update hotel and hotel breakfast nce the hotel has been confirmed. __x__ JM _10-17-12___ __x__ HMS __10-17-12__ >10.17.12 CJ: MArk wants Hunt Valley but they are not on the list for Loudon County Schools, he wants Hunt Valley to do the paperwork to get them on the list for Loudon by submitting their cerdentials to the school. 10/22/12: > BJS completed CN and then Jude proceesed and mailed via USPS 2-Day Priority Service. > BSSF due ASAP!!! > K and 1st $ due 11/09/12. 10/31/12: > Rec'd EM from Mark - Bryan, I have forwarded the information to the county. However, please know that the "hard due date" given to receive the IPad is very important to me and I do not want to move forward without clarification on that date. Mark 11/1/12: > BJS replied to Mark and CC'd CJ - Mark: I have reviewed our vendor contracts and am happy to be able to extend the following adjustments: • November 5, 2012, 3:00PM, or before Broadway Show Selection Form (attached) • November 15, 2012, 3:00PM, or before Hyatt Place Meadowlands / Secaucus Deposit OK TO PAY (attached) • November 21, 2012, 3:00PM, or before Signed Contract • November 30, 2012, 3:00PM, or before First Payment, Final Participant Guarantee Form, Room List, and Hotel Information Form. • December 20, 2012, 3:00PM, or before Final Balance. I apologize for the quick turnaround; however, it is necessitated due to the nearness of your travel dates and these deadlines cannot be extended further. Also, I spoke with Russ Stagg from John Chance HS a few moments ago regarding their joining your group on this trip. We talked about the maximum capacity of your motor coach (57-passengers), and your projected number of trip participants (50). If he would add to your group the 20 or so students he knows are interested in going, it would require a second bus. We did some quick math and the transportation portion of the trip would double from $3,900.00 to $7,800.00. With a then projected total of 70 or so trip participants, the per person cost for transportation would jump significantly (more than $30 per person). Russ agreed that this did not seem like a fair increase for your group; however, he sounded as if he would offer to help fill your coach, if needed, by offering any available space to his group on a first come – first served basis. He mentioned that he was going to call you to discuss. I hope these adjustments help. I look forward to our work together. Please let me know if you have any other questions. > BJS updated dates on Bible Screen accordingly. 11/1/12: > A day and night worth of back and forth between Mark, Sandra Moody (Purchasing officer) and Kelly Briner (Risk Management - legal) and BJS. > Kelly is great and she is fine with everything. > This trip in mind honest gut feeling is NOT going to happen and as we have thought all along, Mark Rogers is a bit of a psycho, constantly changing his mind, all in what appears is an effort to sabatoge the trip as a whole. > Regardless, BJS did as Kelly suggested and prepared a Revised Contract Packet and then sent it to her for her review. She is sharing with Mr. Rogers and his Principal for their final decision. > We shall see . . . 11-5-12 Choices for 3 shows (2 Broadway, 1 Off Broadway): 1st Spiderman 2nd Wicked 3rd The Lion King 4th Newsies 5th Mystery of the Edwin Drodd 6th Peter and the Star Catcher 11/5/12: > BJS sent all of the revised packet to Mark as he seems not to have received it amnd or reviewed it. 11/5/12: > Rec'd yet another email from Mark - Bryan, As we begin to finalize everything, I wanted you to know that I will be reviewing the contract with the parents on Thursday. As you can imagine, LCPS wants to protect the students (and parents) from unnecessary loss due to inclement weather (or payment dates). This may (or may not) have an effect on the actual numbers of students wanting to go on the trip. There is another company with a better refund policy with insurance built into the price of the trip. Their overall price is also lower than yours (price includes everything including tour guide & bus). Needless to say, I want to go with CCIS, but I hope you will arrange someone to give the kids a "Verbal" riding tour of the city on the bus for Friday or Sunday. I will have a good idea of the number of students and parents by Friday. At that time, if we have a good number, I will begin collecting money and send contract agreement. The first deposit is due on what date and is the hotel deposit different from the overall trip deposit? Please let me know the date for room assignments (in connection with the IPAD). Thanks, 11/6/12: > BJS discussed with HMS last eveing and then at length with Cindy this AM, following J. Mark Rogers most recent email. He has read nothing we have sent and now brings up another company that can do the trip for less - have at it! > CCIS fired J Mark Rogers as a customer re: NYC trip in January 2013. Too many unreasonable ddemands on contract, too much undecided, too crazy! > BJS sent EM to Mark and copied CJ as well as Kelly Briner (in the LCPS Risk management Office). Kelly has been so nice and has always had a really good relationship with us, so she needed to be aware. > This is the EM BJS and CJ composed and sent to Mark - Mark: After reading your most recent email (below) I think it will be best if you travel with the other tour company you mentioned. Unfortunately, we have been forced into this decision since so many of the aspects of your trip remain undecided by you and your group, as well as the fact that the trip is scheduled to depart in just 72-days. As a professional tour company with 20 years of experience in student group travel, we must live with the terms of our contracts with our vendors and unfortunately, they are not able to provide you with the type of flexibility you are asking for. I wish you well and I hope you and your students have a nice trip. > BJS has canceled the hotel through BMG. > HMS and JM, please review and cancel all as needed. Thank you! ____ JM ____ ____ HMS ____
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