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Fri May 06, 2016
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Leechburg Area High School Band and Choir-New York, NY-05-21-2015
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Leechburg Area High School Band and Choir
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OR
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Time:
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Date:
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Contract
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Deposit
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First Payment
Due
Received
Final PAX
Due
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 )
Leechburg Area HS to Hilton Meadowlands = 355 miles / 6 hours School to Maria Joseph Manor, Danville PA = 205 miles / 3.5 hrs non-stop Danville, PA to Hilton Meadowlands = 155 miles / 2.5 hrs non-stop 5/9/14: > SN spoke with Rob Reams this morning regarding their May 2015 trip to NYC. > 90 PAX (80 students, 10 adults) > Rob does not want any of the meals on their own to be included as meal credits, and says they are used to doing these on their own. > Rough itinerary follows: Thursday 1. Concert in Danville, PA @ Maria Joseph Manor (mid morning) allow 2 hours. Leave trailer in Danville 2. Blue Note (jazz club - includes dinner) Friday 3. Museum of Natural History/free time in the park/lunch on own 4. Broadway Rehearsal Workshop/shopping 5. Dinner as a group somewhere 6. Broadway Show # 1 (Evening) – Preferably related to the content of the rehearsal workshop. Rob would like one show to be a play and the other to be a musical. Saturday 7. 9/11 Memorial & Museum 8. Liberty Island up to the crown 9. Broadway show # 2 (Evening) - Musical or play, depending on what the first show is. Sunday Travel Day – back to Leechburg Pick up the trailer in Danville on the way home. 6/30/14: > SN arranged PTP meeting with Rob Reams on July 9th at 2pm. 07/07/14: > BJS completed IOG. > Hotel is already selected from BMG. > JM, please send CQRs for 2 coaches to Myers, Lakefront Lines, Mlaker, Barons, Great Day, Anderson & BMT. > After CQRs are out, please make attachments as needed - leaving the Broadway Classroom Workshop, Statue of Liberty, and Blue Note Jazz Club & Restaurant for HMS. > HMS, please complete attachments and updates. Remember, they want to do the Crown at the Statue of Liberty. > SN is meeting with client of Wednesday at 2PM, so we need to get this one done ASAP. > No Power Point required since she is meeting the group in person, but I would like Christi to do the PTP, so I need to get this to her tomorrow, no later than mid-afternoon. _x___ JM _7-7-14___ ____ HMS ____ 07/08/14: > BJS updated IOG to show shows on Thursday & Friday evenings and Blue Note Jazz Club & Restaurant on Saturday night. > Made this change since there are no discounts for shows on Saturdays on Broadway and this should help their budget. > HMS was aware of this when she was making her attachments, calls, etc. 07/9/14: > BJS ran rates and then Christi completed PTP. > SN is picking up today to deliver this afternoon to the client. 07/9/14: > Per SN meeting with Client at the HS - > Rob says they are ready for contract! (They were former clients of C&G and Rob called them, telling them he was not going to be using them anymore!) > Go with Mlaker for transportation. > Rob indicated that he would like to depart on Thursday 30 minutes earlier. > Wants bus transportation in the city, particularly on Friday (BJS comment - he has full use of his buses throughout the trip per CCIS SOP). > Add Student Watchers, since Rob indicated he would like security. BJS added attachment. Will be billed as a line item on their Final INV (2 guards for 3 nights at $189 / guard / night). > BJS updated Bible and IOG accordingly re: 30-minute earlier depart from school time. > JM, please send updated IOG to Mlaker and see if there are nay changes in charter rate. > BJS would like to have CN in mail NLT 07/16/14. __x__ JM __7-11-14__ __X__ HMS __X__ 7/29/14: > BSJ and CH completed K packet. > JM, please process per SOP and mail to school on 7/30/14 via USPS 2-Day Priority mail. Thanks! > K and First $ due 8/28/14. _x___ JM __7-30-14__ 7/31/14 > SN is sending a practice note to assist Kay :) 8/11/14 > SN received EM from BD requesting more time for initial payment since the first payment due is on the 2nd day of school. BJS advised SN to inform BD to submit the contract and whatever deposit the boosters may have within their account and to work for a 9/15 date for the balance. SN EM'd BD with this suggestion 8/28/14 > SN spoke with Rob this afternoon and he is distributing trip information starting tomorrow (today is the second day of school). He wishes to make the due date for the first payment by 9/22, based on when he reasonably feels the kids can get deposits in. He usually requests $200 up front to get a very accurate assessment of who will be participating. Rob also informed me that the booster organization has no money at present. 9/5/14 >SN EM'd Rob the Broadway selection form packet and advised him to make 6 selections. 9/10/14 > Rob refaxed the form since only the cover page came through originally. > Rec'd Broadway Show Selection Form (group is seeing two shows) > BJS alerted SN that we got the form, but still need his signed K and initial payment. __X__ HMS __9/17/14__ 9/16/14: > BJS sent another note to SN re: K, $ and TPL. 9/25/14: > SN received EM from Rob: Stephanie, The paperwork for the deposit check was submitted to the office last Wednesday. No sign of it yet! I typically like to budget 2 weeks for the office to do paperwork but, in this case, that would have deeply cut into the kid’s time to respond and raise the cash. I ’ll send the check ASAP and enclose the contract. Rob 10/2/14: > SN received the following EM from Rob and forwarded this information to BJS: Stephanie, The first of 2 checks was written today! I’m sending it and the contract tomorrow. There’s still a second check somewhere in the pipeline. Here’s what we have: · 60 travelers (including 2 comps) · 1 bus · 5 travelers will drive separately · The check I am sending you is for $150 per person (52 people - $7,800) · The second check will be for the remaining six people ($900). · The total deposit will be $8,700 once the second check arrives. · PLEASE LET ME KNOW IF THE PRICE PER PERSON WILL CHANGE AT ALL · PLEASE LET ME KNOW IF THE EXTRA PRICE PER PERSON IN EACH ROOM WILL CHANGE ALSO (I.E. TRIO, DUO, SINGLE ROOMS) o I want to get started on an individualized payment plan and have it out to everyone within the next week if possible (Their next payment to me is due at the beginning of November and I want to give them time to react) · One more thing: Can we add two people to the Saturday itinerary only? o How much would that be per person? Thanks for your patience. Now that there is time deadlines for the office work will be well in advance of my deadlines with you and the checks should be ready in time. Rob 10/4/14: > BJS reviewed and updated count on Bible Screen and Status Schedule to 60 (50 + 10) - also updated IOG accordingly. > JM, please release 1 of the 2 coaches - the extra pax are driving on their own. > BJS reviewed rates and made necessary adjustments - > Reduced comps from 4 to 2. > Deleted Group Travel Video - of they still want it, it will be $10 / students and all students must purchase. > Added Students Watchers to Package rates - just one guard / night. > HMS updates show tickets to their actual confirmed rates and this helped to allow us NOT to have to raise his PP Package rates. > BJS updated pp rates on items with DOF issues. > By making these changes, based on a minimum of 54 total trip participants, including the 2 comps, rates will remain as published. > We can NOT sale a partial package, so the answer to one of his questions above is NO when he asked if a Saturday only package can be purchased. > Please review and update reservations, etc. as needed. Thanks! __x__ JM __10-6-14__ __X__ HMS __X__ 10/5/14 > SN EM'd Rob with answers regarding his changes. 10/8/14: > rec'd signed K and check #6985, $7,800.00. > This group is now UNDER CONTRACT and $$$ has been received. __X__ HMS _10/27/14___ 10/29/14: > Rec'd OK to Pay for 61 Matilda tickets. 02/15/15: > Rec'd room list via email, but it is not due until 03/20/15, so too early to process. BJS put in their file, but need to hold until due date. 02/20/15: > Rec'd check #7051, $22,214.00. 02/24/15: > Rec'd PCCF and then an email from Rob along with an updated page two to his room list. > Dropping a student and then wanting his final inv. > BJS called and discussed with SN - she will get in touch with Rob to let him know that we don't want or need a PCCF as his RL is not even due yet. > BJS threw away the PCCF and she will tell him that we will consider whatever RL we have as the last one received on 03/20/15 as the official RL. He also needs to send HIF and FPGF, but would really prefer he wait to send those much closer to the due date. 3-17-15 Rec'd Hotel Info form, Final Pax, and Room Lists 3-18-15 >JM processed Hotel Room List Packet to include: 9 Q/36 pax 4 T/12 pax 6 D/12 pax 1 S/1 pax TOTAL 20 ROOMS/61 pax (41 + 20) _03-27-15_ BJS _03-27-15_ _____HMS_____ 03/27/15: > BJS emailed Final INV #5794, $10,081.00 and made due 04/21/15. 04/06/15: > rec'd check #7075, $10,081.00. > Pendng no changes, account is PIF.
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