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General Trip Information
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Mon Apr 30, 2018
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Woodgrove High School Band and Orchestra-New York, NY-05-04-2018
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Woodgrove High School Band and Orchestra
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Trip Notes
( Print Note )
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Purcellville, VA to New York, NY = 268 miles = 4.5 hrs. non-stop DISCOVER STUDENT TRAVEL trip (per client decision on 10/5/17) 8/18/17: > Great news - had a great chat with Samantha. IMO, this is no longer a JPP. Updated contact in TPMS. > Bill is "getting old" so she is taking over. Has exact approved dates and almost all of the info we need to get started. > official dates! depart on May 4 - leave early > #s still 75 + 8 BUT, they have invited the choir. Could be 30+ more pax. She hasn't confirmed yet, so I'm holding off on updating to "Music Dept". > one night trip > activities, clinic if possible - band, choir, orchestra, full orchestra, guitar? She's completing ensemble forms. > Budget - no more than $750 - absolute cap. We discussed typical NYC cost. Talked about how they could probably do a 2 night trip for that cost. Not sure if Bill will go for it "wants a day off b4 going back to work", but she would LOVE to do that. > after convo, she has decided to stay with one night trip. > MUST see Broadway show. > would like to see something at Lincoln or Carnegie. This is negotiable. > Boat tour? - statue of liberty. She mentioned a "party boat". Does this include dinner? I mentioned Spirit Cruise as Liberty cruise does not include dinner - perhaps with one night trip, they could do this instead of Statue of Liberty cruise? > Other than that, typical NYC stuff. Top of the Rock, Radio City, Rockefeller Center area,9/11 museum. > Waiting for confirmation on choir and ensemble forms. > BT will create folder in Dropbox and start the IOG. 8/24/17: > BT spoke with Samantha. > Choir will NOT Be on the trip, so it will remain B&O only. Numbers are firm, hoping it will be a few more? Talked about # of bus seats and cost a bit. > Ensemble forms sent and BT placed in their Dropbox along with most recent Loudoun County charter list. > They have their booster meeting on Sept. 14 and really want to have everything by then. As office is in Orlando from 9/10 - 9/13, BT scheduled in person TO for 9/7 OR 9/8 tentatively and updated white board. Either will work for them, will keep her posted on status. 9/7/17: > BT had set the in person TO presentation with Samantha for today or tomorrow! I need to reach out to her TODAY to set a new date (early next week?). Is this going to be possible? Which day? They need everything by the 14th. 9/7/17: > In person TO rescheduled for Thursday afternoon 9/14. Exact time TBD. 9/11/17: > In person TO scheduled for 1:15pm on 9/14. 9/11/17: > BJS reviewed IOG BT and CH started. > CH, ready for CQRs. > CH and BJS selected hotel. > BJS made his attachments. > CH and HMS, please complete your attachments ASAP and then return to BJS so he can run rates - TO meeting is this Thursday at 1:15PM, so CH needs to have the TO completed (new style) NLT close of business Wednesday. __x__ CH _9/11/17___ __X__ HMS __X__ 9/12/17: > BJS ran rates. > CH, ready for TO - old version is fine. BT needs it before the end of day tomorrow (9/13/17). Thanks! __X__ CH __X__ 9/13/17: > BJS reviewed TO for tomorrow afternoon's meeting. > HMS, BJS had originally planned on Cucina & CO, but since they are also doing Buca di Beppo the next night - menu is too similar, so made change to Neapolitan Pizza Dinner at Naples 45. BJS made change in TO. Prices are remaining the same. BJS attached Naples 45, HMNS, you will need to make Cucina & Co INACTIVE and notify Pam of change accordingly. You should probably wait to do this after we get BT's report on his presentation meeting. > BJS alerted BT that TO is ready for his meeting. ____ HMS ____ 9/14/17: > BT had in person TO with Samantha (OD) and Bill (BD). Great meeting, they love how organized everything is. Samantha called us geniuses. > Gunther is charter choice. > Already gave me BSSF - will put in Dropbox. > Of course, now they have become more budget conscious because last year they did Disney (their big trip year) and this is their shorter/closer trip year. They know NY is expensive, but they also inflate the student cost to make the adults cheaper. That would have been good to know up front! > Concert good, clinics good, b'way show good. One thing that Bill hoped to see was some kind of Dinner/Party Cruise - something a la Sprit of NY? Maybe Saturday after Bway show instead of Buca? "Doesn't matter if they get back at 2 or 3am". > This, of course, led to the driver hour issue. I told him I would research cost and availability to see if it's even an option. They understand, maybe have to "do it next time", but would be a cool way to end the trip. > So they want to remove $10 MC on Friday. Depending on cost of possible dinner cruise, remove Radio City and/or Top of the Rock and make that time block "free time to explore Rock Center and walk to Central Park". Might do that either way. Will advise once we have answer about dinner cruise. > Another random question maybe for "next time" - Bill asked about if some kind of outside public performance is possible at 9/11 memorial. Is this even allowed? > Lots of discussion re: clinics because of their number of groups. This is what they came up with. Full Orchestra - Concert Band and Symphonic Orch. will combine and do Option 1 - sight read Jazz Ensemble - Opt. 2 - Bring their own, work with a clinician Guitar Ensemble - Opt. 2 - bring their own, work with a clinician. Samantha said this is more of a "classical guitar" group FYI. > This covers all of their students having something while consolidating the number of clinics in the block. 9/19/17: > BT got an email from Samatha re: NYC changes. > As mentioned in previous note, remove $10 MC en route. They have definitely decided to remove Top of the Rock and Radio City. That will be "free time to explore Rock Center/Central Park". > If they keep Buca and add the Harbor Lights Cruise, they want to know what impact that would have on the bus cost as they would likely need a relief driver. She asked if doing this would "be a wash" with dropping Buca in favor of a dinner cruise. Per email from HMS - it sounds like no dinner cruise options would be in budget. Can we find out bus cost change since they have chosen a motor coach carrier should they choose to do this? > I have not said anything to her about the issue with the clinics, but here are my 3 thoughts: 1. suggest that they need to organize the ensembles so everyone gets some kind of clinic and all groups are 40+. 2. perhaps do a sight reading clinic for full orch. and then maybe pick one of the other workshops - Broadway Up Close? - for guitar/any leftover kids. Minimum size is 25 for that one and it’s a cheaper workshop. 3. if they really want to decrease cost, maybe look for a public performance opportunity for them - church? - on that morning. Apparently she was really hoping they could perform in Carnegie Hall - HA!! > Can we talk about this so I know how to broach this topic with her tomorrow/soon? 9/26/17: > BT spoke to Samantha this morning. > Definitely Remove Lunch meal credit. > Remove Radio City and Top of Rock and make that "free time to explore Rock Center and Central Park. > Want to add Harbor City Lights Cruise and return later. Please send for re-quote. > Re: ensemble clinics - "Symphony Orchestra" will do sight reading clinic as most other kids are in this group. > Right now their thought is to combine Jazz and guitar ensemble. (but guitar ens. is more classical) > Bill is a jazz guitarist - he might have some ideas. > Samantha thought maybe Guitar ensemble go somewhere else for a clinic? Big logistical problems here I think. > She will talk with Bill and let me know if he thinks combining them will work. Big concern is she wants the guitar kids to be "well taken care of". Can we request a jazz guitar clinician for them (Bring their own music) > Last time Heritage was a bad situation for this ensemble. Wants them to want to come on the trip. 9/26/17: > Here’s the latest from my most recent conversation with Samantha: > Can the guitar ensemble and jazz ensemble combine for on session, but split the time with the clinician? So this would run concurrently with orchestra in another space. Jazz/guitar would each do half of their allotted time with the clinician. > It would preferable for them to have a jazz guitar clinician who could easily work with both. If so, Samantha would prefer for the guitar kids to sight read. If not a guitar clinician, they could BYO Music. Bill still wants Jazz to BYO Music. 9/29/17: > BT spoke with Samantha and shared with her Hollie's notes about B'way Classroom. > She is thrilled and thinks $250 for the extra guitar clinician is great. > She is doubtful that the guitar/jazz group will be 40+, so would rather ere on the side of caution with the price. If it ends up being 40+, maybe they get a credit back. > I made it clear that kids in orchestra can't crossover to jazz/guitar. She understands. > I explained that we can't guarantee same venue. Can we request it if possible? They are the only two directors - Samantha directs guitar and Bill directs jazz, I think they both direct orchestra. > They need a revision based on note from 9/26 and however we figure cost for Broadway Classroom. 10/4/17: > BJS updated IOG based on 9/26 conv with client and also updated return time in system. > HMS, please see if the Dinner at Bucca can have a 4:45 start time. > CH, please send updated IOG to their charter co for a revised Quote ASAP> JS and BT revised packages rates and they actually stayed the same as they were in the original TO, Q starting at $505. __x__ CH _10/4/17___ __X__ HMS _10/29/2017___ 10/5/17: > BT spoke with Samantha regarding the revised rates and bus quote. > She would like to proceed with the revision as is, but change to DST to save $23 per BJS. > Send revision and go to K! > BJS updated rates in System to reflect the $23pp savings by becoming DST. > BJS updated logo on IOG. > BJS updated attachments accordingly (made watch, bags, GTV and USBands INACTIVE). > BJS updated TO to K Version and sent note to BT so he can send to client. > BJS set due dates for K and 1st $. > JAF, ready for 1st and 2nd payment invoices. > CH, will be ready for E-Agreement as soon as JAF sends you the all go on the invoices. > Comps are 1:25 Paid. __x__ JAF 10/5/17____ ____ CH ____ 10/5/17: > JAF created & emailed 1st Payment INV # 6290, due 11/16/17, $13,523.00 > 2nd Payment INV # 6291, due 2/2/18, $18,169.00. > CH, ready for E-agreement. _x__CH_10/5/17__ 10/5/17: > BT registered group for Travel Insured and sent link and documents. 10/12/17 > 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. 11/29/17: > Samantha just called BT with a hopefully "good" problem. > They have more students than anticipated. New numbers are 103 + 13 = 116. > They do have 56 pax buses, but they are taking their school's suburban, so seats are NOT an issue. > We need to see if there are enough hotel rooms, concert/show tix. Please advise, then she will send the OK to pays with revised numbers. 12/1/17 > KMH updated student count from 75 to 103 and adults from 8 to 13. 12/6/17 > CH rec'd reply RE: increase in room block > The hotel only has 34 DDs and we already have 28 of them. They are able to add 3 DD handicap rooms and 7 kings with pull out sofas. 12/14/17: > BT had a GTM with Samantha - she had given the pax a price range to this point, but just wanted to be sure of exact costs esp. since their numbers increased. She also wanted to figure out what to add to student costs to have the adults pay half, so I helped her with that math. > She is all good with the 7 King rooms, they will make it work. > Hollie - re: clinic #s: Samantha had a few more guitar kids commit than she thought and Bill had a few less Orchestra kids than he thought, so they are hoping to do the following if cost stays the same (if you see notes on what we charged them in the attachment - it was $67.37. > Guitar only clinic with just one clinician - 22 > Full orchestra clinic - 88 (includes a pianist) > I ran the numbers using and came up with this - please verify and correct me if I'm wrong: > 88 players in the combined Band / Orchestra SR Clinic = $46 x 88 = $4048.00) > 22 players in the Guitar Clinic, which is less than the 40 minimum, so they are charged a flat fee of $1840. Only one clinician needed. > $4048 + $1840 = $5888 / DOF (102) = $57.73pp. > So about $10 less (pending confirmation of final numbers) 12/18/17 > KMH Received check #1958 for $13,523.00 1/11/18: > Per HMS and BJS, published rates will decrease by $9 on the final invoice due to the change on Broadway Classroom from 12/14 note from BT. 03/13/18 > KMH received check #2001 for $18,169.00 4/2/18: > BT reviewed all forms rec’d on 4/2/18 (RL, FPGF, HIF, & FAF). > Total Pax = 115 PAX (102 + 13). > RMS / PAX 24 Q / 96 02 T / 06 06 D / 12 01 S / 01 TOTALS = 33 ROOMS and 115 PAX (102 + 13). > The group will be traveling on 2 buses. > As noted, any extra pax are traveling in a suburban. 4/2/18: > CH reviewed forms processed by BT (RL, FPGF, HIF, & FAF). > Total Pax = 115 PAX (102 + 13). > RMS / PAX 24 Q / 96 02 T / 06 06 D / 12 01 S / 01 TOTALS = 33 ROOMS and 115 PAX (102 + 13). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH sent RL to Hotel > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > KMH, Please send 115 DST Luggage tags and one DST water bottle > JAF, Ready for Final Invoice > The group will be traveling on 2 busses > Comps 1:25 3 at the double rate > Pricing is Tier 1 and is as listed below in red ___x__ JAF __4/3/18___ _____ KMH _____ ____ HMS ____ 4/3/18: > JAF created final INV, #6415, due 4/10/18 - $32,404.00. Mailed & Emailed. C to KH. 4/24/18: > BT got the clinic numbers. > 16 guitar. > 86 combined orchestra. > = 102 students. 4/26/18: > BJS emailed FI BOOKLET to Samantha et al . . . > I believe the box was mailed yesterday via UPS air. . . 4/26/18 > KMH received check #2031 for $32404.00 4/30/18: > BT had pre trip brief with Samantha. All good.
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