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General Trip Information
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Thu Sep 06, 2018
Trip Name
Cedar Cliff High School Music Department-Chicago, IL-04-10-2019
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Cedar Cliff High School Music Department
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OR
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Final PAX
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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 )
Camp Hill, PA to Chicago, IL = 657 miles = 11 hrs. non-stop DISCOVER STUDENT TRAVEL Trip 1/16/18: > BT sent Brian several itineraries for their trip to look through and they have landed on Chicago for their 2019 trip. > Depart April 10th, 2019 driving overnight. > Depart Chicago on the 13th in the evening, arriving in PA early AM (6/7am) the 14th. > They would like to keep the price below $750/pp > He said they "do not need to stay in as fancy a place as a Hilton if it can keep costs down a bit". Perhaps this could end up being DST? > Some things he liked in the itineraries we sent: > Hard Rock Cafe breakfast upon entering city (or similar). > No Field Museum and Aquarium. Would rather do Art Institute. > Either Skydeck or Chicago 360 - "whichever is cooler". > Tommy Gun's Garage > Want to do a performance - would be an orchestra, band and a choir. Would love to have it indoors if a venue exists. Ensemble form in Dropbox. > Navy Pier for a lunch. > Chicago Architectural River Cruise. > Gino's East of Chicago or some other type of deep-dish pizza experience. > Chicago Symphony (if in performance that weekend)...if not, some other type of show that is non-Broadway....maybe Blue Man Group...they go to NYC every year so we don't need another Bway show. > plenty of free time in Millenium Park/Magnificent Mile > some type of jazz opportunity. Eric was looking at Andy's Jazz Cafe for a dinner/performance, but open to suggestions > tour of Wrigley field? Or at least visit the exterior? It will be baseball season, maybe Cubs will be in town. Schedule has not been released yet. > likes Executive Coach, but open to others. We got quotes from the following for their West Shore Combined trip: Executive, Elite, Bieber, Bailey, Perkoimen. > BT created folder, started IOG, and added trip to WB. Still awaiting a couple more ensemble forms. 1/16/18: > BT asked Brian about performance venues: > "Churches are fine. We would love to have a great crowd. Probably more important than venue quality is a crowd that the kids can get excited about." 3/23/18: > Per BJS, BT scheduled TO presentation for next Friday morning via GTM. Still waiting for exact time ffrom directors, will advise. 3/27/18: > BJS decided to make it a DST Trip after reviewing Budget and all they want to do! 3/29/18: > BJS completed IOG and then ran rates (old school). > BJS spoke with Chris at Andy's Jazz Club - Chris is Andy's son and he and his two brothers have run the club since their father passed away. Not yet added to the system, so here are the notes from my call with Chris - > They work with about 3,000 HS students each spring. > Max capacity is 150 and constitutes a buy-out, so a group of this size would have the club to themselves. > Student Menu is available on their website. Dinner is $28 + 11.5% + 18%. Pre-order required. > They have three shows a day and student groups are only allowed at the two early shows - over 21 for the later show. > They have availability on 4/11/19 and 4/12/19, but already have a group on Saturday, 4/13/19. > If they want to play (Jazz band - no more than 18 - 20 players due to size limitations of the space), they'd need to arrive at 3:30 and then they could play from 4 - 4:30. Would clear the stage and have to reset the few front tables, and then their house band would start their set at 5:00PM while the group eats Dinner - departure would be at 6:30. They would be playing for their own group as the club would be open just for them since the group pretty much takes up their entire capacity. > With smaller groups and advance warning / prior arrangements, their house band can invite some (1 or 2) of the school's top players to join them for a chart! When a group is doing their own set, like we are proposing for this group, this is not an option. > CH created TO. 03/30/18: > BJS reviewed and updated TO as needed and then sent to BT for this morning's GTM. 3/30/18: > BT had GTM with Brian and Matt - Eric could not join us. > They like the idea of the clinic. Just want "something meaningful" and getting meaningful feedback works. After I showed them the list of places to play, they think clinic will work best. > They would like to go to the Art Institute in place of the Architectural Cruise. (snooze). Any cost difference? > They said 20 player max for jazz band should be fine and think Andy's sounds cool. > They like the trip and think it's right in their budget. I talked about DST and adding the two lunches in if they want. Didn't get a firm yes or no on that yet. > They did ask how much it would be for a tour escort. I ball-parked 5 days x $250 = $1250/DOF (126) = about $10 assuming #'s stay the same. > The need charter quote to submit for board approval. Still some calendar dates coming out that COULD shift their trip dates, but they are 90% sure these dates are firm. Since they like Executive, I say we just get a quote from them for their board approval. > I did find out about their New York trip - it came up when we talked about Art Institute. They do a "quick trip" to NY (sounds like a day trip) and some of the kids go to MOMA on their own. 4/3/18: > BT heard from Brian B. about the TO. > He and the other directors looked over everything and they're all in. Will be submitting for board approval today. > As noted above, they definitely want to switch the architectural tour for the Art Institute. > Also, they are okay with only 1 security guard overnight. If they are required to work in pairs, 2 is fine, but they don't think they need 3. > They want to know if they can make everything on Saturday 2 hours LATER. They could "really use some more sleep in the morning" and are okay with arriving home 2 hours later. > Please proceed with revision and charter quotes - likes Executive Coach, but open to others. We got quotes from the following for their West Shore Combined trip: Executive, Elite, Bieber, Bailey, Perkiomen. 4/12/18: > BT got an email from Brian Buterbaugh this morning: We are trying to put some materials together to push out for our students. Were you able to find coach quotes and refine the pricing with our alterations? We are hoping the board takes a look at the trip tonight and approves it next week. > Per notes on 4/3 - they require a slight revision and are ready for a charter quote. I know all have been slammed with FIs going out. Please advise if this is possible by this evening. Brian will be at PMEA next Friday so I can probably push him off until then if necessary. 4/17/18: > BJS completed Revised IOG and updated times on Bible. > Adjusted Saturday's times and also replaced Architecture River Cruise with Art institute. > CH, please send CQRs to Executive Coach & Elite. ____ CH ____ 4/17/18: > BJS ran revised rates (old school since nothing much is yet attached). > Changes created savings of $10pp. > BJS completed TO Rev1 and printed hard color copy so SN can take to PMEA to give to BNT so he can present to client. > BJS also sent message to BT so he'd know it was in DB and also a copy on the way to PMEA. 4/25/18: > They are good with charter quote from Executive. > Go to K! 5/15/18: > director is begging for the K. > Lots of excitement about the trip! 5/21/18: > BJS reviewed and updated TO and IOG Rev1 to K Versions. > BJS set due dates. > Since trip is so far off, did 4 payments instead of 3. > JAF, ready for Invoices. > Initial Payment (7/2/18) will be $100 pp. > 2nd Payment to be due 9/21/18. > 3rd Payment = 01/09/19 (90-days out - shows as First Payment above) > Forms 2/8/19 > Final Balance 2/22/19. > Transportation will be billed in thirds on 2nd - 4th invoices. > CH, ready for E-Agreement as soon as JAF completes Invoices. > Would really like this to go out today if at all possible. > CH, as soon as you are completed with E-agreement, please review & updated your attachments and then send along to HMS so she can make her attachments and the necessary arrangements since this has gone to K Stage. > Due to time constraints, Quote and TO were completed OLD SCHOOL in order to get to client as needed. _x___ JAF _5/21/18___ ____ CH ____ ____ HMS ____ 5/21/18: > JAF created the following: 1st payment INV. # 6436, due 7/2/18, $ 14,500.00 2nd payment INV. # 6437, due 9/21/18, $ 29,560.00 3rd payment INV. # 6438, due 1/9/19, $ 29,560.00 Mailed & Emailed. Copy to KH. 5/21/18: > CH< Ready for E-agreement. > CH, as soon as you are completed with E-agreement, please review & updated your attachments and then send along to HMS so she can make her attachments and the necessary arrangements since this has gone to K Stage. > Due to time constraints, Quote and TO were completed OLD SCHOOL in order to get to client as needed. 5/21/18: > CH emailed E-Agreement. 5/30/18: > Brian emailed BT with a numbers update. > They have started collecting $ and think they will be about 97 pax total. He asked about updated K. > BT explained that we don't do that, he has tiered pricing, final inv. based on forms, etc. but keeping me posted is good. > They have only collected $50 per pax, so first payment will be short and they will make up on 2nd payment. 5/30/18: > OK about numbers and payment - still early, so I hate to drop a bus or rooms at this point - hopefully they will pick up some more, but we need to stay cognizant of this in the event of an attrition clause at the hotel and to be fair to our vendors. Please keep us posted and let's revisit numbers at the beginning of the school year - being sure to put a note in PLD as a reminder. 5/30/18: > Brian just made BT aware that package rates on K are $10 MORE than on TO K version. > Not sure what happened here. I see from 4/17 note that "changes created a savings of $10". Perhaps that didn't get changed in the system? Or was something added in the mean time? 5/31/18: > BJS reviewed rates and see where system was not updated with the rates from the Rev 1 and K version of the Quote Worksheet. > Rates in the TO K Version were / are correct. > My apologies to all. > BJS updated rates in system & Invoices as needed and then emailed to Client, BT and JAF. > CH, please revise K and E-Agreement based on the correct payment amounts & rates and then resend to the client. Thanks! ____ CH ____ 6/5/18 As of 6/4/18 >Both Client and BJS signed E-Agreement >As this client is now UNDER CONTRACT, please review all and proceed as needed _____ CH _____ _____ HMS _____ 7/3/19 > KH received check #1480 for $5,410.00 7/9/18: > BT slacked this to HMS on 6.21 as I was on the road. I was going to add to notes, but trip was locked by HMS. > Re: BMG vs. concert - BT didn't bring it up, but Brian saw that Chopin & the Mermaid concert on the CSO schedule. Would rather see that over the Montreal Jazz thing. I explained that it was a Friday matinee so it messed up the jazz club. He responded: "Is there any way to switch the Tommy Gun’s Garage to Friday night, and attend the Thursday CSO Concert? Or, is Andy’s Jazz Club available on Thursday afternoon, and we do CSO Friday matinee and move the Skydeck until the evening? We just really wanted to see the CSO! If not, Blue Man Group it is." 9/6/18: > CH had told BT to check in with this group re: their total number of pax around the end of August, I assume b/c of hotel attrition? > Brian Buterbaugh replied that as of right now they are at 99 total pax. Could be +/- 1. 9/6/18 > KH sent GLH
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