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General Trip Information
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Fri May 06, 2016
Trip Name
Winnacunnet High School Choir and Jazz Band-Philadelphia, PA-04-09-2015
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Winnacunnet High School Choir and Jazz Band
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OR
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Contract
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Deposit
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Received
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First Payment
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Received
Final PAX
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Final Room List
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Hotel Info Form
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Balance
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Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Hampton, NH to Philly = 350 miles / 6 hrs non-stop Hotel to 6 Flags Great Adventure = 36 miles / 45 minutes. Six Flags Great Adventure to Winnacunnet HS = 320 miles / 5.5 hrs non-stop 5/22/14 > Sophia received an email from Pat Moore regarding a trip to Philadelphia PA April 9-12, 2015. They would like to use a different bus company than US Coachways. > They would like to forgo a competitive festival next year, and provide a couple of other musical opportunities instead. One might be a clinic for each group with a college professor or professional conductor, and the other could be a performance at a historical landmark or venue. > They would like a day trip to Six Flags Great Adventure in NJ, and maybe a dinner theatre type experience. > They would like to stick with the same budget as this year (around $400 with meals included). > Sophia replied to Pat stating we are very pleased to be working with them again. 6/8/14 > Sophia heard from Pat. A meeting to present proposal is scheduled for 10:15 AM on June 17. > Bus Companies: WHS would like quotes from: Premier Coach Company (Plaistow NH) Raposo 6/15/14: > BJS completed IOG and started with attachments. > Hotel was selected last week. 06/16/14: > BJS finished attachments and then ran rates. > BJS sent ot CH for PTP complettion. > BJS sent EM to Sophia - Sophia: Christi is working on the PTP for you now. I will send it to you sometime this evening. The group’s IOG is attached. I can tell you that the rates for what you see on the IOG, start at $449pp Quad Occupancy. Bus still needs to be added. I realize this is already over his hoped for $400 all-inclusive budget, so there are probably going to have to be some changes. That being said, I have not sent it out for charter quotes, I will wait and see what the changes are first. One suggestion to cut down on cost, depart for home after the day at Six Flags and save the cost of a night on the hotel and Sunday’s two meals. This would save approx. $35pp to start. Also, he mentioned a Dinner Theater or show – no touring B-way productions in town that weekend, the Phildelphia Orchestra has a concert, but it is at 2PM on Friday afternoon, in the heart of his sight seeing time. The Walnut Street Theatre has Agatha Christie’s play that evening, so I put it in . . . you will have to see what he thinks. Also, Six Flags does not have their operating scheduel yet for 2015, so they will not confirm that the park is going to be open. Based on the 2014 schedule, it appears as if they will, but I cannot guarantee. Spirit Cruise is another budget eater, but it makes for a nice meal and attraction for the evening, so I’d hate to see it go away. Call me if you need me. Again, I will be sending complete PTP once I get it back from Christi. 6/17/14 > Sophia met with Pat & Tony. They have made a few adjustments to the itinerary and should now be below their, hoped for, $400 PP Quad. They would like bus quotes ASAP - they have a budget of $4300 for trip transportation and will be charging the students the difference. > Changes and clarifications to the itinerary are: > Clinics - they would like the clinics to be separate times - all students will participate or watch. Since these are small performing groups and they share students, they would like all students to get as much as possible from the clinicians. BJS told SS that there were going to be two 60-minute clinics, and one would follow the other. > End guided tour at the Art Museum / Rocky Statue. Group then wants to spend about an hour or so of free time in the park behind the museum. > Move Friday night dinner a little later and remove the theater option all together. They will spend some free time at the hotel. It worked for their unexpected free time this year. > Return home from Six Flags - eliminate the third hotel night. > They have also asked about the application process to perform at Six Flags. SS will look it up on the 6 Flags website and forward any information. Please feel free to pass any info along :) > BJS revised IOG accordingly. > JM, on Monday, please send out CQRs to Premier, Raposo and The Coach Company (1-coach). The directors are anxious to see what transportation is going to cost. Hopefully, when you are back in the office on Thursday morning, the quotes will be back in. You can then add the 5% and DR and then enter them into the system and let Sophia know they are there. She will then send the PPBCCs along to the school. > HMS, please see notes in the attachment regarding the Clinic. > Also, please advise as to the application process for an informal performance at 6 Flags Great Adventure. I am hoping it is similar to 6 Flags Over Georgia, where you have to do nothing much more than submit a form. Please check into this and advise SS accordingly. > BJS sent revised IOG with updated rates to SS. > BJS also updated attachments as needed. > BJS removed CAV dvd as well to help with budget. __x__ JM __6-23-14__ ____ HMS ____ 6/28/14 > Sophia Santerre emailed bus quotes to Tony & Pat. 7/21/14 > After several attempts to contact Pat & Tony, Sophia finally had a text response from Pat apologizing for the delay. Pat stated he would speak with Tony and contact Sophia very soon. 8/5/14 > Sophia heard from Pat. They are good with the itinerary and would like to go with Raposo Bus Company. Due to the bus issues of the 2014 trip for Winnacunnet, the body of the email stating bus choice is below: "Hi Sophia- Tony was away until Monday, but we did talk, and we are going to give Raposo Bus a try. Everything else with the trip looks good. I will be in Canada from August 1-15, and without internet for a good deal of that time, but if you need info in the meantime, Tony should be around. tcyrus@warriors.winnacunnet.org Thanks! -Pat" 9/18/14: > BJS completed IOG K Version and PTP K Version as well as invoices so CH can work on Contract Packet. 10/6/14: > Rec'd signed K via fax. > As this is now UNDER CONTRACT, please review and proceed as needed, with a wee bit of caution, for we have not yet rec'd first $ (due: 10/24/14). __x__ JM __10-20-14__ __X__ HMS _10/30/14___ 10/14/14: > Rec'd TPL. 11/3/14: > Rec'd check #11219, $4,000.00. 2/12/15: > Sophia emailed Tony & Pat yesterday regarding their paperwork. S heard from Pat today - he is looking for a separate invoice for transportation and will fax paperwork by end of day tomorrow. 2/15/15 >Sophia heard from Tony today inquiring about an informal performance at Six Flags. In searching through notes from June 2014 she found an indication that they were interested in performing but not competing. Tony would like to find out about this process ASAP. S will follow this input up with an email and text to Bryan. 02/16/15: > HMS is checking on Performance at 6 Flags (NJ) and will advise SS as soon as she has an answer. 02/16/15: > BJS sent Forms back to SS as they numbers do not jive between RL and FPGF. 02/17/15: > Rec'd check #11316, $6,256.00. 02/17/15: > Rec'd correct RL Form from SS. > All forms are now in. > Total Pax = 38 (32 + 6) > RMS / PAX 5 Q / 20 4 T / 12 3 D / 06 0 S / 00 TOTALS = 12 ROOMS and 38 PAX (32 + 6). > As these numbers are now GUARANTEED, please review and proceed as needed. > Their total pax is 4 below their contract minimum of 42, so we will keep the comps at 2 since there are two directors, but we will delete the iPad mini. By doing so, their rates will remain as published. I would have deleted the Group Travel Video, but it was removed earlier as a cost saving measure, before the trip every went to K. ____ HMS ____ _x__ JM __3-10-15__ 02/20/15: > BJS emailed Final INV #5745, $8,057.00 along with Bank Request Form. Made due: 03/09/15. 02/21/15: > BJS realized that he forgot to invoice transportation on a separate invoice, so revised the original final invoice and then emailed both the revision and the transportation inv. > INV #5745, $3,678.00, due 3/09/15 and INV #5754, $4,379.00 for the bus, due 03/09/15. > Total due on account = $8,057.00. 02/25/15: > Sophia received an email from Tony Cyrus today regarding performance opportunities.Tony really would really to have another opportuniy for his students to perform. He is wondering is there is any other venue at which they could peform either on the way down, on the way back or someplace in Philly during their stay. 03/13/15: > SS rec'd EM from Pat which she then forwarded to BJS - Hi Sophia- I have one final check to get for our final payment, but I need a new invoice again reflecting all prior payments to date. Thanks, and have a good weekend- -Pat. 03/15/15: > BJS reply re: Final Invoice for Sophia - > Final Invoices were emailed on 02/18/15 & 02/21/15 (attached). > INV #5745, $3,678.00, shows a complete breakdown of all charges, less transportation. This same invoice shows all payments received. > INV #5754, $4,379.00, is the separate Transportation INV which he requested so the school system can pat it. > As of today, we have received no other payments since these invoices were generated. That being said, I have noting new to send him. > Total due on the group's account = $8,057.00. 03/15/15 > SS emailed another copy of the invoice - sent high priority. Explained that the invoice reflects prior payments received and that the second page is the transportation invoice. 03/20/15: > Rec'd check #11352, $3,678.00. This pays INV #5745. > Balance due = $4,379.00, the transportation portion of the trip. 03/24/15: > Rec'd check #722840, $4,848.00. > Account is more than PIF. Seems as if we have an extra $469.00. 3/25/15: > Sophia Santerre heard from Pat today - he has 2 questions: 1. Is there any information available regarding the Chamber Singers clinic? 2. Did we ever get any information regarding the mall performance? 03/30/15: > BJS emailed Final Itinerary and then complete packet was shipped via FX for arrival NLT Thursday, 04/02/15.
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