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Mon Feb 24, 2014
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Cox High School Choir-Washington, DC-05-23-2014
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Hotel Info Form
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Contract Status
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Trip Notes
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( E-Mail Corporate )
VA Beach to DC = 210 miles / 3.5 hrs non-stop 8.27.13 >CAJ - 1) Budget is $650.00 2) Kennedy Center Show 3) Master Class at a local university or college. 4) 2 nights in hotel and full breakfast 5) All meals included. 6) Free tours, local sights, visit to the Capital etc... 7) Bus transportation 10/21/13: > JM sent specs to BMG. 10/23/13: > Per CJ's conv with Cindy - still want to do the trip and has been collecting $ from the kids, so we are moving ahead. Hopefully it will be more than 28 people that she has $ from! > BJS completed IOG and made some attachments. > BJS selected Hyatt Place Chantilly Dulles South for hotel from list of options provided by BMG. > BJS attached hotel and breakfasts. > BJS discussed with CJ as there is nothing Show wise in DC this weekend other than the Bolshoi Ballet dong Giselle at the Kennedy Center. She is going to run this by the CD and mention Medieval Times as as option for the Saturday night activity. Once we have this answer we can proceed to finalization. 10/24/13: > Per CJ conv with Client - > Prefers Medieval Times over Bolshoi Ballet at the Kenndey Center. > Also mentioned a whole list of other items she might like to consider, more than she ever has time for - "Yes to Medieval Times, but also want to see if they can see ”The Embassy Series” (no events during her dates) or JFK Performing Arts (that was the Ballet), FBI tour, maybe Luray Caverns on the way up or back (too far out of the way), National Zoo, Pentagon, news-museum, national art museum and holocaust museum. Ok tons of stuff they would like to see, but only have so much time. I will say that the News-museum is a great museum for students with lots of interactive things to do. > BJS and CJ discussed and then BJS updated IOG accordingly with what will fit / work best in time allowed. > JM, please send CQRs to Newton, Venture and Fun Tours. > JM / HMS, please make other attachments / updates as needed. _x___ JM _10-25-13___ __X__ HMS _10/30/13___ 11/3/13: > BJS completed rates and then sent along to CH for PTP Prep. 11/4/13: > BJS completed PTP Pack and emailed to CJ to send along to Client. 11/12/13: > Per CJ, client liked proposal - awaiting approval. 12/4/13: > BJS send EM to CD asking for update as some of our vendor deadlines are approaching and Cindy said at VMEA that her students were not turning in their deposits (AGAIN!!!) 12/9/13: > BJS sent another email, telling her we needed to know ther status NLT the end of the day Wednesday, 12/11/13. 12/13/13: >CAJ sent an email to Cindy about school trip. Also left vm at school for her to contact me. 12/18/13: > BJS called and she actually picked up the phone in her office. > Long list of excuses as to why she hasn't been able to respond, all the concerts, mother in law in accident on Sunday, blah, blah, blah. > Only has 25 interested and the bus is killing her -she is trying to get two large vans so they can make this trip happen. > Will make go / no go decision in early January. > JM, please call the current companies from which we have quotes and see if they have any small coaches or a mini-buses that would accommodate 25 pax. and if so, get rate and availability. Also ask them if they are aware of any companies in the Tidewater area that may have what we are looking for. Thanks! _x__ JM _12-18-13__ 01/14/14: > Per CJ, ready for K - base it on 25 pax (23 + 2). > IN order to maintain our profit margin, we will delete the DVD and the apple product and then may need to make additional adjustments. > BJS sent EM to Director with a 2d/1n IOG - I am so happy to hear that the trip to Washington is going to happen this year. I understand that you will be taking care of transportation on you own, so we will advise the bus companies accordingly. I have run the numbers based on the group being half of its’ original projected size and would like you to review the attached IOG. By making these changes, the per person package rates will be unchanged. To keep the original IOG and inclusions, per person package rates would increase by approximately $100 per person. We are in a holding pattern at this moment, until we hear back from you on how you want to proceed, so please advise ASAP so we can complete your final confirmations and then send your Group Leader Handbook later this week. > WE will need to update attachments as needed once we know which option she is going with. 01/20/14: > BJS sent EM to Cindy Forbes - spelt every thing pout since she didn't seem to understand that the CCIS Package Price was going up $100pp and this had nothing to with the bus also being more expensive! Hi Cindy! I have had some success with lower coach rates, so this should get us all on the same page, including two different options for trip duration: 1. The 3-day / 2-night trip, as originally presented was based on 55 total trip participants. We can still do that trip as presented; however, regardless of your bus price, because of the significantly lower numbers, our discounts are less and the rates for the CCIS portion of the package (not including transportation) would increase by approximately $100 per person. 2. I have designed a 2-day / 1-night version of the trip which includes many of the same inclusions as the original 3-day trip, but the price is a bit more palatable. This IOG is attached. As for the bus, Newton has provided the least expensive rates. They are $2,020.00 for a 55-passenger coach for the 2-day / 1-night trip, or $2,974.00 for a 55-passenger coach for the 3-day / 2-night trip. Venture has a 36-passenger coach available, but their prices on the 36 are higher than Newton’s for a 55. Below, I have given an estimate of what each option will cost, per person, including transportation. These estimates are based on the QUAD Package Rate and no less than 23 total trip participants, including 1-complimentary package at the Double Package Rate. There is no Group Travel Video or Apple Product Promotion in these rates. 2-Day / 1-Night Trip Quad Package ($335) + Bus ($92) = $427 (estimate) 3-Day / 2-Night Trip Quad Package ($435) + Bus ($136) = $571 (estimate) I realize you are out of school today with the MLK Holiday; however, I had the revised bus numbers come in this morning, so I wanted to get this to you as soon as possible. Please advise Cindy (571.437.5723, cindy@ccistravel.com), no later than Thursday (01/23/14), as to how you are going to proceed. > JM and HMS, please review notes above and realize that this entire trip is pending due to low numbers. We have given her some options and a deadline of this Thursday (01/23/14) to get back to us with how she intends to proceed. ____ JM ____ ____ HMS ____ 01/28/14: > Per Cindy Forbes, 18 students now and 5 adults, so a total of 23 pax. 1/30/14: > Back and forth on several occasions with Cindy Forbes over the past week. > BJS sent the following email outlining the changes he is proposing. Here are a few ideas that I think might work well based on our recent conversations, emails and your voice message. Since the students seemed to like the idea of the Zoo and you want to keep the educational focus with a clinic – how about we delete the Spy Museum in order to accommodate a Vocal Workshop on Friday and then on Saturday, we’d do the Zoo rather than the Wax Museum and Newseum. This will keep us on track with the more affordable 2d/1n program and give you / them the items that seemed important. Please let me know what you think ASAP and we can get this wrapped up. > As soon as we here back from her, we will proceed as needed. 2/6/14: > Still no word, so BJS sent another email. 02/06/14: > Rec'd response via email - Sorry, my mother-in-law just passed away. I hate to do this but okay. They really wanted the Spy museum also. But we are really getting late into this and I know you need to contact your vendors. Could we make the clinic a little shorter since it is on Friday and maybe faculty would already be at the college and squeeze in the Spy museum? I really do appreciate all that you are doing. I have others who want to drop out now because we have a snow make up day on Memorial day but if we only do the one night, then as far as I am concerned, it won’t affect that Monday. Hope you understand. Thanks! Cindy 02/06/14: > BJS replied - I am so sorry to hear about your mother in laws passing. You have our condolences. I think we can make the spy museum work by shrinking the clinic. May also have to grab a few minutes from a few other places as well. Let me get everything confirmed and I will send your group leader handbook out next week. Please relax and enjoy your weekend. 02/09/14: > Rec'd email response - AWESOME! Thanks! 02/10/14: > BJS updated IOG and sent EM to Melvin Goodwyn to see if he might be able to do the clinic on 05/23/14. > BJS also updated numbers to 23 (18 + 5), per her email from late last month. > JM, please secure K from Newton for one bus for based on the 2d/1n itinerary. > HMS, please make the following adjustments - move Bucca from Friday night to Saturday night at 5PM. > Cancel Guided City Step-On Twilight Tour. > Move Medieval Times to Friday night instead of Saturday night. > Cancel Newseum reservation. > AS soon as this is all done, we are sending her her Contract so all of this will be finalized! __X__ HMS _2/11/14___ ____ JM ____ 02/11/14: > BJS completed Contract Packet and emailed to Client, as well as CJ and JAF. > K and First $ due 02/21/14. > JM, please process per SOP and mail on Wednesday. Thanks! __x__ JM _2-12-14___ 02/12/14: > Per Cindy Forbes, she has to cancel trip!!! > She suggested that we bill her for our time in putting all of this together. > BJS told her that we would evaluate and send invoice accordingly. 02/21/14: > JAF emailed INV #5535, for $500.00, due 03/21/14. 02/24/14: > BJS mailed a hard copy of the invoice. > JM, please review and make certain all is canceled. Thanks! ____ JM ____
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