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Bible (Basic Trip Report)
General Trip Information
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Fri May 06, 2016
Trip Name
Our Lady of Good Counsel Music Dept.-New York, NY-03-07-2014
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Trip Notes
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Our Lady to NYC = 230 miles / 4.5 hrs non-stop Hofstra Univ is on Long Island, about 30 miles outside of Manhattan. 8/6/13: . Rec'd Advance Deposit check for $20,000.00. 9/4/13: 1) Clinic at the Hoftra with Peter Boonshaft 2) Preform at a large Catholic Church 3) They want to stay inLong Island rather then NJ. 4) still budget is at $675 students and $575 for adults 5) all meals 6) tours 7) broadway show The other teachers want Long Island and not NJ. Brett just needs a rough outline for tonight. 9/4/13: > CRUISE & HERSHEY are definitely NO GOs. Please advise any vendors as needed, especially BMG re: Hershey / Harrisburg area hotel. > Since Brett needed something to share with his parents at tonight's Back to School Meeting, BJS and CJ created IOG. > BJS emailed IOG to CJ and she is sharing with Brett. Nothing has been confirmed and this is just an idea of what they could possibly do. The Hofstra University Clinics are something they definitely requested/ want, as well as the Mass Performance Opportunity. > They also want to / suggested staying at hotel on Long Island, I suspect that this is because Hofstra is on Long Island, so it makes sense. > JM, please email BMG specs for this group, making it clear that they would like to stay "close in" on Long Island. Also, they need FAB each day as well as a Student friendly Pasta Buffet for Friday's dinner at the hotel (Pasta with meatless sauce - this is a Catholic HS and it is during Lent, Salad, Bread & Butter, Lemonade, Cookies or Brownies for Dessert) between 5PM and 6PM. > JM, in addition to BMG, please attach iPad and GTV. > HMS, please contact St. Paul the Apostle and see if the Saturday 5:15pm Mass will work for this group. > Other than these, HOLD OFF on any other attachments until we see if they have any concerns / suggestions, etc. following tonight's Parent Meeting. Thanks! __x__ JM _9-5-13___ ____ HMS ____ 9/18/13: > Still holding pattern as CJ is getting answers to the following - 1. No Basketball game as Friday is the only night on town and that would make Saturday night the show night and ticket prices will kill his budget. 2. Church Service Performance(s) - she is finding out if he wants to keep St. Paul the Apostle or just go with the church where they know the organist. If their choice - she is finding out specs (day, time of service, address, etc.). 3. Clinic options - Broadway Classroom Instrumental and Sings clinics or NY Offstage type clinics with actual groups to be in clinic and number of students in each clinic. 9/20/13: > Per CJ's conv with Brett - Okay, I’m going to give you what we would want to have in an ideal world and see if we can get close to that somehow: Choir: We do have 4 choirs (80 kids total), however, last year worked pretty well since vocal people can work will all of the singers on similar issues. In an ideal world, Mr. Spottswood would like to have a male vocal clinician and a female vocal clinician. He would have them put all the girls in one place and all the guys in another for the first hour to work on specific issues pertaining to their voices, and then bring them together for the last hour. Maybe they would have a specific piece they were working on for massed choir that the clinicians could work with them on when they came together. String Orchestra: (about 18 kids) Rich would like to have a string orchestra specialist work with the orchestra. A “band guy” who can also do strings is not quite what we are looking for. Bands: (about 35 kids each) We have two levels of band. We would like to have a band specialist (Peter Boonshaft from Hofstra?) or someone comparable to work with both bands probably for one hour each. Or perhaps we would put both bands together on an easier piece for part of the time so the younger kids can see what it’s like to play with the older kids and get a similar clinic. Large percussion would need to be provided (timpani, mallets, bass drum). Jazz Band: (about 18 kids) Rich would like to have a jazz specialist (there should be no shortage in Manahattan) to work with the jazz band. This could even be done separately from the other clinics. Maybe there is a jazz club or jazz at Lincoln center or somewhere special that would let us use their place for an hour or so during the day. Like I said…this would be our ideal situation. I realize that some of it might be a stretch, but we’re trying to elevate this experience for our groups from last year. We are also working with our Alumni Relations folks to plan some kind of New York alumni event on the evening of our performance at the church (probably the church you suggested would be best) to try to generate some more audience members. I’ll keep you posted about that. We may need to rent a set of timpani for the church performance (depending on what we play). Thanks, Brett 10/25/13: > BJS and CJ met via GTM to complete the IOG and make certain we have a good representation of what he wants / needs. > Clinics will be via the Offstage Group as he detailed their needs above. > BJS made some attachments. > HMS, please make remaining attachments and proceed as needed. Thanks! __X__ HMS _10/30/13___ 10/30/13: > BJS ran rates and then sent to CH for PTP prep. 10/30/13: > BJS ran PTP Pack and then sent to CJ so she can send along to Brett! 11/7/13: > Rec'd email with litany of suggested changes, revisions, questions, etc. Hi Cindy, We have all looked over the proposed schedule for NY and have the following concerns: 1. The hotel check in is listed after the Broadway show. That would put us in the hotel and settled at about 2am. Not going to happen when we have things scheduled the next morning. We need to check in to the hotel as early as possible on Friday. Any chance to do clinics on Saturday morning? Maybe tours on Friday after lunch instead? We can depart earlier from school. 2. We need to figure out how the clinics will be organized in terms of place and individual groups. 3. We’d rather leave out the MET so we have time to go back to hotel and get students dressed, move equipment, set up, warm-up and take care of all details for the evening performance within a comfortable time frame? 4. We need details about the mass/performance opportunity. When is our performance in relation to the mass? Our alumni office would like to organize some kind of NY alumni reception where they will invite alums to the church to see us perform and hopefully gather afterward for about an hour so they can interact with our students. Light refreshments would be served. Is there a place we could do this at or near the church? Also, we are planning to perform two or three full orchestra and choir pieces for our performance, so we will need to know what equipment to bring. We may need to rent chairs/stands/timpani?? 5. The optimal time to arrive back to school on Sunday is between 4 and 5pm. This causes the least amount of problems with kids being at school the next day. Perhaps instead of the Statue of Liberty on Sunday morning, we could visit Ground Zero before departing? 11/8/13: > Rec'd request for help with Rates to charge as well as transportation numbers. > When you have a minute, I need to try to work out what I’m going to charge our kids for our trip. > We will have about 165 students, 25 adults, with 184 paying for transportation. > We like to charge our adults $100 less than the kids. We would have 4 single rooms for chaperones plus a double that wouldn’t be paid for. > Our transportation cost = $15,700 including 4 driver single rooms. 11/12/13: > BJS and CJ and then HMS discussed Brett's questions, ran rates worksheet so CJ can go over with him, and created IOG Rev2. > Need to delete MET Museum of Art. > HMS and CJ are both working to get answers. CJ on approx number of alums to expect for alumni reception he is talking about and HMS on moving things as needed (Clinic, etc.) and getting answers from church on times, reception, etc. > BJS updated depart and return school times as needed. > Made no other changes to attachments - HMS will need to do this as things fall into place. _X___ HMS __11/20/13__ 11/20/13 >HMS emailed John at the church again to try to get some answers!! >12.1.13 - CAJ - Brett is looking for a total cost of the trip. Waiting from him to see if we need to include the music stands and large instruments or not for the church performance. Brett's answer: We can bring music stands, but we need to know exactly how much time we have to perform at the church. We have not selected our music yet…but the set up time and performance time will in part determine how ambitious we can be. So, I’m not really sure if it will be worth renting timpani, mallet instruments, etc. for this performance yet. Perhaps we should factor it in and then remove items as necessary. Brett 12/12/13: > BJS completed CN. > BJS took the $9pp from the MET Museum, since they are not going - and made an allotment of $1,450 for equipment rentals. > JM, please process today and mail today via FEDEX SON shipping. > Put BSSF Packet on top of notebook's inside pocket. > BJS also emailed a copy of the K Packet to Cindy so she can email to Brett so he would know what was on his way since he is leaving for the MidWest Clinic in Chicago, compliments of CCIS, next week and so of the stuff needs his attention before he departs. __x__ JM __12-12-13_ 12/17/13: > BJS shared clinicians names with CJ so she can pass along to Brett. 12/18/13: > Rec'd Travel Planner Letter. 12.18.13 >CAJ - Sent Brett and department a holiday card on 12.16.18 12.20.13 >CAJ - Sent Brett a note telling hime to save the date of Jan 24, 2014 for our Top Accounts diner at Reston's Morton Steak House. Also letting him know that he will get a formal invite and he can bring a guest and also to let me know what other schools he could invite that are over 120 traveling students that would also like to hear about CCIS. 01/07/14: > Per EM from Brett re: Show Tickets - order 198. > BJS sent along to HMS - original order was for 188, so she had to place order for 10 additional. 01/09/14: > EM from Brett said just 188 tickets, so we are fine with order as placed and pad for. 01/10/14: > Rec'd CCIF, needs 4 driver rooms. > Rec'd FPGF = 185 (159 + 26) > Rec'd HIF. 1/30/14: > Rec'd RL. > RL totals 179 pax, so group will be charged with 6 Cancellation Fees + show tickets 180 - 188 since he guaranteed 188 show tickets via email on 01/03/14. 1-31-14 >JM processed Hotel Room List Packet to include: 37 Q/148 pax 2 T/6 pax 7 D/14 pax 11 S/11 pax TOTAL 57 Rooms/179 pax _____BJS_____ _____HMS_____ 02/03/14: > Rec'd signed K as well as check #55909, $73,510.00. 2-12-14 >JM reprocessed Hotel Room List Packet to include: 34 Q/136 pax 4 T/12 pax 7 D/14 pax 11 S/11 pax TOTAL 56 ROOMS/173 pax _____BJS_____ _____HMS_____ 02/19/14: > BJS sent EM to CJ - Cindy: > I have sent question #1 to Hollie and she will reply directly to you. > Thanks for the quick answers on the piano at the church and the band workshops. > At the church, they will need to provide / rent all of their own equipment, including stands (excluding a piano of course). > At the workshops, music stands are provided, as well as a piano for the choirs – all other equipment will need to be provided / rented. > I have attached the Instrument / Equipment Rental Price Sheet. The prices are per event. We all know they are outrageous, so the more they can bring on their own, the better. > I have built in a total of $1,450 for rentals (this was left from when they deleted the MET Museum of Art). If they spend more than that, it will be billed to the group. > We will need to know exactly what they need for the Workshops and the Church by Monday (2/24/14) in order to get the order processed. > Just a thought . . . since the music stands rent for $6 each, we could buy portable black folding music stands for about $15 ea., so if they don’t already have them, I might suggest we buy them 75 stands and they’d be theirs to keep. > Please give me a call if you have any questions. (I am in meetings this afternoon from 1.15 – 2.45 and then again beginning at 3:45) 03/05/14: > Receipt Form rec'd via Fax. 3/5/14 >CAJ - Got his school email - Dr. Richard Slocum - Instrumental Music, Fine Arts Resource Teacher slocum@olgchs.org
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