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General Trip Information
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Tue Aug 28, 2018
Trip Name
Rockville High School Music Department-New York, NY-03-30-2019
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Trip Notes
( Print Note )
( E-Mail Corporate )
Rockville, MD to NYC = 225 miles = 4 hrs. non-stop DISCOVER STUDENT TRAVEL 3/19/2019: > BT had in person meeting with Nicole re: 2019 trip a couple weeks ago. She then called today to finalize. > Wants to do NYC - 100 +10. Band, choir, and orchestra. Last year went slightly over and they ended up with 3 buses. > At first she mentioned festival, but talked her more towards clinics for budget. > She knows Peter Boonshaft at Hofstra, so clinics there (like Fleetwood) would be top choice with Bway classroom as number 2. > She will reached out to him for availability, but I told her to let us handle the financials with him. I told her to tell him we would contact him directly. > Boonshaft at Hofstra - He's available March 27, 28 of March and April 1 and 2. Then not available again until the tail end of April. He told her he would love to have them, but some groups choose not to go all the way out to Hoftra for clinics. He is willing to come into the city to meet them - however, that would mean renting space and equipment. > She would much rather go to them, but block out plenty of time to allow for traffic, etc. > She asked about staying on that side of the city instead of NJ? Not sure if that is a great solution. > She'd really like to do 3 nights instead of 2. Comfortable as long as it doesn't go over $1000 all-incl. > Admin. says she cannot miss more than two school days. > She did say admin. wanted to see "ballpark cost". The admin. is probably feeling her out a bit since she's new. Plus if we think this will break her budget with 3 nights, let's figure that shit out ahead of time. > Depart Saturday and return Tuesday with clinics/time at Hoftra on Monday. Peter MIGHT be available for the clinic on Sunday. Will advise. But still keep dates the same either way. > definitely wants bway show - would like to see Rockettes - but at least have Radio City Tour if that's not possible. Other than that, standard NYC sightseeing options. > Clinics with B, C, & O - wants Intrepid performance for Jazz. > We talked DST, she thinks they will fit that the best, but with all meals included. > Booster meeting on May 14 @7pm, wants me to come. Need full TO completed well before that so we can make changes if needed. > MoCo approved charters. She is not from around here so she doesn't have a preference one way or the other. > BT created folder, started IOG, and added trip to WB. 4/12/18: > Update from Nicole - dates are good. > Peter Boonshaft is confirmed with her for Monday, April 1 clinic. We still need to reach out to him to negotiate price. 4/14/18: > FYI - need to leave at 4:15 today for TO presentation/booster meeting. 4/14/18: > BJS completed IOG. > BJS ran rates "old school" > BJS completed TO with the capable assistance of CH. > CH, please send for CQRs to your favorite two (2) charter companies on the approved Montgomery County Carrier List. This is a DST trip, so just two. > Please advise BT when charter rates are received. ____ CH ____ 5/14/18: > BT had in person TO presentation with Nicole then met with boosters. > Trip looks great, very happy with price. > Would like to keep Radio City tour while still somehow squeezing in Statue of Liberty. > Our thought is to scratch the step on tour, put the Radio City Tour and time to explore Rock Center in its place on Monday. Then do Statue on the way out of town on Tuesday with a MC for lunch. > She would like to add 2 security guards at the hotel. > CH, I would suggest Atlantic Coast as one of the charter quotes to seek as Phil used them with Rockville on previous trips. Nicole is not from the area, so she has no preference. 5/17/18: > BJS reviewed notes and updated IOG to Rev1. > BJS made rates 0.00 since they will need revised. > Shared with BT. > CH, please send CQR to Linda at Atlantic Coast and maybe your friend Tom at Gunther. DST trip, so just two quotes. > Per BT, we can go ahead and start confirming this group's reservations as he is extremely confident this will go to K based on his meeting with the parents earlier this week, so CH and HMS, please proceed as needed. Thanks! > Please put correspondence file in BJS mail box when complete. ____ CH ____ ____ HMS ____ 5/21/18: > Nicole called BT today. > Boonshaft says he thinks he can only confirm one space at Hofstra on Monday morning. Wouldn't be able to run clinics concurrently. > He is also concerned about traffic. > What about Sunday evening clinics? He can get at least 2 spaces then. Or look into renting Carrol Studios on Monday morning and doing the clinics there. > Bottom line - we need to communicate with him and get Nicole out of the loop on this. > BT will share charter quotes and get choice asap. 5/22/18: > Nicole called BT again today. > First, charter choice is Gunther 1st, followed by Atlantic Coast. > She spoke with Boonshaft again. He has made arrangements for the choir and orchestra director at Hoftra to do the clinics with him. BUT, they have to be on Sunday evening at Carroll Studios. Apparently he called them to see if they were available and checked the rates. 3pm to 8pm. Not sure what this does to the IOG. > Seems like maybe moving Intrepid to morning and Rockefeller and Radio City tour to Monday am would be doable. But what about dinner if they have these clinics from 3pm to 8pm?? I believe this was with one studio with clinics back to back. She was talking about rotating groups out to go eat...sounded like a mess. > Again - we have GOT to get her out of the loop on this so we can handle the itinerary and any other issues that pop up. I said in a nice way, "send me the info so we can take this off your plate." > She is supposed to be emailing me everything he sent her including the clinician fees. As soon as she does, I will pass it on. 5/23/18: > More information from Nicole on clinics and communication with Boonshaft: > From Boonshaft: As per our conversation, I have on a tentative hold for Sunday, 31 March 2019 in New York City (location still to be specified), David Fryling to work with the choir from 3 to 4:30 PM, Adam Glaser, to work with the orchestra from 4:45 to 6:15 pm, and me to work with the band from 6:30 to 8 PM. As we discussed, the honorarium for David is $750, for Adam is $800, and for me is $975. His email is Peter.L.Boonshaft@hofstra.edu. > From Nicole: We will need to rent a studio at Carroll Studios. Peter spoke with them to get some information for me and he said that studio 3 would work BUT studio 4 is bigger and the same price per hour. We would need the studio from 3pm to 8pm. He said they quoted a price of $275 per hour with a 3 hour minimum. They will provided chairs and stands. > We would need to rent percussion from them. Set of timpani, bass drum, marimba, xylo, and possibly chimes. Choir would need piano. > The timeline she and Peter talked about was as follows: > 3:00-4:30pm - Choir clinic (I think we will have to move the jazz band performance due to the fact that I will need to be with the jazz band, the symphonic band and the orchestra. I don’t think I want to try to run all over Manhattan?) - BT thinks she's talking about moving it to the morning at Intrepid as I suggested in the 5/22 note. > 4:45-6:15pm - Orchestra clinic > 6:30-8pm - Band clinic > During the down times with the separate groups, or after their performances, they can go with chaperones to, eat, explore, etc.? Do you think that will work? > I told Nicole I would pass all of this on so WE can handle all of the necessary itinerary changes. 6/4/18: > BT shared updated IOG with Nicole. > She says looks good. Asked about leaving earlier on day one and stopping by the Liberty Bell and having lunch in Philly - "just a thought". I told her no effing way...driver hours, etc. > She will need updated rates/revision based on new IOG so she can submit to admin., etc. 6/15/18: > BJS reviewed attachments and then ran rates for Rev1. > Package rates dec4eased by $4pp across the board. > T1 = 99 - 110 > T2 = 87 - 98 +$20 > T3 = 75 - 86 +$20. > Comps = 1:25 Paid > BJS completed TO Rev1 > BT, please share with Client and hoepfully we can get the Go to K ASAP! __X__ BT _FYI_6/15/18 7/12/18: > Ready for K! 7/19/18: > Completed Intrepid application uploaded to Dropbox. > She will provide performance link as soon as she has it available. Spring concerts haven't been uploaded yet. 8/14/18: > Group is ready for K based on Rev1. > Gunther is charter choice and under K. > Hilton Hasbrouck Heights is the hotel and it is under K. > KH / HMS, as this is going to K, please review all and proceed as needed. Place in BJS mailbox when complete and ready for me to complete the group's K. Thanks! ____ KH ____ ____ HMS ____
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