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General Trip Information
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Wed Apr 05, 2017
Trip Name
Freeport High School Band and Choir-Chicago, IL-03-08-2017
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Freeport High School Band and Choir
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Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
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Trip
Quad
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Sext
Start
Date:
Time:
End
Date:
Time:
Contract
Due
Received
Deposit
Due
Received
Partial Deposit
First Payment
Due
Received
Final PAX
Due
Received
Final Room List
Due
Received
Hotel Info Form
Due
Received
Balance
Due
Received
Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Freeport HS ---> Chicago 465 miles / 8hrs non-stop 3/29/16 > Conversation with Chaz and Tom on March 9th to discuss possibilities for a Chicago trip. Dates for the 2017 St. Patrick's Day parade were confirmed on 3/22 when an inquiry regarding dates from a Michelle Scaccia was answered. (mcorr@gmail.com)that the parade is on 3/11/17 and that the application process will begin in October of 2016. > Freeport Band and Choir to Chicago, March 8th - 12th, 2017, to participate in the St. Patrick's Day parade on March 11th. > Include the following: * St. Patrick's Day parade performance on March 11th. * Performances and clinics (if there is time and availability) for both band and choir * Dinner at a location where they can hear live jazz * Other Chicago attractions such as the SkyDeck and Navy Pier, anything unique to Chicago * Blue Man Group * Dinner cruise if it could be fit in * Chaz and Tom are open to what we feel would work well, but just as long as they have the performance opportunities. > Wednesday and Sunday can be primarily travel days. Arrival on Wednesday in time for dinner possibly and return on Sunday around 10pm at the latest. > Same number of students as in previous trips, with around 120 students, 15 adults. > Budget: $800 max. 04/03/16: > BJS sent EM to SN - Are their dates firm and if so, I need some numbers to work with – system shows 0 pax in all fields. Please update and advise. Thanks! BJS 04/04/16: > BJS added numbers to Bible screen and SN confirmed that dates are good. 5/2/16: > EM received from Chaz indicating they would like a proposal ASAP. Do we have a rough time I can share regarding when to expect one? > BJS told SN to expect it NLT the end of next week. 05/06/16: > BJS completed IOG and made some attachments. > JNM, please send CQRs to Barrons, Anderson, BMT, Mlaker, and the rest of your PGH area regulars. > JNM, TPW, and HMS please review carefully and make remaining attachments, updates & calls for which you are responsible for, as needed since we this is St. Patrick's Day Weekend 2017. > TPW, BJS attached Hilton Suites Oakbrook Terrace and sent specs to Xuelian, but di dnot attach breakfast since we need to wait until we know if hotel can accommodate the group before adding breakfast. > Client has been patiently waiting for PTP, but is running out of patience, so we need ot have this to them NLT Thursday, 05/12/16. __x__ JNM __5-6-16__ __x__ TPW __5/6/16__ __X__ HMS _5/10/16__ > TW attached Chicago St. Patick's Day parade and added note about application (October 2016). > TW and BJS discussed fees for parade and clinics, each +$5.00pp CCIS admin fee. 5/10/16 >Proposal meeting 5/12 @ 12:30pm 5/11/16: > BJS reviewed and updated attachments as needed. > BJS ran rates> > Ready for PTP - no PP required. SN i spicking up PTP tomorrow AM before her meeting at the school. ____ CH ____ 05/12/16: > PTP is complete and SN delivered to client in person. > BJS also sent PTP Pack to SN. 05/12/16: > SN met with both Chaz and Tom to review PTP Pack. Overall, they are very excited about the trip, but would like to make the following changes/additions, if possible: * Remove the clinics altogether and ADD a performance for the Show Choir and Jazz Band. Would it be possible to arrange performances at Water Tower Place or Navy Pier? Chaz suggested,if possible, having Gino's on Thursday (instead of Friday)and having a performance at Water Tower Place + $10 meal credit on Friday. * Leave Saturday night after the Dinner Cruise to save on overall cost * However, Chaz wants to add another comp! He says to take out the Apple Watch and GTV. * Tom wanted to know if there would be an audience for the performance at 4th Presbyterian? 05/13/16: > We can't guarantee an audience for any performance anywhere. As for 4th Presbyterian performance - that is similar to a Choir Sing at St. Paul the Apostle or St, John the Divine in NYC - a chance for the choir to sing in a great (acoustic) space. > BJS increased the number of comps in the system to 5, up one from 4. 05/26/16: > BJS updated IOG to show NO Saturday night stay and made other updates as needed. > Updated BIBLE times,. etc. > JNM, I have reached out to SN for their charter choice so you can send whomever they select the revised IOG for a re-quote. I will advise as soon as I hear back from her. > TPW, please advise hotel that they will now be departing on Saturday instead of Sunday. > TPWE, please make the necessary arrangements for the performances. > Everyone - please review and adjust attachments / reservations as necessary. > Please return to BJS mail box when complete so we can get Revision to Client ASAP. __x__ JNM __5-31-16___ __x__ TPW __6/1/16__ __x__ HMS _7/6/16___ 05/26/16: > Per SN, Myers is their 1st choice for charter company. 05/27/16: > BJS sent Slack to JNM asking her to get a req-quote from Myers based on IOG Rev1. > BJS marked GTV INACTIVE based on client's request. However, I did NOT remove the Apple Watch. 06/09/16: > BJS reviewed and updated attachments as needed. > BJS ran revised Rates and entered below. > CH, please complete PTP Revision I and advise BJS as soon as complete. > The only charter quote to include is Myers. __X__ CH __6/9/16__ 06/09/16: > BJS sent REV PTP and IOG files to SN so she can share with Directors. 6/24/16 > revision is all good, but they would like to add security for certain, as well as get a quote for trip insurance. 06/27/16: > BJS added security (2 guards / night) and rates increased $10pp across the board. ($635 now for quint). > TPW is checking with Kevin regarding finalizing our Traveler's Insurance stuff. Insurance can be purchased by everyone or by individual trip participants. We need to know if they want it included for everyone or are they going to offer it on individual basis. Depending on the coverage they purchase, it would be approx. $25 - $35 per person. 6/28/16 > SN EM'd Chaz regarding question above about individual vs entire group for travel insurance. > Trip insurance should be included for everyone! 6/30/16: > TW emailed Kevin and Dan from Travel Insured about how we are able to move forward with offering insurance (especially for Freeport) while my insurance license is being processed by the state. 7/11/16 > Chaz EM'd SN asking about the costs. The only thing we are waiting on is the price for insurance. Chaz will be out of the country from 7/17-7/25 and would like the price to be figured out by the time of the school board meeting in August when they get final approval (agenda meeting 8/4, regular meeting 8/11) 8/22/16 > Trip is approved and Chaz is asking when we can review the contract. 08/25/16: > BJS reviewed and renamed IOG and PTP Rev1 to K Versions. > BJS created 1st & 2nd Payment Invoices. > Passed on to CH for Contract Prep and then TPW can send E-Agreement NLT Friday, 08/26/16. > The Insurance will be a separate agreement and billed separately as well. > TW sent E-agreement via Adobe, and cc'd SN. 09/07/16 > Chaz wants to know two things: One, when will we have trip insurance information available? Two, he is still concerned about the cancellation policy IF for whatever reason, CCIS would cancel the entire trip. SN has gone over the agreement numerous times with him, in particular, the "Force Majeure" portion, which is section 5, part "b". 09/08/16 > Chaz asked if they have security, which they do, and what is due when. SN told him all that was necessary now was the contract and the deposit which has a due date of 9/30 9/18/16 > No new information regarding this trip. Application cannot be made until October. They would still like further information on insurance as it comes in. 09/22/16 > Chaz EMd asking about materials needed for application. SN had asked about this, with the parade organizers in the spring and they said one could apply in October. Below is the EM SN received from 2016 parade organizer: Hi Stephanie, Thanks so much for your inquiry. The 2017 parade will be celebrated on Saturday March 11, 2017. Please check our website www.chicagostpatsparade.com for application process and instructions, beginning in October of 2016. The current application fee is $500 per Marching band or group, Thanks again, see you in 2017! Michele Scaccia-Coyne Director of Marketing Chicago St. Patrick's Day Parade chicagostpatsparade2016@gmail.com 9/23/16 > Rec'd signed Agreement. > As this group is now UNDER CONTRACT, please review and proceed as needed. __x___CH__9/23/16___ __x___TPW__9/26/16___ __X___HMS_10/4/2016____ 10/12/16 > EM from Chaz: We need to have the Trip Insurance Information ASAP please, thanks! I have to distribute it within the next week (at the latest). Please advise. 10/13/16 > According to BJS, we should be able to offer the travel insurance by 11/1. SN LVM with Chaz with this information 10/17/16 > mes. TPL letter rec'd. 11/03/16 > EM received from Chaz asking about insurance update, if they have been accepted for the parade, and if he can send in payment. 11/15/16 > First payment of $36,000.00 rec'd Check #1385. 12/28/16 > MES Check #1390 received in the amount of $47,375.00. 1/5/17: > CH reviewed all forms rec'd 12/19/16 (RL, FPGF, HIF & FAF). > Total Pax = 150 (121 + 29). > RMS / PAX 21 Qt / 105 04 Q / 16 00 T / 00 14 D / 28 01 S / 01 TOTALS = 40 ROOMS and 150 PAX (121 + 29) > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH sent RL pack to Hotel > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 150 bags and 300 tags. > BJS emailed and mailed IFNAL INV #6133, $33,815.00, due 01/20/17. __x___ MES 1/6/17 bags and tags sent FedEx ____ HMS ____ 2/6/17 > MES Check #1394 was received in the amount of $33,815.00. 02/17/17 > EM received from Chaz last night states that due to medical reasons, one of the parents, Jennifer Koedel. cannot go on the trip. The trip insurance company said to contact CCIS first. The representative’s name was Paula, 1-800-243-3174. The representative told the parent that the tour company must acknowledge her participation first. We will find her name on the hotel list as a chaperone. The insurance plan number is 161206SD15CFAR-C01. Chaz included the parent's cell number: 724-822-2159. > Since TW was our representative on behalf of the insurance company, what should our procedure be in events such as this? > Jazz Band performance information received and forwarded to HMS: Freeport Area High School Jazz Ensemble 50 chairs 60 kids Music Selections: In the Mood Make Me Smile Land of Make Believe Tiger of San Pedro Fly Me to the Moon 02/17/17: > Tutti review of Final Itinerary - > Needs Student Watchers info and then ready for CH to do the final copy and distribution. 02/18/17: > BJS added Student Watchers info to the Final Itinerary. 02/21/17: > BJS emailed Final Itinerary to Chaz et al. > SN will need to deliver FI Packet once we have the cash for the meal credits. 02/22/17: > BJS sent EM to Chaz re: Jazz Band Performance at Field Museum - Chaz: Stephanie shared with me your concern regarding the Jazz Ensemble performance at Chicago’s Field Museum. I must say I am sorry for the confusion, for we were asked to make arrangements for a performance for a jazz ensemble and did just that. With jazz ensembles typically ranging from 18 – 22 players, the site is a favorable one that often provides a nice audience. We have never had a jazz band of more than 30 players, for if we did, we would have made other arrangements. In light of where things are now and knowing the group is so large, I have a few questions: 1. Have you used one of the decibel meter apps to see exactly where your group might fall? Depending on the decibels, is this something you might be able to adjust by regulating the volume of your amps, etc.? 2. Would you consider dividing the group into two smaller ensembles that could share both the literature and the performance time? I appreciate your consideration of what I have suggested above and please know that we will do our best to try to accommodate. We have a few other ideas in mind and will keep you posted. Thank you for your understanding and I look forward to hearing from you. Sincerely, BJS. 02/22/17: > Chaz replied to BJS Hi Bryan- I don’t think the decibel level will work even with half of the kids performing. I will certainly try it out with the app tomorrow. Any other suggestions that you may have would be appreciated. I would prefer not to break up the group with this short notice. Thanks for your support, Chaz 02/22/17: > BJS replied - Chaz, thanks for getting back to me. There is a very strong possibility of a Performance Opportunity at the Adler Planetarium. They limit the number of performers to 50, so this would max out their space. We are looking at Thursday afternoon. The Jazz Band (1 bus) would go to the Adler at 1PM and then perform at 1:30. The remaining coaches would all proceed to the Field Museum as originally planned. By the way, the museums are located pretty much adjacent to each other. Since there are some cross-overs between Band & Choir, we would ask the Field Museum to move the show choir performance to 2.30, allowing time for the Jazz Band / Show Choir cross-overs to make their way from the Adler to the Field Museum. Since CCIS will be purchasing admission to the Adler for the Jazz Band, those not involved with the Show Choir can stay and visit the Adler for a bit longer, including a 30-minute planetarium show at 2:45PM. They will then move over to the Field Museum l after 3:15PM, for these particular students will end up with admission to both. Please advise if you want us to proceed with these arrangements as suggested above and we will do as you wish. All the best, BJS. 02/23/17: > Chaz is now unhappy about Hon being replaced by HRC. > BJS sent EM to SN for her to share timeline with Chaz - Stephanie: Chaz asked about Hard Rock replacing the House of Blues. Here is the timeline, so feel free to share with him. Unfortunately, when they get a buy out, they take it. (see actual email for specifics). 02/23/17: > BSJ sent EM to Tom after he asked again about additional specs for the Choir Sing - Tom: Hollie was putting additional information together for you yesterday after she received your request; however, that process was interrupted by our work on securing an alternate location for the band to perform. She will be emailing you this afternoon. Thanks for your patience, 02/23/17: > BJS sent EM to Tom re: Choir Sing - Tom: Hollie is in a meeting and just forwarded me some additional contact information for the Choir Sing at 4th Presbyterian. Please reach out directly to Chris Norton, the Director at 4th Pres. His email address is cnorton@fourthchurch.org. His cell number is also published in your group’s final Itinerary, which you will need on performance day, but he would prefer to correspond via email in the interim. Chris mentioned that he will be in and out of meetings today and tomorrow, but if he can’t pick up when you call, he will call you back straight away. Your talking “music specifics” directly with Chris will eliminate two unnecessary levels of communication at this point. All the best, BJS.
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