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Bible (Basic Trip Report)
General Trip Information
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Fri May 06, 2016
Trip Name
Thomas Pyle Middle School Music Dept.-New York, NY-05-01-2015
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Thomas Pyle Middle School Choir
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Trip Notes
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From Thomas Pyle MS Bethesda MS to NYC - 232 miles / 4 hrs non-stop 9/19/14: > CJ Met with Directors - 1) New York City - Budget proposed at $300pp but know it will be a little higher, but this is the number they are shooting for. 2) Charter Company: Dillion is preferred but we can get more quotes due to their budget. 3) Choir is 130 Students, Band is 90 and Jazz Band/Orchestra is 30. 4) She wants Friday drive and get directly to Broadway Workshops for her students with the music that they can work on during they school year. 5) Diner around Times Square, time at Times Square 6) Broadway Show - would consider Off Broadway Show due to costs of tickets. 7) Saturday she would like Music related Step On City Tour. 8) Radio City Backstage Tour. 9) Time at FAO Swartz for the students - just a stop 10) China Town time and lunch on own in China Town. 11) Top of the Rock - if possible 12) St. Patrick Cathedral - just a stop 13) Statue of Liberty 14) Diner somewhere in NYC and then drive back home. 15) All meals included and in route credits please. Program feeds Walt Whitman HS - Referral from Jeff, Terry and she also mentioned Scott Herman. Comps - what is allowed by program with the number of students she has. 9/30/14: > BJS completed IOG - not everything on the list can be included as there are not enough hours in the day. CJ said they knew this and are fine with our choices. > JM, please send CQRs to Dillons, Martz, Atlantic Coast, Hunt Valley, and any of the others from your regular list of DC area companies. WE will need 6 coaches. > BMG is still working on hotel, hopefully something closer to the Meaadowlands and not Newark. > JM, please make attachments and then pass along to HMS > HMS, please review attachments and make calls as needed due to the size of this group. > The Broadway Workshops are like we did for Scott a few year's back with Cabin John MS. They want to have the music in advance so they can work on it. Are willing to buy the repertoire if necessary for their own libraries. See notes above on ensemble sizes, etc. > CJ is setting up GTM for this coming Tuesday, 10/7/14, so we need to have every thing to Christi on Friday of at all possible. __x__ JM _9-30-14___ __X__ HMS __X__ 10/1/14: > BJS sent GTM invites - Allison: 1. Please join my meeting on Tuesday morning, October 7, 2014, beginning at 8.00AM, by going to www.gotomeeting.com. 2. Click on the JOIN MEETING button near the top, right hand portion of the screen. 3. When prompted, enter the Meeting ID: 480-494-085 and then click CONTINUE. 4. If you are asked for a Meeting Password, it is New York (with a capital N and a capital Y, with a space between the two words). This may not be required. 5. Use your microphone and speakers (VoIP) - a headset is recommended. Or, call in using your telephone. 6. Dial +1 (571) 317-3122 - When prompted, enter the Access Code: 480-494-085. I look forward to meeting with you soon to share with you the exciting plans we have put together for your group’s up-coming trip to New York! 10/6/14 >CAJ - Choir is 130, Band and Orch is 120 with only one crossover student. 10/6/14 >CAJ - Count for Band, Jazz Band and Orchestra: Band – 61 Jazz Band – 29 Orchestra – 44 10/7/14: > BJS and CJ met with Allison (BD) and Zack Tilkens (CD). > These are young teachers and have been referred to us by Jeff and Terry at Walt Whitman. > Extremely pleased but need to make some chacnges and need to see the remaining charter quotes as they arrive. > JM, please alert Cindy as the remaining Charter Quotes are entered, as they arrive. Group is anxious to get these and make their decision on a charter company. > HMS, Aladdin is the show preference. BJS sent BSSF Packet with the PTP, but I told her we would go ahead and see what Nick at Disney Theatrical could do. > Meals - not loving Bubba Gump (too much fish) or Dallas BBQ (they had a bad experience there on a past trip). Just OK at best with Planet Hollywood. > HMS, please check the following - Ellen's Stardust Diner, Ben's Deli (I have given Jude the basic contact info and she is adding to the system) and Hard Rock. Seems OK with splitting the groups as we have already shown her on the IOG with some of the restaurants she didn't really seem to like. > Mentioned that they had lunch last year en route at Christiana Mall in Newark, DE and really liked this for a stop en route. Would this work for the Dinner stop en route on Saturday this year? BJS checked mileage and it is at best, 2 hours out of NY, so they would get their no earlier than 8PM, possibly closer to 8:30PM and the Mall closes at 9PM on Saturday nights, so arrive at 8:30 with almost 300 pax is not going to work in this location. A $10 Meal Credit with stops at two different turnpike service areas (3 buses at each) will work best. > They are aware these changes will change rates and are ready to proceed as soon as we can get them the revised information and the remaining charter quotes. > In the interim, BJS sent CJ the PTP Pack and the BSSF pack so she can share it with them. ____ JM ____ ____ HMS ____ 10/14/14: > BJS sent EM to CJ - Cindy: Please see below – this group wanted Aladdin, per our GTM last week; however, it is far beyond the $75 show budget we included in their CCIS Package rates. Please share thee prices with Allison and see how they want to proceed. A Broadway Show Selection Form Packet is also attached for their use in the event they are not wanting Aladdin (or Lion King, always another popular choice). We are still working on their optional meal choices, but this show info came back already, so we need to keep things moving as they arrive here in the office. Thanks, BJS. 10/14/14 >CAJ - Sent Broadway info to Allison and Zack 10/20/14 >CAJ - resent into on Broadway and left VM at school. 10/21/14 >CAJ - Dillon is their charter company of choice. Allison sent in the Broadway Show form, but advised me that she reserved 250 tickets to STOMP already and for us to take over her reservation for STOMP since Broadway was to expensive. 10/21/14 >CAJ - Choir is 130 students. 10/22/14 >CAJ - It’d be best to have 3 separate clinics – one for band, one for orchestra, one for jazz band. 10/23/14: > BJS completed PTP Rev 1. > Reworked rates with Les Miserable (her 1st Choice) and the two restaurant changes she wanted us to make. > Rates increased by $6pp across the board. > BJS sent Em to Allison qwith PTP Pack Rev 1 - Hi Allison, Attached please find the revised Pre-Trip Planning Proposal for the Music Department’s trip to NYC. This revision includes the restaurant changes you requested, as well as your group’s 1st choice Broadway Show, Les Miserable. We were able to confirm all of these changes, as well as Dillon’s as your charter company. All of this is reflected in the revised proposal attached. Please note that due to the restaurant changes, rates have increased $6 per person. Hollie and Cindy had mentioned that you made some contacts with a few off-Broadway shows in the event we were unable to secure any of your choices within the $75 show allowance already included in your package. In light of the fact that Les Miserable has been confirmed, please remember to release any reservations you may be holding as soon as possible. Your Group Leader Handbook / Contract Notebook will be mailed early next week. Do not hesitate to contact your Account Executive, Cindy James, if you have any questions or concerns. Thanks again for allowing us to be of service - we look forward to providing you and your group with a wonderful trip experience. Sincerely, BJS. > As this is going to Contract, please review and proceed as needed. CN to be mailed early next week. __x__ JM __10-23-14__ ___X_ HMS _10/30/14___ 10/27/14: > BJS sent to CH for CN prep. Band – 61 Jazz Band – 29 Orchestra – 44 11/5/14: > Per CJ - We talked by phone and this is what she is asking about: 1) Can her students bring their own lunch on Friday instead of Ben's Deli and sit by Grand Army Plaza to eat before going to FAO Shwartz? 2) I know this one is probably to late but, can they switch Ellen's Stardust for Planet Hollywood on Friday? Eat at Ben's Deli on Saturday for lunch instead of Ellen's Stardust? 3) She said that last time Statue of Liberty took to long and would rather explore Chinatown and then head for home. > She said that she spent all day (all area schools were closed due to voting) and re-read everything and is asking if we can make these adjustment. > I did advise her that we have contract with these vendors, but I would check with you. Cindy. 11/9/14: > More questions fro m CJ - Hi Cindy, Here’s a list of the questions ahead of time in case you need to speak with Bryan before we speak! > 1st Payment Deadline Unfortunately, we are unable to pay such a large chunk of the cost by November 26th. Before we can collect money from the students/parents, our trip paperwork (including an intinerary) must be approved by the county, so this paperwork – if I submit next week with the updated itinerary changes – would be approved most likely early December. We send home a letter to the parents in early December explaining that the first trip payment will be early January (so they have time to consider the date and cost; and so the payment is not right before the holidays). If we collect a majority of the money by early January, we could make our first big payment mid-January. Would this be acceptable? > I know that the Broadway shows/restaurants usually require a down payment within a month of reserving – is there any way that your relations with these companies can buy time until we have the money ready at the end of January? > 2nd Payment Deadline We will collect our second/final trip payment from the students/parents in mid-February, so we could have our 2nd payment in by the end of February. At that point, we will have our final student count so the paperwork for rooms/etc. would still be in by March 2nd. And the final payment would be in by March 17th. It’s only the 1st and 2nd payments we would need an extension. > I’m sorry that we won’t be able to make the dates – I even asked the financial secretary if Pyle could cover the first payment (without any parent payments yet), but unfortunately we could only pay $1000 by early December. Would this be okay? > Breakdown of costs Before making the payments, I would like to request an actual breakdown of the costs per child: meals, the clinic, tours, Broadway, etc. I see the breakdown for Dillon’s, but not for anything else. > Also, would the final payment be a considerably large amount per child? Right now, I’ve estimated about $288 per child (250 students paying for the 1st and 2nd payments). What is the projected FINAL cost per child? Without knowing this amount, I cannot tell parents what the actual trip cost will be. So is the final payment usually large or only about $10/$15 per child? > Jazz Band Clinic The Jazz Band is primarily made up of 8th grade students, so they would be unable to perform in the band/orchestra clinics at the same time as the jazz band clinic. Is there any way we could organize the following: --The first 45 minutes of the clinic is just the band clinic and the orchestra clinic. --After 45 minutes, the 8th grade band and orchestra students would assemble for the remaining 45 minutes for a jazz band clinic. Could something like this work? The 8th Grade Band and the 7th/8th Grade Orchestra are large enough groups that the students leaving would not make a significant impact on the group. > We can talk about all this on Monday morning, but I didn’t want to bombard you with everything over the phone – if we need to move the conversation to 12:15 pm that’s okay! Best, Allison Johnson. 11/10/14 >CAJ - Sent Bryan all her questions and she would like a meeting again tomorrow 11/11/14 at 12:30pm. 11/13/14 > EM from Client to CJ - Hi Cindy, I got the numbers. Most likely, some kids will not go on the trip and so we’ll have less kids and less chaps, but here’s the max number we could have: 258 kids, 34 adults = Total: 292 > BJS updated the number on the IOG and in the system to 292 (258 + 34) since this is their possible max. Did not change number of the Status Schedule since everyone knows, including the group, that they will most likely have soem students and adults not participate. > Would like to make the following final changes - SEE ANSWERS BELOW FOLLOWING EACH CHANGE / QUESTION. Q = Friday - Lunch vouchers ($10ish) for the Statue of Liberty and tour at Statue of Liberty A = Statue of Liberty will have to stay on Saturday late afternoon as we had it on the original K version of the IOG as Radio City Tour is NOT able to be moved from Friday afternoon to Saturday. Q = Friday night - dinner at either Hard Rock or Planet Hollywood A = It will be Planet Hollywood as presented in the original K. Q = Friday Night - keep the same (Les Miserable) A = OK Q = Saturday morning - keep the same (Broadway Classroom Clinics) A = OK Q = Saturday lunch - keep the same (Ellen's Stardust) A = OK Q = Saturday Afternoon - Rockefeller Center and Radio City Music Hall Tours. A = This has to remain on Friday afternoon as presented on original K as it is not available on Saturday afternoon. Q = wants to know how many groups will they have for the (Radio City) Tour? A = With the current reservation of 280 pax, there are 8 tours. HMS has asked for 12 additional pax to make a total of 292. Q = How long is the (Radio City) tour? A = Approx. 70-75 minutes. Q = Saturday - head home. A = OK, will do so following the Statue of Liberty. Q = Will the hotel will allow for a room with 5? A = BJS has inquired and will advise as soon as answer is received. Q = Will need a break down for the cost per person of the trip. A = Based on the "CCIS portion" of the $329 Quad Package, not including transportation, Meals are 30% ($98.70), Attractions are 58% ($190.82), and Housing is 12% ($39.48). I cannot include transportation as I do not know what they are charging each person for transportation. > Per CJ, Allison said that they would not make anymore changes! > We have requested, as needed, for the 12 additional possible pax, from the hotel, show tickets, Radio City Tour, etc. in order to have it just in case we need it and they hit their maximum number of 292. > BJS adjusted rates accordingly since they are now having Friday's lunch on their own and have deleted Ben's Deli entirely. From original K that was sent at the end of October, rates dropped $16pp. > BJS also agreed to the following revised due dates / deadlines. THESE ARE THE MUST BE RECEIVED IN OUR OFFICE DATES, not their putting it in the mail date!!! > 12/15/14 = Signed K and $1000.00 deposit (which she said the school could up-front her). > 01/12/15 = $100 pp (MUST be received in our office on or before this date). > 02/18/15 = 2nd PP Payment > 03/02/15 = Forms due (same as original) > 03/17/15 = Final Balance Due. > I will prepare the revised pages for the group's contract notebook and email them to Allison's attention NLT Monday, 11/17/14. > HMS, after all this, please cancel the reservation at Ben's Deli. __x__ JM _11-14-14___ ____ HMS ____ 11/18/14: > BJS and CJ had Conference Call with Allison and Mary Bower (her Financial Secretary) at 8AM. > Went very well and Allison is off her needing itemized price list. We are proceeding with the following adjustments - 1. Add Student Watchers (2 guards) 2. Delete the $10 Meal Credit for Dinner on the way home - this will be on own. 3. Wants buses to arrive at 6:15AM for a 6:45AM departure. - JM, please make necessary adjustment with Dillons. > BJS to adjust rates accordingly and send new paperwork, as a PDF file to Allison so she can put the updated stuffing in her Notebook. > BJS updated IOG re: $10 Meal Crtedit being removed & also attached Students Watchers. > Rates dropped by $8pp. > BJS Revised all paperwork and then sent on to Allison as a scanned PDF file and also mailed a hard copy via USPS Priority Mail. > Please review all as this is once again at the Contract Stage with the signed K and a $1k deposit to be in our hands NLT 12/15/14 and then a large payment in house NLT 01/12/15. > She feels confident that the group will be closer to 270 actual trip participants (240 + 30). BJS is working with 280 - 290 pax for the time being, just in case she'd actually end up with everyone going. _x___ JM __11-19-14__ ____ HMS ____ 12-15-14 >Rec'd Travel Planner Letter, Contract, and Check #520 in the amount of $1,000.00 1-`13-15 >Rec'd Check #000535 in the amount of $23,700.00. 02/03/15: > Per Mary Bauer, they want a total of 240 Les Miserables tickets, this is three (3) more than we have already purchased. ____ HMS ____ 2/11/15 >CAJ - Two students have joined Pyle MS in the last month and they have been working hard so we’d like them to be able to participate in the NY trip. Plus, we have tallied the numbers and realize that another chaperone is needed to stay within the county policy on chaperone-to-student ratio. I would like to request 3 additional Broadway tickets. It does not matter if they sit exactly with the large group because we could always place two friends next to each other with a chaperone there to watch over. I know that we already requested additional tickets recently (from students who did not heed the original deadline), so these 3 would be in addition to those. 02/11/15: > HMS, see note above and advise. Based on the fact that you asked for 5 additional tickets a week or so ago, and three have already been accounted for, the three additional CJ mentions above will take care of the remaining two tickets and then they will still need one (1) more. Please advise as soon as you know we can get this one additional ticket so I can inform the group leader accordingly. Thanks! ____ HMS ____ 02/17/15: > Rec'd Site Visit Request Form. 02/17/15: > rec'd check #558, $37,875.00. 02/18/15: > BJS sent Site Visit Request to the hotel. 02/19/15: > Site visit is confirmed. 02/20/15: > Rec'd OK to Pay for a total of 10 additional show tickets. 02/25/15: > Rec'd RL in her spreadsheet. Allison asked if it was OK and BJS said yes. 02/27/15: > Recd FPGF and HIF. > JM, RL has 246 pax while FPGF has 247. It appears as if the female student number is off. Since CJ is in sales meetings, please scan RL and FPGF and then send to Allison and ask her to review / correct. Once corrected, please process per SOP. Thanks! > ALSO, we have 6 coaches for this group, but with 5 they will have 275 seats. JM, please confirm the number of buses she wants and then proceed as needed there as well. Thanks! __x__ JM _3-3-15___ 3-3-15 >JM EM Allison: 1.) Please see attached Hotel Room List and Final Participant Number. They must be the same. I think the issue is with the female students. 125 on Room List and 126 on Participant Guarantee Sheet. Number needs to be the same, either a female is missing from the room list or the number of female students needs changed to 125. 2.) Based on the Final Number of 247, you only need 5 coaches (275 seats). I need your consent to drop one of the coaches making the total number of coaches 5 instead of 6. Your attention to these 2 items is appreciated. I await your decision and clarification on the final number. Thanks. 3-4-15 >JM processed Hotel Room List Packet to include: 50 Q / 200 06 T / 018 14 D / 028 00 S / 000 Total for hotel from group, not including bus drivers = 70 ROOMS / 246 pax (218 + 28) IMPORTANT!!! > TOTAL TRIP PARTICIPANTS is 247 (219 + 28) as one student is staying with her parents at another hotel. > Group will be using 5 coaches. __X__ BJS _03/06/15_ __X___HMS__3/30/15___ 03/06/15: > K Minimum was 252 and they ended up at 247, so BJS is not worrying with making any changes for good customer relations with a group this size that should travel every year with CCIS. > BJS emailed Final INV #5773, $29,442.00 and made it due 04/01/15. 03/24/15: > Rec'd check #580, $29,442.00. > Pending no other changes, account is PIF. 4/6/15 >CAJ - left vm and text to Allison's cell about the choir numbers. Waiting to hear back since she is on spring break. 5/5/15 >CAJ - no debrief until next will be Allison: Hi Cindy, Not until next week. 265 participants to Hershey Park this Friday! Allison
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