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General Trip Information
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Wed Sep 18, 2013
Trip Name
DeMatha High School Music Department-New York, NY-04-10-2014
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Trip Notes
( Print Note )
( E-Mail Corporate )
Hyattsville, MD to NYC = 230 miles / at least 4 hrs non-stop. Trip Specifics: 1) We will perform a competition with Fiestaval. 2) One day in NYC. 3) Meals included 4) Top of the Rock 5) Phantom of the Opera (matinee) 6) Hotel in New Jersey Do not need bus and no security since they bring their own. All boys school. They do not get to compete during the school year since they are private so they need to attend Festival's and have always only used the Festival Companies for their entire trips. Will do bus on their own and have staff that are security for the boys. 7/8/13 > Carlos called and spoke with BJS - BJS said he would check on PTP status and get back with him this afternoon. > BJS sent specs to BMG. > Also sent EM to Jenny at Fiestaval with several questions. 7/8/13: > BJS called and LVM for Carlos, will schedule GTM for PTP presentation at 11AM on Thursday - if that is good for him, just accept the invitation, if not, call me ASAP and let me know what works for him. > BJS sent INVITE - PW = New York. > BJS started IOG and also sent EM to Alyssa re: Phantom tickets. 7/10/13: > BJS completed IOG and then made attachments. > BJS ran rates, completed PTP and then Power Point for tomorrow morning's GTM. > BJS also sent EM to Jenny at Fiesta-val to see what their typical 3d/2n package runs, especially since we are paying $110 for FO package and it really includes nothing. > She could not provide any specifics for 2014 (imagine that), but she did say that last year a 3d/2n cost $225 Q for festival, breakfast and 2 hotel nights at Marriott Park Ridge, NJ. See ful email in Fiestaval attachment. > BJS emailed PTP and IOG to CJ, just she she'd know what we presented on Thursday (She is in vacation and will not be present). 7/11/13: > BJS met with Carlos via GTM at 11:00Am on Thursday, just before haeading off to Orlando and Mexico. > BJS was not expecting much as our price seemed high based on the budget number he submitted on the RFP. > BJS was pleasantly surprised during meeting as Carlos seemed very impressed. He understands how Fiesta-val is $110 of our price right off the top - doesn't seem to mind that they are going to be charging his group over $25,000.00 juts to be in their festival and go to an awards ceremony at a HS on Saturday morning where they will have some sort of entertainment. They typically have 9 ensembles compete. > Made some changes to the IOG - > On Thursday, after check in, have pizza dinner at the hotel and rehearsals, no other activities. They would like rehearsal time blocked off from 4:30pm - 10pm. They will need two large rooms, one for instrumental and one for choral for their use throughout the evening. > Friday is fine, likes the split group at Top of the Rock and Planet Hollywood. > Saturday will be lunch at Willowbrook Mall Food Court after awards and then into city for Broadway Show (matinee) and then dinner at Dallas BBQ Times Square. Depart for home following dinner. > BJS updated IOG as needed and then emailed to Carlos as he is meeting with his other directors this afternoon. > After meeting with them, he will be back in touch. 07/14/13: > BJS sent EM to CJ with notes from 07/11/13 GTM with Carlos. > Asked her to followup with him on Monday to see what his colleagues thought and how we are to proceed. Carlos kind of liked our original idea of Statue of Liberty & Ellis Island on Saturday, but since we had to move the show to Saturday as a matinee instead of Thursday night, he feels the other directors will definitely want a show. This is just one of the things to see if they made any decisions on and are they ready for us to proceed with a revision,are they planning to use CCIS, are they ready for a contract once we make any required changes / updates, etc.? 07/22/13: >CAJ - spoke with Carlos about the trip. He has budgeted $125 per person for the bus with a trip budget per person including the bus for around $425.00. He is asking for possibly no Broadway and go to Six Flags for the Day and kids will have their own meal money for that day. Wanting to see if this would bring the cost down. Like the New York split off for Top of the Rock and Planet Hollywood. 8/9/13: > BJS and CJ did a GTM and revised IOG and then BJS sent our CQRs and spoke with Hotel re: Rehearsal space and dinner on Thursday afternoon and evening. > Also LM for Six Flags re: 2014 Group Rates. 8/19/13: > BJS completed PT Revision I and then scanned and emailed to CJ. > She will send along to Carlos as he is anxious. > Got as close to his budget as possible - charter choice will have to be Hunt Valley / Gunther to be close. > Had to remove all lunches and at his suggestion, kids will be on own for lunch & dinner at Six Flags. > Had to change hotel since they needed all the rehearsal space on Thursday afternoon and evening. 8/28/13: > CJ received EM from Carlos - Cindy, Things have been crazy at school since this is our first week back and I am only part-time right now since I am helping my wife out at home with our newborn. My colleagues and I are trying to meet early next week to discuss the trip. I do know that my director is uncomfortable with the price of the trip. What is the price difference if we do not go into the city Friday night and do a ferry to the Statue of Liberty on Thursday instead before checking into the hotel? Carlos > BJS and CJ discussed, would need to move depart from school time to NLT 10AM and then we could do Liberty Cruise. Hotel check-in would be later and there would be less rehr time at the hotel. > But if we do this instead of Top of the Rock and Planet Hollywood, what are they / we going to do on Friday evening? > CJ is checking with Carlos before we proceed further. 9/5/13: >CAJ - still waiting on Carlos. have emialed and left voicemail. 9/9/13: > Per CJ's email of 9/4/13, wants to do Statue of Liberty & Ellis Island on Thursday before hotel check in. > Friday night they will be on their own for dinner following competition performances. > Saturday - Six Flags as we have it. > BJS sent IOG to CJ and she reviewed and confirmed that the way I have it is what they are looking for. > BJS updated Bible screen. > BJS updated attachments then ran revised rates. > BJS completed PTP Pack Rev3 and emailed to CJ so she can send to Carlos. Rates dropped $30pp. > JM, please send updated IOG to Hunt Valley for their review and see if their rates will change or be the same (Trip start time has changed as well as some other things . . .) - advise BJS once you have an answer from Tom. Thanks! __X__ JM __X__ 9/10/13: > BJS and CJ discussed his need to get to $400 max. > We are at $345 + bus and that appears to be +/- $80, so we are at $425. - where he wanted us to be! > No he is afraid to go back to his prioncipal and tell him the trip is $425, not $400. > Wanted us to take some more meals out 0 there are no more meals to take out! > CJ to tell him the best we can do is $335 + bus. We shall see! 9/18/13: > BJS called and LVM, not sure howe we get from $415 to $460 - need to know what he is adding on so we know if we can get as low as he needs us to be. 9/18/13: > Carlos called back and they are doing on own! > Now he tells us that the adults (1/10) are paying nothing!!! > We can't do it for free or even less than $20pp. No matter how low were would have lowered our margin, we could not compete against doing it themselves and having adults pay nothing. > Please review and cancel all as needed. ____ JM ____ ____ HMS ____
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