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Trip Notes
( Print Note )
( E-Mail Corporate )
Saegertown to NYC 382 Miles = 6.5 hrs Non-stop 9/29/08: > Added to system - Wayne has lead on day trip to NYC for Phantom of the Opera. > Overnioght trips every other year. > Saturday, April 18, 2009 (selected this date because BSJ checke dwith Anderson and they have a 56-passenger coach avail). > Depart Saegertown, around 5 a.m. > Lunch in Manhattan > Phantom of the Opera Matinee 2 p.m. > Depart New York with dinner stop on way home > Arrive Saegertown, approximately 1 a.m. > BJS completed IOG and emailed to Anderson for quote. > $66.50 Student Orchestra or Front Mezz Seats (per broadway.com site). BJS used $70 for budget (retial value = $111.50 each. 10/1/08: > BJS completed PTP and entered rates in system & made attachments. > Wayne is delivering tomorrow in person. > Includes charter quote from Anderson, BUT it is really high, so BJS faxed CQR to Coach USA - Erie. 10/2/08: > Depart at Midnight Friday, all day on Manhattan. > Wants less expensive show tickets. > Absolutely wants 2 coaches (has handicapped student in motorized wheel chair). > Wants tour guide / escort. 10/14/08: > BJS updated IOG and attachments based on Wayne's meeting with client. > BJS updated Bible. > BJS ran revised rates and forgot to add the tour guide / escort fee, so this is an additional $3 per person. The CCIS package rate is $118pp. > BJS emailed info to Wayne for his input. > Charter companies have been asked to provide rates based on revised IOG. 10/14/08: > BJS emailed (and mailed) Revion to Pat - Hi Pat! Attached please find the Revision for your group's up-coming trip to New York City. This revision is based on the information you shared with your Account Executive, Wayne Hindman, a week or so ago. An updated IOG is also attached. We have requested revised charter rates from Anderson, and have also requested a quote from Coach USA - Erie. I will forward the rates and Per Person Bus Cost Charts as soon as their prices are received in our office. Rest assured, we have noted your need for two (2) coaches, one of which must accommodate an electric wheelchair. Please contact Wayne at your very earliest convenience to let him know what your feelings are on the revision and how you would like us to proceed. Thank you for the opportunity to be of service to you and your group. I look forward to our work together. 10/14/08: > BJS sent PPBCC to Patrick via email for Coach USA - Erie. > Copied Wayne. 10/21/08: > Wayne spoke with Pat, PTP Rev 1 looks great, he just needs approval to proceed from his Boosters and then we should be able to get him to the contract stage. > Wayne will call next week to follow-up and see if they are ready for K. 11/11/08: > BJS and Wayne discussed Phantom Tickets - they are now $66.50 ea rather than the $50 we included in most recent proposal. > Wayne will make client aware that 100 seats are being held, package rates will increase by $20pp and we really need to have them under K by the end of this month in order to make this happen. 11/12/08: > Wayne sent email to Client - Pat, I wanted to update you on some information for your NYC trip. As we have not heard anything from you concerning the trip, we went ahead and ordered the tickets for Phantom of the Opera. We did this to find out numbers availability as well as pricing. At this time, the only tickets remaining are orchestra seats, which could increase your per person cost by $20. I know cost is a factor for you, so Bryan and I have looked at this and by changing some of your meal options, believe we can bring the cost increase down to only $5-10 more per person. The tickets will be held for a short time, pending your decision. Obviously at this point, time is a factor. I would like to see, when you have some free time, if you could call me to discuss this. Again, we would like to work with your group to make this trip a truly great experience for you and your students. I look forward to hearing from you soon. 11/12/08: > Rec'd response from Pat - The boosters are looking at some feasibility issues. We are going to try to find out if we only need one bus instead of two based on interest. Keep the tickets ordered and do not change the meal plans. We’ll make the extra cost work out one way or another. It’s difficult dealing with these parents – I’m sure you understand. I think we are going to be OK, but I also have to wait on a parent who is checking out some other bussing options – she thinks she has some connections… When we only meet monthly it takes time to make decisions. Thanks for your patience. > Based onthis response, things may be positive . . . Although it may only be one coach rather than two and they may be doing transportation on their own. We shall see . . . 12/9/08: > Rec'd email from client via wayne. > We are only going to take one bus - a handicap bus. > This is how we are breaking down the numbers. > 51 capacity on a handicap bus (that’s what I was last told). > 39 Students = 1 handicap child + 38 other students > 11 Adults = 9 chaperones + 2 staff. > Would like a tour guide. > Please let me know if this is correct or if I’m off anywhere. Also, please let me know the official cost of the tickets so that we can start getting the initial payment ready for you. Remember, the cheaper the better. ;-) > Most recent Price of $138 included $3 pp for the Tour Guide; however, that was based on 100 participants. Now that it is just one bus and 50 pax, these numbers will need to be revisited. > HMS is checking on ticket order / rates - since we only need 50 tickets at this point. Seeing if we can get any less expensive seats and how long Kevin can extend the deadline. > HMS is also working on Planet H-wood & HRC for B-fast & Lunch as well as speaking with Marlayna re: tour guide to spend the day with them while in Manhattan. > BJS updated count on Bible Screen and IOG to 50 (39 + 11). 12/10/08: > BJS sent response to WAH and he can then forward as needed to Pat. 12/14/08: > WAH and BJS agreed on $70pp deposit due with K 1/7/09. > BSJ ytop inclide OK TO Pay with CN. 1/7/09: > Rec'd signed K. > Rec'd OK to Pay for 50 Phantom Tickets > Rec'd Deposit / First Payment check #988, $3,500.00. > HMS, as this is now UNDER CONTRACT and PAYMENT has been received, please review and proceed as needed. Thanks! ____ HMS ____ 1/8/09: > BJS mailed fully signed copy of K back to Pat. 2/12/09: > Wayne sent reminder to Pat re: forms due 2/16/09. > WAH rec'd response - he thought they were due 3/16/09 - whatever! > BJS & WAH decided to go ahead and forward INV for full group and wee'll see what we get; otherwise, quite possibly, we will not get paid until after the trip since checks are written but once a month. 2/18/09: > The school's Financial Secretary called and needs invoice for Final Balance NLT 2/25/09; otherwise, we cannot get paid until the middle of April. > BJS went ahead and faxed (and mailed) INV #4698, $6,822.00 due 3/3/09 to her attention at her fax # 814-337-1697. > BJS faxed copy to WAH so he'll have it in the event there are any questions from Pat. 3/16/09: > Rec'd check #22143, $6,822.00 -Inv #4698, PIF. > ACCOUNT IS PIF. > Gross Receipts = $10,322.00. 3/18/09: > WAH confirmed with Client that it is indeed 50 total pax. There was some confusion, he may have wanted more, since handicapped boy is not going, but still had some spaces to sell - REGARDLESS, total pax = 50. > HMS, as these numbers are now GUARANTEED and acciunt is PIF, please review and proceed as needed. Thanks! __X__ HMS __X__ 3/30/09: > BJS completed Final Itinerary and then packed up FI Packet so WAH can deliver tomorrow morning when he takes the stuff for Saegertown Choir. > BJS emailed Final Itin to all A Es - did not email FI to client since Wayne is delivering so many weeks in advance.
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