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Trip Notes
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( E-Mail Corporate )
Austintown to Secaucus = 395 Miles / 6.5 hrs. non-stop Manhattan to Wilkes Barre (VA Hospital = 125 miles / 2.5 hrs) Wilkes Barre to Austintown = 292 mile = 5 hrs non-stop 9/5/08: > BJSspoke with Kay, Dates have changed - new dates = Th., April 30 - Sa., May 2, 2009. > Would prefer a suite hotel if possible, otherwise, standard property is fine. > She is making arrangements for VA Hospital performance on Saturday in theire way home in Wilkes Barre, PA. > Her former student is no longer in Mary Poppins, so her showe choice is wide open - BNS emailed Broadway Show List. > BJS completed IOG and sent toher attentin for her review. Once I have her comments, we will proceed with PTP. > She is doing transportation on her own per SOP. 11/11/08: > BJS sent em to Kay . . . Kay: Some time has passed since we last spoke and I know you were reviewing the IOG (copy attached) and contemplating the Harbor Cruise, Performance and Clinic. Have you made any decisions at this point? The hotel called this afternoon and was wondering about the status of your group and I told them I would contact you and see where things stood. If you can, please get back to me via email today or tomorrow (Wednesday) morning with an update. I really appreciate it. Once I have your decisions, I can complete your group's Pre-trip Planning Proposal. I have also attached a Broadway Show List & Selection Form for your use. 11/11/08: > Wicked = show choice, followed by Mama Mia & Stomp. 2/2/09: > BJS called and LVM for Kay at her school number. > Need decision on the following so I can complete and mail CN: - Harbor Cruise - Dinner at Rosen's Delia was marked thru on BJS copy of IOG - not sure why this is, if she doesn't want Rosen's, then for the budget, we could do either HRC or Planet H-wood. BJS will check with Kay when she returns call. > BJS sent email to HMS - > Group also wants, from Broadway.com, the Broadway Classroom Song & Movement Workshop. > Also need to request Choir Sing at St. John the Divine, for Friday, May 1, 2009, 10AM arrival and 10:30 sing time (with piano). > BJS made attachments in system and will provide folder to HMS as soon as I speak with Kay re: Rosen's Dinner and Harbor Cruise decisions. > IOG is correct as of this moment. 2/2/09: > BJS spoke with Kay > She has money from about 35 kids + 5 more who may be questionables. > She wants to delete the Harbor Cruise for the time being and will just extend the shopping time. If she sees that her numbers are higher as we get closer to her FPGF due date of 2/27/09, she may add it back in. > BJS deleted Harbor Cruise attachment and also updated IOG. > BJS told her that the savings created by deleting the cruise would be AROUND $20pp. > BJS forgot to ask her about the Dinner at Rosen's, so I called her back on her cell phone and LVM - asked that she call back with answer. 2/18/09: > BJS faxed and emailed OK to Pay re: Mamma Mia tickets. > Also mentioned that K delay was due to St. John the Divine. > OK to Pay due back NLT 12 noon on Wednesday, 02/25/09. 2/18/09: > Kay called - > She is OK with Mamma Mia. > Her count looks like it will be 41 or 42 (39 or 39 + 3). > BJS went ahead an listed count on IOG and Bible as 42 (39 + 3). > She will have Mamma Mia OK to Pay to us NLT 2/25/09. > She understands situation with St. John the Divine and trust we'll do what is best. 2/18/09: > BJS updated and rearranged IOG since St. John's will now be on Thursday at 5pm. Arrive 4:30 and sing from 5 - 5:30, may have to end a few minutes before 5:30 as there is a service that begins promptly at 5:30pm. > In light of this change, had to delete Rosen's and replaced with Dallas BBQ at 72nd Street since it is en route between Cathedral and Theatre - this will also help with her budget since total pax is down. > BJS updated attachments to match the newly created IOG. > HMS, as this is now resolved, please review IOG and attachments, then proceed as needed - Thanks! ____ HMS ____ 2/18/09: > BJS sent EM to Kay - Kay: About 90-minutes after you and I spoke this afternoon, we received word from St. John the Divine that Thursday's performance request had been approved! Your group will be singing in the Cathedral from 5:00 - 5:30PM, just prior to the Cathedral's regularly scheduled 5:30PM Mass. An updated IOG (Itinerary Outline Graph) is attached. Obviously, because of the situation with St. Johns, we had to make a few other adjustments. All that being said, I think it still works out to be a very nice experience for your students. Based on your projected numbers and the changes we discussed earlier this month (Cruise / Tour, etc.), I have been able to reduce the rates. Based on 41 or 42 total participants, including 5 comp packages, the Per Person Package Rates will be as follows: Quad = $395 Triple = $425 Double = $475 Single = $635. Please complete and return the Mamma Mia "OK to Pay" no later than next Wednesday (02/25/09), as we discussed. I would also ask that you go to the FORMS portion of our website, www.ccistravel.com, and download then complete a Final Participant Guarantee Form, Quad Room List, Hotel Information Form, and Charter Company Information Form. You can then email or fax the completed forms to my attention as directed on the site and forms. I will like to have these in our office by next Friday, 02/27/09, if at all possible. I will be out of the office training several new Account Executives Friday - Sunday and then away with Hollie and Clare on Monday & Tuesday. Should you need me in the interim, please do not hesitate to call my cell (724-991-6123) - you know I am always available to help in any way I can! Thanks again for your patience and understanding. I am glad we were able to get this worked out. Have a great remainder of the week, 2/26/09: > Rec'd Mamma Mia OK to Pay - 42 tickets (38 + 4) 3/5/09: > BJS emailed RL, HIF & CCIF to Kay - asked again that she complete and have to me by tomorrow afternoon if at all possible. > BJS mailed CN via USPS 2-day service. > Final Invoice will be generated and forwarded to Kay upon receipt of RL. > HMS, please review and proceed as needed. BJS updated IOG and Attachments based on the St. John the Divine Choir Sing which is now scheduled for 4/30/09 from 5:00 - 5:30PM. __X__ HMS __X__ 3/5/09: > rec'd signed K via fax. > Rec'd FPGF, RL, HIF & CCIF via fax. > Total pax = 42 (38 + 4) > Rms / Pax 8 Q / 32 2 T / 06 2 D / 04 0 S / 00 TOTALS = 12 ROOMS and 42 PAX (38 + 4). > Per CCIF, Charter Co is responsible for driver's room, so CCIS makes no arrangements. > BJS updated IOG and Bible accordingly. > BJS placed order to 38 CAV dvds (3/17/09). > HMS, as these numbers are now GUARANTEED, please review and proceed as needed. Thanks! ____ HMS ____ 3/17/09: > BJS faxed and mailed Final Inv #4706, $9,215.00 - due 3/30/09. 3/24/09: > Rec'd check #137826, $9,215.00 - INV #4706, PIF. 4/8/09: > Kay called and LVM. > BJS returned call and LVM. 4/17/09: > BJS spoke with Kay. > Kay has student who has been having some spells - not sure what is wrong. > Mom was not a chaperone, but may now need to go, Kay really wants her to go as well for she doesn't want to be responsible for her. > She is having a lot of medical testing this week and will make a decision the first part of next week and we'll talk then to make any changes official. 4/22/09: > Student's mom is going. > Student is staying in her room as is. > Add room for Gary and Kay - BJS to invoice Kay $200 for Ed Haak's portion of the room (he is their driver) and his 2 breakfasts PLUS the newly added Adult, Anna Protain (she will get charged for a Double Package minus the show ticket and whatever else we cannot provide at this late date.) > REVISED Total Pax is now 43 (38 + 5). > BJS updated IOG and Bible accordingly. > CAV order remains at 38 since the late add was an adult. > HMS, as the Final GUARANTEED Numbers have been revised to 43 (38 + 5), please review and proceed as needed. Thanks! ____ HMS ____ 4/27/09: > BJS faxed and mailed INV #4717, $625.00 - due 5/15/09. > This is for the late add participant and Ed Haak. 5/5/09: > BJS and WAH met with Kay at the HS. > She had a great NYC trip - loved everything about it. 5/6/09: > Rec'd Check #138212, $625.00, INV #4717 - PIF. > Gross receipts = $15,340.00 > Transportation was ON OWN.
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