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Fri Sep 30, 2016
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North Clarion High School Junior Historians-Philadelphia, PA-09-14-2016
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Trip Notes
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( E-Mail Corporate )
HS to Philly = 318 miles 5.5 hrs. Philly to Hershey = 97 miles / 2.0 hrs. Hershey to Gettysburg = 50 miles / 1 hr. Gettysburg to Flight 93 Memorial = 115 miles / 2.5 hrs. Flight 93 Memorial to HS = 140 miles / 3 hrs. Gettysburg to Philadelphia = 145 miles / 12/9/15: > EM received by SN from Paula Williams regarding an upcoming trip to Gettysburg/Philadelphia in September 2016: Hi Stephanie, > Hope you had a wonderful Thanksgiving. Jen and I finally found the time to start to discuss the fall 2016 trip. The dates of the trip will be Wednesday, September 14 - Saturday, September 17, 2016. The destination is Gettysburg/Philadelphia and its surrounding areas. > The following is a list of must haves: > Flight 93 Memorial > Gettysburg Military Park (film, cyclorama, museum, tour of battlefield) > Ghost Walking tour of Philadelphia > Local Guided tour of Philadelphia (Independence Hall, Constitution Hall, Liberty Bell, etc.) > Valley Forge > Hershey Park (according to their website, they are open on Sat. and we don't want anymore than 4 hours here.) > These are some other suggestions: > Washington Crossing > Pennsbury Manor > Daniel Boone Homestead > Lights of Liberty > Chocolate World > We are open to other ideas and/or suggestions that you may have for the trip. > And like last year, we don't want any of the extra things that you offer. Our main goal is to try to keep the cost to a minimum while providing the students with a historical/fun trip. > We definitely want night time security at the hotel so factor that into the price as well. > If you have any questions, let me know. Thanks, Paula. 1/4/16 > EM received by SN from Paula: Good morning Stephanie, > Happy New Year! Hope all is well and that you had a wonderful holiday. Jen and I were wondering if you had any idea when you might have a proposal for us to look at. We would like to do trip sign-ups this month therefore, we would need to tell the kids the cost of the trip so they can decide if they want to go. Thanks, Paula 01/14/16: > BJS was working on IOG and not sure of departure time. > Also, we can get the MUST HAVES in to the trip with a 3-Day scenario and save the group $. Thursday - Saturday. > SN is checking with Paula to see if that is what they'd like to do, or add some of the suggested items and get a 4th day. > TPW has contacted BMG for rooms (based on a 4 night stay). 01/15/16: > TPW secured and attached hotel. > BJS and HMS completed IOG. > JMN is sending our CQRs. > BJS plans to have rates completed and to CH for PTP before the end of the weekend. > SN, please plan on meeting with Paula to go over PTP next week, sometime after Monday (01/18/16). 01/17/16: > BJS reviewed attachments and then ran rates. > Sent to CH for PTP. NO PP required. > CH will need to check with HMS if there is PTP text missing. > SN will be meeting with client this week. > Add PPBCCs as the charter rates are received, etc. > CH, please get files to SN when you are completed and workout time line with her (724.822.6633). 01/19/16: > Paula was generally pleased with everything within PTP. They may want to do something different than the art museum, baseball game, and Moshulu dinner, but she will get back to me as soon as tomorrow about this. > Additionally, they will likely have more than the estimate of 36-40. Paula feels confident they will have 45-50, but she will tell me as soon as tomorrow. 01/21/16: > EM received regarding PTP changes: Hi Stephanie, We do have some changes for the Gettysburg/Philadelphia trip itinerary. > Wednesday looks good. > Thursday we would like to do: Valley Forge Lunch at Geno's if possible (if not do Philly steak on Friday lunch) Washington Crossing Dinner - Hard Rock Cafe Philadelphia Ghost tour > Friday we would like to do: Guided tour of Philly Lunch (depends on Thursday) Lights of Liberty Dave and Busters > Wondering if we could stay at a hotel closer to Hershey to get an earlier start on Saturday? > Saturday we would like: 9 am start at Chocolate World 10 am at Hershey Park > Also, please be sure to cut all the extras that your company offers such as the head phones or anything else that isn't necessary. We are trying to keep the cost affordable to get as many students as possible to go. > I will be in touch within the next couple of days with a tentative head count. It will probably be anywhere from 40-45 students going plus 4 chaperones. Let me know if you have any questions. Thanks, Paula. 2/9/16: > BJS revised IOG per client's request / meeting with SN on 01/16/16. > Did NOT change hotel on the last night - they need to stay in the same property. > Marked Bose INACTIVE and GTV was never included. > Per SN, new number to work with is as many as 45 students and 4 adults. DOF is now 43. > BJS update IOG and Bible screen accordingly. > HMS, please review REVISED IOG and update attachments as needed. I would like to get the revision to SN on Thursday or Friday AM at the latest so she can get it to the customer before the end of the week. Thanks! __x__ HMS __2/11/16__ 02/11/16: > BJS reviewed attachments, and then ran rates and sent IOG and message to Stephanie so she can share with Paula. > If they are good with rates and IOG, we need to add Washington's Crossing and the $8.50 tour to the attachments. HMS has spoken with them and it is secure, just needs to be added to TPMS. BJS added the $8.50 to the trip rates to the client. 3/1/16 >SN spoke to Paula: She will go with Butler Motor Transit. They will have a total of 42 people, 38 students and 4 adults. No art museum, but they definitely want the aquarium. Are the prices in TPMS reflective of these things? 03/03/16: > BJS updated the IOG to the Contract Version. > Charter Choice = Butler Motor Transit > Per HMS, HRC will not work for dinner where we had it, so she is trying to switch it to lunch the following day and then put Geno's Cheesesteaks with a $15 Meal Credit for Dinner on Thursday evening. > Please make Art Museum INACTIVE and replace it with the Adventure Aquarium. WE originally had the Aquarium active, but then it was out, now it is back in. > BJS updated count on Bible screen to 44 (40 + 4). She is currently expecting 42 (38 + 4), but BJS thought it better to cushion just a tad. She will still be within DOF at 42. > BJS added Student Watchers as it was requested in the initial conv with SN and never added. > BJS will need to revise rates and complete Contract Version of the PTP before sending it off to CH for K preparation. > As this is going to K, please review and update / confirm all as needed. BJS would like to be able to have this to CH NLT Friday (tomorrow / 03/04/16) so E-Agreement can be sent out on Monday. Thanks!!! __x__ JNM 3-3-16____ __x__ TPW __3/3/16__ __X__ HMS _3/8/16___ 3/9/16 > BJS completed PTP Pack K Version after running rates based on Paula's changes from late February. > Sent files to SN and she will send to Paula for her final review and the Go to K. 3/10/16 >SN received the following EM from Paula: Hi Stephanie, We are wondering if there is anyway we could save a little bit anywhere on the cost of the trip. We were wanting to keep the price of the trip around $550 per student. Right now it is around $568 per student. It is $445 for quad occupancy and $123.88 per student for the bus. If you have any thoughts or suggestions, we would appreciate it. Thanks, Paula 03/11/16: > BJS and SN discussed trying to cut $18 from budget. > Easiest way to do this would be to delete the $10 Meal Credit for Wednesday's lunch en route and the $10 Meal Credit for Saturday's dinner en route. > SN will share with Paula for her decision and we will proceed as needed. 3/21/16: > Go to K and leave everything as is. No cuts to meal credits! 03/27/16: > BJS reviewed, set due dates and then sent to CH for K Prep. > After visiting the Crowne Plaza Trevose - Bucks County Hotel last weekend, the hotel is going to be changed as it no longer meets our standards. At this point, the change has not yet been made official and the client is anxious for her contract, so we will send it out as is and update hotel once the new property is confirmed. 4/6/16: > Rec'd signed E-Agreement, so group is now Under K. 4-18-16 > Rec'd Check #8341 in the amount of $7,570.00. > As this group has now paid the Deposit, please review and proceed as needed. Thanks! > TPW, please check in with Melissa at BMG re: Hotel Assignment - remember, we are moving them from the Crowne Plaza Bucks County and I don't think we have a new hotel assignment as of yet. Don;t want this to linger on . . . __x__ JNM __4-19-16__ __x__ TPW __4/21/16__ __x__ HMS _5/3/2016___ 05/12/16: > BJS realized that GLH has not been sent and signed E-Agreement was never printed. > JNM, please process K per SOP and mail GLH per SOP. Please let me stamp the First Payment INV PAID before sending,since that payment was received on 04/18/16. Thanks! > Scan per SOP and then EM to BJS - be sure to put what it is in the subject line of the email. If I have to search for something later, it is too hard to find with something in the Subject Line - Thanks!!! __x__ JNM __5-12-16__ 05/12/16: > BJS updated count to 50 (46 + 4) as that is what was on her invoices and that is what she paid for the 1st payment. 05/25/16: > Rec'd TPL. 6-8-16 >Rec'd Check #8403 in the amount of $10,171.50. 7/5/16 > SN called Paula this morning to remind her about the due date for her forms. Paula says she put them in the mail 3 weeks ago! No record of it here, so did they not arrive or was their receipt just not recorded? 7/28/16: > Processed RL, FPGF and other forms all rec'd 6/6/16. > RMS / PAX 9 Q / 36 2 T / 06 0 D / 00 0 S / 00 TOTALS = 11 ROOMS & 42 PAX (38 + 4). > As these numbers are now FINAL & GUARANTEED, please review and proceed as needed. __x__ CH _7/28/16___ ____ TPW ____ ____ HMS ____ 07/28/16: > BJS emailed and mailed Final INV #6031, $5,261.50 and made due 08/12/16. 08/08/16: > Rec'd check #8412, $5,261.50. > Pending no other changes, account is PIF. > CH, please process per SOP. > AS final numbers are GUARANTEED and final $$$ has been received, please review all inclusions and proceed as needed. ____ CH ____ ____ TPW ____ ____ HMS ____ 8/12/16: > SN will deliver CASH with FINAL ITINERARY PACKET to Paula's husband here in Butler a week or two prior to trip. Delivery will also include Apple Watch, Luggage Tags, Sport Sacks, etc. Shooting for delivery last week of August +/- 8/29/16. 8/15/16 > They are NOT interested in the aquarium and would like to find an alternate activity! 8/31/16 > Paula EM'd asking if we can find out their driver's name, since they would like to cut a check for him or her prior to the trip. 9/9/16: > BJS sent FInal Itinerary to Paula. > SN delivered FI packet to her husband. 09/30/16 > SN LVM twice recently for Paula to follow up on her trip. BJS says they mailed their luggage tags back (??)
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