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Tue Apr 04, 2017
Trip Name
Carlisle High School Orchestra-New York, NY-04-07-2017
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Trip Notes
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( E-Mail Corporate )
Carlisle HS to NYC = 195 miles / 3.5 hrs non-stop 8/11/16: > DD met with Anna. > Trip should include as many of the following as possible: Performance Broadway Workshop Broadway Show Step onTour Dinner cruise Alt NY phil. Merchandising Museum/historical All inclusive Max $500 Transportation quotes has used Barley in past Needs quote byAug.31. 8/16/16: > BJS and DD discussed - she attending BJS PMEA presentation a few years back and is now a new teacher and remembers us and is reaching out. DD's daughter also played with her at PSU in a quartet. > DD said the service performance at St. Paul the Apostle would be great for this group. 08/20/16 > DD further discussion w/dir. Anna. -Likes idea of perf. at St John the Devine -Would like to have a basic outline of trip. Does not have to show bookings or reservations. Just what we are hoping for. To show administration.. -Budget of under $500 should include transportation. -Bus co. in past Bailey not Barley 08/25/16: > BJS and DD discussed. > Director has not spoken to her principal to see if they will support an overnight trip - she did do a day trip this past year. > BJS sent DD Skyline and LC Bird as two examples of all-inclusive 3d/2n NYC trips on a budget so she can share these with her Principal to make sure she has the administration's blessing before we start to work on a trip for her group. 09/08/16: > Per DD email from Anna - It normally takes a few days for these trips to get approved since there are multiple steps involved. It's been a little bit of a crazy start back to school, so I just submitted it this week. I will let you know as soon as I hear any official word! 09/19/16 > DD latest from Anna: I wanted to send you an update, which I just received from my principal. Please see his message below. I still have not announced the trip to the students yet, as I am waiting on the official approval from my superintendent. I will let you know as soon as I hear from the central office. It looks like we should be approved though! Thanks for all of your work! Anna Zeshonsky Message from Principal: Hi Anna, I did receive the proposal. I now have to type a letter of support for central office. I anticipate no problems and would suggest you begin the planning process. It does take central office a little time to respond with their official approval. 09/20/16 > DD approval for Carlisle trip I received official approval this afternoon from my superintendent! We are all set for the trip. I am ready for the trip proposal if you have one completed. Thanks! 10/11/16: > BJS reviewed IOG which CH created and made a few adjustments. > CH, please send CQR to Bailey, Elite, Fullington, and Wolf. > CH, please make attachments and then return to BJS so he can complete rates. > BJS asked HMS to check on San Fran Symphony Concert at Carnegie Hall - $10 seats. __x__ CH _10/11/16___ 10/13/16: > BJS ran rates and sent to CH for TO prep. No PP required. 10/13/16: > BJS sent TO pack to Anna and cc'd DD. Anna: Attached please find the Trip Orchestration for your group’s up-coming trip to New York City. Your trip has prepared based upon the information you discussed with Dave Dietz over the past several weeks. Dave will follow up with you in a few days to address any questions or concerns you may have. He will also provide additional charter quotes as they are received in our office. Please keep in mind, the trip is yours and it is our goal to ensure an outstanding experience of the highest quality for you and your students. With that being said, we are happy to make any changes or revisions to better meet the educational needs and budgetary requirements of your group. We are grateful for the opportunity to be of service to you, your students, and their parents and look forward to building a mutually rewarding relationship over the weeks, months and years to come. I look forward to our work together! Sincerely, BJS. 10/13/16: > Dave - a few notes to help with Budget if need be . . . 1. The Broadway Instrumental Workshop I included is as detailed in the TO; however, there are other Broadway Workshops available and they could save her about $15pp. You need to check out the offerings at www.broadwayclassroom.com for additional information / workshop possibilities. 2. The Performance at the Church of St. Paul the Apostle is another higher cost item as it is a flat fee that we have to divide by each member of the group. IF her group were larger, it would be significantly less, but since her group is so small, it is almost $25pp. Do they really need a performance opp? If so, would a altruistic performance at say a Veteran's Administration Medical Center be acceptable? TPW had a great experience with a group he escorted this past Spring in NJ at a VA Medical Center - they were extremely appreciative and it was a very nice facility with a really fine place for performances AND IT WAS FREE! > These two suggestions alone create a savings of $40pp, so I share them so you can share with Anna as some ideas of what we can do. 10/14/16: > Rec'd EM from DD - what else can they do to lower cost - he knows trip is already over budget and she hasn't even seen it yet . . . > BJS replied - Transportation is the budget killer with such a small group. Open the trip up to other students or even the community to help fill the bus and bring the overall cost down. I made other suggestions above - could also take out a few of the lunches and have them be on own, but as you know, that is smoke and mirrors. If she can’t do that, she may have to back off to just a 2D/1N trip. 3 days all-inclusive in NYC, with just 30 pax on the bus, for less than $500 is not possible. The suggestions above should get her much closer. 10/14/16: > DD asked what taking out a night would save? > BJS replied - leaving Saturday night after the concert, and making NO other changes, would probably save between $50 - $60pp at the quad rate. 10/16/16: > DD questions/conversations Anna > Went over numerous cost cutting measures w/Anna > Will try to fill up the bus. > Not interested in cutting a night. > Does not want to give up on St. Paul the Apostle > Does not want to change the Broadway Workshop > Does not want to cut 2nd night > Additionally wants to know $ savings on cutting: > step on tour - saves $10 - $15pp > statue of liberty/Ellis Is. - saves $5 - $10pp. > Do you think the bus will have room for luggage and insts. I told her it prob.would. > Wants info on trip ins. > What to do if students want to back out what to do. I told her to set a deadline for no refunds. > First payment due? 30 days after contract?? Told her 3 payments. Is $100 a typical down payment? > Will go with Mlaker unless Fullington comes up with a lower price. Hopefully Fullington will come thru SOON. Is ready for contract when we decide/agree on cost cutting measures. 10/17/16: > Per DD< wants to go with Mlaker or Fullington - whichever is the least expensive. 10/18/16 > DD message from Anna I'm thinking of getting rid of the city step on tour and keeping the Statue of Liberty/Ellis Island Tour. Is it possible to take out the city tour and put the State of Liberty visit in that spot? We would then just get up and come home on Sunday... Is that possible? ____ CH ____ 10/24/16 > DD questions from Anna Should I tell her to figure new price is the initial quote less the price of the step on tour. Revised itinerary reflect the deletion of the step on? Statue of liberty in place of step on? Will an updated itinerary reflect the change !0/25/16 > DD will be seeing Anna at a rehearsal tomorrow evening(10/26). Would like to have directive as how to answer the above. 10/25/16 > DD one more question. If the bus is filled (47 pax) will that lower the cost of the CCIS package? 10/30/16: > BJS reviewed notes and then created IOG Rev1 and then deducted $22 from the per person package rates and entered below, Q = $453, down from $475. > BJS made no changes to attachments - we will wait for decision on K version before we make any changes official. > BJS sent EM and TO Rev 1 to Anna - Anna: As promised, please find the Revised Trip Orchestration attached. This document reflects the removal of the Guided City Step On Tour and shifting the Statue of Liberty / Ellis Island into that space on Saturday afternoon. Departure for home is now on Sunday morning, following breakfast at the hotel. Please note, since we need to allow a bit more time for the Statue of Liberty / Ellis Island, I had to remove the visit to the 9-11 Memorial. The savings created by these changes is $22 per person. Also, filling the bus will definitely help with the transportation portion of your budget and should you end up with more than 33 total trip participants, the CCIS portion of the package will also drop since a few of the inclusions are based on a per item price as opposed to a per person basis. Please advise as soon as you know if you are going to have more than 33, for we will need to advise the hotel and our vendors accordingly to make certain they can all accommodate a larger number. I would suggest your keeping a list of who pays, in order, so that when you get to the 34th person and above, you can tell them that they are “wait listed” until we can make certain all can be accommodated. Thanks Anna, let Dave know if you have any more questions or concerns. All the best, BJS. ____ CH FYI _X___ HMS FYI 11/21/16 > DD latest from Anna: I wanted to let you know that I have received the students first trip deposit and it looks like I will be taking 29 students with me to NYC. Our total number including chaperones and myself is 37 people. None of my students were waitlisted, but I would like to email the chaperones in order to confirm that they may attend as well! Do you think adding 4 more people will be an issue? What is the next step in this process? I also have a bassoon and horn coming along… is it possible for them to participate with their instruments in the Broadway Workshop? They will probably not perform with us, but they would really like to participate in that if it is possible. 11/30/16 > DD reminder about this trip. She now has 38 (1 more adult). Wants to know the next step in the process? Help me help her-she is new. 12/10/16: > BJS prepared IOG and TO to K Versions. > Moved Statue of Liberty to Sat at 12 noon - Lunch will be with a Statue Meal Coupon - as HMS suggested. > NO Canal Street, will do 9 11 Memorial (not Museum, just Memorial) after Statue of Liberty. > HMS, please review and proceed as needed. > BJS prepared 1st Payment iNV, #6127, $5,700.00 and emailed to Anna. > BJS emailed TO K Pack to DD so he can share with Anna. DD, please be sure to send her the Broadway Show Selection Form Packet also, if you haven;t already done this. > CH, ready for K / E-Agreement. BJS made K due 12/20/16, so please send with in the next 24 hours or so if at all possible. > Thanks All! __x__ CH 12/10/16____ ____ HMS ____ 12/14/16 > DD questions from CarlisleI have a few questions for you after looking over the contract that was sent to me tonight: 1. I received the invoice for the first payment. With our break coming up, I am hoping to have the check mailed to you by January 6th, but things can move pretty slowly when there is a break. Is there any way that we can make the first payment due January 9th? That would allow me to receive the check when we return from break, and give time to mail it. 2. The final payment is due on Feb. 21st. Unfortunately, I will not be able to make that payment. I know we had discussed that there would be 3 payments back in September, and I created a payment schedule for the students and parents based off of that. The students will be making a payment to me on March 1st. I could make a smaller payment by Feb. 21st and then another payment later in March. I could also pay the full balance later in March as well. Do either of those options work and are we able to change the dates on the contract 3. It says on the bottom of the contract that the Broadway form is due ASAP - I turned that in about a month ago. Did they receive it. 4. It says in the inclusion package that the 9/11 memorial site visit is included - it was not on our revised itinerary that was sent in October. Will it be included or not? 5. The number of students versus adults is incorrect - is that a problem? I have 29 students attending and 9 adults (including myself). Please let me know if you need clarification on any of these questions. 12/14/16: > BJS answers to DD's questions above - 1. Jan 9 is fine. We will not generate new invoices or contract, but Jan 9 is fine. 2. We will take her final payment when she can get it to us. 3. We have her BSSF. 4. 9 11 Memorial is included, not the Museum but time to visit the Memorial. K is correct. 5. Final numbers and breakdown will be finalized via the FPG and RL due 2/6/17. Not a problem. 12/19/16 > DD Note from Anna: Final itinerary? Great! Thank you so much for looking into this. When will the finalized itinerary be sent to me? I will have the check sent to you by January 9th. 12/22/16 > MES GLH mailed today 12/22/16 > CH printed E-Agreement for BJS to sign > MES processed GLH > The group is now UNDER CONTRACT, please proceed as needed. __x___ CH _12/22/16____ _____ HMS _____ 01/05/17 > DD Latest from Anna. I wanted to be sure I have all the information correct before I respond. Hi there! >My first payment is in the mail… will someone from the home office send me a confirmation when they receive it? >Also, I just got the binder from your company – thank you for all of that information! >I know which of my chaperones want a double versus single room. When will I know a final cost for them? > I remember you mentioning that you have a form to help us figure out the total cost for everyone based upon the rooming list and how many of each room we will need. > The chaperones are going to pay the difference in cost for their more expensive rooms so that the students do not. >I assume I won’t know final costs for students or parents until the final rooming list is turned in at the beginning of February? Happy New Year! Anna Anna Zeshonsky High School and Elementary Orchestra Carlisle Area School District 717-240-6800 ext. 27125 zeshonskya@carlislesch 1/10/2017 > MES Check #(no number on check)was received in the amount of $5,700.00. > TPL letter was received 01/02/17 email from Anna. Note: she will be staying alone I have not put out the room list for students to sign up yet… mid-terms are this week so many students are missing orchestra. My plan is to have students sign up next week. I have an idea as to how many rooms total and how many of each we need: 1 quad room of boys 6 quad rooms of girls 1 double room for me 4 double rooms for chaperones 1 single room for chaperone Total rooms: 13 rooms I have one student sharing with her parent who is chaperoning. Other than that, all the quads actually work out perfectly! There will be 4 students in each room. We are still at 38 people currently and my transportation cost will be paid by me. Would it be better to wait until the end of next week to talk once I have an official rooming list? I am still waiting to hear back from a couple of chaperones confirming their room selection. 2/8/17 > CH reviewed all forms rec’d on 2/5/17 (RL, FPGF, HIF & FAF). > Total Pax = 38 PAX (29 + 11). > RMS / PAX 07 Q / 28 00 T / 00 04 D / 08 02 S / 02 TOTALS = 13 ROOMS and 38 PAX (29 + 11). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send room list to hotel on 2/21/17 - PCCF is due 2/20/17 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 38 bags and 76 tags. ___x__ MES 2/23/17 __x__ HMS _2/20/17___ 02/13/17 > DD a question from Anna I hope the home office received my forms on Feb. 6th – I never received any confirmation – could you check for me? Will a new final invoice be issued to me soon? I know that you would like a payment by Feb. 21st, and I would like to know what our final balance is before I write the next check. As a reminder, I will not be able to pay the full amount at this time, but will send a payment for as much as I can by the Feb 21st due date. The students are making another payment to me on March 1st, so I will be able to send another check shortly after that. 02/13/17: > BJS responded to Dave, per SOP, tell her not to worry about the due date. She can't mail it if she doesn't have the final invoice. Let her know that I am working through these as quickly as I can and will definitely adjust her due date to give her plenty of time. Thanks! > This is a standard answer that you can give anyone who asks. 03/08/17: > All within K minimums. > BJS emailed and mailed final inv #6177, $16,291.00 and made due 03/20/17. 3/20/17 > MES Check from CHS Orchestra Boosters(Not Numbered) for $10,000.00 was received. Balance of $6,291.00 is due according to BJS note on 3/8/17 above. 03/20/17: > BJS sent BRF to JAF for CC. > DD copy of request from Anna 3/20/17 I will let her know about the $10,000 I wanted to touch base about the checks I have sent in the mail. I sent a check about a week ago for $10,000. Did the home office receive it? I just put the second check in the mail today for $5,891. Please let me know when you receive it. The last $400.00 will be coming through my school account and will take slightly longer to get to the home office. My principal was out last week and I need his signature in order to get the check approved. It should be turned in tomorrow and hopefully mailed this week. Please let me know if you have not received it by the end of next week. I also had a couple of questions regarding the itinerary – will I get a more detailed copy of it? I would like to have my students perform in their concert attire, but will they have a chance to change before our 2pm performance on April 7th? I can’t tell if that has been built in or not. I am also waiting to receive more information about the performance – how long will it be? I need to know this by next Wednesday, as we have a rehearsal scheduled and I need to be able to prepare the students accordingly. Will the students be able to change after the performance? My school district requires some specific information about the bus and hotel. I have created a list below. I understand that some of this information may not be available yet, but I do need to send this information by April 5th at the latest. Name of Bus Company: Company Contact Number: Charter Bus Unit Number: Name of Driver: Cell phone contact of driver: Brief description of route of travel (ex. PA turnpike to 283) Copy of Hotel Room Reservation or Confirmation Name and street address/city/state of hotel: Hotel Phone Number: Number of rooms reserved: 3/23/17 >MES Check (not numbered) in the amount of $5,891.00 was received. From BJS notes above this still shows a balance of $400 remaining. 3/27/17: > MES Final Itinerary Packet sent via FedEx. 03/27/17: > BJS emailed Final Itinerary to Anna et al - Anna: Attached please find an advance copy of the Final Itinerary for your group’s up-coming trip to New York. Your group’s QR Code half-sheet is also attached. This needs to be provided to each member of your group and their families so they will have access to the Final Itinerary via their smart phone / device. For anyone who has a smart phone, it is important that they use the QR code, for it is how we will communicate with the group should there be any changes to the itinerary due to inclement weather, etc. Your complete packet, including all tickets, meal credit cashier’s check, etc., was shipped from our office earlier this afternoon via FedEx and will be delivered mid-week. Should you have any questions or concerns, do not hesitate to reach out to Dave (717.580.6908) - he is a pro at these trips! Wishing you all the best for a safe and wonderful trip. Thank you again for allowing us to be of service to you, your students, and their families. Sincerely, BJS. 03/31/17: > rec'd check #1529, $400.00. > Acct is now PIF.
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