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Trip Reports:
Bible (Basic Trip Report)
General Trip Information
Updated
Tue May 30, 2017
Trip Name
Thomas Pyle Middle School Music Dept.-New York, NY-05-05-2017
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Thomas Pyle Middle School Choir
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
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Trip
Quad
Quint
Sext
Start
Date:
Time:
End
Date:
Time:
Contract
Due
Received
Deposit
Due
Received
Partial Deposit
First Payment
Due
Received
Final PAX
Due
Received
Final Room List
Due
Received
Hotel Info Form
Due
Received
Balance
Due
Received
Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
HOTEL AND BROADWAY 101 ONLY 10/6/16: > Allison contacted BT and office re: her NYC trip in May b/c they want to do Inst. workshop and they won't let her do it without a tour company. > Per convo with BJS, we agree to act as broker to provide hotel and Broadway 101 as a favor this year since we are doing Kathy's trip and she has worked with us before. > CCIS will provide NO itinerary, TO, added value options, etc. Simply a flat rate for these two thing. We will still need FPGF and Rooming Lists to generate final invoice. > Trip is May 5-6, 2017. > 197 + 23 = 220 pax. (this is her max number, her actual numbers are usually 182 + 22 = 204 which is still higher than our DOF, so I entered her max numbers) > 15 of the adults will attend the workshop and client understands they would pay for this. She claims that last time she was fine with paying for this, but she found out last minute they weren't included. A Cindy issue...or just batshit craziness? > They would like to stay at the LaGuardia Plaza hotel. Got quote from them of $189/Q and $179/D. Didn't give her triple or single rates. Haven't signed anything with the hotel yet. > I don't think they would be opposed to another hotel. She said last time when they went with us it was too far away. They know this hotel and like the proximity to the city. > They will need to include 4 single rooms for bus drivers. > She was very appreciative that we were willing to do this. She actually gushed about it a little, even about me. However, I was VERY clear that we we do not usually do this and are helping her out since we are doing Kathy's trip and they have worked with us before. In the future, we would need to do the whole trip from the beginning if they want to continue to do this with Broadway 101. > She expl. that they did look at other options since B'way 101 said they have to have a tour company. She didn't name any names, but it rhymed with Heritage Worldstrides - super expensive. She tried to see if they would use her hotel and they quoted her the same price. I told her they probably didn't even look at it b/c they make everyone use their hotel. > She did comment on how professional we were compared to the people she spoke with on the phone there. 10/7/16: > BJS attached Holiday Inn Meadowlands after reviewing options rec'd from Ninffer at BMG. Less than 5 miles from Times Square - just outside the Lincln Tunnel. We could not do the La Guardia Plaza. > Did math and attached / included Full American Breakfast at the hotel. > Attached Broadway Classroom Instrumental Workshop(s). Everyone pays the same rate, including adults. > Our Prices are below and based on 198 - 220 total trip participants. Q starts at $125, 139, 165, 245. > No comps, no extras, as we discussed before. This is what we can do - if she wants it - great - if not, so be it. I am not playing lets make a deal. > BT, feel free to fashion an email to Kathy and SHARE WITH BJS before you send to client. 10/9/16: > BT sent info to client and quoted bus driver single rooms at $169 per night per convo with BJS. 10/10/16: > BT sent EM to Allison - Hi Allison, Here is what we can do for you: May 5 - 6, 2017 - Based on 198 to 220 total participants Holiday Inn Secaucus Meadowlands 1 Night (including Full American Breakfast) Broadway Classroom Instrumental Clinics for your group Quad $125.00 Triple $139.00 Double $165.00 Single $245.00 The LaGuardia Plaza was not available to us. This hotel is actually closer to Manhattan and just by the entrance to the Lincoln Tunnel. Your bus driver single rooms would be $169 per night which includes Full American Breakfast for them as well. Please let me know if you would like to proceed. 10/10/16: > BJS answered BT's question from client about bus parking at the hotel - Bus Parking? $45 / coach / night = on site Complimentary at Walmart (located about 1 long city block from the hotel). 10/11/16: > Allison would like to move forward with this trip. > Go to K. > Estimated numbers at this point. BT will send hotel info form, Rooming lists, and FPGF. 182 kids = 44 quads & 2 triples 22 chaperones = 1 single, 1 triple, 9 doubles 4 bus drivers = 4 singles Total: 208 participants 10/16/16: > BJS replied to BT's notes on numbers from above on 10/11/16 - these are nice to have, but we will still base everything on the max number per SOP (220) and then final numbers will be due and determined per our K as usual. > CH, please prepare K - there is no IOG or TO, nor will there be. The ONLY inclusions are the hotel (1-night), breakfast and participation in the Broadway Instrumental and Choral Workshops (one per student). > Please advise BJS when K is ready for his review so he can do so and then get on to TPW for the E-Agreement so it can go out on Monday (10/17/16). Transportation is also ON OWN. > Just two (2) total payments on this trip. The 1st Payment will be $50 pp. Also, in the K where we usually put $85 as the cancellation fee, make this one $50pp. _x___ CH 10/18/16____ 10/18/16: > Allison is asking for confirmation of the time and location of the Broadway clinics on Friday, May 6th. "The best times, if possible to schedule, would be from 12:30 – 2:30. Last year, we dropped off the instrumental students at 12 (they waited until they could go inside at 12:15) and then dropped off chorus at 12:15." > A 2nd email within 5 minutes...here we go: > She wants to know if they can shedule breakfast between 8-9 on Saturday, May 6. > Can the hotel reserve a space (last year it was a small, empty ballroom) for students to put their luggage during breakfast? It’s best if students bring their luggage down to breakfast, store it in a separate room, and then grab it to go straight onto the buses (rather than going back up to their hotel rooms). 10/18/16: > TW sent EAgreement 10/18/16: > Allison wants 3 clinics - band (56), choir (83), orchestra (58). These are her max numbers for each group. > Wants to do option 2 where they bring their own music and working on it with the guest conductor plus the Q&A. 10/26/16: > You will all be happy to know that Allison is just waiting for final approval from the county before she submits her K. Should have it by the end of the week. > She asked if the hotel provides security or would she have to "arrange it privately". Is this something we are willing to arrange as a line item if she wants it? 10/27/16: > BT confirmed that Allison would like to add 1 guard from midnight to 6am at their hotel. > I expl. that it would be a line item on the invoice. > BJS made attachments and put note in Financial File. 11/10/16: > BT received PDF copy of K from Allison. > Forwarded to BJS and CH. > BJS signed K. > CH, please process and mail GLH per SOP. Remember, they will need a CCIF in the GLH. > As this group is now UNDER CONTRACT, please review carefully and proceed as needed with all vendors. Thanks! _x___ CH _11/11/16___ __X__ TPW _11/11/16___ __X__ HMS _11/13/16___ 11/17/16: > BT got email from Allison. > She received DN and TPL is on the way via snail mail. > She will pay first payment by Dec. 6. > She would like to confirm the breakfast time at the hotel. She's requesting 8:15 to 9:15. > She is also asking about workshop time on Friday, May 5. They will be in NYC by noon, so starting at 12:30 and ending by 3:45 as their dinner is scheduled for 4:45. > In the attachment, the workshop is scheduled for Saturday. BT assumes we are at the mercy of their availability here. Nothing in the notes or our conversations about a specific day/time for the workshop. 11/20/16: > Breakfast time will be dependent on the Workshop time and the Workshops are typically scheduled at 10AM each day. We have asked for other times in the past, but they have ALWAYS been at 10AM. You are correct, it is scheduled for Saturday at 10AM. 11/28/16: > TPW, see note from 11/17 and please call Broadway Classroom to see if the Pyle MS Music Dept. Workshops can be on Friday, 5/5/17 and take place sometime between 12.30pm and 3.45pm. These are playing & singing workshops, not broadway 101 type workshops which we know always happen at 10AM. Please advise BJS as soon as you have an answer. Thanks! ____ TPW ____ - Clinics have to be on Sat at 11:30AM 12/1/16 MES TPL received. 12/7/16 < MES check #000990 rec'd in the amount of $8,400.00. 12/15/16: > Allison sent Broadway Classroom forms to BT. BT forwarded to HMS. > All three ensembles will prepare a Broadway piece for the clinic instead of the sight-reading option. She won’t know which pieces until we make the final decisions in February. > There are no students overlapping ensembles. > As always, she has a request...please advise: A colleague in the county mentioned two possible conductors for the instrumental clinics. Would it be possible to request them if they are available? For orchestra, Aron Accurso (a former student of my colleague Scott Herman at Cabin John MS in Potomac) who is working on Aladdin right now. For band, William Waldrop who has conducted Phantom of the Opera in the past. We are considering preparing a band arrangement of Phantom. 1/26/17: > BT send reminder for 2nd payment and sent trip forms. 2/7/17 > MES Check #001017 was rec'd in the amount of 9,365.00 3/15/17 > CH reviewed all forms rec’d on 3/3/17 (RL, FPGF, HIF & FAF, CCIF). > Total Pax = 207 PAX (182 + 25). > RMS / PAX 41 Q / 164 07 T / 21 11 D / 22 00 S / 00 TOTALS = 59 ROOMS and 207 PAX (182 + 25). > CCIS needs to get bus driver rooms per CCIF > CH updated Bible numbers, and Status Schedule and printed. No IOG. > CH sent RL pack to Hotel. > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. ____ HMS ____ 3/20/17: > BT got an email from Allison on 3/16. > Upon return from my trip, she wants to discuss hotel breakfast time. > They would like to have the breakfast from 9:30 – 10:30 am if possible. Or 9:15 – 10:15 am if that works better for the hotel. > Not sure if hotel can accommodate or how this would affect their getting to Broadway Classroom which appears to begin at 11:30. 3/27/17: > BT FINALLY got a response from Allison re: numbers for workshops - and, of course, a request. Chorus - 72 + 11 Band - 55 + 9 Orchestra - 55 + 5 > Allison wants to know if the adults can eat breakfast (in peace and quiet) from 8:30 to 9, help the kids load the buses from 9 to 9:15, then the kids eat from 9:15 to 10. There aren't enough emojis to capture my range of emotions. > I told her I would check, but that because of the size of her group the hotel would be unlikely to accommodate. 03/27/17: > BJS emailed and mailed Final INV #6197, $10,215.00. made due 4/7/17. 03/28/17: > BJS EMAILED AND MAILED UPDATED FINAL INV, #6197, $10,139.00. This is due to the fact that BJS had the wrong driver room rate on the one I sent last night. 4/4/17 > CH rec'd check for $10,139.00. Group is now PIF. 4/19/17: > Hotel arrival time will be 11:15pm. 04/24/17: > BJS EM'd Final Hotel & Workshop Info Sheet to Allison et al - Allison: Attached please find the Final Information Sheet for your group’s up-coming trip to New York. Don’t forget to provide this information to your charter company, along with the remainder of your group’s specifics. Should you have any questions or concerns, do not hesitate to reach out to Brett (301.442.5839) - 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. > There will be no mailing of any packet since there would be nothing in is as the hotel and Workshops are all we did. 4/25/17: > HMS, Allison emailed BT and wants to know if there is space at Carroll Music Studios for kids to leave instrument cases. She can't remember from last time. > I also wanted to make sure you got her questionnaires I sent yesterday and wanted to clarify her percussion requests. 4/27/17: > As we discovered this week, we had given Allison the incorrect address to send her scores to Broadway Classroom. It was off by one number and they came back to her. > She emailed BT today and asked if we would reimburse her to ship them overnight. We really need to talk to RJ about adding emojis to TPMS!!!! > Per BT and HMS discussion, BT informed her that we can reimburse her for the least expensive shipping option that will give them a tracking number since it's not urgent that they receive the scores tomorrow. I told her to send a receipt. > Then she fucking emails me to tell me that Broadway specifically asked her to overnight them so they could scan them and have them in time. Why didn't she just tell me that??? I find it hard to believe that her school doesn't pay for shipping things for professional reasons.
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