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Thu May 11, 2017
Trip Name
Skyline High School Band and Choir-New York, NY-03-28-2017
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Skyline High School Band and Choir
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Trip Notes
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Front Royal, VA to New York, NY = 309 miles = 5.5 hours non-stop 4/12/16: > NYC, 2 nights, band and choir > 45 + 10 = 55pax, Max could be 65 + 10 = 75. BJS suggested started around 55pax. > Trying to create a "culture" of traveling, no number not likely to go up. > Performance opportunity or Broadway classroom experience. > Broadway show, statue of liberty, top of the rock, 9/11 Museum, NY aquarium. > Deapart very early on Monday, 4/10/17 and return 10pm on 4/12/17. > Here is what Ben gave me re: price they came up with: Bus is $105 · Meadowlands Plaza hotel $125 (per night? if so, not included in their total of about $535) · Broadway Musical Ticket through broadway.com $100 · Meals 2 breakfast, 3 lunches, 3 dinners, $125 · Top of the Rock $32 · Statue of Liberty $21 · 9/11 Museum $24 · NY Aquarium $12 Total cost per person is $535 (roughly) > This comes up to $544 - but that's without doubling the hotel cost for 2 nights. If you do that, it comes out to $669. I pointed this out to Ben to make sure they realized this. I checked out the hotel online, doesn't look like a $62.50 per night hotel. > Essentially they are trying to do 2 nights in NYC on a budget. 4/18/16: > BJS, I know you haven't started working on this yet but hold off for possible revised dates. > Spoke to Ben, they MIGHT move the trip to the same dates that their seniors take their trip in hopes of getting band seniors to take this trip instead. He will confirm in the next couple days. 4/19/16: > BT heard back from Ben re: dates > They have ruled out spring break as CD is a church organist, so they are going to go during the senior trip. > Senior trip is March 28 - April 2, 2017 which is a Tuesday through Sunday. The can go any 2 nights during those dates. > My thought was that, since they are on a budget, perhaps weeknights could be less expensive than over the weekend. However, there may be less opportunity to see a broadway show during the week. Ben will go with out expert advice here, so let me know your thoughts. > Ben also indicated yesterday that both he and Tom wish to use us for the trip. As this is Ben's first year teaching and first trip, he's very green and really wants this to go smoothly. 04/19/16: > BJS and HMS discussed and we will go with Tuesday - Thursday, as there will be fewer groups in the city vying for the same reservations at performance sites, attractions, restaurants, etc., and show tickets for Wednesday night are also some of the least expensive of the week. > BJS sent trip dates in TPMS as March 28 - 30, 2017. > BT, please advise client as to our decision and the reasoning behind it. We will also need to have ensemble information (type and numbers) so TPW can begin working on finding the appropriate performances. > Also, I see where there is quite a range of numbers, please let me know what they are realistically wanting us to work with when it comes to students and adults. Thanks! 4/20/16: > BT heard back from Ben, 45+10 is still what they want us to work with for pax. I gave him some wisdom about creating a waiting list to fill a second bus if there is more interest than anticipated. > Re: ensembles for TW, they aren't bringing any specific ensembles...just trying to get as many band and choir kids as they can and work with what they have. Only perf. opportunity would be broadway classroom type of situation. Would you recommend they split into vocal and instrumental for something like that? > BJS reply to BT's question - if instrumentation is going to be an issue, I might suggest a single workshop for everyone that is general, like Broadway 101. Check out the broadway classroom website for other options. 4/25/16: > BT heard from Ben re: charter companies > No approved list of carriers for this county. Get quotes from any and all! 05/05/16: > BJS completed IOG and sent specs to BMG. > JNM, please send CQRs to Schrock, Atlantic Coast, Richards Bus Lines (Luray, VA - www.richardsbus.com), and Quicks (www.quickbus.com) at 2309 Poplar Street, Staunton, Virginia 24401, 800-572-4044 and fax: 540-886-3560. > JNM / HMS, please review and make attachments as needed and then return to BJS. Thanks! __x__ JNM _5/6/2016___ __x__ HMS _5/6/2016___ 5/10/16: > In person PTP scheduled for 10:15am on Friday, May 20. 05/17/16: > BJS reviewed and updated attachments as needed and then ran rates. > Sent to CH, ready for PTP - will also need PP. 05/18/16: > BJS sent PTP, IOG and PP files to BT for Friday morning's meeting. 5/20/16: In person PTP with BT and BJS: > very nice presentation > answered Ben's question's re: figuring out cost > he seemed pleased. Will share with Tom (CD) and let us know charter choice. > He wants to get under K before end of school year. 5/31/16: > BT got a call from Ben today. > He shared the proposal and PPT with Tom (CD). Basically Ben is all about using us, Tom is unsure about using a tour company. He's worried about losing deposit if not enough kids attend. > Ben needs Tom to have enough kids do the trip. They will need to come to some sort of agreement/compromise. Ben having a tough time "selling" Tom on us. > I suggested trying to get another conference call with both so Tom can ask me all of the questions he wants. Too bad he wasn't there the day we met with Ben. > Essentially Ben is the decision maker since he has the majority of the kids, but again he needs Tom and his kids to go on the trip to make it fly. I'll keep at them. 06/02/16: > Not sure what Tom's issue is, but . . . let Ben know, in conversation, NOT in writing, that a group has never lost a deposit with CCIS. If a group has to cancel and we can recover it, we will return it to the group. > Also, we can't hold all of these reservations for an unlimited amount of time. 6/7/16: > BT spoke to Ben, he convinced Tom to go with us! > BT spoke to Ben about deposit, he has a booster meeting on Thursday so he will ask about the ability to make a small deposit over the summer. He thinks it will be ok, but might need to wait until late August/early Sept. when kids get back. Will advise. > Also waiting for confirmation of Shrock as charter choice. That's what he thinks they are going with, but wants to double check with Tom. > Ready for K pending the above decisions. 06/08/16: > BJS reviewed note from 6/7/16 and we will proceed with K once we have these answers from the group leader. 6/13/16: > Shrock is charter choice. > BT had GTM with Ben today to go through rate worksheet so he is clear on what to charge students. I saved it and sent it to him. > Re: deposit - Ben met with boosters to discuss this. He is asking if we are able to wait until late August on this. Boosters want to collect a non-refundable deposit from students due on Aug. 19 then pay us immediately. BT asked if a $500 deposit over the summer is doable. He can check if we want him to. > FYI - Tom (CD) is a total dick. He is basically leaving Ben out to dry on this trip. He told Ben the trip "became his responsibility the moment he decided to use a tour company". Ben said Tom may not even come on the trip, which is making Ben nervous b/c he thinks he needs Tom's students to fill the bus. > Ready for K pending BJS decision about how to handle deposit. 8/23/16: > Good news, Ben filled a bus so he is ready for K! 08/27/16: > BJS reviewed and then renamed IOG and PTP to K Versions. > Sent to CH for K prep. BJS will review and then on to TPW for the E-Agreement. > HMS and TPW, as this is going to K, please review and proceed as needed, being sure to update TPMS accordingly. Thanks! __x__ TPW __8/29/16__ ___X_ HMS _9/1/2016___ ____ CH ____ 08/27/16: > CH completed K and BJS sent Slack to TPW that it was ready for E-Agreement. 8/29/16: > Ben just told me that he and Tom have about 30 extra kids that want to attend, so they are trying to fill a second bus. He has a waiting list started. > He asked about bus availability with Shrock. > I guess Tom (CD) is on board now that the trip is a go. > It looks like he could be at about 74 + 20 now for the trip! Can we confirm space available in hotel, extra bus, etc.? > BT also sent BSSF for Ben to complete. > TW sent E-Agreement. 08/30/16: > BJS and BT discussed - > First bus is filled!!! > Ben has 19 extra people on the waiting list at the present time. > BT and Ben feel they need to get to 88 to keep the transportation cost in line to add a second bus. > CH, please contact the Hilton Hasbrouck Heights to see if we can double the size of this group to 110 max (90 + 20), so we'd need a total of 37 DDs. > If the hotel can accommodate this larger group size, call Schrock to see if they can give us a second coach. > Advise BJS at this point we we can adjust numbers on IOG as well as in system and then proceed with updates to all other vendors. > At this point, we are not making any official changes to counts on Status Schedule, IOG or TPMS. ____ CH ____ 09/07/16: > Hotel can increase room block and so now CH is contacting Shrock to make sure they have the 2nd coach. > BT, please have Ben sign and return the E-Agreement he has. We can update with a Contract Addendum once we know everything works for the larger group. 09/07/16: > Schrock has confirmed they can do a 2nd bus, so CH has requested K for 2 buses and also confirmed additional rooms at the hotel. > HMS has also said that she is good with the higher number at her vendors, so please advise Ben that we are good to go with the higher number - max of 110 (90 + 20). > BJS updated number on IOG and Bible accordingly. We may end up some where in the 80s, but at least we have them if we need them. 9/13/16: > Ben sent BT signed K. Last page only of PDF copy. > Per convo with BJS, this will suffice as Ben didn't get the edoc. 9/16/16: > Per convo with HMS, BT sent Ben the info about Aladdin and Disney workshop. > Ben is looking into it and will advise. 9/21/16: > Ben got back to me re: Disney workshops suggested by HMS. > They want to stick with Broadway 101 so that instrumentalists can have their own workshop geared toward them. 9/23/16 > Rec'd signed Agreement. > As this group is now UNDER CONTRACT, please review and proceed as needed. _____CH_____ __x___TPW_9/26/16____ __x___HMS__10/4/2016___ 10/10/16: Rec'd TPL / mes 10/12/16 > CH rec'd ch# 9539 in the amount of $5,500 per 1st payment invoice. 10/25/16: > BT spoke to Ben today to complete a rate worksheet. We gad a GTM so he is clear on everything. > Right now he is at 60 + 18 and he is concerned about the cost of the second bus. We determined that he is short $15 per kid and $35 per adult with current numbers. > If he can get 10-12 more pax, all will stay the same. Other option is to ask for $15 more per person and get his boosters to kick in a few bucks. I suggested that he make it a challenge to the kids and parents, give them a week to find more pax or they will have to pay a little extra. > He's kind of kicking himself for adding the 2nd bus, but I told him to tell his admin that this was his plan all along, to bring as many kids as possible so they could have the experience together. They're just 10 pax away! 11/2/16: > Ben gave me his final numbers for the trip. > He is at 61 + 26 = 87 11/30/16: > Per HMS, BT got Ben's numbers for the workshops. Band - 44 Choir - 11 > With the choir being so small, perhaps we need to combine these groups into a more generic workshop. Please advise so Ben can choose what will work best for them. 11/30/16: > BT just spoke to Ben re: 2 things: > 1. Wants to know if there is still room for an extra 8 students at this point. Winter guard kids from another school who join his winter guard...long story - but anyway, is it possible? Have we released rooms yet from his original pax count of 110? > So it would be 69+26=95 > 2. HMS, re: Broadway workshops - he and CD will discuss. He really wants the kids to be able to perform - would be open to a public performance on the Intrepid or something similar in lieu of workshops. He will advise. 12/1/16: > False alarm on the extra pax. The BD at the other school doesn't want his students going on his trip. 12/1/16: > BT spoke with Ben today re: Broadway classroom options for them > HM - Ben says that performing for his band is NOT a priority for this trip. He really doesn't have instrumentation for a public performance anyway. > Since they are going to a Broadway show which kind of takes care of the vocal students, he's looking for something that will appeal to his instrumental students. > I suggested putting all of them together in the Broadway Close Up workshop IF we can request a pit musician (which it sounds like we can do based on the description). > Other possibility - is there anything instrumental, like a concert, they could go to on Wednesday night at Lincoln Center or similar (flip flop top of the rock to that morning in B101 spot)? Without breaking the bank, of course. > BT also suggested Radio City tour. Ben is flexible here, but with mostly instrumental kids on his trip he is trying to cater to them more than to the choir. I think Broadway Close Up would be perfect if we can get a pit musician. 12/8/16: > Tutti review > Hotel OK as is for now. > Buses OK for now. > Updated IOG and Bible Numbers to 95 (65 + 30). Yes, this is a few more than he is expecting, but gives us a little cushion until FPGF and RL are due in January. 12/12/16 > MES check #009657 in the amount of $12,749.00 received. 1/23/17: > Ben notified BT that forms were sent last Thursday by snail mail. > Please advise once they are reveived. 1/25/17 > CH processed forms received on 1/23/17 (FPGF, RL, HIF, FAF) > Total Pax = 89 PAX (60 + 29). > RMS / PAX 00 St / 00 00 Qt / 00 13 Q / 52 02 T / 06 14 D / 28 03 S / 03 TOTALS = 32 ROOMS and 89 PAX (60 + 29). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL pack Hotel on 2/10/17 – PCCF due 2/9/17 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 89 bags and 178 tags. ___x__ MES _2/7/17 Bags and tags sent via FedEx. __x__ HMS __2/6/17__ 2/10/17 > CH rec'd PCCF on 2/9/17. > Total Pax = 88 PAX (60 + 28). > RMS / PAX 00 St / 00 00 Qt / 00 13 Q / 52 02 T / 06 14 D / 28 02 S / 02 TOTALS = 31 ROOMS and 88 PAX (60 + 28). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL pack Hotel today ____ HMS ____ 02/19/17: > BJS reviewed and numbers are in order with K, etc. > BJS emailed and mailed FINAL INV #6157, $34,195.75 and made due 03/03/17. > Since numbers are well above K minimum, BJS issued credit on Final INV for a 3rd Comp Package. 2/20/17: > BT has been back and forth with Ben today re: his final invoice. > He has 5 or 6 kids who haven't paid yet, he's trying to collect and/or sell their spots but it's crushing his budget. Basically he didn't build enough of a cushion in (even though I told him to via rate worksheet). > Anyway - he wanted to know if anything could be removed to save a few bucks. He mentioned Apple Watch and Sport Sacks. I told him no on the sports sacks. I mentioned meal credits, but he doesn't want to do that to his kids who paid on time. > They're going to pay the invoice and hope they can collect/cover it with booster funds. Please advise about apple watch removal. 2/20/17: > Per convo with BJS - BT instructed Ben to deduct $603.75 cancellation fee. Told him that director gift doesn't really have a monetary value that we can deduct. > I'll suggest that he raffle it off as a fundraiser to help make up the difference! 2/27/17 >MES Check #009781 was received in the amount of #33,592.00. 3/2/17 > MES Cashiers check sent via 2-day FedEx. 03/13/17: > BJS em'd final itinerary to Ben et al - Ben: Attached please find an advance copy of the Final Itinerary for your group’s up-coming trip to New York. Your group’s QR Code half-sheet is also attached. This needs to be provided to each member of your group and their families so they will have access to the Final Itinerary via their smart phone / device. For anyone who has a smart phone, it is important that they use the QR code, for it is how we will communicate with the group should there be any changes to the itinerary due to inclement weather, etc. Your complete packet, including all tickets, etc., will be delivered via FedEx prior to your departure. Should you have any questions or concerns, do not hesitate to reach out to Brett (301.442.5839) - he is a pro at these trips! Wishing you all the best for a safe and wonderful trip. Thank you again for allowing us to be of service to you, your students, and their families. Sincerely, BJS. 3/26/17: > JAF noticed 2/20/17 notation regarding cancellation charge. Adjusted final invoice in QB to remove cancellation fee which was still showing as due. 3/29/17: > JAF mailed $800 check to Ben's attention for failed New York Aquarium visit. 4/12/17: > BT had post trip debrief with Ben > went well overall. Any "hiccups" were out of our control. > Only had like 20 minutes at the workshop - left on time (1.5 hours before it started). But were super late. Shooting a commercial. > Suggestion - missed out on aquarium. Might have been Shrock's fault. Left lunch early to get there on time. Kept running into routes that buses couldn't go through. Bridge, tunnel. Drivers should have known better? Too out of the way for groups. > Everything else was great - we do an amazing job, yada yada. Lots of compliments for Ben. > Driver was nice - but maybe should have been a little more on top of things. Tunnels, low clearance. He was improvising a lot. > Ben's deli was great - very on top of it. Still left an hour early and still didn't make aquarium. Driver should have been able to handle that. > Everyone thought it was a great value. Lots of stuff for the price. > Every other year trip schedule most likely. So Disney in two years is the goal. > PAOS march. > Matt Yonkey suggested giving kids a range a year in advance. Wants to do that this year. > Would like to do a marching performance and a concert performance. > Loves us - will use forever he hopes. Really appreciated my advice as a band director.
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