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Mon Mar 27, 2017
Trip Name
St. Thomas Aquinas High School Band and Choir-Washington, DC-03-23-2017
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St. Thomas Aquinas High School Band and Choir
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Time:
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Date:
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Contract
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Received
Deposit
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Received
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Received
Final PAX
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Final Room List
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Hotel Info Form
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Balance
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Contract Status
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Trip Notes
( Print Note )
( E-Mail Corporate )
St. Thomas Aquinas HS to Washington, DC = 492 miles, 8 hours 15 minutes nonstop School to Medieval Times = 472 miles / 8.0 hrs non-stop 4/15/16 > Sophia heard from Brenda Laforce. She would like a trip to Washington DC in March 2017 - looking at the weekend of March 23-26.. Looking for performance opportunities as well as attending Mass on Sunday. 05/11/16: > TPW created IOG. > BJS reviewed and updated times and IOG as needed. > BJS sent to SS and asked her to call me so we can discuss prior to sharing with Brenda. 05/12/16: > TW and BJS reviewed IOG, and TW made adjustments. 05/15/16: > Sophia spoke with Brenda at St. Thomas Aquinas on Friday afternoon. She likes the itinerary but will get back to me tomorrow. She is trying to convince the administration to allow them two days out of school, otherwise they would have to leave much later on Thursday or even travel through the night. The other fact that she wanted me to stress is that she really would like to have two definite performances on this trip for both groups, even if it's a Veteran's home, like on their New York trip. This way the administration can see the community service portion of their trip. 05/17/16: > BJS sent EM to SS to see if there are any updates from Brenda. 08/28/16: > BJS reviewed and updated IOG and attachments based on conversations between SS and TPW as well as TPW and HMS. > BJS ran rates and then prepared PTP as CH was at Splash Lagoon frolicking in the Hot Tub - LOL! > BJS emailed PTP Pack to SS and told her we would secure charter quotes once Brenda reviewed the PTP and gave us her approval to proceed. 08/30/16 >Sophia heard from Brenda, who confirmed that they were being" allowed to take two days out of school. The itinerary and packet meet her approval, but she has one question: "My only question is would it be possible to make sure time is set aside after Mass/Performance for an alumni meet and greet? I figure we can invite them to Mass and look into something close by (maybe at CU-isn't the Basillica near there?) Our advancement director would work out the details, I just want to make sure there is time for it." Can this work? If so, I believe she is ready for her contract, once she has her charter quotes. 10/5/16: > BJS was going to do the K when he realized we do not have her charter choice! > BJS sent EM to SS with Charter PPBCCs attached so we can get her decision and then K will be completed. 10/5/16: > Per SS, Yankee Trails is the Charter Choice. > CH, please secure coaches from Yankee Trails. > HMS, they want to see if Buca di Beppo can accommodate so Alumni for pre-Dinner Cocktails or something (like this group did on their Orlando Trip a year or two ago). The school's Alumni office would take care of the arrangements. > As this is going to K, please review and proceed as needed. BJS completed IOG & TO K version. __x__ CH _10/5/16___ __X__ TPW __X__ __X__ HMS __X__ 10/13/16: > BJS sent to CH for K Prep. > TW sent E-Agreement 10/14/16: > TW received signed E-Agreement and printed. > BJS signed E-agreement. > CH, please process GLH per SOP. > As this group is now UNDER CONTRACT, please review and make certain ALL inclusions are in order. _x___ CH _10/20/16___ __x__ TPW _10/20/16___ __x__ HMS _10/31/2016___ 11/15/16 > First payment of $7,800 rec'd 11/15/16. Check #62852 11/17/16 MES TPL letter received. 11/29/15 > SS heard from Brenda and would like to make the following adjustments to their trip: 1. Would it be possible to leave earlier on Thursday (perhaps load busses at 6 am) so that they could stop in Wilton CT on the way down and do a performance for the Sisters at their motherhouse. She was thinking maybe a stop that was 1 ½ hours. She is assuming the Medieval Times is in Baltimore. The advancement director at St Thomas Aquinas would arrange the performance, Brenda just wants to make sure it is OK! Plus that gets the busses out of the school before people start arriving for the day. 2. She also may have a connection to a Vet home in DC (She has a student down there that volunteers at one). Should she reach out to her for contact info or do you have one in mind? 12/7/16: > Tutti review. > Hotel and bus OK. > TPW did no follow-up with performances (hence he is a former employee). HMS is working on this. > SS, please let Brenda know that we can make the changes in times, just need addresses, etc. fo rth edeparutre day performance and YES, please send HMS the Vet home contact info. > BJS added Client arranged performance as an attachment and updated school departure time as needed. > CH updated IOG and will alert bus company. > HMS will work on performances in DC. > Wilton is about 4 hrs from Dover. ____ CH ____ _x___ HMS _12/21/2016__ >Still working on performances 12/20/16 > MES Check #63050 in the amount of $22,670.00 was received. 1/6/17 > Sophia Santerre received the following questions from Brenda at St Thomas Aquinas: Regarding the Basilica: She is assuming they are attending the 5:15 Mass (needs to be after 5 to count!). Will they be singing prelude music before the Mass, a little something after Mass or are they actually singing the Mass? She is assuming they are not doing the actual service because they would have their own cantor. But if for some reason they were doing the Mass, they would need to have the Mass parts and everything ahead of time. Her first choice would be prelude music (She has decided that only the choirs will sing at the cathedral.) Buca di Beppo dinner Saturday night: "I was meeting with my alumni director this morning. We are going to plan an alumni meet and greet in DC. We are wondering if it would be possible to add any alumni to the dinner we are having at the Beppo? If we can, what is the cost per person (so we can transfer money from the alumni account into the music account)? How far in advance do they need to know the total additional count (we would be asking alumni to make a reservation with us ahead of time)? Are we going to be in a banquet room (in case the kids sang for the alumni)?" Buses and Mother House: the address to the Mother House. It is 345 Belden Hill Rd, Wilton CT. Brian (her alumni director) said the bus drivers might want to check out the route ahead of time for best bus routes (narrow streets in the town). Nursing Home Visit: Little sisters of the poor nursing home. The woman who coordinates things is named Joyce. Her # is 301-232-2155. Her personal email is joycem959@gmail.com. Brenda's student's name is Meredith Eib. Tell Joyce that it is Meredith from Catholic University and the monastery. It wouldn’t hurt to mention that this is her HS and she is going to join them if her schedule allows! 1/17/17 > CH reviewed all forms rec'd 1/17/17 (RL, FPGF, HIF & FAF). > Total Pax = 71 PAX (60 + 11). > RMS / PAX 00 St / 00 00 Qt / 00 11 Q / 44 04 T / 12 06 D / 12 03 S / 03 TOTALS = 24 ROOMS and 71 PAX (60 + 11) > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH sent RL pack Hotel > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 71 bags and 142 tags. _____ MES _____ ____ HMS ____ 02/18/17: > Numbers were within K minimums, so no reason for any changes. > BJS emailed and mailed FInal INV #6154, $20,340.00 and made due 03/03/17. 2/28/17 > MES Final payment received. Check #63401 in the amount of $20,340.00. 3/2/17 > MES Cashiers check sent via 2-day FedEx. 03/08/17: > BJS EM'd Final Itinerary to Brenda et al - Brenda: Attached please find an advance copy of the Final Itinerary for your group’s up-coming trip to Washington, DC. 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 Sophia (603.759.8910) - she 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. 3/9/17 >MES 2 portfolios / selfie stick and an Apple Watch were sent via FedEx.
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