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Mon May 07, 2018
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Central High School Drama and Orchestra-New York, NY-10-09-2017
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Toronto, ON, Canada, CO
Toronto, Ontario, CA
Toronto, Ontario, CN
Toronto, Ontario, CA,
Torrington, CT, CT
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
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Trip
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Sext
Start
Date:
Time:
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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 )
Central HS --> NYC --- FLYING 04/18/17: > SN has had EM correspondence with Jen Wood-Bowien regarding this year's NYC trip for the Orchestra and Drama group. > Only 15 participants > Same itinerary as last year, except for the following changes as described in Jen's EM: "In order for me to get started on the approval paperwork, I need a quote from you based on 15 participants with airfare and hotel with pretty much an equivalent itinerary of our last two trips. We prefer the cash for all meals like we did last year. Our only change is that we MUST have a hotel in New York (not necessarily in Manhattan) that is within walking distance a subway station or Jersey City/Hoboke within walking distance to a path station. I know this will increase our costs but the suburban hotels you have booked us in the last two years are not feasible. 05/15/17 > EM received from Jen today, asking about the status of the TO since school is out at the end of May. She is concerned they won't be able to have, as she described, "a list of deposits", before school starts in August. 05/17/17: > BJS reviewed and updated IOG as needed and then ran rates. > Quad rate is $120 more than last year - reasons: - hotel is much nicer & more convenient and in turn more expensive (+/- $50 more per room per night). - Comps are 2 instead of 1, that translates into $73 more per person. - Last year's group had a DOF of 14 and this year's has DOF of 12. > Air is comparable, just a few $ more than 2016 trip. > BJS took the 2016 PTP K Version and revised it to the TO for 2017. > CH is putting on new electronic letterhead and then BJS will send to SN so she can share with group. 5/17/17: > BJS alerted SN that TO PDF is ready to be shared with group. 05/18/17 > Jen called SN - Not happy with the hotel because it is nearly 1 1/2 miles from a subway station. 0.2 miles from a bus station is OK is not good enough because the kids would have to transfer. She is suggesting Long Island and is also suggesting different activities to make it different from last year's trip. SN shared hotel concerns with BJS and asked Jen to email the specifics about different attractions, as she said they had particular ideas in mind. > EM received from Jen asking for the following changes in activities: * Instead of the Metropolitan Museum of art, substitute theMuseum of Natural History or MOMA * Instead of Empire State, substitute Top of the Rock or another observation tower * For the bus tour this year, replace with one that takes them north and tours Harlem? > BJS also asked SN to let Jen know that we did in fact speak to the hotel and the train to the city is only 0.2 miles away and that Jen could confirm this with the hotel as well. > BJS also suggested SN ask Jen, if she wants a different hotel, then how much is she willing to spend, since a closer property will be even more expensive. 05/18/17: > BJS, HMS and CH discussed - > We are doing nothing more for this group until we have either as confirmation from them that the hotel we have is OK and going to work or a $ figure on how much more they are able to spend to be closer to the city or in Manhattan. > If we don't get this, we will need to cancel all arrangements, so be sure to follow all Ks you may already have in place and cancel if need be if this is not moving forward. 05/19/17: > Per SN message to CH - they are fine with our hotel, so we will now proceed. > Switched out MET Museum of Art for American Museum of Natural History, Empire State for Top of the Rock, and want to do a Get-On / Get-Off Public Bus Tour that will do Harlem and the areas from Central Park and North. > BJS updated IOG. > They need K ASAP and will be using Tilly for all of their payments, so please review and proceed as needed. I would hope we can get them the K NLT Tuesday of next week. __X__ HMS _5/19/17_ __X__ CH _5/19/17_ 5/25/17: > BJS reviewed and updated DD Bus Tour as needed and then ran rates. After their requested changes, the difference is less than a dollar, so rates are unchanged. > BJS prepared K Version of TO and invoices. > BJS prepared Rate Worksheet since they are using Tilly. > CH completed and emailed E-Agreement, due 6/2/17. > 1st Payment due 6/12/17. > BJS sent EM to Jenn et al - Jenn (& Pam): The E-Agreement for your group’s up-coming trip to New York City has been emailed to Jenn’s attention and is due back next week. It only takes a few moments to initial and sign electronically, so please take care of this as soon as possible. In case you were wondering, the changes you requested (Top of the Rock, etc.) resulted in no change in package price and the Contract Version of your Trip Orchestration is attached. I have attached to this email the information sheet you will need to distribute to your students for making their payments at www.Tillyinc.com. Your group will be able to start registering and making their payments after 5PM tomorrow afternoon by following the instructions attached. The first of the three payments due is due no later than June 12, 2017. The other two payments are due July 10 and August 24. A few notes about Tilly . . . - Your group will ultimately be responsible for any balance due and Tilly will no longer accept payments after the final payment due date, 08/24/17. After this date, CCIS will generate a final invoice reflecting all trip costs by package type (occupancy) and payments received. - As the group leader, you will be able to log-in to the site 24/7 to see who has registered for the trip and how much they have paid. - I used the attached Rate Worksheet to determine the 3-monthly payments. It is not fancy, but please review. The “surplus” you will see of $15 / student and adult, was added as a small safety net to collect a few more dollars in the event not all of the students fit into quad rooms. If these monies are not needed, they will be returned to the group. - If the monies collected equal more than the final bill, CCIS will return the overage to the group. CCIS, Inc. and Tilly, Inc. make no refunds to individuals. Refunds to individuals are governed by the refund policies of your group. - Refunds to the group are governed by the refund policies in the Agreement between CCIS and the “Group”. - As you know, based on 14 – 15 total trip participants, your package as well as Pam’s are complimentary at the Double Package Rate. Remember, complimentary packages do NOT include transportation, so you and Pam will also want to register at www.tillyinc.com, as Adult – Double Occupancy registrants, and pay the $428 for your airfare. - Don’t forget, Trip Protection is an option that we would strongly encourage everyone consider. It is available for purchase on an individual basis. See Information Sheet attached. Thanks again for the opportunity to be of service to you and your students! Please reach out to Stephanie (724.822.6633) should you have any questions or concerns. BJS 5/30/17 > CH printed E-Agreement for BJS to sign > As this group is now UNDER CONTRACT, please review all and proceed as needed. > MES, please send GLH per SOP __x___ MES 5/30/17 mailed USPS Priority x __x___ HMS _5/30/17____ 06/14/17 > SN spoke to Jenn this morning. She says they will have a total of 17 or 18 participants and that a student by the name of Eric Johnson is NOT participating any longer (registered on Tilly, don't know if we need to know this or not) > There is one "blank" on Tilly where someone registered their name as the trip username. No one is admitting to this, so this is the unknown 18th person. Is there a way for us to find out any information about this unknown person (if they entered payment information, etc?) > EM received from Jen: we are willing to change the time of a performance in order to get our top choices - like instead of our matinee being a tkts "on our own" performance, we have tickets for a matinee and the tkts show on our own could be an evening . . . 06/16/17 > CH found out through RJ that the "blank" Tilly registrant is someone by the name of "Ronnie Johnson" at ronnieclifton12@gmail.com. SN LVM for Jen, relaying this information and asked for confirmation if this is indeed an 18th person or if it is a duplicate that needs to be deleted. 6/26/17 > SN forwarded Broadway selection form to HMS. 7/12/17 > BJS informed SN via EM: Shows are The Great Comet and Come From Away and HMS will be sending an OK to Pay for Come – the other one’s gets guaranteed after their forms are due. We spent $100 of their $150 Show Budget, so we can either issue a credit on their final invoice for the difference or give them the cash ($50pp) to add to their $75 cash at TKTS or for whatever they may want. PLEASE ADVISE both BJS and HMS on this decision. > SN EM'd this information to Jen and asked for a response ASAP. 7/13/17 > Jen said via EM: Please apply the $50 credit to the final balance. I will get the other info back to you asap 7/24/17 > Jen EM'd the Ok to Pay for 18 tickets for Come From Away. 7/31/17 > Jen EM'd saying The Great Comet was closing and asked to move ahead with another show. 8/1/17: > HMS checked with Alyssa and the show is not currently closing. 8/7/17: > Jen called ands spoke with CH - she now has as many as three (3) additional students who want to go on this trip. > CH discussed with BJS and we will start by making call to ATG to see if they can get three more seats. If so, we will move on from there. 8/9/17 > Jen EM'd saying she just saw the official notice that Great Comet is closing in September she would like to try again for Dear Evan Hansen and The Show that Goes Wrong 9/5/17 > CH processed forms rec's on 8/16/17 (FPGF, RL, FAF, APM) > Total Pax = 19 PAX (16 + 3). > RMS / PAX 00 St / 00 00 Qt / 00 00 Q / 00 05 T / 15 02 D / 04 00 S / 00 TOTALS = 07 ROOMS and 19 PAX (16 + 3). > 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 19 bags and 38 tags. __x___ MES 09/06/17 bags and tags sent FedEx. __X__ HMS __X__ 9/10/17: > BJS prepared final Inv. #6249, $9,040.00. Mailed and EMd. Made due 9/22/17. > As far as shows . . . - The Great Comet - closed. - Come from Away - seeing @ $45.77pp. - The Play That Goes Wrong - seeing @ $79.77pp > Two show tickets were 125.54 combined. > We allowed $150 for these two (2 @ $75 ea), so they received a $24 credit on the final invoice for the difference / savings. > They also get a $75 cash credit for the show they are buying at TKTS as was to be the case all along. This will be shown on the Bank Request Form / Cashier's Check. > BJS sent BRF to JAF so he can get Cashier's Check. > MES, please place order for Group Travel Videos per SOP. Thanks! __x __ MES 9/11/17 Group Travel Videos (16) and 1 Mosaic were ordered. 9/10/17 > EM received by SN from Jen: Hi Stephanie - - I wanted to let you know about the delay for our final payment. Our regular financial secretary has been on medical leave and we had a temporary replacement. However, she is now gone and our regular secretary will not be back until the first of next week. I have already put through the paperwork to get your check cut, but there hasn't been anyone to actually cut it. Hopefully she will be able to get it issued and on the way to you by Friday of next week, which is late I know. I know that the advance Tilly payments helped and I'm sorry for the slowness. That's how our southern system works sometimes. > Jen also asked about the hotel location in reference to a train station, as well as the show times for the plays. 10/11/17 > MES Final invoice #6249 was paid with check #8670 in the amount of $9,040.00. 10/13/17: > BJS mailed Welcome Home card.
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