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General Trip Information
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Mon May 01, 2017
Trip Name
Emmaus High School Band and Orchestra-New York, NY-04-07-2017
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Emmaus High School Music Department
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Final Room List
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Hotel Info Form
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Contract Status
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Emmaus HS to NYC = 95 miles / 2 hrs non-stop 9/16/16: > DD spoke with Ryan, the BD. > We did a trip to Washington last year for the choral dir Rita Cortez > Will be getting 1 other quote > Priority: Wants his students to experience things they haven't seen or done before. > Wants us to give him various choices of things to do before the orchestraton. Wants to give his parents an approx. price asap. > That being said he wants to do the trip for between $300-$400. > Secure transp. quotes has used Beiber & J&J go ahead with others. > Inclusions: > Broadway Matinee > Lincoln Cntr Jazz Orch. tribute to Buddy Rich > Perhaps a Lincoln Cntr. tour or tour of just the Met. > 2 dinners incl. one being Carmine's the other our suggestion. > Hotel in Jersey > Other suggestions up to us: He did mention that he is used to doing a big activity as opposed to several small ones - whatever that means. Merchandising a poss. no performance or workshop. > Lunches on own. 09/20/16: > BJS mailed Broadway Show Selection Form, as well as brief cover note of introduction and the Broadway Show Catalogue. Also mailed copy to DD. 9/27/16: > Per DD, meeting band & Orchestra Director on Friday morning before school to present TO / PP. 9/27/2016 >HMS called and had to leave message for Lin center buddy rich concert >online tickets are $45.40 >April 7, 2017 >Pre concert talk at 7:00PM 09/28/16: > BJS completed IOG. > CH, please send CQRs to Beiber, J & J (I have no idea who they are - group suggested), Fullington, Perkiomen & Elite. > CH, please make attachments - meal at Cucina & Co should be the $29 Student Dinner Buffet. > Talk to HSM about how to add the Lincoln Center Concert. > The Lincoln Center Tour is the one that shows up first on the list. Maybe you can archive the others - didn't you suggest doing this . . . > TO & PP need to be completed by end of say Thursday. Please HAND (or place on my chair) to BJS as soon as completed so I can run rates and get it back to you for the TO & PP ASAP. Thanks! _x___ CH _9/28/16___ 09/28/16: > BJS completed rates and made a few adjustments since we were going to be so close to the budget max. > CH, ready for TO. Will also need PP for Dave tomorrow (Thursday) so he can have it in time to review. __X__ CH _9/29/17___ 09/30/16 > DD met with Ryan & Connie Arnold Orch Dir. > Power Pt presentation went well - both seemed pleased with the orchestration. > A few questions/clarifications: 1. Interested in sub. another Italian rest.in place of Carmine's. Wondering if you can give them some choices. 2. Would there be another "Classical Option" for just the orchestra in place of Buddy Rich? 3. How far time wise is the hotel from Mid town? 4. If they commit to the trip will you pay this years'USSBA fee. 5. Can I fwd. the power pt. to them? 10/1/16: > BJS reviewed DD's questions and here are the responses - all good!!! Please share with Ryan and Connie ASAP. Also, update system with Connie's email and cell phone, etc., I added her name as a secondary contact. 1. If they want Italian, I would suggest La Nonna or La Mela, both in Little Italy or Naples 45 in Midtown. All three do a great job for our groups and will save approx. $25 per person. (Carmine's is expensive). 2. Classical Option for Orchestra - YES, we have another group in town that weekend and they are going to Carnegie Hall for a concert by the San Francisco Symphony which happens to be on tour and in NYC that night! 3. The hotel is 13 miles from Times Square. Travel time will vary based on time of day, but when they depart the city Friday night, since it will be after the concert, should be no more than 20 - 30 minutes. Same for Saturday morning, since it is a weekend morning. 4. For groups that travel with CCIS in the 2016/17 Season, that have already paid their USBands dues, we will reimburse them up to $400 for that membership. 5. Of course you can forward the power point to them. 10/11/126: > BJS sent Em to DD - Dave: What’s up with Emmaus? They asked about a classical option instead of Buddy Rich for the Orchestra. I told you about the San Francisco Sym at Carnegie Hall. We are at a point where we need to know approx. how many seats they would need for each concert. Please advise – we are also looking for their bus choice and the “Go to Contract”. Thanks, BJS 10/13/16: > Per DD mtg with client - > Going with CCIS!!! > Fullington is expected to be their charter choice, but the BD needs to confirm this with the OD. CH, go ahead and request K so we will have it. > They are definitely NOT doing Carmines, will advise as to their choice for Friday's dinner based on the suggestions we made on 10/1/16. > May want to do Dinner on Saturday in the city rather than as a meal stop on the way home - will also advise once they make final decision. > Wanted to know the difference in price between the Buddy Rich Concert and the San Francisco Symphony Concert at Carnegie Hall. BNJS told Dave to tell him that pending availability of the Student Price Tickets at Carnegie Hall, we could save them $25 per person. Dave is going to share this info with the Director so we will know how many tickets we may need at Carnegie Hall. HMS, see me about this. > Their Board Meeting is next week, so as soon as they receive approval, we are ready to move forward :-) __x__ CH _10/13/16___ ____ HMS ____ 10/18/16 > DD rec. text from BD. Charter choice is Fullington. Asked them to decide about the Rich/SF symphony concert and the Italian restaurant. > CH already has the K from Fullington! 10/19/16: > DD recd' EM from Client and reminded them again about their dinner choice to replace Carmines. Hi Dave! > I think the orchestra has just decided to go to the jazz concert (Buddy Rich) with the band. Thank you for the orchestra suggestion though! > We are doing a survey with the kids this week to figure out if they want a last meal in NY or something on the way home to save money and time. We will let you know right away, and then if in NY, we will let you know our choice. > As for the musicals, I do have a question- Anastasia is expected spring 2017......on this paper (BSSF) - is that an option? I think I saw it would be in preview time, which I believe we can get tickets for, but before I include it on the choice list for the kids I wanted to make sure it is an option. Also- Lion King says booking until March- is that out of the question as well or could that be extended? Let me know if you know! Thank you- Connie 10/19/16: > BJS Sent reply to DD - 1. We will keep the Buddy Rich Tribute tickets then for the entire group. 2. OK on the meal for the “Last Supper” of the trip 3. Have them put down whatever shows they want, in order of preference, regardless of whether or not they are on that list – the list is unfortunately out of date the moment it is printed. 10/19/16 > DD message from Connie-orch.dir. Ryan and I are leaning towards Naples 45 in midtown for the Friday evening meal- we would prefer not to go to Little Italy, due to distance and traffic. We will let you know soon about Saturday the Saturday meal. !0/25/16 > DD communication with Ryan and Connie > Midtown restaurant as decided earlier. > Sat. leave city after show. Stop at Bridgewater Mall for dinner/shopping. > Deciding on whether they want a voucher for Saturday dinner. > Need revised itinerary to attach to trip letter that goes out to students > When is deposit due and how much? > Broadway show choices: #1- Wicked #2- Lion King #3- Anastasia #4- Charlie and the Chocolate Factory #5- Hello Dolly > Ryan will take care of USBands reg. fee Are we ready for contract?? 10/28/16 > DD Last supper on their own. Itinerary revisions to reflect the changes. They are waiting for this to distribute to parents and students. Ready for contract. 10/30/16: > Group is ready for K. > DD, I see there Broadway Show Choices above, but THEY need to complete and submit the Broadway Show Selection Form itself - The form is required - we had a direct a few years ago give us his selections via email, we bought the tickets - his first choice actually, and then he said that is not the show he wanted, so we had to eat several thousand dollars of tickets and buy him others. This is why the form exists and why we are so stringent on having the completed, signed (by the director) form. The BSSF is in the AE Dropbox if you need it. > In place of Carmine's on Friday night, they would like to do Naples 45 - the Italian Buffet. > Saturday, they will depart NYC after the show and then have dinner & shopping time en route on own at Bridgewater Commons (NJ). IT is one their way home and is about 60 miles outside of Manhattan and then a little more than an hour home from there. This is in place of the dinner at Dallas BBQ. > BJS updated IOG accordingly and called it K version. > BJS added Naples 45 attachment - HMS will need to make reservation. > Dallas BBQ reservation will need to be canceled. > These changes created a savings fo $40pp. > BJS ran rates, updated below (Q = $285) and created TO Rev1 (which will be changed to K version as soon as changes and all other inclusions are confirmed). > BJS emailed DD the IOG K version as well as TO Rev 1 Pack so he can share with Client. > As this is going to K, please review and proceed as needed. > E-agreement to be sent as soon as the changes are confirmed. > Estimated E-Agreement due date = 11/14/16. > Estimated Deposit due date = 12/2/16. > Other due dates are as generated by computer and listed in TPMS. __x__ CH 10/31/16____ __X__ HMS _11/1_ 10/30/16 > DD they want to know how much the deposit pp is required? > $95 per student / $125 per adult. 11/4/16: > DD spoke to Ryan - will discuss Broadway ticket prices w/Connie and get back to us. 11/06/16 > DD copy of what was sent to them on 10/28 > Attached please find the revised (IOG) Itinerary Outline Graph. Please review and let me know at your earliest convenience if this is acceptable. As you can see this revision saves $40 per student. Pending your approval, the contract will be due 11/14/16. (via e-contract) Estimated deposit due date is 12/2/16. I will be sending an “official” Broadway Show Selection Form in a separate email. This will need to be filled out, signed and returned to the home office. > We are happy and grateful you have chosen CCIS as your travel partner. 11/10/16: > Per DD, they want Wicked and realize it will be more - they are fine with that. HMS, please proceed as needed and advise BJS as to show ticket price so he can complete TO K version and K itself. Thanks! ____ HMS ____ 11/10/16 > DD communication w/Ryan BD We will go with Wicked. I know it’s an overage, but it is what it is… Also wants to be sure if two meals are still included in the package. 11/20/16: > BJS completed TO K Version Pack and IOG K Version. > BJS sent Pack to DD so he can share with Client. > BJS completed invoices for K. > CH, ready for K and E-agreement - please complete and send out on Monday, 11/21/16. > CH, on the Deadline Schedule, please include the Wicked OK to Pay (HMS already sent) with a due date of 12/05/16. Thanks!!! __x__ CH _11/22/16___ 11/20/16 > DD sent packet to client along w/reminder to return ok to pay. 11/21/16 > DD summary of numerous emails back and forth today. > unexpected interest in the trip > wants to know if it is possible to up participants to 112 total.102 students,10 adults(doubles) > wants ability to back off a few from 112 if necessary. 11/22/16 > CH completed Contract and sent e-agreement. 11/23/16 > DD the latest from Ryan Dave- I do have the document. It came from someone named Thomas Walters. Anyway, I am reluctant to sign it until we have confirmation (one way or another) about the extra tickets. When can we expect to hear back about that stuff? 11/29/16 > DD note from Ryan:Any updates on the numbers for our trip to NYC? It looks like we can definitely do the 112 number now… 12/6/16: > Rec'd signed E-Agreement on 12/2/16 and CH printed today. > The K is for 88 pax, but we know we are now moving forward with plans for a max of 112 pax (102 + 10). > BJS updated and printed BIBLE and IOG accordingly. > MES, please mail GLH on 12/7/16. > As this group is now UNDER CONTRACT, please review all and proceed as needed. Please Note: first $ due 12/19/16. ____ MES __X__ GLH mailed 12/7/16 ____ CH ____ __x__ HMS _12/16/16___ 12/16/16 > MES Check #28921 in the amount of $7,480.00 received. 01/30/17 > DD Questions from Ryan: >#1 – Is there any chance we can add 1 more parent to the trip? We are at 110 total right now, this would push us to 111. >#2 – We would like the parents in doubles, not quads at the hotel. This would mean 4 rooms at the double rate. Can the hotel accommodate that? >#3 – In the event that the student numbers don’t divide up perfectly and we have to put some in doubles/triples, is that going to cause an issue with the hotel? 02/03/17 > DD note from Ryan:I told him payments will be reconciled on the final invoice. Hi Dave- My calculations tell me we have 100 kids and 10 adults going on this trip: 46 Girls (10 Quads and 2 Triples) 54 Boys (12 quads and 2 triples) 8 Chaperones (4 doubles) 2 Directors (2 Singles) This appears to me to total 32 hotel rooms. >Also, my invoices (and I just realized we’re late sending in the second payment) do not reflect the higher numbers. Can you please have someone email me revised invoices so that we are paying the correct amount? >We will NOT be needing the extra ticket I inquired about the other day. 02/04/16: > #1, they have 112 Wicked tickets as that is what they told us to order on the OK TO PAY, so regardless of how many people are going on the trip, they will have 112 tickets and be billed accordingly. > Nice to have the numbers they provided on 02/03/17; however, we need all of their forms on the official DUE DATE of 02/06/17 (Monday). If they are not received, there is no Apple Watch - that is how the promotion works. > We have sufficient rooms at the hotel, and will release any unneeded rooms on Monday upon our receipt of the group's RL, FPGF, etc. > They will be charged based on how the room list comes across! If there are two people in a room, then they are each charged the double package rate, if three, then each will be charged the triple package rate- it doesn't matter if they are students or adults, they are charged based on the rats we provided and however they submit the room list. > Once we receive the Forms, we will generate the Final INV which is a complete breakdown of all trip financials and will show all package types, credit for comps (as applicable), transportation, all payments received and the balance due. 02/08/17 > DD questions from Ryan. > They want to know the cost of a security guard for their trip? > Asking if the bus be transporting them from one activity to the next all day. (I know this but just making sure) 2/13/17 > MES TPL letter received. 2/16/17 > MES Check #29008 was received in the amount of $13,233.00. 2/22/17 > CH reviewed all forms rec’d on 2/6/17 (RL, FPGF, HIF & FAF). The original forms did not match. corrected forms rec'd 2/21/17. > Total Pax = 112 PAX (100 + 12). > RMS / PAX 22 Q / 88 04 T / 12 05 D / 10 02 S / 02 TOTALS = 33 ROOMS and 112 PAX (100 + 12). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH sent RL pack to the Hotel. PCCF was due 2/20/17 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 112 bags and 224 tags. __X___ MES 3/15/17 Bags (112) and tags (224) sent via FedEx. ____ HMS ____ 03/08/17: > BJS emailed and mailed final inv #6178, $20,813.00, and made due 3/20/17. > DD, do they want to add security and if so, how many guards? If they do, it is $179 / guard and they'd will be on duty for 6 hours, from 11:30 PM - 5:30 AM. Please advise ASAP - thanks. 03/22/17: > BJS emailed FI & QR Code sheet to Ryan et al. . . 03/25/17: > BJS sent EM top Ryan et al - Ryan: We have made the change as requested, replacing Canal Street with Chelsea Market and The Highline. The Itinerary uploaded to the QR code is also up to date. Your complete packet is being mailed via FedEx on Monday and will arrive mid-week. Thank you, BJS. 3/27/17 >MES Final Invoice #6178 was received, Check #29077 in the amount of $20,813.00. > Final itinerary Packet was sent via FedEx. 3/29/17 > DD message from Ryan re US Bands dues HI Dave- Now that we have settled our outstanding balance with CCIS, would it be possible to request the reimbursement for my USBands dues for the 2016/17 season? Thanks, Ryan 04/04/17 > DD message from Ryan: I was just alerted that I have 4 vegetarians (I think we listed 2 on the list) and 1 gluten free. Can you make the adjustment with the restaurant? Also, do you know what we will be served at the restaurant? What can we tell him other than it's an Italian Buffet?? He wants his USBands check made payable to the Emmaus High School Band. 04/05/17: > Per Ryan's request, BJS placed order for 1 guard at $204.95 and sent reservation info to Ryan, along with an invoice for $204.95, #6204, and made due 4/17/17. > Told him to wait and pay it once the trip is complete as we want to make certai9n the service takes place since it is so last minute. 04/18/17 Ryan is wondering when he will be reimbursed for the USBand registration he paid last fall. 04/18/178: > BJS replied to DD - Dave: Have Ryan send me (scan & email or fax) a copy of their receipt for payment, and I will have John send a reimbursement check straight away. Please know, per my email from late March, we will be handling all other USBands memberships by making a single payment directly to USBands at the end of the season. Thanks, BJS. 5/1/17 >MES Received check #29189 for $204.95 for 1 guard invoice #6204.
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