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General Trip Information
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Fri May 06, 2016
Trip Name
First Colonial High School Fine Arts-New York, NY-04-16-2015
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Trip Notes
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School to Hotel in Manhattan = 360 miles / 6 hrs non-stop 10/21/14: > CJ spoke with Bryan Wills. 1) New York City 2) Is insistent on staying in the city as he has stayed in the city before. 3) Entire Arts Department, Band, Orchestra, Choir and Drama students. (will give me numbers later) 4) Workshops for each group, band & orchestra, choir and one for drama student - 2 hours each- Broadway Clinics. 5) All meals 6) No Staten Island or Empire State Building. 7) MOMA, Natural History Museum, 2 shows one musical and one other. 8) Insists on all the dates listed above for travel since he says he has done this before and wants the 3 nights hotel stay in the city. Claims he has stayed with his students at the New Yorker and Other hotels. 9) Budget is $700pp 10) Charter options are: Venture, Newton and Fun Tours. 11) The comps that are at program. Side Note - he was quick on the phone and said he would let me know later the number of students for each breakdown. I asked about leaving the morning of the 16th instead and he said he wanted the dates that we have and 3 nights stay. Ok. 10/21/14: > BJS reviewed and this is a 5d/4n trip based on the dates and times CJ has put int he system. > This will never happen fro $700, especially with a Manhattan hotel and two shows! > BJS reviewed all previous trips and thye appeared to be 3d/2n trips at Cox. Only one time did they stay in Manhattan, in 2006. and trip was $600 then (just 2 nights). > BJS sent EM to Client - Hi Bryan! Thanks for sharing your trip plans with Cindy earlier today. In reviewing the notes as well as what you have done in the past, it appears as if the trip has typically been a 3d/2n outline. I am aware that you want to stay in Manhattan. Based on your budget, with two shows, downtown accommodations, as well as the others inclusions you have requested, we should be able to get everything in you are asking for with an early Thursday departure and a late Saturday return. If you would prefer Friday – Sunday, this is also a possibility, just let me know ASAP so we can proceed with your planning. As soon as I hear back from you, we will get the ball rolling. I look forward to hearing from you soon! All the best, Bryan. 11/2/14 >CAJ - Sent an email to Bryan asking for an update on this longer trip that he has proposed. 11/4/14: > BJS replied to CJ He did indeed reply to this when it was originally sent. Just got the hotel rates for his Manhattan hotels this afternoon and I think you need to make him aware of these since they are literally hundreds more that what his group paid in Manhattan when they last stayed there in 2006. Of the six (6) Manhattan hotels that we were able to find that could accommodate his group, the least expensive is the Holiday Inn Manhattan 6th Avenue, in the Chelsea area of the city, on West 26th Street, between 6th & 7th Avenues. FYI, Times Square is at 42nd Street, so you can see that this is 16 blocks south of Times Square. Their rate, with breakfast, including all of the required fees and taxes, will end up just a few dollars shy of $400 / person Quad Occupancy. By comparison, a 3-night stay at a hotel in the NJ suburbs, Meadowlands area for example, would be less than half that. I realize he really wants to stay in Manhattan, but with a $700 total budget and the hotel already consuming $400 of the $700 and transportation taking up another $125 or more / person, after the inclusion of 2 shows, there will be nothing left for the other attractions and / or food. You need to have a serious conversation (not email) with him and discuss these options: 1. Increase budget to at least $900. 2. 3d / 2n trip and stay in Manhattan. Based on the inclusions he shared with you during your initial conversation, I am confident we should be able to include most everything he is asking for and keep the price closer to the $700 mark. Thursday – 7 AM / Saturday – 11:30PM. 3. Make it a 4d / 3n trip and stay in NJ (Thursday 7AM – Sunday late afternoon or early evening). Just called you and there was no answer. Do not contact him without speaking to me first. Bryan. > BJS and CJ discussed at length and she will share with Bryan Wills and see how he wants to proceed. 11/5/14: > BJS sent Em to CJ - Need updates on these two groups. You really might want to consider a Trip to Tidewater on Friday to see these two schools and have some face time with them both since they are both needing attention and real direction on their trip. I realize KHS Band is just one bus, but 1st Colonial is 2 and between the two of them, as well as some other schools you should be in front of, they all combine to make a trip very worthwhile. . . 11/7/14: > BJS called CJ and LVM - need update on this group. 11/10/14 >CAJ - Just got off the phone with Bryan - he will ask the other teachers involved and get bak Today! HE said the 3d/2n and the Holiday Inn sounds good. But will confirm today. 11/11/14: > Per CJ, they are good with the Manhattan hotel for a 3d/2n package (Thursday AM - Saturday PM). 11/12/14: > BJS updated dates in system. > BJS created IOG, including notes on IOG when buses will be off duty since the group is staying in Manhattan. Drivers will be staying with buses in NJ (probably Meadowlands area). > JM, please send CQWR to Venture, Newton, Fun Tours, James River & Winn (to start). We will see if any of these 5 have any buses. > JM,please make attachments and then pass along to HMS so she can review and call as she deems necessary. Thanks! __x__ JM __11-12-14__ ____ HMS ____ 11/14/14: > BJS ran rates and sent to CH for PTP prep. 11/21/14: > BJS EM'd PTP to Bryan - Bryan: Attached please find the Pre-Trip Planning Proposal for the Fine Arts Department’s up-coming trip to New York. Your careful review of this information is very much appreciated. I am delighted that we have been able to make this trip a possibility for your group, including a Manhattan hotel, all while remaining as close as possible to your budget parameters. If you are able to stop by the CCIS Booth at the VMEA Conference and give Cindy your charter choice, she will pass that information along to Jude so we can get your coaches under contract. As you will see, several companies are already sold out over your dates, so the sooner we have this decision, the better. Thanks again for allowing us to work with you and your group – it is always a pleasure. Sincerely, BJS. 12/1/14: > Per CJ, ready for Contract. 12/11/14: > BJS in midst of K and realized we do not have his charter choice. > BJS called CJ and she can't remember, so she called client's cell and he said it was Fun Tours. > JM, please secure K from Fun Tours. 12/12/14: >CAJ Sent soft copy of contract to Bryan Wills, also left message at school and on his cell home. 12/19/14: > CJ rec'd EM from Bryan Wills - (BJS copied and pasted in system) Cindy: Now that we have the proposal we have a couple of issues to deal with. The first is the timing for the deposit. We leave school today and there is no way we can make the 23rd. We need to push that back about a month. We can then get on track for everything else. I know this is a hardship for CCIS, but there is nothing we can do at this time. The second and maybe more problematic is that the chorus teacher has pulled out of the trip so it's just band, orchestra, and drama students. Needless to say, I am not very happy with him. I will have a fairly firm number for you as soon as we get back from break (5-7) Jan. I hope this doesn't cause you to much extra work and I apologize for the situation. I am going out of town for the first week of break, but I will continue to check my school e-mail account if you want to send me any responses. I hope you have a very Merry Christmas, happiest of holidays. I'm looking forward to seeing you in the new year. Sincerely, Bryan. 1/2/15: > BJS sent EM to Bryan Wills - Happy New Year Bryan! Cindy forwarded me your email about the Choir backing out of the trip and the due dates. I think we can work through most all of this; however, there could be a few challenges with your group’s hotel as our first deadline with them has already come and gone. So we can discuss this in conversation rather than going back and forth with numerous emails, please give me a call on my cell this weekend (724.991.6123). I will be available tomorrow (Saturday) from 10AM – 3PM and again on Sunday from 11AM – 3PM. I will be on the road, but have your file with me in my briefcase, so we can make some decisions before you head back to school on Monday. Thanks and I look forward to speaking with you in the next few days. All the best, Bryan. 01/05/15: > BJS called and LM in Band Room with Mr. Mason - said he will have Bryan call in 45 minutes or so (this was at 1.40pm). BJS impressed upon him the importance of his calling as it relates to their hotel's DDD which is today. 01/05/15: > Called at 2:50PM - no answer in office and mail box is full, so I called cell phone and LVM. > Then completed OK TO PAY and emailed and faxed it. Bryan: Please see attached – this is what I have been trying to talk to you about today. It is also what I had hoped to be able to discuss with you per my email on Friday. I MUST HAVE THIS BACK BY 4:30PM THIS AFTERNOON; OTHERWISE, I AM GOING TO HAVE TO RELEASE THE ROOMS AT THE HOTEL. I am sorry for the impersonal nature of this email, but unfortunately, as the deadline is looming, I have no other choice. Sincerely, BJS. 01/5/15: > BJS spoke to hotel and then sent called cell, LVM, and EM'd Bryan Wills - Bryan: Not sure if you have received my phone messages or emails this afternoon, but I just got off the phone with the hotel and they have agreed to an extension until Wednesday afternoon. That being said, please complete and return the OK TO PAY for the Hotel, which I had emailed earlier this afternoon, to my attention by Noon on Wednesday, 01/07/15. Should you have any questions or concerns, please call my cell (724.991.6123) on Tuesday, for I will be in the car driving my daughter back to college in Indianapolis from 8am – 9pm. Thanks, BJS. 01/05/15: > Bryan then called and he will have everything to us tomorrow AM, including an updated number since Ned E. Davis and the Choir are no longer participating on the trip. 01/07/15: > Rec'd OK to Pay for Hotel. 01/07/15: > Rec'd EM from Bryan Wills - At this point we will have 49 students on this trip. I am working on a break down of male female. I am still working on chaperones, but I think at least 7. I will continue to firm this up. 01/07/15: > BJS replied - OK, keep your bus capacity in mind. With just 49 students you will need just a single coach and its’ capacity is 55 – so no more than 6 adults if the student number remains constant at 49. I will have Jude cancel the 2nd coach from Fun Tours and will also adjust your room block at the hotel accordingly. 01/07/15: > JM, please cancel the 2nd coach from Fun Tours since number is now 55 (49 + 6). > BJS updated BIBLE, IOG and Status Schedule accordingly. > Dropped comps from 4 to 2. > Since Choir is no longer going, we do not need a Choir Clinic with Broadway Classroom. HMS, please advise Alyssa accordingly and make any other necessary changes. Thanks! ____X JM 1/8/15____ X____ HMS 1/8/15____ 1/23/15 >CAJ - Have sent several emails and voice mails for Bryan ( teacher) about Broadway Show option. Will contact again and hope he answers. 01/28/15: > BJS sent EM to Bryan - Hi Bryan! We have received your OK to Pay for the Hotel plus an additional OK to Pay for 65 tickets to Les Miserables. We also received your official Travel Planner Letter. Can you please give me answers on the following: 1. When will we receive the signed Agreement? 2. When will we receive your First Payment? We have several additional payments coming due . . . 3. What is the status of your bus situation? We released one of the two coaches on January 7 and I now see you have signed an OK to PAY for 67 tickets. Do you once again need a second bus or are you using a large passenger van or private vehicles? If you are in need of a second coach, we must know, for since it has been released, we cannot guarantee availability, carrier, or charter rate. Please advise me on these three items ASAP. Thanks, BJS. 02/02/15: > Rec'd EM from Bryan Wills - Sorry for the delay Bryan I had a couple of procedures at the hospital so I was out 2 days last week. I am still waiting for the contract to come back from the school lawyer and I will forward it to you as soon as possible. I will have the first payment out to you this week. We are going to get a large passenger van rather than a second bus, because that would cause the price to go up to much. Thanks. 02/02/15: > BJS replied - Thanks Bryan. I hope all is well. I will keep an eye out for the check this week and make a final note regarding the 2nd coach being replaced by a large passenger van. All the best, Bryan. > BJS made total pax in system 65 since that is what his OK to pay is for on the Les Miserable tickets and then sent an EM to Bryan asking him for the breakdown. 2/5/15 >CAJ - spoke to parent in charge and she is mailing the check payment today. 02/13/15: > Rec'd check #9165, $1,000.00. > We can assume, with CAUTION, that this trip is now UNDER CONTRACT. Please review and proceed as needed, again with some Caution as we have only gotten $1000 from the group top this point. ____ HMS ____ 2/18/15 >CAJ - have emailed, school has ben closed Monday, Tuesday and Wed. Left vm for Bryan and also text him that we need his forms. 2/19/2015 >CAJ - have sent email, called school - still closed due to weather - get cell and vm cell. 2/20/15 >CAJ - I just relieved an email from Alex - the Orchestra Director - Bryan Wills has been in the hospital with open heart surgery. Alex will be taking over until Bryan gets back. They have been closed since last Friday and the kids will hopefully be back on Monday. > I only have the PTP for this school and not the contract - I need a copy of the contract so I can give Alex the user name and password to get on line to do all the forms on Monday when he's back in school and also the first payment sheet. Thanks - Cindy. 02/25/15: > Rec'd FPGF (actually, it was a PCCF, but it will work), as well as RL and HIF. > Total pax = 61 (53 + 8) > This is below K minimum, as we knew it would be. No DVD, comps are two and no iPad. > RMS / PAX 11 Q / 44 03 T / 09 04 D / 08 00 S / 00 TOTALS = 18 ROOMS and 61 PAX (53 + 8). > AS these numbers are now GUARANTEED & FINAL, please proceed as needed. > BJS updated the BIBLE, IOG and Status Schedule accordingly. > JM, the Bus Driver will be staying in NJ, so we do not need a room at the group's NYC hotel for the bus. We will need to make a reservation at an inexpensive hotel some NJ for the driver. Please remind BJS. __x__ JM _3-3-15___ ____ HMS ____ 3-2-15 >JM spoke with Gina Miller who is taking over for band director who had heart surgery. Please email her the final invoice at vbginamiller@aol.com (phone # 757-469-2820)and send a copy to the school. Told her not to pay January invoice as it will be in with final invoice. 03/06/15: > Gina White, parent in charge, called. > She may have two additional students and two less adults, but will not know for sure until the end of the day today. > BJS agreed that if no word by 5PM Monday, 3/09/15, consider what we have on file as final and produce Final Inv accordingly. 3-10-15 >JM revised Hotel Room List Packet. Types and Number of rooms stayed same, the names changed within the room lists. 03/15/15: > BJS emailed Final INV #5779, $42,312.00 and Bank Request Form. > Made due 03/25/15. > Sent Em to CJ asking her to forward both documents to Gina, the parent who has been helping in Bryan's absence. 04/6/15: > Rec'd certified check #5006970142, $42,312.00. > Pending no changes, account id PIF. 4/14/15 >CAJ - Just was only able to leave Alex a VM at school and a VM on his Cell. Had advise FedEx was delivered at his school today at 2:54pm and to call me so that we can go over his packet and trip. 4/14/15 >CJ - just spoke with Alex and he is good to go. Brian will more then likely not travel with them since he is not doing that well per Alex. Will contact next week to see how everything went. 11/12/15: > Margaret Bryant, a booster parent called and she was tryin g to audit the books from 2015. Had a question about the different package types and costs, so BJS replied via email - mbryant23454@gmail.com Hi Margaret, I received your message and the difference between the different package types, single, double, triple, quad, etc., is based on the number of people in each room and how your group’s room list came to us just prior to trip time. For example, if there were four people in each room, the rate was $639 / person; however, if there were just two people in the room, the rate was $899. The difference is=n these rates is created by the cost of the hotel room being divined by fewer people in each room. > Your group had the following breakdown: > RMS / PAX 11 Q / 44 03 T / 09 04 D / 08 00 S / 00 TOTALS = 18 ROOMS and 61 PAX (53 + 8). I hope this helps.
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