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Trip Reports:
Bible (Basic Trip Report)
General Trip Information
Updated
Tue May 29, 2018
Trip Name
Our Lady of Good Counsel Music Dept.-New York, NY-04-12-2018
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Our Lady of Good Counsel Music Dept.
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Trip Notes
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Olney, MD to New York, NY = 224 miles = 4 hours non-stop Hilton Hasbrouck Heights to Queens College, Queens NY = 22 miles / NLT 1 hr. 5/5/17: > BT updated contact for new BD. Rich will likely act as trip coordinator this year. I'll be helping new guy quite a bit, we shall see. > They MIGHT want me to go as tour escort - Rich asked how much extra it cost. > Good for early sign bonus comps after July 1, send invoice. > New York 2018, will be a festival year - no heritage! BT noticed that Festivals of Music has stuff over their dates and it looks to be a pretty nice venue at a college in NJ. > Same numbers as usual - about 170 student and 30 adults. I will help them narrow this down once school year starts, but this is always pretty typical. > 1 orchestra - about 20, 2 concert bands, Jazz ensemble, 4 to 6 choirs depending on how Stan puts them together for festival. Still lots of unknowns about who’s teaching what with me leaving, but I will try to get ensemble forms from them with their best guess before the summer. > Broadway show, normal sightseeing venues - we like Top of the Rock and shopping time/meal in Rockefeller.. Have never done 9-11, but I think they would like that. Statue of Liberty is not a must, but maybe Circle Line or something where they see it up close without doing all of the stops and shit. > Rich also mentioned attending a concert - NY Phil? > Rich suggested maybe a dinner cruise - like Spirit of NY or something similar? could be brunch, lunch, or dinner. > Like Hunt Valley/Gunther, but open to Eyre, Keller, Atlantic Coast, etc. > Hilton Hasbrouck worked well last time - just leave extra time for traffic! > No huge rush on TO - they like to have it in late August so all is ready for fall parent meeting in mid-September. 06/28/17: > BJS emailed and mailed Advance Deposit INV #6224 dated 7/1/17, $20,000.00 and made due 7/17/17. > BJS also sent EM to BT to see why comps are 14 (4 singles and 10 doubles). 08/07/17 > MES Check #0017242 was received for invoice #6224 in the amount of $20,000.00. 8/27/17: > BT got the instrumental ensemble forms on Friday and uploaded to Dropbox. Stan is still working on them, I have to bug him next week. > Parent meeting is 9/20 - so they will need TO before that. BT updated White Board for TO date of 9/14 so I can get over there sometime before the meeting to go over everything with them. Will be easy/flexible to schedule with them. > HMS, Rich pointed out a couple of issues with the filable PDF ensemble form. We can chat on the phone. I also wanted to know where they go when someone clicks submit. I've been asking folks to email them to me so I can verify they are put in the dropbox. 8/28/17: > Choir Ensemble forms placed in Dropbox. > Ready for TO prep. 9/14/17: > BT talked to Tom Kramer about Choirs of America for the NYC trip. > Stan was hot for it, but if choir is going to be all tied up - thinks it might be better to do social things together and not have a completely separate trip. > Rich thinks kids are "hot for competition". But not hot to play at Carnegie for an audience? Are you fucking kidding me? Probably cuz the band sux since I left. > Anyway - I think it's best to set up a conference call with them and Chris Olin. Trying to make that happen this afternoon so they can ask him all the questions and make an informed decision hopefully today! 9/15/17: > BT talked to Tom Kramer and Stan again today about Choirs of America. > They are almost sold on doing it all together. Two things of concern right now - from Rich, of course. > 1. Who would the instrumental clinicians be? BT will talk to Christopher about this and/or get him to talk to them about it again. This is always Rich's ridiculous request that can't be answered this early. He always wants to know who the fucking judges are at the festival. It's too early ass hole! - Christopher already assured them they would secure top notch people to work with the instrumental groups. > 2. Most likely, only band and orchestra would play on the Carnegie concert. Could we find a public performance for the Jazz Ensemble in NY on Thursday or Saturday so they have somewhere to play? Intrepid comes to mind. 9/15/17: > BT spoke with Christopher at C of A again today to give him a little insight about the instrumental guys concerns - e.g Rich is a douche, tell him what he wants to hear. He’s going to reach out to them by email and assure them that will work together with them to find the best possible people to work with the group. > Rich texted me today wants me to come in next week and talk to them about it - he’s “just not sure how the kids will react". To performing at Carnegie Hall - are you fucking kidding me???? > I'm going to go on Wednesday morning - I have other meetings that afternoon and evening so I can't go to their parent meeting. > I told him to definitely call Christopher back as it sounded like he will work with them to provide what they want if they decide to do it. I don't want to come across like I'm pushing this on them. > Long story short, I don't think we will have a decision until Wednesday of next week - so obviously will not be able to have anything prepared for their parent meeting - oh well. 9/15/17: > OK - one last update before the weekend! It's a fucking circus over there! > Tom and Stan called me (after Rich left for the day). It sounds like they are "98% ready" to pull the trigger on it. > Perhaps they have given Rich enough time to either make it seem like it was his idea, or get permission from his wife...not kidding. > I'm going to go meet with them on Monday at 9:30 before I leave for Norfolk. Hope to have a definite by then. I did tell them we won't be able to have anything finalized for their meeting on Wednesday, but they said that's ok. > I'll let you know how it goes! > Couple things to do on the trip outside of C of A: Stan likes to do a sporting event to balance activities for the guys. Mets are in town Friday night. So maybe B'way show Thursday matinee or night, Mets Friday night. 9/18/17: > BT had in person meeting at Good Counsel with all 3 directors to finalize NYC plans. > They are now 100% in on Choirs of America. > They will return BSSF soon. > BT sketched out their IOG with them based on what we know about the C of A schedule. Will update in their Dropbox. > Depart Thursday around 9am - after buses, lunch en route with MC. Afternoon, Top of Rock/Explore Rock center. Dinner @ Naples 45 or similar, Broadway show, hotel check in. > Friday: bfast at hotel, 9am - 4pm at C of A. Stay on that side of town for Mets game that evening (we verified they are in town), dinner at game via MC is fine, but they will likely be there pretty early since Queens College is in Flushing. Could do dinner somewhere local of necessary. > Saturday: bfast at hotel, Choir rehearsal with C of A morning? (1st block if possible), Intrepid Museum (jazz ensemble public performance), Lunch, maybe 9/11 memorial of we need to fill time?, dinner, evening concert. > Sunday: bfast and check out, maybe statue of liberty then depart OR - if a brunch cruise is not cost prohibitive at this point they would like that so they wouldn't have to stop for a meal on the way home. Either way, should be home early enough to avoid having to go to mass. > Budget: their trip is usually in the $750 range all-incl, and that's with charging the adults $100 less than the students. > I'd like to go as an escort so I can see Choirs of America in action. > They have a meeting on Wednesday with parents, but they know they won’t have anything official to share yet. 9/19/17: > Tom Kramer should now be listed as Trip Coordinator. He realizes, like me, it's the only way shit will get done. BT made him primary contact for the trip. > He had trouble with the BSSF. I will work on getting a signed copy, but their choices are as follows: 1. Wicked 2. Hamilton (should they even bother?) 3. Come From Away 4. Hello Dolly 5. Anastasia 6. Stomp > He sorted their search to only include shows that were available on April 12. 9/22/17: > BT completed online CofA application on behalf of the group and listed HMS email as the contact. > Chris needed it completed so they could declare the event full and turn others away. 9/28/17: > BT spoke with Tom re: guaranteeing numbers for the broadway show tix. > Can have their TO by end of next week? I put by 10/6 on white board. They need to figure out cost so they can start collecting $$. > I created an IOG for them based on what I knew about CofA schedule. 10/2/17: > BT spoke to Chris re: general schedule for IOG. > They will schedule the instrumental rehearsals on Friday as a part of their day activities along with clinics/adjudication. So it sounds like they will go over to Carnegie at some point during the day? Will have to verify. > Will likely put the GC choir on the early massed choir slot on Saturday - so sending Instrumental to 9/11 memorial should work well during that. > Meet for lunch at Dallas BBQ. > Intrepid in afternoon with jazz performance. > Chris asked if we know Keith Snode at Intrepid? He scheduled their performances, used to do something else with performing groups in NYC and is a friend of Chris. Anyway, apparently he is "the guy" to talk to over there when scheduling groups to perform as he puts them in the best venue. Will send me his contact info. > Dress rehearsal call time is usually 5pm, may need to be there around 4pm. Can arrange space for dinner delivery. 10/6/17: > After BJS and BT ran rates with current IOG, we decided I would share with Tom because I knew it would be too expensive for them. > I shared IOG with the suggestion of starting by removing Saturday night stay and returning after CofA to save them a hotel night and Sunday activities and meals. > I went to the football game at GC tonight and saw all three directors. > The consensus is for them to keep it to a two night trip and depart after CofA on Saturday. However, they know the kids will be hungry, so they want to stop and have them eat pizza somewhere. Even if they order it and have them eat on the bus at one of the rest plazas or something. Any ideas? My feeling is that this will have to be "on own". > The other reason for doing this is to delay getting home until “very early morning". They think getting home closer to 5am is better than getting home at 2am. This may be non-negotiable with driver hours. > Per BT discussion with BJS, let's remove Top of the Rock and keep that time as "free time to explore Rock Center, 5th Ave., Central Park" or something. > Change $20 MC at ballgame to $15 - already indicated on IOG. > Remove 9/11 museum and just do the memorial. Maybe explore Canal St. Vendors if they need to fill time? > Before I left the game, I was trying to get a better handle on the number of students in instrumental vs. choir. Tom said there are 206 students enrolled and that is is everyone goes. Based on history, this never happens. They expect that about 15 students out of this wouldn't go. > about 90 are instrumental, the rest are choir. > About 30 adults is correct, but they can always take fewer parents if needed. > However, there was discussion about needing a 5th bus if all of the students go, but needing to fill it with maybe some theater students and more adults. > I'm thinking on one hand, this could help spread the CofA cost among more people who would not be directly involved with CofA. On the other hand, we only have 200 show tix for the Broadway show reserved as of right now. > However this works out, I would say see if there are 5 coaches available. The ONLY time we have ever taken 5 buses on a GC trip was last time we did Orlando. So we did a 5th bus and opened it up to a shit ton of adults to fill the bus. I guess that could happen again, especially if parents want to see their kid perform at Carnegie Hall. > CH - you might want to try Rill's Bus service for them too - http://rillsbusservice.com/ - they used them for graduation last year and they did a nice job. > I'm planning to go over to the school on Tuesday morning to sit with Tom and hash out the exact price. 10/9/17: > BJS updated IOG to reflect BT's changes from 10/6/17. > CH, please send CQRs with IOG Rev1 to only those who have either not yet responded, or who have responded and said yes, they do have coaches. > BTW, we decided 4 coaches is sufficient and we doubt they will have a large influx of additional pax since NYC is close enough folks can make it a day trip if they want to see their kids on stage at Carnegie Hall. > CH and HMS, please review IOG Rev1 and proceed as needed updating attachments and alerting vendors accordingly. Make sure hotel is OK with just the two night stay, Thursday & Friday. > HMS, please check with Pamela Eng re: second delivery to coaches at Carnegie Hall for late night snack when the concert is over - so they can have it for on the way home. Budget of $10 - $15. . . > BJS told BT he needed to reschedule his mtg with the BD from Tuesday to Thursday. ____ HMS ____ ____ CH ____ 10/11/17: > BJS updated attachments and ran rates, Q was $715 and discussed with BT. > Decided this was still too high, so we decided to make the Lunch en route on Thursday a Brown Bag lunch on own and take out the late night meal to be delivered before they depart for home. This got it down to $689. This changes are not final - this is still a WIP (Work in Progress). > BT needs TO old style for this evening so he can work the numbers in time for tomorrow's 9:30am meeting at the school. __x__ CH _10/11/17___ 10/11/17: > BJS reviewed TO and updated as needed then sent note to to BT that it was ready and in DB. 10/12/17: > BT had in person meeting with Tom and Rich today to share TO and price calculation. > All good. They want to add the $10 MC en route back in. > They will take care of the Saturday evening snack on their own. > James River is fine for bus unless something comes in cheaper. > Tom and I discussed his concern of having increased numbers this year. We're going to stick where it is for now and he will advise once he collects deposits if it's going in that direction. I think it's unlikely - but who knows. I will tell him the idea that if parents want to see the concert, they should drive up separately and just get a ticket to the show - will be cheaper for them. > He did ask if a 5th bus is available - worth checking yet and holding one just in case? I think we will know for sure within a month. > Go to K. > HMS - he shared videos with me of jazz band for Intrepid museum. I will put them in Dropbox as MP4 files. I can probably put them on YouTube if needed for that application. Please advise. 10/12/17: > BT registered group for Travel Protection, sent link and docs. 10/23/17: > BJS set due dates. > BJS updated IOG and TO to K Version and added $10 to rates since they added a $10 Meal Credit for Lunch en route on Thursday. > Comps are 10. > No Tiered Pricing. > Tom Kramer is the Contact. > JAF, ready for 1st & 2nd Payment Invoices. Please take into account the $20,000.00 Advance Deposit we received on 08/07/17. > CH, will be ready for E-agreement as soon as JAF has the invoices completed. > OK to Pay for Come From Away show tickets is due 10/25/17. (No need to make mention of BSSF). > Show Advance Deposit of $20,000 rec'd; on 8/7/17 on the Deadline Schedule and in the K. > Please send E-agreement NLT 10/25/17. __x__ JAF _10/23/17___ ____ CH ____ ____ HMS ____ 10/23/17: > JAF created 1st Payment INV # 6305, due 11/30/17, $ 41,890.00 > 2nd Payment INV # 6306, due 11/30/17, $ 57,482.00 > CH, ready for E-Agreement. Please send E-agreement NLT 10/25/17. ___CH___ 10/31/17 > MES printed fully executed contract and TO > MES processed GLH per SOP > As this group is now UNDER CONTRACT, please review all and proceed as needed. _____ CH _____ _____ HMS _____ 11/10/17: > Updated pax count from Tom: Our current numbers are: 186 students 6 faculty 22 chaperones > This takes them to 214 participants. They have 6 more students who are expected to attend the trip, but they have not yet received their forms. If those six students do not attend – they have a chaperone wait list of 9 parents that as of now. > So he thinks they can fill all 220 slots on the buses. > Big questions - can we get 10 more broadway show tix? > My though is to see how many broadway show tix we can get up to 220 and make that number their cap. > We also need to talk about instrument rental for Choirs of America. 12/08/17 > KMH received check #0018140 for $41,890.00 01/16/18 > KMH received check #018395 for $57,482.00 2/8/18: > BT reviewed all forms rec’d on 2/8/18 (RL, FPGF, HIF, & FAF). > Total Pax = 213 PAX (184 + 29). > RMS / PAX 43 Q / 172 04 T / 12 09 D / 18 11 S / 11 TOTALS = 67 ROOMS and 213 PAX (184 + 29). > The group will be traveling on 4 buses. ____ CH _____ _____ HMS _____ _____ BJS _____ 02/15/18 > CH reviewed all forms processed by BT (RL, FPGF, HIF & FAF) > Total Pax = 213 PAX (184 + 29). > RMS / PAX 43 Q / 172 04 T / 12 09 D / 18 11 S / 11 TOTALS = 67 ROOMS and 213 PAX (184 + 29). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL to Hotel on 2/23 as their PCCF is due 2/22 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > KMH, Please set up the group's GTV > KMH, please notify The ARC to send 213 bags and 426 tags > JAF, Ready for Final Invoice > The group will be traveling on 4 buses > Comps firm, 10 at the double rate > Pricing is as listed below in red ___x__ JAF _2/15/18____ _____ KMH _____ ____ HMS ____ 2/15/18: > JAF created final INV # 6370, due 2/23/18 $ 60,439.00. Mailed & Emailed. 2/25/18: > BT got ensemble numbers from Tom and shared with Chris at CofA. > 99 choir students + 85 instrumental. (63 band + 22 strings) = 184 students. 02/27/18 > KMH received check #018627 for $60,439.00 3/12/18: > Per Chris at CofA, they will be in dressing rooms Orch. 4 & 5. > Look for invoice today or tomorrow. 04/02/18 > KMH sent cashier's check VIA FedEx Home 4/15/18: > BT heard they had bus issue on the way home with James River bus - so I followed up with Tom this evening with post trip brief since CH is following with them tomorrow. > drivers were great, leader knew what he was doing. > Friday night, bus stalled - took forever getting out of the city after game. > Driver said they would get it fixed by the time they would have to take them home. Didn't say anything at that point the other buses on driving them around on Saturday. Would have been nice to know that. Not sure if they figured it out later or the next morning. > So they were able to pre-load any not needed stuff on JR buses - put all of the stuff they needed for Saturday on the new buses, had to take everything else into Carnegie b/c those buses were dropping them at Carnegie and then leaving. As a result, they had to take a lot of stuff into Carnegie Hall. That led to the issue at Carnegie with choir room, etc. > So the bus drivers had all day Saturday to get that one bus fixed and assured Tom it would get taken care of. > Saturday night, he told Tom it didn't get looked at. > Leaving Carnegie - bus stalled out again, 40 extra minutes to get to the tunnel. > 50 or 60 kids left with their parents, so they had empty seats and squeezed everyone on the other 3 buses. So they stopped and emptied the broken bus of pax. That crappy bus still got to GC at the same time as the other 3 with their stuff. > Tom thinks they should have gotten a replacement bus if that bus didn't get looked at. > Two of the replacement buses were only 52 pax. New guys were confused with who was going to Intrepid and who was taking choir. > COA - Tom wasn't there when the choirs got there. "So unorganized". So when the band got there, there was nowhere to put us. > Tom was expecting someone to be there to greet him - it was like "figure it out". Lacked organization. > According to COA - Choir wasn't supposed to have a room. Tom said, if not, where are they supposed to be? Moved them up to a larger room. Sounded like this time pre-concert wasn't very well thought out by COA. > I told him about my text with Chris and how he said the "orchestra person unleashed on Carnegie staff". He had no idea what I was talking about. He said maybe it was him - someone came in and started yelling at the students, so Tom kept interrupting him and said you and I should talk outside. Once that happened and they got shit sorted, he and that guy were all good. > Once event started, went very smoothly. Kids and parents were totally oblivious to any of this garbage behind the scenes, so that's good. > Chris from COA told Tom "this is the only time they have sold out". So we kind of think that's b/c GC had such a large group and lots of folks came up to see them. You're welcome, COA!! > Queens college day was "pretty good". They needed someone to meet them and say "go here". Took an extra 15 minutes to find them, issues at the gates. That's where COA lacked forethought. Once that started - kids were great, it went well. > Science center place worked out. Game went well. Only weird thing was 2 of the kids had tix that were in a different section pretty far from everyone else. > Intrepid - was great. Little confusion when they first arrived about cases or no cases. It got figured out quickly. > Come from Away - went fine. Kids LOVED it. Were really into it. > Meals - really good. Naples 45 was GREAT! Boxed meal at Carnegie was smooth. Allergy cards worked well. If possible, would be nice to have them laminated with names? Maybe send them sooner so group leaders have time to do that? Obviously we couldn't do that. > GTV app was "glitchy". Map functions was saying kids were still in MD. Messaging worked great, pic function worked great. Tom called them on Thursday and he gave said to make sure to do this in that, didn't really work. 5/18/18: > JAF sent refund check # 10906 for $4,250 to Tom Kramer's attention. $1,750 Intrepid and $2,500 James River Bus Lines. JRBL check received today.Intrepid credit received 4/4/18.
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