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General Trip Information
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Fri May 06, 2016
Trip Name
South Fayette High School Band-New York, NY-03-31-2016
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South Fayette High School Music Dept.
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Trip Notes
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HS (McDonald, PA) to NYC = 401 miles / 7 hrs non-stop 06/19/15: > SN spoke to Eryn Carranza, band director at South Fayette regarding an upcoming trip to NYC in March 2016. > 3/16/2016 - 3/20/ 2016 > 80 students, 10 adults > Budget $1000 or less > Accommodations: outside the city, Meadowlands > Security is required. > All meals should be included. They'd like to have dinner at the Hard Rock or something comparable, as well as a dinner cruise > NBC Studio Tour > Time to explore Times Square > NO Top of the Rock > Parade performance for the St. Patrick's Day Parade. > NY Philharmonic or other concert > MoMa visit > 9/11 Museum and Memorial > Intrepid performance for the jazz band > Free time to shop in Times Square and visit Rockefeller Center > Broadway show (NO Spiderman) > Previously used Choice and C&G. Eryn was dissatisfied with her new contact at Choice and did not like her experience with C&G that she had with the choir. Eryn has our information from the PMEA luncheon in January. > BJS sent specs to Ninffer at BMG. 8/19/15: > SN, we need a bio for the band so we can forward it to the parade committee ASAP. Highlighting any past parade performances would be very helpful. 8/20/15: > SN received the following this morning via EM from Eryn Carranza: The South Fayette High School “Little Green Machine” Marching Band is approximately 70 members strong with a small majorette squad (usually 6 twirlers). Our high school is about 15 minutes south of Pittsburgh, PA. We perform our half-time shows around our region at football games and various non-competitive marching band festivals. We also perform in local community parades and each spring we take a trip. We have recently performed in Disney World, at Navy Pier in Chicago, aboard the U.S.S. Intrepid in New York City, and at the Grand Ole Opry in Nashville. Since March 2008, proudly sporting our school colors of kelly green and white, we have performed in the Pittsburgh St. Patrick’s Day parade. Not only have we become a crowd favorite, but we have also won the County Executive’s Award (Best band in Allegheny county) each year. Our style is unique as we incorporate dancing into our performances; however, if your parade requires constant forward motion (our St. Patrick’s Day medley has a very short dance that requires us to move forward minimally for about 25 seconds of the song), we can adjust accordingly and march traditionally as we do for parades, such as the Memorial Day Parade. > I am the director and the primary contact for the band. You can reach me via this email address ekcarranza@southfayette.org , by phone 724-766-1661, or by mail at South Fayette High School, c/o Eryn Carranza, 3640 Old Oakdale Rd., McDonald, PA 15057. We are really excited about the possibility of performing in your parade in 2016! I look forward to hearing from you soon. 8/20/15: > SN has Presentation meeting schedule for sometime on Monday - BJS asked her to make certain it was in the afternoon so we have time to get everything finished and to CH for PTP and PP prep. > SN is checking about the reference to the Choir Director . . . To be continued. > BJS completed IOG and then sent CQRs to Anderson, Barons, Lenzner, Mlaker and Myers. > BJS made a few attachments and TW attached hotel. > HMS, please make remaining attachments and proceed as you see fit. __X__ HMS __X__ 8/20/15: > SN received VM from Eryn Carranza in response to a VM SN left earlier. The choir is NOT travelling with the band at all, but rather they are going on their own trip, possibly also to NYC. Eryn does not particularly wish to ever travel with the choir, so the information she supplied regarding the trip being for the band-only is correct. > Also, SN scheduled a PTP meeting with Eryn via GTM on Monday at 3pm. 08/22/15: > BJS reviewed and updated attachments and then ran rates and sent to CH for PTP prep. PP will also be needed. 9/21/15 > SN LVM for Eryn Carranza regarding specifications surrounding her new dates for her trip, March 31st-April 3rd. The new trip should be similar to the last one, minus the parade, but it will be necessary to discuss the appropriate details she expects. 9/28/15 > After discussion with Eryn, the following changes are to be made for their upcoming NYC trip: > Dates: March 31st, 6:15am departure - April 3rd, 6:30pm return (just not too late). > Marching Band - needs a little space for their standing performance. Eryn is concerned about if anyone will see their performance and asked if the Statue of Liberty or Battery Park would be an option? > Jazz Band - wherever they perform, it needs to be inside. Intrepid is fine if there is an indoor place to play. > Broadway show > NY Philharmonic > Dinner Cruise > Studio Tour > 9/11 Museum & Memorial > MoMa > Escort > A new proposal is needed soon, but due to a very heavy schedule, Eryn says she can't have it before October 5th. Eryn liked what we had originally, but realizes with the removal of the parade and the shorter time frame, that the trip pretty much needs to be started over. 10/2/15: > BJS updated TRIP dates (only) in system. 10/9/15: > TW, please contact BMG re: new dates for this group. Arriving on Thursday, 3/31/16 fo rthree nights and departing on Sunday, 04/03/16. and then update hotel and breakfast attachments as needed / able. Thanks!!! > BJS needs to revise IOG. __x__ TW __10/9/16__ 10/12/15: > BJS completed IOG Rev1 with new dates and adjusted inclusions as needed to get in as much as we could in the time allowed. > BJS updated Bible and IOG, but everything else will need to be re done, all times and dates changed, etc. with all attachments. > JM, please send out CQRs again since so much has changed and many companies may no longer even have coaches. Trip is also a few weeks later and a day shorted than when originally proposed. > Please review carefully and update all as needed. Thanks! ____ JM ____ ____ TW ____ ____ HMS ____ 10/16/15: > Hotel is unable to accommodate the new/changed dates. TW emailed BMG to cancel that reservation and to send out the specs for new quotes. 10/27/16: > EM received last night by SN from Eryn regarding suggestions with the shorter trip and alternatives to the expensive cruise: > I was just thinking...we only have 3 evenings now so if we did Broadway show one night, Philharmonic (or other concert) on another evening, then on the final evening we could do a later dinner maybe 6:00 and then return to the hotel a little early (maybe around 8) and have some pool time. Or do dinner and then the "Top of the Rock" then back to the hotel. Thanks, Eryn **Also, Eryn says they need to get something out this week. 10/29/15: > BJS completed PTP Pack Rev1 and sent to SN so she can share with Director, get charter choice, and HOPEFULLY the go to K all at the same time! > BJS made SN aware that we are still awaiting confirmation on some of the inclusions, but we didn't want to hold up getting this to the BD any longer. ____ HMS ____ 10/29/15: > SN spoke to Eryn about her proposal: She now would rather go to a second Broadway show instead of the NY Phil. Eryn also will have a bus choice for us either later tonight or early tomorrow. She is pleased overall, as this trip is less expensive than last year's with a different company, and has more activities and includes all the meals! 10/30/15: > Rec'd EM from SN with Myers as charter choice. BJS replied - Stephanie: 1. I will have Jude request K from Myers. 2. Based on the price of the NY Phil ticket, she should be able to replace that concert with a 2nd Broadway Show and it not cost more than $30 additional, using our standard $75 budget / show. Final answer will depend on her show choices of course. Send her a BSSF packet if you have not already done so. It is in the AE Dropbox. If so, it would be a $25 price increase for the 2nd Show in place of the NY Phil concert. Are we to make this change? 3. Tommy will check on the Intrepid regarding an inside location for the Jazz Band. __x__ JM _10-30-15___ ____ TPW ____ ____ HMS ____ 10/30/15: > Per SN, please replace NY Phil Concert with a 2nd Broadway Show. > Up-charge is $25pp. > BJS updated rates in system. > BJS made 2nd Broadway Show attachment. > BJS updated IOG and called it K Version. > HMS, please notify NY Phil as needed. > 2nd Show would be on Saturday night. We have a TOTAL show budget of $155 for the two shows combined. Once we have their BSSF, we can see where we are with the dollars and if necessary, we may need to move the 2nd show to Friday night and flip flop the Friday and Saturday night activities. BJS has asked SN to get us the BSSF ASAP. ____ HMS ____ 10/30/15: > BJS sent EM to SN - Be sure to have her complete and return the BSSF ASAP so we can get to work on her show choices. Between you and me, when I told you a $25 up-charge, I didn’t realize the NY Phil Concert we are replacing with a show is on a Saturday night. Shows are a LOT more expensive on Saturday nights, so hopefully with a total show budget of a little over $150 for the two shows, we can make it work, but we need her choices. Otherwise, we may have to flip flop Friday and Saturday evenings. To be continued . . . 10/30/15: > Go to Contract, based on IOG K Version (2 b-way shows, no NY Phil). __x__ JM _11-2-15___ __X__ TPW _11/3/15___ __X__ HMS _11/4/15___ 11/11/15: > BJS adjusted due dates as needed in order to spread then out as much as possible since we are nearing computer generated deadlines and then sent to CH for CN prep. 11/11/15: . Rec'd BSSF. 11/11/15: > TW sent E-Agreement. 12/3/15: > EM received from Eryn Carranza regarding the Intrepid performance. SN forwarded this to TW and BJS. > Hi Stephanie, Sorry it took me so long to get back with you. This venue is not going to work for the jazz ensemble performance. Could you please contact the Veteran’s Memorial Home – Menlo Park. The contact is Marsha Lasko 732-452-4159 marsha.lasko@njdmava.state.nj.us. Our choir is singing their on Friday morning. It would be WONDERFUL if we could line something up that is right before/after the choir that way the kids that are in both band and choir can participate in both. This would of course mean changing our marching band performance to a different day (not sure if that is possible or not). Let me know. Also, what sort of “acceptance” do we need/are we waiting for for our performance at the Statue of Liberty. Thanks! Eryn 12/3/15: IMPORTANT NOTE! > TW talked with BJS and HMS about email above from Eryn. > TW is contacting Statue of Liberty about final boat times for the day/park hours for April 2016 in order to move Statue of Liberty performance to the afternoon of 4/1. We will also cancel Intrepid arrangements for Jazz Band performance and TPW will contact the Veteran's Memorial House in Menlo to schedule the jazz band performance with the choir. > Until we hear back from Statue of Liberty and submit appropriate times for the performance, we will HOLD on revising IOG. > Please see TPW if you have any questions! ____ BJS ____ ____ HMS ____ ____ JM ____ 12-15-15 >Rec'd Travel Planner Letter >Rec'd Check #14330 in the amount of $18,000.00 1-22-16 >Rec'd Check #14374 in the amount of $28,679.00 1-29-16 >Rec'd HotelInfo form, Final Pax& Room Lists Allergy Form >JM processed Hotel Room List Packet to include: 19 Q/76 pax 1 T/3 pax 5 D/10 pax 4 S/4 pax TOTAL 29 RoOMS/93 pax (79 + 14) __X___BJS_3-3-16____ _____HMS_____ __x___TPW__2/24/16___ 03/03/16: > BJS reviewed attachments and rates and then updated as needed. > PP Rates actually dropped since some changes were made following the execution of the contract. > Savings of $39 per person. > BJS emailed and mailed Final INV #5949, $26,809.00 and made due 03/15/16. 03/14/16: > Eryn called - BJS charged for Escort's single package on the Final Invoice, so this needs to be removed. > Also, wants to make Friday's $10 Meal Credit at lunch at $20 Meal Credit. > BJS updated rates accordingly as well as sent new INV. > BJS emailed and mailed INV #5949, $26,514.00. 3-22-16 >Rec'd Check #14512 in the amount of $26,514.00 03/24/16: > BJS emailed FINAL ITINERARY TO ERYN et al. > Abbreviated FI Packet will be mailed on Friday (3/25/16), via FX 2-Day, to the school for arrival on Tuesday. > TPW will have all of their tickets, meal credits, etc., with him as he is escorting this trip. 3/28/16 >Questions received via EM from Eryn: Jazz Ensemble 1. Are parents able to attend the jazz ensemble performance at the Veteran’s Home? 2. The jazz band has a portable PA system to plug in a microphone, a guitar, and a bass. We just need to confirm that there will be a power source. We can bring extension cords, if needed. 3. Is the Veteran’s able to supply 15-20 chairs for the jazz ensemble performance? Radio City Music Hall tours 1. Can I split the kids into the tour groups for Radio City Hall? 2. How long are the “Stage Door” tours?
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