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General Trip Information
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Fri May 06, 2016
Trip Name
Christiansburg High School Choir-New York, NY-04-11-2013
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Youth
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Escorts
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Date:
Time:
End
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Time:
Contract
Due
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Deposit
Due
Received
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First Payment
Due
Received
Final PAX
Due
Received
Final Room List
Due
Received
Hotel Info Form
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Balance
Due
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Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
5/31/12: > Rec'd check #1,077.00 Advance Deposit so group gets 6 comps. (BJS included 4 in quote, so 2 we be true comps). NO CAV Group Travel Video! 7/25/2012: > DSC spoke with client > NYC > pretty much follow format from last trip in 2011 > really wants to stay in Manhattan, would like to have PTP quotes on staying in Manhattan and in NJ. > 2 B'way shows > All meals > Sing in a Cathedral - St. Johns good > Top of the Rock > NBC Studio tour > Times Square time > Get bus quotes > Budget - $700 would like to be below $700 > I think if they need to stay in Manhattan and keep the busget below $700 then that quote should show a 2 night trip. I think with concessions, the 3 night can work if they stay in NJ, which I know she does not want to do. My thoughts only. 9/12/12: > Mandi sent e-mail looking for Proposal. Please advise when I can tell her to expect it. > In addition to the above: > Rather than all meals - b'fast and dinner - lunch on own. > Bus Company request - Sunshine Tours - Dublin, VA. > would like to go to the 9/11 Memorial 9/20/12: > BJS completed IOG. > BJS sent specs to BMG for Manhattan hotel. > BJS made a few attachments (No CAV dvd) > HMS, please review and add / update attachments as needed. We already have a $4000 advance deposit from this group, so I'd go ahead and make reservations as you see fit. . . > JM, please attach and send CQRs to Sunshine Tours, H & R and Abbott for 1-55. > Plan to complete PTP and send to client NLT Monday, 9/24/12 - even if all the charter quotes are not in house. Will NOT be doing Power Point since this client does not require. __X__ HMS _9/21/12___ _x___ JM __9-21-12__ 9/30/12: > BJS ran rates and then completed PTP. Was concerned with rate and then saw that in 2011 Q was $725, so BJS then OK with $729 in 2013, just a $4 increase. > BJS scanned PTP Pack and emailed to Mandi, copied DSC. > Still awaiting quotes from Sunshine & Linkous Christian Tours. 10/5/12: > BJS attached Crowne Plaza Meadowlands as a NJ option based on rates given to us by BMG at $129 ++ and continental at $10pp. > Made Hyatt Place in NYC inactive as well as their b-fasts for the time being. > These rates for the exact same trip, but a NJ hotel would be $659, $719, $819, & $1109. > BJS sent rates to DSC so she can share with Mandi and get her decision on hotel as well as charter company so we can get this to K. > Breakfast & travel times will need to be adjusted if they decide on the NJ hotel. 10/12/12: > DSC spoke with client > has 70 people already signed up, so BJS updated numbers on Bible Screen to 80 (70 + 10). > BJS sent Em to BMG alerting them to larger group / alarger room bliock and the fact that she really dioes want to stay in Manhattan at the Hyatt PLace Midtown as originally presented. > JM, please call Jessica at Venuter and see if they have an 81-passenger coach available over these dates and if so, please send CQR. > Delete the Radio City Music Hall tour in its entirety. > BJS updated IOG accordingly, but made no changes to attachments in the system. _x___ JM __10-12-12__ ___X_ HMS __10/12/12__ 10/17/12: > DSC spoke with client > Go with Venture 81 PAX > Move 9-11 to Radio City spot if possible > Stay In Manhattan > Go to Contract YEA!!! 10/24/12: > BJS confirmed Hyatt Place NY Midtown South can accommodate the larger group size and Melissa assured me all is set! > BJS sent K request email to Jessica for their 81 passenger coach. > BJS made change to IOG, putting 9-11 Memorial on Saturday AM, just prior to shopping on Canal Street. > BJS updated IOG with the 9-11 Memorial at Ground Zero in lace of the 9-11 WTC Tribute Center since this is more in line with what the students will want to see, not the Tribute Center since it is so emotional. > BJS added the attachment for the 9-11 Memorial at Ground Zero > HMS will cancel the one at the Tribute Center and then remove as needed. > Rec'd BSSF via fax. Group is seeing two (2) Shows and list in order of preference = 1. Wicked 2. Newsies 3. Mary Poppins 4. Blue Man Group 5. Stomp 6. Lion King > Also, I checked the inactive box on Radio City Tour since she deleted it a revision or so ago, but the UNDER CONTRACT box was checked, so I thought you might want to check into this . . . Thanks! ____ HMS ____ 10/31/12: > BJS called DSC and we discussed charter choices. Very limited!!! > She doesn't want to use Abbott, Quick out of Staunton, VA is the next cheapest for their 2-47s, +/- $300 more than the rate for Venture's 81, had it been available. > Debbie is going to get in touch with mandi and see if we can complete her K using Quick and advise ASAP. As of this morning, Jude checked, and both Abbott and Quick still had coaches available. 10/31/12: > DSC spoke with Mandi. > Dissapointed about the 81 pax but understands. However, if 1 does come available she would like it! > Her main concern is a nice, clean bus. Nothing ancient! > Withthis said, go with one 55 and one 47 from Quicks if nice, newer and clean. > if not, go with Abbott. > PLeae advise dsc with whatever we get. Thanks! 10/31/12: > BJS sent EM to DSC - Debbie: I am not making this decision for her, for as soon as I do, it will be the wrong one! If you want to call Quick’s and talk with them about their coaches, you are more than welcome so to do. Just let us know who we are to get the K from and the bus capacities. The number to Quick’s is (800) 572-4044. Thanks :-) 11/14/12: > BJS completed PTP K Version. > BJS then completed and processed CN so DSC can deliver to Mandi here at The Homestead. > K and First $ due 12/14/12. > Advance Deposit of $4,000.00 in May 2012. 11/17/12: > rec'd signed K at VMEA. 11/28/12: > JM, please process signed K per SOP. > HMS, as this is now UNDER CONTRACT, please review and proceed as needed. Thanks! __x__ JM _11-28-12___ __X__ HMS __11/28/12__ 11/30/12: > DSC heard from client, see below and advise. > Now, official question. I'm trying to calm down my nerves about numbers. I know we currently have a 55 pass bus and a 47 passenger bus. I also know, there's no way we're going to lose enough to get down to the 55 passenger bus only. So, I wanted to see if it was possible to get two smaller buses, 47 & 47? It's going to be easier to try to get 20 more kids than 30 more. Essentially, I'm trying to figure out the smallest combination of seats on two buses.....that will be the number of tickets I need and hotel accommodations. I currently have 70-80 travelers, but I don't want to take a half empty bus....way too expensive! I'm working with some of our coaches, and I'm going to try to get some more kids to join us to fill that second bus. > Jude let me know what you find out. THanks! 12/4/12: > Rec'd WICKED OK to Pay via fax. > Is is for 90 tickets and our maximum on the order was 80! > HMS, please proceed as needed and see if we can get the 10 additional tickets she is requesting. > BJS called DSC and asked her to be in touch with Mandi to see if she can give us a really strong ball park number on how many hotel rooms she is going to need. Since the hotel's Attrition Clause was quite strict, the room block is pretty tight based on 80 pax, so if she is now planning on 90, we need to knwo so we can adjust all reservations, including the size of the hotel block, as needed. ____ HMS ____ 12/11/12: > Rec'd Travel PLanner Letter. > BJS sent another EM to DSC asking her for update on Mandi's guesstimate on the size of the room block. 12/14/12: > Per DSC, Mandi is thinking 25 - 28 rooms, so BJS updated block and then also updated numbers in system and on Status Schedule to 90, since she sent across the OK to PAY for show tickets at 90 pax. > Please review and proceed as needed with this higher number (10 more than the 80 previuosly expected). ____ HMS ____ 12/18/12: > Rec'd check #1105, $11,000.00. > This is a partial payment to INV #5341. Balance due on that INV is $7,500.00. 1/10/13: > Per client: *Newsies *Blue Man Group *Stomp *SpiderMan, Turn off the Dark (I hear it's a fun spectacle now....probably something high schoolers would love) *Lion King I hope that helps. Our check will go out certified mail tomorrow afternoon....I confirmed that today. Thank you so much!! Mandi 01/14/13: > Rec'd check #1106, $8,000.00, so the First Payment INV, which was due 12/14/12, is PIF and there is $500 applied to the Second payment INV. . . 01/31/13: > Re'cd OK TO PAY for 76 Spider Man Tickets alsong with this note - Good morning! I had my fax form ready to send this morning....I wanted some extra time last night to double check numbers, etc. This morning, our area was flooded from crazy rains yesterday evening, so they had to close schools. So, I fixed the form into a PDF and it's attached. We need 76 tickets....At the point we bought Wicked tickets, our numbers were growing and looked to be close to 90....I was trying to fill up both buses to keep the costs shared between more people. But, that was not as successful as I'd hoped, so we are at 76 people, and will just have to pay more for two buses and try to sell 14 Wicked tickets. More inconvenient than I was hoping, but that's how things work sometimes.....oh well. Thank you for all you do! Let me know if this gets to you correctly, or if I need to do any fixing. I almost have the room list ready to send and will to you early next week. Thanks!! _X___ HMS ___2/6_ 2-8-13 >JM received Final PAX, Room List, and Hotel Info Form 2-12-13 >JM processed Hotel Room List Packet to include the following: 17 Q/68 1 T/3 3 D/6 TOTAL 21 Rooms/77 PAX 03/10/13: > BJS reviewed numbers and due to Wicked and Spider Man being a total of $35.35 over their $140 budget, BJS updated rates on Bible Screen and Final Invoice accordingly. > Also charged for the 13 extra Wicked tickets at $119.16 ea. > BJS emailed and mailed Final INV #5384, $42,867.93. > Made due 03/22/13, since BSJ was late sending out Final Invoices. 3-13-13 >JM EM REVISED Room List to include: 2 Qnt/10 pax 16 Q/64 pax 1 T/3 pax TOTAL 19 Rooms/77 pax (64 + 13) 3/21/13 > Spring Break is 3/28/13 thru 4/1/13 > Home Address is correct under Directors/Contact Person 03/25/13: > BJS emailed and mailed the Revised Final Invoice for the Choir’s up-coming trip to NYC. > The invoice reflects the changes she made to the Room List in an effort to bring down the overall cost of the trip. > BJS also issued a “courtesy credit” of $10 per paying participant to help offset a portion of the show ticket surcharge. > Final INV #5384, $40,537.93 - due: 03/22/13. 04/01/13: > Rec'd check #1114, $40,537.93. > Pending no further changes, account is PIF.
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