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General Trip Information
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Fri May 06, 2016
Trip Name
Shaler High School Music Dept.-Chicago, IL-04-25-2013
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Shaler High School Music Dept.
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Trip Notes
( Print Note )
( E-Mail Corporate )
School to Hotel (Palatine, IL) = 491 miles / 8.5 hrs non-stop Hotel to downtown Chicago = 30 miles 5/4/12: > BJS completed PTP and emailed to Kristen and tghe other three folks I had emails for . . . > Was purposefully generic since they seem to use us for nothing more than a bid requirement. 5/7/12: > BJS sent EM to Kristen with rates for 275 total pax using 5 coaches instead of 283 on 6 busses. - Kristen: This past Friday afternoon, I emailed you a proposal for the Shaler HS Music Department’s trip to Chicago in April 2013. The proposal included rates based on a total of 6 deluxe motor coaches giving you a total coach capacity of 330 participants, 47 more than you are projecting. With that in mind, I thought it would be prudent for you to have rates with just 5 coaches, or a total capacity of 275 participants. Based on 5 coaches and 275 trip participants, including 14 complimentary packages, your per person package rates would be as follows: Student Adult Quad $591 $526 Triple $641 $576 Double $721 $656 Single $940 $875. Please advise as soon as possible as to any changes you may wish to consider and we will be happy to oblige. I look forward to our work together! 5/8/12: > Rec'd response from Kristen - Thank you so much for your proposal. George Tepshich (the band director) Shirley Rankin (the orchestra director) and I will take a look at it. We appreciate your promptness. You should be hearing from us in a few short weeks after we get out of the craziness of spring concert season. We appreciate your patience and work. I have also included George and Shirley’s e-mails on this e-mail so that you can have them for reference. Please include them on any further communication. 5/8/12: > BJS replied - Thanks Kristen. I did want to mention that based on the attractions you are wanting to include, the trip could quite easily be done in a 4-day / 3-night outline, Thursday – Sunday. I see no reason to spend the student’s hard earned fund-raising dollars on an extra day and night, if we can accomplish all that you want in a shorter, more affordable time frame. Please let me know ASAP If you are interested in having us pursue this option and provide rates accordingly, we would be more than happy to do so. Thanks again and I look forward to hearing from you soon. 5/25/12: > Rec'd EM from George - Bryan: Our music department looked over the itinerary that you sent and everything looks great. What would the cost difference be if we added a Tour Director? Also, we would like to keep the trip to 5 days (Thursday – Monday). Could we look at adding the Lincoln Park Zoo and possibly the Museum of Science and Industry? How much would this change the price for the students? Thank you again for putting together this proposal so quickly. We are looking forward to hearing from you. George, Kristin, and Shirley 5/25/12: > BJS and Step discussed and then she sent response - Good afternoon George So nice to hear from you! Yes, we will be able address your requests and I look forward to discussing the specifics with you very soon. Let's try to meet early next week, perhaps Tuesday or Wednesday? It would be great to have the chance to meet with as many as possible who are going to be involved with your trip, teachers and boosters, so we can all have the opportunity to discuss and ask questions as they arise. A very efficient and thorough way to do this is to schedule an online GoToMeeting, so all participants can log in and conveniently see and participate in reviewing the details of the proposal. Let me know what time best suits the schedules of you and your colleagues so we can get started! In order to arrange a GoToMeeting, we will need the names and emails of everyone you would like to participate, as soon as possible, so we can be sure to send them the invitation and instructions to join the meeting! I appreciate the opportunity to work with you and your colleagues and I look forward to meeting you soon. Thanks so much! Stephanie Maharg, Account Executive 5/30/12: > Rec'd response from Kristen - Hello, We have decided to keep just the directors in this planning meeting. All other information may go to directors and trip coordinators, but we would like to keep the decision making closed. The following people will be attending the GoTo Meeting: Shirley Rankin rankins@sasd.k12.pa.us Kristin Demsey demseyk@sasd.k12.pa.us George Tepshich tepshichg@sasd.k12.pa.us We have decided that tomorrow around 11:24-12:06 works best for our schedules. Thanks 5/30/12: > BJS replied - Kristen, this is great and definitely a good idea to keep it to the directors, for “trip by committee” hardly ever works since you can never please everyone and someone’s ideas inevitably get left out. I will set up the GoToMeeting for tomorrow, Thursday, for 11:30AM. I will forward the specifics for joining the meeting momentarily. Thanks again and I look forward to meeting with you and your colleagues! Bryan > BJS then set up GoToMeeting and sent out invitations - Here are the specs for joining tomorrow’s meeting at 11:30 AM. GoToMeeting automatically sends out this information as well; however, it is sometimes in a format that, depending on your computer software, is difficult to read. 1. Please join my meeting. https://www4.gotomeeting.com/join/391643471 2. Join the conference call: Dial +1 (213) 493-0622 Access Code: 391-643-471 Audio PIN: Shown after joining the meeting Meeting Password: Shaler Meeting ID: 391-643-471 5/30/12: > BJS reviewed all notes and PTP we sent earlier this month and then created IOG. > BJS and HMS made decisions as necessary and then HMS made calls to get confirmations as needed. > Updated Attachments, and Revised PTP and also revised rates. > HMS completed Power Point presentation for tomorrow morning's GTM at 11:30AM. 5/30/12: > Rec'd very nice EM from George - Bryan: Thanks for setting this up. I’m not sure if you remember me from a few years ago. The choir director then, Beth Carland and I contacted you for a quote and she felt strongly about another company. I have been interested in your tour company for a while now and I am excited to finally be working with you. I have heard great things about CCIS and look forward to building a relationship between the Shaler Music Department and your company. Talk to you tomorrow. 5/31/12: > What a morning, Holiday Inn Express has decided they do not have sufficiant DDs for the group, so unbeknownst to the group - since they never knew which hotel they were staying in to begin with due to vague PTP, we are now at the Renaissance Chicago North Shore. > BJS updated Power Point Presentation and rates accordingly. > BJS, Geo, Kristen, Shirley & SM had a GTM. > Very pleased and excited about working with CCIS. > Delete Tour Escort, they have decided they do not need as they have been doing trips for years. BJS to delete $4 from the pp package rates. > Need to see charter quote from Butler Motor Transit, BJS agreed to request today. > Want to add rehearsal at hotel the night of arrival. 3-hr block for one ballroom type space - they will bring their own music stands. BJS sent request to Ninffer to check on this with the hotel. > Need to have us send 1 CN and then individual invoices for the band, choir & orchestra since they will all be paying from their individual booster groups. > BJS explained that it is one iPad for the group, NOT one for each director. > Also, One Site Visit for the group, NOT one for each Director. > Approximate breakdown at this point, by genre = Band 168 (150 + 18); Choir 102 (90 + 12); and Orchestra 28 (25 + 3). > Their last day for the year is 06/15/12, so they want CN ASAP and to have K and first payment due to CCIS by 6/18/12. > Stephanie Maharg will deliver as soon as we have all decisions finalized. 6/1/12: > BJS sent Em to staff with answers required frmo yesterday's meeting. Kristen, Shirley & George: Thank you again for the time you shared with us yesterday and for the opportunity to serve as your group’s travel provider for this coming year’s Chicago Trip and hopefully for many years to come. Your confidence in CCIS is truly appreciated. The answers you were requesting at yesterday’s meeting are as follows: 1. Rehearsal at the hotel. A 3-hr rehearsal has been scheduled at the Renaissance Hotel from 8:45PM – 11:45PM on arrival day, Thursday, April 25, 2013. The space will be at your disposal during this time and CCIS is happy to provide this at no additional charge to your group. 2. We have deleted the Escort from the package and reduced per person package rates by $4 ea. 3. Butler Motor Transit. I have received the quote from Butler Motor Transit ($6,188.00 / 56) and all five (5) Per Person Bus Cost Charts are attached representing each quote received. Remember, these rates include the coach & driver, driver accommodations and parking. In order to complete your Group Leader Handbook and have it delivered early next week, please provide the following at your very earliest convenience: • Charter Company Choice • Who is going to be our main point of contact for the Department – Kristen, George or Shirley? • Since we are going to be generating separate invoices for the band, choir & orchestra, do you want the invoices addressed each director’s attention at the school or would you prefer that we send them to your respective booster organizations? If the boosters, please provide the name of the contact / officer to whom it should be sent, as well as the mailing address, daytime phone and email address for each group. Thanks again and I look forward to hearing from you soon. Do not hesitate to contact me if you have any other questions or concerns. Bryan 6/4/12: > Rec'd EM from Kristen - Thank you so much for the promptness. We are very pleased and will be looking forward to signing a contract with CCIS. To answer to following questions: • We have chosen to go with Butler Motor Coach • George Tepshich will be the main contact • You can send the invoices to Shaler Area High School addressed to each director. 6/5/12: > BJS completed CN and SM picked up to deliver tomorrow AM. > New numbers, based on our GTM meeting on 5/31/12 = 298 (265 + 33). > BJS updated Bible and IOG accordingly. > K and 1st Payment due: 06/15/12. > HMS, as K has been delivered, please review and proceed as needed. Thanks! ____ HMS ____ 6/6/12: > Geo emailed BJS - thought CN looked great. > Thought first payment wouldn't be due until 01/24/13!!! > BJS replied via EM - I am sorry for any confusion, the due date of January 24 is actually the next to last payment, with the final balance due on March 8. The earlier payments are not auto generated in our system since they are dependent on when a group requests their contract. That being said, I can easily move the September 14 payment to October 12, 2012. Would that work better with your fundraising calendar? As for the June payment, if you are not able to send that at this time, I understand completely, for there are very few booster groups that carry a significant balance over the summer. As you can understand, due to the size of your group, there are some deposits that must be made prior to October, so if there is any way you can send a portion of initial payment, maybe a third or so of the invoiced amount, that would be extremely helpful. Please advise what works for you and your colleagues and I will revise the paperwork accordingly. 6/6/12: > Geo replied that he understood and did not think that 1/3 of the initial payment would be an issue. 6/15/12: > Rec'd signed K, as well as Travel Planner Letter and 3 checks totaling $8,435.00. 9/7/12 >EM received from Shaler music dept. with questions regarding upcoming trip. Answered by both BJS and SM. 9/12/12 >SM EM Mr. Tepshich requesting ensemble names and director names in order to proceed with registration. 9/13/12 >EM received from Mr. Tepshich: Hi: I have a few questions for you/festivals of music: * I noticed on their website that the music categories changed? Is this accurate? It used to be A, AA, AAA. Yesterday I only saw two categories for concert band – Music grades 1-3 and Music grades 4-6? * The marching band has always competed in the AAA division (85+). This year we have 10 - 8th graders in the marching band of 150. Do we need to now be classified in the Junior/Senior category, even though there are only 10 of them? Shaler Area High School – 381 Wible Run Road, Pittsburgh, PA 15209 High School Size – 1565 students Band – M. George Tepshich, Director Total Band/Auxiliary students (roughly 150) Marching Units: * Marching Band – 150 members, competition (mainly grades 9-12, with 10 - 8th graders) * Marching Drumline (indoor) - competition * Majorette Squad – competition * Silk Drill Team – competition * Dance Drill Team - competition Concert groups: * Concert Band – competition, grade 3 music (roughly 100 students) * Wind Ensemble – competition, grade 4 music (roughly 50 students) * Jazz Band – competition, grade 4 music (17 students) Choir – Kristin Demsey, Director -All choirs will be competing -Total Shaler Choir students (104) A lot of cross-overs between groups * Concert Choir - 93 Members , MC-HS-A-C (Mixed Chorus) * Women's Chorus - 32 Members, WC-HS---C * Chamber Choir - 33 Members, MC-HS-A-C (Mixed Chorus) Orchestra – Shirley Rankin, Director * String Orchestra, competition 9/13/12: > SM received EM from George Tepshich with the following questions: I have a few questions for you/festivals of music: * I noticed on their website that the music categories changed? Is this accurate? It used to be A, AA, AAA. Yesterday I only saw two categories for concert band – Music grades 1-3 and Music grades 4-6? * The marching band has always competed in the AAA division (85+). This year we have 10 - 8th graders in the marching band of 150. Do we need to now be classified in the Junior/Senior category, even though there are only 10 of them? 10/11/12: > Rec'd check #3222, $20,000.00 from Choir Parent Assoc. 10/19/12: > Rec'd check #1041 from Band Association, $23,580.00. 10/19/12: > SM spoke to John Rihn, booster organization contact, regarding the meal plan and the 5 meals "on-their-own". John was confused regarding how many meals were included in the package, versus how many were to be on their own, without CCIS involvement. After discussion, John felt CCIS should provide a proposal to add lunch at Ryan's or Country Buffet on Thursday, a box lunch catered by the hotel on the competition day, a $10 meal credit during the shopping time at Watertower, as well as a $10 meal credit for lunch on the way home on Monday. (As a side note, I felt John was suggesting that CCIS was ripping them off in some manner, which obviously could not be further from the truth, but felt by the end of our conversation, that the current meal plan was understood, as well as the options to add on addtional meals which would in turn, result in additional cost to the package price per participant.) 10/20/12: > BJS researched Golden Corral & Buffets, Inc. locations for Thursday's & Monday's lunches. > Use the Golden Corral at 135 E DOUGLAS RD MISHAWAKA, IN 46545 for Lunch en route, Thursday. It is 365 miles from Pittsburgh (6 hrs non-stop) and 90 miles from the Museum of Science & Industry in Chicago (2 hrs non-stop). > Use the Hometown Buffet, 5259 AIRPORT HIGHWAY, TOLEDO, OH 43615 for lunch on Monday. It is 235 miles from hotel (4.5 hrs non-stop). > BJS adjusted IOG accordingly, including the Addition of a Box Lunch from the hotel on Competition Day and a $10 Meal Credit for Dinner while shopping at Water Tower Place. > JM / HMS, please add to system etc., as needed. Thanks! > BJS added $10 Meal Credit attachment for Dinner while shopping at Water Tower Place. > BJS sent EM to hotel contact re: Box Lunch on Competition Day and will add it to the system once we have menu and rate. > Before any of this becomes 100% contracted inclusions, it will have to be approvedd by the group, including the rate for theis meal package up-grade. _x___ JM _10-22-12___ __x__ HMS __10-22-12__ 10/22/12: > Rec'd check #117, $3,930.00 from the Orchestra Parents. 10/22/12: > BJS sent Site Visit & Upgraded Meal Package Plan to SM for her call with George tomorrow morning at 8:10 AM. Here is the information for your call tomorrow morning with George: Site Visit 1. Dates for Site Visit are confirmed – Friday, 11/30/12 thru Sunday, 12/02/12. 2. Hotel reservations have been made for 5 pax for two nights each. 3. We have received one comp room night, with Breakfast, for each of the 5 guests. 4. The second night will be at their own expense and the rate will be $89 + applicable taxes / fees. 5. Hollie is working on other comp inclusions and we should have those finalized by week’s end. 6. John Farinelli will be sending a check to George in the amount of $445.20. This is for two (2) roundtrip airline tickets between PIT & Chicago – O’Hare ($222.60 ea.). 7. This price is based on – a. American Airlines FLT #4010, Departing PIT on Friday, 11/30/12 at 9:55AM – Arriving Chicago O’Hare at 10:35AM. b. American Airlines FLT #4095, Departing Chicago O’Hare, Sunday, 12/02/12 at 4:30 PM – Arriving PIT at 6:55PM. c. They can then use this money to purchase whatever tickets they want, as CCIS does not purchase the actual airline tickets. Encourage them to do this ASAP, for rates change daily, sometimes even within the same day. d. I found this flight information at www.kayak.com a few minutes ago. Meal Plan 1. No problem upgrading to the All-Inclusive Meal Plan (Lunch Thursday – Lunch Monday). 2. Per John Rihn, all aspects of Monday’s Dinner en route will be taken care of by the Boosters. 3. Rate = $45 per person and the terms / comps, etc. are the same as they are for the rest of the package. 4. Additional Meals – a. Lunch Thursday en route (Golden Corral) b. Box Lunch Friday at the Competition Site – catered by the Renaissance Hotel c. $10 Meal Credit for Dinner Sunday at Water Tower Place. d. Lunch Monday en route (Hometown Buffet). For your use, I have attached the updated IOG which includes the Meals as outlined above. Thanks Stephanie, I think this should pretty well take care of it. 10/23/12: > Per SM's conv with George this morning - > One change to extended Meal Plan - $10 Meal Credit for lunch on the way home, Monday, 04/29/12, rather than a Buffet stop. > BJS updated IOG and attachments accordingly. > Rates will increase by $45 per person, so BJS updated rates on bible screen as well. > Contract Addendum to go out later this week once we have all of Hollie's comp info on the Site Visit Trip. 1/4/13 >SM received EM (copied and forwarded to Bryan)from George and Kristin with the following questions as a result of their site visit: Hi Stephanie: The last few weeks have been a whirlwind. I apologize for not getting back to you sooner. Here are a few of the questions that we had from our trip: * How are we organizing the kids on the trolleys? Does it matter how we split them up? We have 9 trolleys. How many seats are on each trolley? Are those just our 9 trolley's or will the public be mixed in? * Where do we catch the trolleys from? * Can the Trolley's drop us off at Blue Man Group or do you already have another plan for that day? * How are we eating/getting the boxed lunches from the hotel on competition day? * What is the plan for Water Tower Place? * Is it too late to switch Pizza places? Possibly Gino's to Connie's? If we already in a contract I understand. I think that is it for now. Talk to you soon. Thanks!! George and Kristin SM replied with BJS' input via email. 1/16/13: > Rec's HIF via EM. > BJS printed adn put in Correspondence File as it is not due until 2/22/13. Will process when all other forms are received. 1/17/13: > Rec'd check #128, $3,930.00 fro Orchestra Parent Assoc. 01/22/13: > Rec'd check #1069, $60,414.00 from Band Boosters. 01/23/13: > Rec'd check #3247, $23,568.00 from Choir Parent Association. 01/31/13: > BJS sent EM to SM asking her to confirm the list of competing ensembles so we can alert FOM of any changes since they are starting their scheduling process. 2-19-13 Received Final Pax and Final Room List 2-20-13 >JM processed Hotel Room List Packet to include: 62 Q/248 4 T/12 18 D/36 1 S/1 TOTAL 85 Rooms/297 Pax 03/20/13: > BJS reviewed and updated dollars based on actuals where he could. > Will have to complete actuals FPGF QUOTE once HMS has completed all ordering and actual amounts paid are in the system. > BJS EM'd and mailed Final INV #5396, $54,066.00 and made due 03/27/13. > This was a single Invoice for the entire Department wide trip. If needed, we could do individual invoices for the band, choir & orchestra; however, we would need to know how they want us to treat the 14 comps and who is getting charged what for the 6 busses. > BJS called SM and discussed so she can discuss with George and if he wants individual invoices for each group, we can easily generate these for him by dividing the comps and busses on a per person / percentage basis. There are a total of 166 Band, 107 Choir & 24 Orchestra participants. 03/20/13: > Per SM, they would like the individual invoices. > BJs then emailed and mailed the following: > Band = #5397, $17,107.30 > Choir = #5398, $24,300.85 > Orchestra = #5399, $6,718.20 > Total due on Account = $48,126.35 > BJS ISSUED CREDIT FOR MEAL CREDITS ($20pp) ON THESE INVOICES!!! 4/2/13 > EM received from George regarding invoices - forwarded to BJS to double check. 04/05/13: > SM and BJS went thru George's numbers and it appears as if he has enough for the 7th coach. > BSJ to send invoice for the transportation up-charge, to each group NLT 4/8/13. 4/8/13: > BJS em'd and mailed Invoices for the transportation up-charges to band, choir & orchestra. > Band INV #5414, $3,459.44, due: 04/15/13. Total due from band = $20,566.74. > Choir INV #5412, $2,229.88, due: 04/15/13. Total due from Choir = $26,530.73. > Orchestra = INV #5413, $500.16, due: 04/15/13. total due from Orchestra = $7,218.36. > Grand Total Due on account = $54,315.83. 04/11/13: > Rec'd check from String Parents Assoc., #134, $5,982.78. > According to BJS math, Orchestra still has a balance of $1,235.58. > Band & Choir still have balances as listed above: $20,566.74 (BAND) and $26,530.73 (CHOIR). > Total due on account is $48,333.05 04/15/13: > Rec'd checks from Band & Choir Boosters - > Band = #1106, $22,385.56 > Choir = #3258, $25,698.55 > Two checks total $48,084.11 > Balance due on account = $248.94 (not sure which portion of the group this should come from since they all seemed to pay a bit different than what was presented on the last set of invoices. . . ) 04/18/13: > Rec'd check #1157, $148.94, from Band Boosters. > Balance due on account = $100.00 04/22/13: > rec'd $100 check from Choral Boosters. > Pending no other changes, Account is now PIF.
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