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General Trip Information
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Tue Jan 31, 2017
Trip Name
Boardman High School Choir-Chicago, IL-04-20-2016
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OR
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Final Room List
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Hotel Info Form
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Contract Status
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
HS to Chicago = 408 miles/ 7 hours non-stop Medieval Times to HS = 445 miles / 7.5 hrs 06/01/15: > Rec'd check #122311, $5,200.00 as Advance Deposit for Spring 2016 trip to Chicago. 8/26/15: Thank you for your patience!!! > MVS Received email from Linda - Hi Marty, We are going to be able to travel to Chicago leaving the afternoon of Wednesday, April 20-Evening April 23 or travel @ night & arrive the 24th in the morning. non-stop Hotel to Notre Dame (South Bend, IN) = 110 miles / 2 hrs non-stop Notre Dame to HS = 320 miles / 5.5 hrs non-stop 10/9/15: > TW, please send specs to Angie today at the HIlton Suites Oakbrook. > 15 DD suites. > Arrive Wed., 4/20/16, three nights, depart Sat., 4/23/16. > If she cannot accommodate, please send specs to BMG. Thanks! __x__ TW __10/9/16__ 10/19/15: > BJS completed IOG and made some preliminary attachments (festival, Blue Man, Symphony). > TPW has attached hotel. > JM, please send CQRs to Anderson, Barron's, BMT, Great Day, Lakefront Lines, and Lenzner to start. > Please make remaining attachments and then deliver to HMS so she can make calls / reservations as needed. Thanks! _x___ JM _10-20-15___ __X__ HMS _10/20/15___ 10/21/15: > BJS reviewed attachments and then ran rates and sent to CH for PTP prep. 10/28/15: > BJS emailed PTP Pack to Linda and cc'd MVS. Linda: Attached please find the Pre-Trip Planning Proposal for your group’s up-coming trip to Chicago. Your careful review of this information is very much appreciated and remember, we can make any changes, additions or deletions you may need. If you can advise me of your charter choice, from the four options included, I will have Jude get your coach secured. Marty will also follow up with you in the next few days to see how you would like us to proceed. Feel free to give him a call in the interim if you have any questions or concerns (773.230.7648). Thanks Linda. As always, I look forward to our work together, for it is truly a pleasure working with you! Sincerely, Bryan 10/29/15: > Rec'd EM from Linda - Ready for Contract!!! She was wondering if we had already sent the notebook and asked about Butler Motor Transit as that is her charter choice. > BJS sent EM to Linda - Hi Linda! Butler Motor Transit is a part of the Coach USA family and actually based here in Butler, PA, just like our office. Many of our clients in the area have been using them for several years, some even request them without having us ask for other quotes, so they must do a good job. Now that we have your charter choice, we will prepare your Contract. This Fall, we have made the move to electronic documents for the Agreement itself and then send the Group Leader’s Handbook (3-ring binder) once the agreement has been received. Early next week, you will be receiving the Agreement electronically from Thomas Walters, here in our office. Keep an eye of for it, for they sometimes get filtered as SPAM. I will send you a separate email once it has been sent, so you will know it should be there. The Deadline Schedule is a part of the e-document, so you will have all of the deadlines next week. Just so you can rest easy, your next payment will not be due until early December. Thanks again and have a great rest of the week and even better weekend! Bryan 10/29/15: > Rec'd EM from Linda - Ready for Contract!!! > Charter Choice = Butler Motor Transit. > As this is going to K, please review all and proceed as needed. K to be sent as an E-Agreement early next week. __x__ JM _10-30-15___ __x__ TPW __11/2/15__ __X__ HMS _11/2/15___ 11/5/15: > BJS sent to CH for K prep. 11/6/15: > TW sent E-Agreement. 11/13/15: > Per Linda's email on 11/6/15, she does not want to Compete! > Wants to leave Chicago on Sat AM, head to South Bend, IN, and attend the Notre Dame Football Blue & Gold Game (Spring Training Football). BJS called Notre Dame today and date has not yet been released and per the ticket office, should be announced after 1/1/16. Per the ticket office, this game is usually free.?.?.? > Lunch would be at the stadium with a meal credit and then she wants to eat dinner at one of the dining halls before heading for home. > BJS updated IOG accordingly. > JM, please send to BMT for a re-quote on the new IOG. > Please review and update attachments as needed. We will not have lunch deliver to the Performance Site with Subway since they are not competing now. That $10 will go to a Meal Credit at Water Tower Place. > Skydeck will not happen since they are leaving town on Sat AM. > Festival performance time on Friday AM will be taken up with a 4-Hour Guided City Step On Tour. __x__ JNM __11-13-15__ ____ HMS ____ 11/13/15: > Per SN meeting with Director yesterday afternoon - Linda and SN discussed her trip and she was wondering about the following: 1. Is it possible to see a show instead of Blue Man Group? (I believe this is already under contract, so doubtful) 2. Performance in a church setting, but not a service. 3. OR performance at Notre Dame 4. Remove the $10 meal credits > BSJ and SN worked together on an IOG and then SN sent to Director for her review, comment and hopefully Final Approval. We will make no further changes / confirmations until we hear back from Stephanie. ____ JNM ____ ____ HMS ____ 11/16/15: > SN shared the updated K version IOG with Linda and the only thing Linda would like to see differently, if necessary, is a visit to the Miracle Mile with lunch if the Notre Dame game is not available. Linda also asked if they DO go to Notre Dame, if a meal ticket or coupon would be available instead of a meal credit. SN EM'd Hollie with this question. Linda says they are ready for their contract. > BJS updated the IOG as HMS found that the game was announced on this past Saturday, for April 16, 2016 - the week before they are on their trip, so they will shop on Michigan Avenue's Miracle Mile and then depart for home. > HMS and TPW, please review IOG and update attachments, make necessary vendors changes, etc. as needed. Thanks! > BJS will then complete revised rates and send the K to CH for prep. ____X HMS 11/16/15____ ____ TPW ____ 11/19/15: > BJS reviewed and updated attachments as needed based on IOG Revised Contract Version. > JM, please contact BMT and get a revised rate since they are now getting home at 10:30PM o 4/23/16, instead of 2.30AM on 4/24/16. There may be no rate change, but they still need to be made aware. > BJS updated PTP to REVISED K Version. 11/20/15: > BJS updated Due dates and Invoices and then sent to CH for K prep (again)! 11/21/15: > BJS sent to TPW for E-agreement. 11/23/15: > TW sent E-Agreement. 12/7/15: > Rec'd check #7140.00. > This is the 2nd check from this group. Total paid thus far = $12.780.00. > Please consider this as UNDER CONTRACT, review and proceed as needed. Thanks all! _x___ JNM __12-7-15__ ____ TPW ____ __X__ HMS _12/9/15___ 12-18-15 >Rec'd Travel Planner Letter 01/05/16: > BJS sent EM to SN - Stephanie: Please check in with Linda at Boardman. We have received her Travel Planner Letter as well as two payments thus far, but she has not yet returned the E-Agreement which Tommy sent on 11/23/15. This was the Revised E-Agreement which was sent following your meeting with her in mid-November. Thanks, BJS 1-15-16 >Rec'd Check #125320 in the amount of $9,715.00 02/11/16: > EM received by SN: Stephanie, When I try to go to the website, I do not get the site that is the one that is shown on youtube. Any suggestions? Also, I was looking over the itinerary. It does not say anything about a tour of Notre Dame and eating in the South Dining Hall.... I am getting all the info together to send to you & for now I guess I'll have to send it via fax. I do have one snag....chaperones: there will be 4. I am just not sure if it is 1 male & 3 female or 2 & 2. Hopefully that does not matter and can be changed. Thank you for your advisement. > SN resent the forms and forwarded this message to BJS and HMS. 02/16/16: > Linda will get a total of 4 comps since she paid an Advance deposit. > She will have her forms to us later this week - due 02/19/16. > Even though there is no game at Notre Dame, she wants to still go to the campus for lunch and have a campus tour. > BJS updated IOG accordingly. > HMS, please make arrangements and necessary attachments for Lunch on Campus at Notre Dame as well as a 1-hour campus tour. Can't be longer as it will screw with their bus driver hours. See IOG for specific times and update attachments accordingly. > Please ADVISE BJS of any rate adjustments I may need to make because of these changes. Thanks! ____ HMS ____ 2-18-16 >Rec'd Hotel Info. form, Room Lists, Final Pax, and Food Allergy Form. 2-19-16 JM processed Hotel Room List Packet to include: 7 Qt/35 pax 3 Q/12 pax 0 T/0 pax 2 D/4 pax 0 S/0 pax TOTAL 12 ROOMS/51 pax (47 + 4) _____BJS_____ ___x__HMS__3/21/2016___ _____TPW_____ 3/21/16 >EM received from Linda regarding their final invoice: Hi Stephanie, I e-mailed Bryan last week and have not heard from him about our final payment yet. I need to let the kids know before spring break. Thursday is our last day of classes and the business offices will be closed all next week. Anything you can do to help would be awesome. Thank you! 03/24/16: > Rec'd EM from Linda, principal needs her to change departure time from 2PM to 3PM. > BJS updated IOG accordingly, as well as time on Bible Screen. > JNM please advise Bus Company as needed. Thanks! ___x_ JNM ___3-25-16_ 03/29/16: > BJS reviewed IOG and attachments, updated times, etc., as needed and marked Lunch at NOtre Dame as on own. > Ran FPGF / RL Version of QUOTE. > BJS emailed and mailed Final INV #5989, $5,498.00 and made due 04/11/16. > Asked JNM to place CAV dvd order. 4-4-16 >Rec'd Check #129027 in the amount of $5,498.00 4-18-16 >Rec'd Check #162563 in the amount of $375.00 >SN reviewed Final Itinerary with Linda 5/2/16 >Trip debriefing: Everything about the trip was great, especially the clinician and the performance at the Presbyterian Church. BMT driver (Bub) was excellent. Things they may consider changing: Shedd Aquarium or the Science Museum instead of the Field Museum (wedding prevented them from parts of the museum). Skip the shopping time. The tour guide was not very good...didn't know where to take them, didn't know her way around the city. >Next year: Pigeon Forge/Gatlinburg. Dollywood if it coordinates with their dates, which they do not have yet. Possibly do a festival through Fiesta-Val. I found no dates for Fiesta-Val for 2017 yet, but MITP has 2017 dates in April and May, which would include Dollywood.
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