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Fri May 06, 2016
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North Allegheny High School Band-Chicago, IL-04-16-2015
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OR
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Final Room List
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Hotel Info Form
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Balance
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Contract Status
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
NASH - Chicago = 450 miles / 7.5 hrs. non-stop 9/8/15 >SN has been in contact with Stephen Baldanzi re upcoming trip to Chicago through Festivals of Music. > BD would like to see activities that could include the following: > Chicago Symphony Orchestra concert > River Boat Dinner Cruise > Zoo > Blue Man Group > Museum > BD specifically requested NOT to visit the aquarium. > Per SN, realizes not all of this is possible, but as much as we can make fit would be great. 9/24/14: > BJS completed IOG and made some attachments. > NO Group Travel Video as Todd is not a fan (forgets cameras, etc.) > JM, please send CQR for 7 coaches to Anderson, Barrons, BMT, Great Day, Lakefront, Mlaker, and Myers. > JM and HMS, please review IOG and make the remaining attachments, including Breakfasts at the hotel, as needed and then make calls, etc. as required due to the size of this group. I have already attached and spoken with Festivals of Music, the Hotel, Chicago Symphony, and Blue Man. Also Student Watchers, Escort (Ken) and Apple iPad. > BJS really needs to get this to the group before the end of the day on Friday. THANKS!!! __x__ JM _9-25-14___ __X__ HMS _9/25/14 9/28/14: > BJS reviewed and then ran rates. > Sent to CH for PTP Prep. 9/29/14 > SN spoke with Steve regarding the Medieval Times location. There are no enclosed areas for those with allergies. SN gave the option of either not going to the restaurant at all, and substituting this with a lunch cruise or perhaps having one or more bus loads go on a lunch cruise, with the remainder going to Medieval Times. Steve will discuss with Todd and get back to us. 10/2/14: > Per SN conv with Steve - > Steve wants to know if there is a vegan option at Medieval Times. - HMS, please call and check this out, then advise BJS. > Also, he wants to know if they could possibly do a dinner cruise instead of the Chicago Symphony and Hard Rock on Thursday evening? Steve is not thrilled with the symphony program that night. > HMS, please call Spirit of Norfolk and advise BJS as well. Thanks! __X__ HMS __X__ 10/2/14: > BJS sent EM to SN to see these notes in system. > Answers for Steve . . . > Vegan Menu at Medieval Times = Hummus Plate with Warm Pitas, Carrots & Celery; 3-Bean Vegetable Stew with Brown Rice; and Italian Ice or Fresh Fruit Plate. > Yes, we can do the Spirit of Chicago Dinner Cruise on Thursday evening in place of Dinner at the Hard Rock and the CSO concert. Hollie already has a contract for the cruise. > SN, have they made a final decision on the Festival Awards Ceremony? If they have, and the Cruise is the way they want to go on Thursday night, we can get them their proposal and rates. > Also, please send them the PPBCCs for all of the charter quotes in the system, they can go ahead and make their charter choice and that will be another piece of the trip that will be finalized. 10/2/14: > BJS sent the FOM Application specs to SN so she can get the required answers so I can complete the on-line registration for all of their ensembles. 10/3/14 > SN forwarded this information to Steve via EM as well as LVM about the vegan option at Medieval Times and the Dinner Cruise availability as a replacement for Hard Rock and Chicago Symphony Orchestra. 10/6/14: > BJS sent PTP Pack to Steve. 10/7/14: > Rec'd EM from Steve - Hey Bryan, I think there is a mix up with the itinerary. I thought we discussed these changes already. For Thursday we would nix the museum and check-in to the hotel instead of late hotel check-in. The main reason is the students (girls) are going to need to change before the dinner cruise. Please make this change. Why did we get rid of Gino’s? Ed Debevic's is a burger place. Chicago pizza would be a better option especially for the vegetarians/vegans. Please make that change. We would like to get on the road early on Sunday – We need bagged breakfast from the hotel; lunch is OK; No dinner, on the road to be back at NASH by 6:00 at latest. Please make that change. Thanks Steve. 10/7/14: > BJS and SN discussed - this is the first she has heard of deleting the Field Museum and checking into the hotel before the cruise so they can change before the dinner cruise. > No problem we can definitely make this work and will remove the Field Museum and do the earlier hotel check-in. > Ed Debevic's will be removed and replaced with another Chicago Style pizza place. Unfortunately, Gino's East can no longer accommodate a group of their size that night as they have received another paid reservation. > HMS, please call Giordano's and Connie's to see which of their locations can handle a group of this size. I will need to know this in order to select the location that is convenient for the group and the competition location and their hotel. > A To-GO Breakfast is not required on Sunday AM, for the Bus Driver cannot be on duty until 8AM that morning becuase he must have his 9-hours off after Saturday night's Blue Man Group, prior to coming back on duty Sunday. Breakfast can be at 6 or 6:30AM, hotel check-out at 7:30, begin loading coaches at 8AM, and then depart at 8:30AM. We will delete the dinner stop en route and they can be back at the school by +/- 6:30PM. > Jude is checking with Lenzner and Campbell's for charter availability and rates. Just an FYI, Campbell's rarely ever responds to our quote requests, so we shall see. . . > BJS will complete the REVISED PTP as soon as we have the changes completed and confirmed. > BJS updated IOG and times on Bible and attachments as needed. > HMS, you will need to review all of your attachments and make the necessary changes, etc. __x__ JM _10-7-14___ __X__ HMS _10/13/14___ 10/7/14: > BJS completed FOM application based on ensemble info Steve and Todd submitted earlier today. 10/9/14: > SN spoke to Steve tonight and he wishes to use Anderson for their charter choice and would like to add a 7th bus if possible. 10/9/14: > BJS replied to SN and JM - Stephanie: 7 is what we have requested from the onset, just to be safe. Jude will call Anderson first thing tomorrow morning to make certain the coaches are still available ;-) As soon as we know that is the case, we will process the group’s Contract Notebook for I don’t think we were waiting on any other answers, were we? I think it would be good if you plan to deliver it in person next week. Thanks, BJS. 10/10/14 > SN receive EM from Cathy Stewart, booster president, confirming that they will receive an updated proposal with the suggested changes and that they will be using 7 buses through Anderson. Cathy also wanted to know if there was a penalty for releasing a bus. SN checked with BJS and was informed that if a bus needs to be release, that we need to do so NLT 1/15/15. SN passed this information via EM to Cathy. 10/13/14: > BJS sent K to CH for prep. 10/14/14 > SN received EM from BJS stating the K was mailed today to the attention of Todd and to also email a copy to Steve and the booster president, which was completed early this afternoon. 11/14/14: > Rec'd check #274, $62,820.00, as well as signed K, and TPL. > As this group is now UNDER CONTRACT and 1st Payment has been received, please review and proceed as needed. Thanks! _x___ JM __11-18-14__ ____ HMS 1-19-15 >Rec'd Check #280 in the amount of $85,857.00 1/20/15 > Correspondence between SN and Cathy, NA booster president, regarding fuel cost and the iPad: > EM from Booster Pres. - Some of the board members have asked if we could re-negotiate the contract to have the price reduced based on the lower fuel costs; though if diesel would go back up again in March or April, this would be moot. Is there an opportunity to do that? Also, I understand Anderson is the company that usually does impose the surcharge; but I'm thinking if the fuel prices are the same or lower than what it was when we signed the contract they wouldn't. I've been asked to find out your thoughts on this. Finally, I understand that CCIS has forwarded an iPad gift to the group for the past year or so.Could you tell me what the value is on that? > SN reply - I checked with Bryan about the buses in reference to the fuel surcharge sometimes imposed by Anderson and he told me that we wouldn't know the answer to that until 30 days prior, according to Anderson's Standard Operating Procedure. In other words, we won't known for quite a while either. Hopefully, fuel prices will remain at these lower rates for a long time! > Regarding the iPad: You can set the value at $500 02/13/15: > Rec'd FPGF, RL, and HIF. > Total pax = 334 (306 + 27 + 1 Escort) > RMS / PAX 72 Q / 288 05 T / 015 05 S / 005 (includes Esc 13 D / 026ort) TOTALS = 95 Rooms and 334 Pax (306 + 27 + 1 Escort) > BJS updated Bible, IOG and Statis Schedule accordingly. > BJS sent EM to SN to see if they want 6 or 7 coaches and SN confirmed that they are sticking with "7" coaches as originally planned. > As these numbers are now GUARANTEED, please review and proceed as needed. Thanks! ____ HMS ____ ___x_ JM _3-3-15___ 02/20/15: > BJS emailed final inv #5750, $68,463.00, along with Bank Request Form. Made due: 03/16/15. 02/24/15: > Rec'd performance schedule from FOM so BJS updated IOG accordingly. > Adjusted Friday & Saturday's B-fast times at the hotel accordingly. > Subway store location and delivery on Friday can now be set for 12:15PM delivery to the Perfroming Arts Center at Harper College in Palatine, IL. > BJS updated IOG accordingly. ____ HMS ____ 02/24/15: > BJS sent EM to SN with Performance Times, as well as updated IOG - Stephanie: Please see below – an updated IOG is also attached now that we have their Performance Times. Please share with Todd and Steve and make certain FOM isn’t missing any ensembles or auxiliary groups, etc. Thanks, BJS. 3/13/15 > EM received by SN from the booster president. Questions forwarded to BJS: We need to coordinate bus arrival departure time with the NA Orchestra who is also leaving for their trip to VA Beach that morning. What time are our buses arriving and are we a definite departure for 6:00am? Also, we will need a secure location in which to park the loaded Penske 26 foot truck; along with the band trailer and truck at or near the hotel at night, etc. Where will the buses will be parked and will the drivers be staying at our hotel or another? 03/17/15: > Rec'd check #283, $68,463.00. > Pending no other changes, Account is PIF. 4/2/15 The following questions are from last night's final itinerary review: 1. At the hotel, can the girls and boys be separated by floor and can adjacent rooms be requested for two particular rooms? - - - Yes girls will be on floors where boys aren't and vice versa. We need to know what rooms you want adjoined. 2. Is there a separate banquet area the hotel? - - - Yes, your group will be having their breakfast in the Northbrook Room. 3. How late is breakfast served? - - - Breakfast service for your group is one hour each day and starts per the times on the final itinerary. 4. Pool size? - - - Occupancy is 60 people. 5. How is the pizza served at Connie's and are the drinks unlimited? - - - Served Family Style 6. Is the 9pm conclusion time at Connie's a hard stop (do they have to leave at that time. They are anticipating them possibly eating longer..) - - - Awaiting final confirmation. 7. Spartan Event Center - is there a porch or covered area in case there is rain? - - - SN will provide answer. 8.How does Medieval Times know who has vegetarian dietary needs? - - - SN will provide answer. 9. Navy Pier eatery choices? (SN will just look these up) - - - Per JM and HMS, they both believe the restaurants where they can be used is listed on the back of the vouchers. SN will check with Ken to confirm. 10. Subway selection list: Can this be turned in on Monday since 60 people have not yet responded and Ann anticipates having difficulty contacting everyone by Friday. - - - Yes. 11. Ice cream social for the Seniors (70-80 people) Friday night from 10-11 PM. - - - They can do this - sundae bar style set up basically. It will be approx. $10 - $12 per person and we will need to give the hotel a definite answer (Yes or No) NLT Wednesday (4/8/15) if they are wanting this to be added. We will also need to provide the hotel with the Guaranteed Number of attendees at that time. We wil then bill the group based on this number. They CANNOT bring in their own food, etc., for as expected, as all food and beverage functions must be run through the hotel's catering office. 04/10/15: > BJS emailed INV #5800, $960.00 for the Senior's Ice Cream Social that the Boosters decided to Add earlier this week. 80 pax at $12pp inclusive. > Due: 04/24/15. 04/21/15: > Rec'd check #284, $960.00 (for Sr. Ice Cream Social). > Account is now PIF.
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