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General Trip Information
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Mon May 21, 2012
Trip Name
Cabin John MS Music Dept.-New York, NY-05-12-2012
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Cabin John Middle School Band and Orchestra
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
Dbl
Trip
Quad
Quint
Sext
Start
Date:
Time:
End
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 )
Potomac to NYC = 235 miles / 4.5 hrs non-stop. 9/23/11: > Rec'd RFP from CJ - > CCIS is to get transportation quotes. > Possible public performance or festival pending sign-up and instrumentation. We are considering a choral, band , and orchestra group. > We would like to also attend a Phantom of the Opera show and one other New York tour which would be meaningful to music ensembles (aka Radio City, Lincoln Center or Carnegie Hall Tour). > If we do not perform, an additional show would be considered in lieu of the performance. > Dinner proceeding or following the show at John's pizza (adjacent Majestic) would work well. > We would like to a price for a one night trip. We are trying to keep costs down due to a French trip the week before. That is why we are condensing only one night. > I am waiting for admin approval to send home an interest letter., but we are not permitted to do that until the French trip is filled and booked Oct 15. > Would also like to visit a college in order to qualify for this trip with the school board. > All meals, and see as much as they can for their short trip. > Include Hotel Security. 10/2/11: > BJS completed IOG and made some attachments. > CJ is meeting with Client on Wednesday morning, so this needs to be completed on Tuesday. > BSJ went ahead and confirmed with CJ and sent her a copy of the IOG we are working with. > HMS has a copy of the IOG and will make attachments / updates as needed, including placing an order for the PHANTOM tickets so we will know how this affects their overall budget. > Jude, please email CQRs to the following charter companies: Adventure By Dawn, Dillons, Hunt Valley, & Martz (VA). __x__ JM 10-3-11____ 10/5/11: > BJS ran rtates and then completed PTP adn emailed packet to CJ and cc'd JAF. > emailed files to CJ. > Made some suggestions to CJ on how to bring down cost, if needed - Please see attached for tomorrow's meeting with Cabin John MS. I realize it is a bit over his budget, but as we know, NYC is a $200 per day trip. WE are slightly below this, but definitely above his $200 - $300 requested budget. Not a whole lot to cut that isn't merely smoke and mirrors;although, here are some options: > Change John's Pizza in Times Square to Dallas BBQ and save about $15pp. (I used John's Pizza because he suggested / requested it). > Delete the Create A Video and save $10pp. > Of course, the two meals en route at $10 each could be on own and that would be another $20 of savings (superficial of course, but may be what he needs to get it approved). Just some ideas . . . > In case he asks, the Phantom tickets are available and the order has been confirmed. > Also, here are the projected due dates based on his travel dates: Contract & First Payment - one month from requesting the Contract Second Payment - 02/10/12 Form Set - 03/12/12 Final Balance - 03/27/12. 10/21/11: > Per CJ - > Delete Create A Video. > Replace John's Pizza with Dallas BBQ Times Square. > Replace MET Museum of Art with NBC Studio Tour. > Jude, needs charter quote from DC Trails for a 55 and a 61 passenger coach. Please send CQR per SOP. > BJS adjusted attachments accordingly. > BJS ran rates and then created PTP Rev 1. The savings was $20pp. > BJS updated rates on Bible screen. > BJS scanned complete PTP Rev 1 Packet and emailed to CJ. > BJS called CJ re: his mentioning that he may want the larger capacity coaches in case his group grows. BJS explained that we need to get an idea of how serious about this, for we only have rooms and tickets, etc. for the 82 max he was originally projecting. __x__ JM _10-24-11___ 11/7/11: > BJS sent EM to Cindy asking for update (hotel is getting very anxious). 11/11/11: > Per CJ, trip is a go and they are ready for Contract. > Jude, please request charter contract from Hunt Valley, then pass file along to HMS. > HMS, as this is going to K, please review and proceed as needed. CN to mail before Thanksgiving, I hope. Thanks! __X__ JM __X__ __X__ HMS __X__ 11/28/11 >HMS - NO radio city tour that entire weekend. Trying to get lincoln center. Have to switch NCB around. 11/30/11: > HMS updated attachments. > Lincoln Center Tour will replace Radio City. > BJS updated IOG. > BJS completed CN. > K and first $ due: 12/22/11. > JM, process per SOP adn mail via FXSON. Thanks! _x___ JM _11-30-11___ 11.30.11: >CAJ - Received a message from Scott - he will be adding more students and wants to get confirmation prior to signing the Phantom of the Opera ticket request to make sure he gets enought. 12/6/11: > Per CJ's em from Scott. > Group to be significantly larger than expected. > Plan on 120 students and 10 - 15 adults / chaperones. To be safe, BJS and HMS agreed that we would up numbers to 140 (125 + 15). Better to have toom many and not need them than to need them and not be able to get them. > BJS updated Status Schedule, IOG, and Bible Screen. > JM, please secure a 3rd coach from his charter company. > BJS will increase room block at Hotel. > HMS, please review and proceed as needed. > CN has already been sent to Client (based on the original numbers) and will need to be updated ASAP, so please alert BJS once all is in order. K and deposit are due 12/22/11. Thanks! __x__ JM _12-7-11___ ____ HMS _x___ 12/8/11 Per scott OK – I found one more in my mail box. We have stopped enrollments today. Band 53 Orch 36 Chorus 49 Total 138 THIS IS STUDENTS ONLY!! > Asked for new INV and needs it by Friday AM since his bookkeeper is going to be out for several weeks for surgery. 12/8/11: > Per HMS conv with Scott, new max count appears to be 147 (137 + 10). > BJS updated Bible and IOG accordingly. > BJS will need to send updated CN pages as soon as time permits. 12/9/11: > BJS sent revised INV via EM and fax, $14,700.00, due: 12/22/11. > BJS will also send revised pagaes for his CN next week. > Will be a total of 8 comps. 12/13/11: > Rec'd Official Travel Planner Letter. 12/16/11: > Rec'd check #11134, $14,700.00. Firtst Pament INV is PIF. > BJS updated DOF numbers in individual attachments and corresponding rates, then ran revised QUOTE Worksheet based on the new count, etc. > BJS prepared REVISED CN pages, scanned and then emailed to Scott, CJ and JAF. > Also mailed hard copies of the reivsed pages to Scott at the MS. 1/24/12: > Rec'd em from Scott - I may end up inviting a few parents to fill seats and want to give them a price with single, double room rates, without workshops. Let me know and I’ll see if I have any takers. 01/24/12: > BJS replied that he can deduct $29 for these fill up the bussers. 01/24/12: > rec'd signed copy of K via email. > JM, please process per SOP and mail copy back to group leader, Scott Herman. > HMS, as this group is now UNDER CONTRACT and monies were rec'd, please proceed as needed - Thanks! __x__ JM 1-25-12____ ____ HMS ____ 1.24.12 >CAJ - sent Scott a reminder for his up and coming deadlines due to CCIS. 2/15/12: > Rec'd check #11182, $20,466.50. 3/12/12: > Rec'd complete Form Set. > Total Pax = 155 (141 + 14) > Rms / Pax 35 Q / 140 01 T / 003 06 D / 012 00 S / 000 TOTALS = 42 ROOMS and 155 PAX (141 + 14). > These numbers are actually above K counts, so no changes required. > BJS updated IOG and Bible screen accordingly. > Scott had removed CAV at the beginning, so no CAV order to be placed. > BJS faxed RL Packet which JM prepared to the hotel. > HMS, as these numbers are now FINAL and GUARANTEED, please review and proceed as needed. Thanks! ____ HMS ____ 4/23/12: > Rec'd check #11225, $24,209.50. > Pending no other changes, account is PIF.
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