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General Trip Information
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Sun Nov 20, 2016
Trip Name
Thomas Pyle Middle School Theater-New York, NY-11-11-2016
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Thomas Pyle Middle School Theater
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Trip Notes
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Bethesda, MD to New York, NY = 230 miles = 4 hrs. non-stop 6/24/16: > Got details for Kathy's theater trip to NYC. > Depart at 11am (this is a half day and they want to be out before buses. > 88 students + 7 adults. She wants a tour escort to meet in NY only, not needed for bus travel. > Stop en route for dinner or have dinner in NYC before seeing a show Friday night. > Overnight at hotel. > Saturday am workshop or possibly a backstage tour of a costume shop or even a set/scene shop. Not sure if this is possible. Radio City tour could be a possibility of these types of tours don't exist. If so, that would likely be in addition to workshop. > Not really interested in normal NYC sight seeing activities. > Return home after activities. 07/01/16: > BJS and CH reviewed and completed IOG. > CH then made attachments as needed / able. > CH also sent Broadway Classroom Workshop offerings to BT so he can share with Group Leader for her decision on which one is her preference. 07/07/16: > CH, please send CQR to Fullington, Keller, Hunt Valley / Gunther, Martz, Atlantic Coast, Eyre & Dillons. > HMS, please review and proceed as needed so BJS can proceed as needed with rates and get PTP to clioent ASAP. Thanks! __X__ CH _7-7-16__ __X__ HMS _7-18-16__ 7/30/16: > BJS made hotel selection. > BJS reviewed and updated all attachments as needed and then ran rates. > BJS sent to CH for PTP Prep. 08/09/16: > BJS sent PTP and IOG to BT. > CH is completing revision on PP today and will also send to BT. > BJS instructed BT to get GTM scheduled ASAP. Or they can meet in person. > BT - In-person meeting – not GTM. In person is always better than on-line. > As for your room to move – not a lot here since no GTV dvd already and we are working on a margin of about $65pp. I guess you could go another $10 off. > If they want a lower price, there are some changes that could be made by removing and or changing the inclusions. Remember, this package includes $155 worth of show tickets between b-way and Radio City. If their b-way show choice comes in less than $75, we will give then back the difference. Before you meet with her, be sure to send her the BSSF packet so you can get the completed form from her when you meet. Be sure to tell her you are going to need the completed form when you meet. It is in the AE Dropbox. CH is updating the actual show list, but go with whatever is there. > Also, be sure to get her charter choice before leaving the presentation. Thanks, BJS 8/9/16: > BJS sent PP to BT. 8/10/16: > in person PTP schedule for this Saturday morning. > BT sent BSSF to Kathy and explained selection process so I can collect form at the meeting. 8/13/16: > BT met in person with Kathy re: NYC. > Good meeting, she likes the trip, even the Met. I gave her a print out of the description so she can read through it. > She wants to go to K asap so she can get approval with admin. Principal will have to look at and sign K. > Will give her charter choice to me on Monday. > She will look through shows on Broadway.com and complete the show form asap. 8/15/16: > Kathy sent BSSF and BT forwarded to BJS. > Dillon's is charter choice. 08/15/16: > Kathy called and spoke with BJS as BT couldn't speak to her until after 9:30 this evening. > Not happy that B-way Show list wasn't up to date & she had to get on line and do research herself and she thought she was hiring a company to save her time and effort! Then she wasn't sure what would be MS age appropriate shows and plays so she had to email a bunch of people in NYC and is still awaiting replies! > Was up set that seemed like all of the sudden she needed to start making choices - hadn't heard from BT all summer and then suddenly everything was due like yesterday! > She called MET and they told her the Audio thing hadn't been available since 2008 and she doesn't want to go there anyway! > Had some issue about Radio City Rocketes Show and the theatre - not sure where she was going with this, but she has decided that she does not want to go to Radio City, would rather see a 2nd show. > One show needs to be a straight Play and the other a musical. > Her son was in a Broadway Show, Ragtime and she wan't even aloud on stage - had to wait outisde the theatre door in the freezing cold. > Ihatepeople.com > For what it was worth, BJS did his best to calm her down. > We discussed show choices and she wants 1 Play and 1 Musical when we delete Radio City. > OK to get home a bit later on Saturday since the Saturday matinee may make their departure time from NYC a bit later than we originally planned. > Shows in order of preference: (2 shows now) 1. Curious Incident of the Dog in the Nighttime (play) 2. The Humans (play) 3. Cats (musical) - her son, the one that was in Ragtime, knows the lead since he too was in Ragtime! 4. Something Rotten (musical) - this was originally her 6th choice since she wasn't sure of it was age appropriate for MS students, but when I told her that my B-way Spotlight magazine said it was appropriate for ages 8 and up, she moved it up on the list since they are doing a Midsummer Night's Dream this year for their spring theatre production. It was #6 and is now #4. The old #4, Waitress (musical), is now #6. 5. Cherry Orchard (play) 6. Waitress (musical). > BJS updated BSSF accordingly and put in Correspondence file. > BJS explained that now that we have her choices, HMS would check to see how these work with her budget and we would get back to her before making any final decisions / orders. We would also credit if any money left in show budget. For the two shows we have a total budget of $151.40. > In place of MET Museum, she wants an opportunity to see a theatre costume shop or a set / technical workshop. BJS said he would try to make some connections at SYTA this week and see what he could come up with. > Charter Choice = Dillon's. CH, please request K for charters. > BJS made adjustments to IOG. > HMS, please review and update / add attachments as needed. __x__ CH _8/16/16___ _x___ HMS __8/17/2016 8/17/16: > BT got EM from Kathy today, wants an eta on revision as she needs some info for approval. > Adults do not pay for workshops, correct? She was asking about this. She says the adults should not have to pay for the workshop! Mostly she is trying to figure our her overall cost, which I will help her with once she has the revision. > I rememeber BJS saying he was going to do some research at SYTA this weekend re: tour. So is mid-next week reasonable to tell her we should have info? 8/17/ >HMS emailed Alyssa at Broadway.com concerning a set tour or costume. She didn't know of any. I did print off one thing I found online. I put it on your desk. 8/18/16: > BJS spoke with HMS concerning show choices. > 1st PLAY choice, Curious Incident, is closing. > 2nd PLAY Choice, Humans, per Alyssa in NYC - she has concerns that is would not be appropriate for MS students. > BJS asked HMS to go ahead and ask Alyssa to get Cherry Orchard, her 3rd PLAY choice in the works so we can keep the process moving. > The group's Musical choices are also in the works. > HMS is also checking with the Fashion District tour people, as well as Marlayna, to see if they can customize their tours to be a Theatre Costume focus. > BJS and TPW will also be talking to NYC suppliers here at SYTA to see what we might be able to find as far as a costume or set design experience. > AS far as a revision, since we need time to get these answers, you really can't give her a day since we are at the mercy of others for their answers. 08/26/16: > BJS completed Revision 1 IOG and PTP and ran rates - no change in rates. > Sent files ot BT - See attached for you to share with Kathy at T Pyle. FYI, if she asks why the Costume / Set inclusion and the two shows are listed as pending final confirmation, that is because the box office cannot confirm these until we have the letter you sent her yesterday returned to us on school letterhead. 8/28/16: > BT had nice chat with Kathy. She seems pleased with Cherry Orchard tour, Cats, etc. > This was mostly a rate worksheet conversation via GTM. > We went through the math that BT and BJS discussed yesterday and Kathy seems to understand. > One addition, she was told that she would need a security guard at the hotel since it's an overnight trip. Please add this. I did some quick math off the top of my head $179/guard (correct?) divided by her 81 students came out to 2.21/student. We added that to her student surplus. I told her I would let her know if I was way off on that calculation. > Apparently she will need addresses of all venues for trip approval. Not sure why this school seems to have different policies than all other MoCo schools that we deal with. If needed, BT can look these up for Kathy. (insert eye roll emoji) > She had a question about price of Broadway workshops. Are adults paying for this even though they are not attending? > She is concerned that the trip won't fly if she can't get an admin. to attend. She is talking to principal this week and sending out info to the kids re: trip and cost tomorrow. 8/31/16: > So Kathy put out info re: her trip to her students. > She now thinks she will only have "1 bus" - 48 + 7 - and wanted to talk to me tonight about the price. I guess she wanted me to do the rate worksheet again? But if she's dropping to 55 pax, there are other factors involved. So...I again asked if she had met with her admin. to see if they would even allow her to do the overnight trip and she has not met with him yet. > I told her once she has that meeting and knows for the sure that she is allowed to take the trip, we will see what adjustments need to be made based on new pax count. 9/1/16: > Kathy got verbal approval to proceed from admin this morning. > New pax count will be 47 + 8 = 55. > Please advise of any changes to rates/comps based on this. 09/01/16: > BJS and BT reviewed rates based on 55 total pax (47 + 8)> > Updated attachments as needed when math / DOF was involved. > Added Security and cut comps to 2 instead of 4. > Rates increased by $26 across the board. > Add 2 more comps for a total of 4 comps, rates will increase an additional $21pp. > BT may suggest scrapping the Escort in NYC and keep the 4 comps for a package rate of $425 Q starting. > If she wants to keep 2 comps and drop the escort, Q package is $405. > If she wants 4 comps, keeps escort, and based on 55 total pax, rate would start at $446 Quad. > BT is sharing with Kathy today for decision on how she would like to proceed. > We will do new PTP rev when she makes her decision following BT's conversation. > rates in the system ($399 Q) are still the original rates - and BJS made NO changes ot the numbers on the IOG or Status Schedule. Again, will wait for group's final decision beforme kaming changes official, but I did change the number on the Bible Screen. 9/1/16: > Kathy asked BT to go over the new rates with her so that she knows exactly to the penny how much it will cost the kids going on the trip. > We went through the rate worksheet again. Of course, her students are now a little over $500 per person which includes paying for all of the adults and transportation. She told her admin. and parents "about $500". > She wants to remove the tour escort (YESSSSS!), so now they are at about $503 (which she is really worried about because she thought it would be less than $500). Well, if she had stayed with her original number she would have been! > So essentially she's worried about $110. She also "wonders why her principal gives her such a hard time". Oh I dunno...I can think of a couple reasons! > She sent the Cherry Orchard letter, BT sent it to HMS. > Will advise when Kathy gets back to me with a go to K or not. > WAIT! - she just called me back and asked about removing the subway delivery on day 1. BT looked in the system, it's $10pp. She can have the kids pack a lunch. DONE. Kathy saves the day. 9/6/16: > Kathy replied, her principal approved trip and sent it to central office for approval. Should get passed without issue. > She is ready for K. 09/08/16: > BJS marked Escort & Subway lunch as inactive. > Rates and PTP still need updated in system and they are ready for K! 09/18/16: > BT rec;d EM from Kathy - Central Office has approved Trip! > E Agreement to be EM'd Monday or Tuesday. 9/20/16: > BJS updated rates. > BJS created to K Version as well as First Payment INV. > Emailed First Payment INV since turn around is relatively quick and told her in cover email that E-Agreement would be sent later today. > CH is doing K. > BJS emailed BT - Trip Orchestration K Version and IOG K version are attached. I have emailed the First Payment INV and told her in the cover note that the E-Agreement will arrive later today. You need to go ahead and send her the attached since they really don’t go with the E-Agreement. You also need email her all the forms today so she can get a jump on them. Thanks, BJS 9/20/16: > TW sent E-Agreement 9/20 & 21/16: > BJS & BT received several emails complaining about how she can't be expected to meet any of these deadlines. 9/21/16: > BJS replied directly yo Kathy with explanation and offer to adjust what we can - Kathy: Brett has forwarded me your emails concerning the Food Allergy Form, Room List, etc. My wife was a middle school teacher for 15 years and I taught high school choir for 8 years, so we are all very familiar with what a challenge it can be trying to collect information and payments from students. We too have some challenges of our own here in light of the fact that your trip is now just 50 days out and we just received word over this past weekend that you received School Board approval to proceed. Typically, payments and form submission would be spread out over 120 days or more. Please know that we are doing all we can to make this work for you and your students on a short turn-around. That being said, I can make the following adjustments: FOOD ALLERGY FORM This form is provided to all of the Food Vendors involved with your trip. You can hold off sending this until October 14, 2016. HOTEL INFORMATION FORM This form is provided to the Hotel prior to your group’s arrival. You can hold off sending this until October 14, 2016. E-AGREEMENT This is the Contract which binds us to perform the services requested. As your trip is now just 50-days away, the due date remains September 26, 2016. ROOM LIST As we have to sign a contract with the hotel, which at this late date will bind us to 100% of the anticipated hotel charges, we have to release any unneeded rooms at the hotel; otherwise, you will be charged for rooms you may not need. With this in mind, at least the initial version of your Room List remains due on September 26, 2016. Per your emails yesterday, you seemed pretty secure in your numbers (49 students + 6 adults), so go ahead and put their names on the Room List and submit. After September 26, 2016, so long as the total number of rooms does not change, we can move folks within your block until October 14th. This should give you time to make any necessary adjustments. Even if the trip personnel change, that is fine, so long as the total number of rooms does not change after September 26, 2016. FINAL PARTICIPANT GUARANTEE FORM This Forms goes hand in hand with the Room List (the numbers must match) and it represents the number that all orders (tickets, meals, etc.) are finalized upon. For example, payment for your tickets to Cats is past due and we have negotiated an extension with the Box Office; however, that extension expires on Monday and if it goes unpaid, the tickets will be released. Your Final Participant Guarantee Form remains due on September 26, 2016. FIRST PAYMENT I purposefully made this payment less than half of the trip balance and set the due date, October 7th, when I did knowing that you could not have payment to us in a week’s time. CCIS is committing thousands of dollars to you and your group having not yet received any actual funds from a group we have no history with. We are willing to make this commitment, but you have to understand and appreciate the fact that we cannot be expected to alter the amount due or extend the initial payment due date beyond October 7, 2016. BALANCE DUE Your group’s Final Invoice will be generated following receipt of the final version of your room list on October 14, 2016 and based on the total number of trip participants as guaranteed on September 26, 2016 via the Final Participant Guarantee Form. The Final Balance remains due on October 21, 2016. If we do not receive an updated Room List on October 14, 2016, your final invoice will be based on the list from September 26, 2016. These adjustments supersede the previous deadlines as presented in the E-Agreement. All other contract terms remain in effect. I hope this helps and I appreciate your understanding. Our desire, as is yours, is to provide an outstanding experience for your students, so I hope we can work together to make this all come to fruition. Sincerely, BJS 9/24/16: > Per Kathy - just one Broadway Classroom workshop - Making a Scene. 9/24/16: > BJS created and emailed MOCK invoice showing the total cost for the ENTIRE trip based on the numbers and projected room break down she emailed on 9/23/16. > She asked for this so she would be able to determine if they can or cannot afford to take this trip! 9/26/16: > Rec'd signed K. > Rec'd FPGF, RL & HIF. > Total Pax = 50 (44 + 6) > Rms / Pax 11 Q / 44 0 T / 00 3 D / 06 0 S / 00 TOTALS = 14 ROOMS and 50 PAX (44 + 6). > BJS updated IOG and also showed just the one Broadway Classroom Workshop, Making a Scene. HMS, please advise Alyssa accordingly. > BJS updated Bible as well as Status Schedule. > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. CH, in this case, for you, this means sending K notebook as well as CCIS Cinch Saks (50) and Luggage Tags (100), as well as dealing with bus co and hotel. __x__ CH _10/7/16___ ____ HMS ____ _x___ TPW __10/17/16__ 10/10/16 > CH received Check # 000943 for $11,000 per 1st payment invoice. 10/10/16: > BT sent Ben's meal selection to Kathy per HMS. Due date is 10/28. 10/6/16 > mes bags 50/tags 100 sent USPS. 10/16/16: > 10/14 came and went with no updated or revised RL from Kathy, so . . . > BJS emailed and mailed Final INV #6064, $10,654.00, due 10/21/16. 10/30/16: > BT forwarded Ben's meal selection to HMS and BJS. Kathy was moving over the weekend and it slipper her mind. > She also asked when she would receive final itinerary, etc. 10/31/16: > BT planned in person trip delivery for this Friday 11/4 at 12:15pm. > Please send all materials to my house. 11/1/16: > BJS emailed FI and QR Code sheet to Kathy et al. > FI packet is being mailed this afternoon to BT's home address for arrival NLT than Thursday since he is delivering to school on Friday. 11/5/16: > BT had in person trip delivery with Kathy. > All good. BT emailed receipt form to BJS and HMS. > Kathy asked if she could have the photo contest rules emailed as a PDF so she can send by email to her families. > I'm sure she she (and other clients) could scan this on her own, but it may not be a bad idea to include in the email of electronic documents as teachers may want to post electronically or send to students. 11/20/16: > BT had trip debrief with Kathy today. Most of it covered her tour eval. > in the end, all good. she felt that the kids were busy in a good way, with just enough down town where they could explore a bit. > Loved the security guard she mentioned in the tour eval. > Her parents were thrilled with the trip. Everyone liked the organization. > The issues we had in the summer were mainly due to not starting the planning process early enough. I reminded her that when I came to meet Allison in early June - I didn't even know she was meeting with us and planning a trip. Optimal time to get started for a fall trip is March/April to everything under K before school gets out. > She was thinking local next year and doing NYC every other year...but everyone liked it a lot and there was a lot of buzz among the students. Perhaps will do it again next fall.
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