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Updated	Fri Sep 01, 2023
Trip Name	Benton Middle School Choir-New York, NY-04-02-2020
Client	Back to Client \|\| E-Mail
Sales Rep	Brett Taylor E-Mail Sales Rep.
Trip Class / Division	CCIS DST
Destination	OR
Number of	PAX Youth Adults Escorts DOF
Comps	Single Dbl 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 )	Manassas, VA to NYC = 264 miles = 4.5 hrs. non-stop DST - FISHING (only b/c DCINY is currently full for this weekend so they are basically on a waiting list. If it doesn't work out, there is no backup plan for an alternate trip. She needs itinerary and appox. cost for admin. approval over the summer.) 7/1/19: > Make no reservations until we know if DCINY can take this group. > Budget is $1500 incl. DCINY fees. She has done this trip before and used a shitty tour company. She is a Colgan parent and McKenna referral, has been on our trips. If the trip happens, she will use us. > DCINY charges $790/performer and $395/ adult which incl. rehearsals, concert, and post concert dinner/party. > Basic schedule is April 3 + 4, 2020 – Half-day choral/piano rehearsal - April 5, 2020 – Sound check, performance and post-concert Artist and VIP Patron Reception with dinner. > So on 4/3 and 4/4 - we are not sure which half of each day will be taken up yet. One day will be morning, the other will be afternoon. I imagine most of the 4/6 afternoon and evening will be the sound check and concert. > In addition, she wants - at least 1 show (2 if possible), meal at Ellen's, Broadway Classroom or Disney Theatrical, okay with staying in NJ (originally wanted a Manhattan hotel as this is what DCINY suggest, but I think that is bullshit), lunches on own, Planet Hollywood is fine. > Thursday, April 2 - arrive in NY in afternoon. School buses arrive at 8:30am, need to leave at 9am. There is a director's meeting at 5pm for DCINY. > Performance is Sunday the 5th - dinner included with DCINY. Leave after. > BT created folder and started IOG. Added to WB. She wanted to get approval "over the summer". 7/3/19: > Per BJS, BT created a fishing TO using the Fitch DCINY trip is a guide to provide to the client for approval purposes. > No IOG to be included since we don't have the DCINY schedule yet. > No transportation to be included yet, and DCINY will be client arranged. > Used the Fitch 2018 price + $75 (bway show), + $35 (Bway classroom), + $20 (hotel markup). > TO Doc is in Dropbox for BJS review and approval. 7/18/19: > BJS reviewed TO that BT prepared using Fitch HS Choir DCINY 2016 as a guide. > After a closer look, too many differences and BJS hates not putting our best step forward. WE need to convince her to take a NY Trip regardless of the DCINY status - if she doesn't get accepted, we can still give her a kick-ass NY trip for significantly less money!!! Two Workshop, two shows, better meals, etc. all the bells and whistles with a $1500 budget. This is bullshit otherwise. > BJS completed an all-inclusive IOG. > BT, please share this with the Director for IOG R & A. At that meeting, continue to press for the legitimacy of a trip with or without DCINY. __7/18/19__ BT __ - IOG R & A meeting scheduled for 8/5/19. 8/5/19: > BT had GTM with Kim to share IOG and discuss trip per BJS since DCINY is a question mark. > Explained that we can't really do any other work until that is confirmed...she understood completely. > She can share this with with admin as well as estimated total cost of "about $1500". She's hoping he will say she can do the trip as non-school sponsored...more flexibility. > BT also explained that we can do a great NY trip with 2 shows and clinics for less than $1500. She did say "that is a possibility". > She is meeting with admin next week and is checking back with DCINY week of 8/19. So BT made a note to follow up. 8/19/19: > BT heard from group leader that DCINY does have room for them and they are ready to proceed. > Principal is on board and they are doing it as a non-school sponsored trip, so lots of flexibility. > She is presenting the details to parents on Sept. 12 and 19 at Back to school nights. > Please advise what info we need from DCINY (I know Maggie is the contact there). > Kim advised that she wants her kids to do the Carnegie Hall tour at some point. Wants to talk about itinerary details sometime this week. My guess is DCINY still may not know specifics yet. 8/22/19: > Per BT and BJS convo, BT reached out to Maggie at DCINY regarding itinerary details as follows: "Hi Maggie, I hope you are well. I heard from Kim at Benton Middle School that you have room for them for the April 5 concert. We are proceeding as their travel planner for the other portions of their trip outside of DCINY. Can you send me the tentative schedule of your events for that weekend so that we are able to best plan for the remainder of their time as accurately as possible. Thanks!" > BT also emailed group leader accordingly: "Hi Kim, I reached out to Maggie at DCINY in hopes of getting some more itinerary details from them for the performance weekend so we can most accurately plan the rest of your itinerary. I would also encourage you, as the director, to contact Maggie to inform her official that we will be working as your group’s travel planner and would like to be looped in on all logistics. As the group leader, you will manage the contract, payments, etc. for the DCINY portion of the trip directly with them. We will take care of the remainder. Once I hear from Maggie, I will touch base with you to schedule a review of the itinerary outline. I understand that you wish to add the Carnegie Hall tour. Thanks!" > Once we have updated logistics, we will update and schedule IOG R&A. 8/22/19: > BT got an email from Maggie at DCINY: "I’ve attached a schedule from one of our recent kids’ concerts – this is a good jumping off point until we have next year’s schedule firmed up. One rehearsal will likely be in the morning, and one in the afternoon, but which day might vary. The residency schedule is as follows: April 2, 2020 (or before) – Arrive in NYC April 3 + 4, 2020 – Half-day choral/piano rehearsal April 5, 2020 – Sound check, performance and post-concert Artist and VIP Patron Reception with dinner April 6, 2020 – Travel home or stay longer in the city" > BT put the recent schedule she sent in the client's DB folder. > BJS - take a look and see if this is enough information for us to proceed with IOG R&A. > Also - reminder that group leader asked about us handling the DCINY payment. Per our phone convo today, perhaps this would be good esp. with Tilly. On TO we can separate the package from DCINY rates. > BT will continue conversation with Maggie about when we will get more specifics on schedule and payment information. 8/26/19: > BT got the following info from Maggie at DCINY re: schedule and payment information: > Operations Department will likely have the schedule out to groups late Fall. Typically, our rehearsals will begin no earlier than 8:15am and end by 5:45pm. > Happy to coordinate with you directly for payments. I’ll be checking back with Kim in the next week or so after school gets started to get a clearer idea of final performer numbers. Then, we will send you an invoice with payment info – the deposit schedule will be as follows: October 4, 2019 - $200 per performer December 4, 2019 - $200 per performer & $200 per VIP Patron February 4, 2020 - $390 per performer & 195 per VIP Patron > BT would like to pass this information on to CD as destination specialist when the time is appropriate so she can take over communication with DCINY. > Kim emailed BT today asking about deposit information. Obv. we need to collect at least $200 to make the Oct. 4 deposit to DCINY. > Do we have enough info to proceed with IOG R&A and TO? Please advise on how to respond to Kim. See previous two notes for clarification on what we have so far. __X___ BJS ___X__ __X___ CD __FYI_ 8/28/19_ 8/26/19: > BT, BJS needs to study this, because the activities during the day cannot be confirmed since we still do not have any idea which day will be an AM rehearsal and which will be afternoon. > Deposit will be more than $200 per person since if we only ask for $200, all of that will have to go to DCINY and there will be nothing left for CCIS to work with. That being said, you can tell her the initial payment will be $400pp and expect it to be due to CCIS NLT 9/30/19. _8/26/19___ BT FYI __X__ CD _8/28/19___ 9/6/19: > BT spoke with Kim re: the IOG with DCINY since she has her first parent meeting next Thursday 9/12. > BT updated the IOG to match the SAMPLE itinerary that Maggie from DCINY sent to me. We will likely not have the full story until a little later this fall, therefore the events on the middle 2 days of the trip cannot be guaranteed. > However, DCINY requires a $200 per person deposit in early October so they need to start paying by end of September. She told her parents it would be a $400 deposit. > Tilly - this is a non-school sponsored trip, but since this is a middle school they have no boosters. So she wants to get Tilly set up asap and have parents start paying by 9/30. Can we make this happen? > Slight updates to IOG - wants Carnegie Tour on Sunday am if possible. Met was there originally. > She now thinks there is a good chance they will have twice the pax as they opened it up to 7th grade. So now 60 + 40 = 100. BT updated the numbers on IOG and in TPMS. > 2 security guards to be included. > Prince William county bus list. But since non-school sponsored, they have the flexibility to go off-list. > Her desire is to try to have the trip be $1500 including transportation. She is willing to sacrifice on other things EXCEPT for Bway show and workshop. Those are definites. BT explained that with bus trans., that is still going to be a tall order. Only gives us a few hundred to work with for all meals, 3 hotel nights, and activities. Since DCINY charges $790 for students and $395 for adults. > CD - it's probably best that you take over communication with Maggie from DCINY so we can get deposit information, etc. - maggie@dciny.org > Per BJS, we can get her "something" for her 9/12 meeting. BT explained that it would be non-guaranteed. Please advise. __X__ BJS __X__ __X__ CD __9/6/19__ 9/6/19: > FYI - Kim called me back a couple hours later and said "what if we tried to keep it around $1750.00?". > I guess she thought about our conversation about how much would be left after DCINY and had a stroke of reality. > So the goal is as close to $1500 as possible, but she understands that doesn't give us a lot to work with and isn't going to be shocked by more. 9/9/19: > Kim asked that Ellen's Stardust also be a priority when scheduling meals. All others negotiable. > Pending availability, of course. __X__ CD __FYI__ Noted and will schedule once we have DCINY Schedule __X__ BJS __FYI__ 9/9/19: > BJS reviewed IOG and updated as needed and then updated attachments. > Carnegie Hall is not an option as they offer no tours on Sunday, also, with the production schedule, chances of them getting a tour there another day are quite slim, plus they will be in Carnegie Hall for 3 days, so they should probably consider another venue, so BJS put MET Museum of Art back in the IOG on Sunday AM. > CH, please send CQR to two of the companies we use regularly on the Prince William County list. I am afraid several will already be sold out over these dates, so you may want to review your notes from other requests for these same dates and pick accordingly. Hopefully, somebody will be left and have two coaches! > CD, please advise both BJS and CH as soon as a hotel has been selected, so CH can complete charter quotes and BJS can complete package rates. > TO presentation is set for this Thursday, 9/12/19, so BJS needs to run rates nNLT Wednesday morning so CH can get the TO completed. __X__ CD _9/9/19___ ____ CH ____ 9/10/19: > BSSF is now in Dropbox Forms folder. __X 9/10/19__ CD __FYI__ 9/10/19: > BJS reviewed attachments and then ran rates and entered below, starting at $1429 Quad and this includes the DCINY fees. > CH, ready for TO. > Comps = 1:25 T1 = 90 - 100 T2 = 79 - 89 +$20 T3 = 68 - 78 +$20. > CH, please SLACK BJS as soon as TO is complete. __9/10/19__ BT FYI __x__ CH _9/11/19___ 9/11/19: > BJS reviewed and updated the TO as needed and then saved as a PDF. > BT, ready for your Presentation to the client. > BT, please check back with CH for charter updates prior to your meeting. _9/11/19___ BT ____ ____ CH FYI 9/12/19: > BT had GTM with Kim for TO Presentation. > CH - she is fine with Martz for Charter, go ahead and request K since this is the "busy weekend". But let me know if you get the other quote. > Discussed Carnegie Tour vs. Met and that tour is not offered on Sunday. The reason she really wants the tour is because the rehearsals aren't at Carnegie, they are at a hotel across the street. Is it possible to do the Step on Tour (which she also really wants) on Sunday am and to Carnegie tour in it's place on Friday? > For now, I convinced her that we really needed to wait for DCINY schedule before locking these things in anyway. > We completed rate worksheet and came up with pricing for Tilly. BT will be getting that information in tomorrow as we need the 1st payment to be due by 9/30 so we can make DCINY deposit in early October and according to her, EVERYONE is going to be paying via Tilly. > Go to K. _x___ CH __9/13/19__ __X__ BJS __FYI__ _X__9/16/19 __ CD __FYI__ 9/17/19: > BJS set due dates above. > BJS created TO & IOG K Versions and saved as PDF. > JAF, ready for INVOICES per SOP - Careful, there are student and adult rates and they ALL start at over $1000! > CH, ready for K / E-agreement as soon as JAF completes the Invoices. > Please try to get this to client this afternoon if at all possible. > NC, please print Notes and TO K VErsion PDF for Correspondent file. __9/17/19__ BT FYI _X___ JAF 9/17/19____ ____ CH ____ __x__ NC __9/17/19__ 9/17/19: > JAF created 1st & 2nd payment invoices, #6689, due 10/1/19, $47,900.00 & #6690, due 1/2/20, $56,768.00.Emailed & mailed. Copies to NC. Entered in DB. 9/23/19 > Both client and BJS signed E-Agreement > NC scanned GLH, saved and mailed to client. > As this group is now UNDER K, please review and proceed as needed. _X___CD_10/4/19___ ____CH____ __9/23/19__BT- (FYI)____ 10/2/19: > BT received an email from Kim which she also copied to DCINY with her "current numbers" of 43 + 9. > According to her Tilly, this matches closely - 52 have paid a deposit so far. > BT responded to her and copied DCINY and CD (so she can be connected to Maggie for invoicing) - asking if she still expects more pax. Explained releasing rooms and bus, but don't collect final forms until Jan. > She responded "I don’t think we’ll go above 45 performers/10 chaperones so go ahead and make adjustments for the buses and hotel. Thank you, Kim" > I have this email as record. We did plan for this scenario in her pricing, plenty of cushion built in as this would put her in Tier 5. __X__ BJS __FYI__ __X 10/4/19__ CD __FYI__ 10/3/19 > NC received Official Travel Planner Letter 10/18/19: > BT got an email from Kim today with another number update and asked me to "let DCINY know to make sure they have enough space". > She said we have 45 performers plus 10 adults = 55. She thinks DCINY has them down for 44 + 9. > As we know, DCINY will ask for another fucking deposit for that extra performer. Up to office on how to handle this. Please advise. > Kim said she has "started a waiting list" since they have maxed out their 55-pax bus. > Original pax count was 60 + 40 = 100. BT updated numbers is system and on IOG to 45 + 10 = 55 as, per the 10/2 note, she thinks this is where it will max out. > Note - this will put her in Tier 5 pricing. BT did not make any changes to package rates in TPMS yet. __X__ BJS __X__ _X___ CD _10/24/19____ _x__ CH __FYI__ 11/25/19: > BT met with Kim at VMEA. > One thing of note - she asked about comps from DCINY. Something about there were a certain number of comped participants based on the number performing? > Sounds like she is expecting that. Will need to have a response for her come final invoice time. __X__ BJS __X__ __X___ CD _11/25/19____ 1/7/20: > CD - the group would like to attend the MUSICAL THEATRE SONG AND MOVEMENT workshop. __X__ CD _1/8/20___ 1/10/20: > Per 1.7 note, CD had requested Musical Theatre Song and Movement Workshop > CD received email from Kendra: [CD NOTE: Usually, the workshop connects with the Broadway show that the group had seen. See note for options] (from Kendra) Unfortunately we are unable to do show-specific workshops for FROZEN for performance workshops (Disney doesn’t allow it). Would the group like to focus on another show for the workshop? Or consider a type of workshop where we can get a Frozen cast member to do the Q&A? Thanks, > BT, please reach out to the group to see what their preference is with regard to their workshop. __1/13/20__ BT __1/14/20__ 1/14/20: > Per 1/10 note - BT reached out to GL for workshop preference. > They wish to keep the same workshop and have it be focused on the musical Wicked. _X___ CD _1/14/20___ __X__ BJS _FYI_ 1/16/20: > GL emailed BT about possibility of Carnegie Hall tour on Friday pm now that we have all of the DCINY itinerary things in the IOG. If so - move step on tour to Sunday am. > Per 9/9/19 note - Carnegie tour not an option on a Sunday and not likely on other days b.c of production schedule. > BT spoke to CD - she met the sales rep from Carnegie at SYTA, will call and ask - check cost if available - and advise BT. > Per CD - Step on Tour and Met not arranged yet since we were waiting for DCINY. _X___ CD _1/17/20___ 1/17/20: > CD reached out to Carnegie Hall Rep - she only does tickets. CD was given information on tour prices and online link > CD made online request (for Carnegie Hall), but requests are not approved until 4 weeks out > ALSO - CD not sure that Savor the Apple is still in business. CD called all numbers in TPMS and got no answer. CD also Googled the company and found nothing > CD sent online request to Met Museum as well > Carnegie Hall Tour (if available) is around the same price as the Step on Tour __1/20/20__ BT _FYI_ __X__ BJS _FYI 1/30/20: > BT spoke with group leader about final balance estimate as she had a bunch of kids sign up for triples. We worked the numbers together, and she thinks (even after getting rid excess triples) that she will be over budget by about $1000 after she issues a couple refunds to folks. > She asked for suggestions about making this amount up such as removing or changing an activity. > Then this morning she asked - "does the overall entire trip price include the two DCINY participant comps we will be given?That’s $1,590 that won’t have to be paid to them." > This came up at VMEA. Not sure how to respond. Please advise. __X__ BJS __X__ __X__ CD __FYI__ 1/30/20: > Per my note earlier this morning and BJS response that "all vendor comps are incl. in the package rates", BT shared with the group leader and she is clear on that. > Per her budget shortfall, which she actually thinks is only about $790 ($790/55 pax = about $15) - she needs to remove something that's about $15. > Per CD - Carnegie Tour (if available) is about the same price as savor the apple tour. BT looked at quote sheet and only the savor the apple is in the quote - not both, obviously. > MET, per the system, is $15. > Group leader would like to REMOVE the Met completely and insert "Time to visit the 9/11 memorial" (no museum) which would be free. > Since the Carnegie Tour is in limbo until a few weeks before the trip - if it does NOT happen, we do the step on tour Friday afternoon in that slot as noted on IOG, then Sunday am we make bfast 30 minutes later and have them spend some time at 9/11 before lunch. If Carnegie tour does happen Friday afternoon - can't do the bus tour since $$ not incl. for both of those tours. So 9/11 will be the Sunday morning activity either way. We just tell her bus tour is not available. > Please advise if this is feasible and any reduction in rates. Her forms are due tomorrow. BT did not make any changes to IOG. __X___ BJS ___X__ __X___ CD _1/30/20____ 1/30/20: > BT and BJS spoke about earlier note removing Met to decrease rates $15 and replacing with 9/11 memorial. > This seems to be the best solution. > So - the Met is to be removed either way. BT marked inactive is system. CD, please cancel K with Met. > BT added 9/11 Memorial attachment. > Updated IOG accordingly. Note that bfast on Sunday is now a 30 minutes later so they don't have too much time at 9/11 before heading to lunch. BT updated bfast time in the attachment to 8:30am. > If the Carnegie tour happens Friday afternoon, then remove the Savor the Apple tour altogether. If Carnegie does NOT happen, then Savor the Apple tour stays in that place as CD has noted on IOG. But there is now no money for both tours - it's one or the other and the 9/11 memorial stays on Sunday am. > BT reduced rates by $15 in the system as follows: Tier 1: Q = Student = $1414, Adult = $1019 T = Student = $1464, Adult = $1069 D = Student = $1824, Adult = $1429 S = Student = $2134, Adult = $1739 > Other tiers +$20 per SOP. Will update to final tier once forms are received and processed. __X___ BJS __FYI__ __X__ CD _1/30/20____ 1/31/20: > AE reviewed all forms (FPGF, RL, HIF, FAF, EPCF, NY Boxed Lunches, Ellen's Stardust dinner). > Total Pax = 55 (44 + 11). Date Received: 1/31/20 # of Rooms # of PAX # of Quads 8 32 # of Triples 4 12 # of Doubles 5 10 # of Singles 1 1 TOTAL 18 55 > BT updated Bible numbers, IOG, and Status Schedule. > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > NC, please set up the group's GTV (if they are a CCIS Trip. DST does not get GTV). > NC, please notify The ARC to send the appropriate items. > NC Prints notes and passes the file to Destination Specialist. > Comps are 2. > The group will be traveling on 1 bus. (We are holding 2, 1 needs to be released). > BT updated Tiered Pricing and checked Final Tier Pricing box. (Tier 5 - see 1/30 note for revised Tier 1 rates instead of TO K version!). ____ BJS FYI __X___ CD _2/6/20____ _x___ CH _2/4/2020___ __X__ NC __1/31/20__ 2/3/20: > BT got email from group leader about dinner on DCINY concert evening: "I've reached out to Maggie at DCINY to find out if our Gala is before or after the performance. I'm thinking it's after, which means our group won't be eating until around 10:30 PM. This means we need to figure out what to do about an dinner that night. Plus, I don't know if DCINY has released the rehearsal schedule yet for that afternoon/evening yet, so I don't when we'll be able to eat. The other issue we will have is that we will need a place for the kids to get ready for their performance. Since we've checked out of our hotel, that won't be an option. Carnegie does not have a place for us to get dressed, fix hair/makeup, etc." > BT discussed with CD as we were talking on the phone about something else. No rehearsal schedule for that day as of yet. CD emailed Maggie at DCINY. > Obviously - nothing we can do until that schedule is released. > In BT's opinion - lunch is already late (1pm), pack snacks on the bus. No way Carnegie is going to let them bring in outside food or give them a place to eat it. Walk somewhere? CD was concerned about driver hours - not even sure their drivers will be available. Also - if they're paying all of this money and not having a place to "get ready" at Carnegie - then DCINY sucks! Too fucking bad - get ready on the bus. > CD - advise if you hear back from DCINY and we'll cross that bridge. __X__ BJS __FYI__ _X___ CD __FYI__ 2/4/20 > NC received check #183 for $1650.00 2/4/20: > CD received email from Maggie (Re: Dinner): Hi Connie, I replied to Kim separately – still waiting to hear back from Carnegie Hall on timing for Sunday, but the reception will be after the concert and the group should plan to eat beforehand. (Maggie) > ALSO OF NOTE (from CD): The contract notes that performers should arrive in concert attire and that a 2 hour dinner follows the performance. This information was in the pre concert checklist information that was sent on 1.7. > So basically, there is no additional information. ____ BT _FYI_ __X__ BJS _FYI_ 2/6/20: > CD printed updated Bible and IOG > CD sent Room List Packet to the hotel > NOTE: Per BT's 2.3 note, we cannot send Final Invoice to the group because we may need to make dinner arrangements for Sunday. If that is the case, this amount will need to be added to their Final Invoice ____ BT _FYI_ ____ JAF _FYI_ 3/11/20: > BT spoke with GL today re: sunday schedule. > The good news for now is that since they are a non-school sponsored trip they are still planning to go unless something more drastic happens. > Re: the Sunday schedule for DCINY - note that their call time is 5:45, NOT 3pm as noted originally. AND, since they are part of the Gilpin group, their call time for the concert is then not until 9:30pm and the dinner is AFTER that. > Her concern, in addition to changing clothes (not our problem) is now food as the kids will have eaten lunch at 1pm and then not have dinner until after 10pm. > BT's thought - have kids bring $$ and walk in chaperone groups to places around Carnegie during that 3 hours of down time to get a snack. Bus probably not able to stay there during that time, even for changing clothes. OR pack snacks. > I know we are still waiting on Carnegie info, but she asked about Step on tour again, possibly on Sunday since they now have extra time. If memory serves, there was no extra money built in for this, but she seems to think there still may be. > She is asking DCINY if her kids are able to watch the beginning of the concert at 8:30 or are expected not to show up until 9:30 - their call time. #DCINYsucksandisoverpriced. > BT saw the FI is on the calendar for next week. __X__ BJS __FYI__ __X__ CD __FYI__ ___ CH __FYI__ 3/11/20: > Follow up to earlier note with response from DCINY (BT forwarded email to CD). > From DCINY - "since we have limited space backstage at Carnegie Hall, after the singers are released from the Sound Check at 6:30 they will have to leave the building and return for their call time at 9:30. Since the Gilpin act if the finale act of the concert, their call time is staggered to take place after we have gotten the previous acts choir onstage and the backstage areas are clear for the Gilpin singers to be backstage. Unfortunately, due to the logistics of moving the entire choir from the audience to the backstage area during the limited time between acts, they will not be able to be in the audience during the first part of the concert. My apologies for any difficulties this may cause". > Kim's follow up question to this - "Is It possible to take the kids out of NYC into NJ to a mall so they can eat at a food court and change and get ready in the bathrooms, or something along those lines, since we don’t have to be back until 9:30? We may need to readjust the schedule so they can have a $10-15 food credit for dinner. Dang it, DCINY!!!" __X__ BJS __FYI__ __X__ CD __FYI__ ___ CH __FYI__ 3/12/20: > CD reviewed attachments > JAF, ready to send invoice based on rates as presented and listed below > Picture attached for Student/Adult rates > NOTE: The Triple number does not exactly divide by 3 because there are adults and a student in a triple room > Comps are 2. > The group will be traveling on 1 bus. > NOTE: An additional meal arrangement may need to be made for Sunday. If so, an additional invoice will need to be sent > NOTE: Group has requested Carnegie Hall Tour AND Step on Tour. Per 1.30 note, the group does not have the budget for both. If group is still interested in both, an additional invoice will need to be sent. _X___ JAF _3/12/20___ ____ BT _FYI_ __X__ BJS _FYI_ 3/12/20: > JAF created 3/12/20 INV # 6811, Due upon receipt $0.00. REFUND DUE of $2,377.50. Emailed. Copy to NC. Entered in DB. 3/13/20: > BT received cancellation letter on 3/13/20 at 4:57pm. 4/1/20: > BT got a call from the group leader, Kim, today. > Maggie from DCINY called Kim. Again - not sure why she is not calling us since the K is between ccis and DCINY. It was her cell number - her office # is being forwarded - Her cell is 862.377.1760. > Maggie was all excited, told her they found a way to have the event. Postponing concert until April 11, 2021. What bullshit. Kim told her these dates don't work, 8th graders leaving, it will be in the middle of their spring break, etc. > Kim told her they were cancelling b/c their initial letter said it was cancelled. Even FB group says cancelled. Kim said she would send me a screenshot of it in case they take it down. > Maggie told her they would refund 50%. Kim says this was unacceptable - she was friendly but firm that they expect a full refund since they cancelled the event for this year. > Maggie sad she is going to "check with her people at DCINY and bring up her concerns." > Kim feels like DCINY has plenty of time to get other groups to take their place by next year so holding them to this commitment seems unreasonable. > Sounds to BT that this is how DCINY is going to get around keeping people's money. Not sure what, if any, communication there has been between us and DCINY through the cancellation process. __X__ BJS __X__ _X___ CD _4/1/20____ 4/1/20: > CD was copied on an email to Kim (email copied below in the notes for DCINY) Below is a summary (as CD understands it) > DCINY giving two options at this time: 1. Participate in next year's event - all monies paid this year will be applied to next year's event. Group will not be asked to pay the difference in fare and will not be charged any processing/transfer fees 2. 50% refund (language in email says "to those adversely affected) > Refund will be processed within 90 business days of written acceptance and correct bank information received. > No response will result in Option 1 being the automatic default > The language that DCINY is using is that the event was not cancelled by them, but by other organizations - that was in the email blast and in today's communication. > Contract signed with DCINY indicates that refund could be available if event is cancelled by DCINY (hence, the language that DCINY is using) __4/1/20__ BT _FYI_ __X__ BJS _FYI_ 4/2/20: > FYI - BT got email from Kim this morning saying "Please let DCINY know that I will need some time to sort through the options before they just assume we're coming." __X__ CD __FYI__ __X__ BJS __FYI__ 4/14/20: > BT had conference fall with Kim and DCINY. (Kim, BT, CD, Maggie, Jason - dir. of program development were on the call). > more options on the table for the group. > 3 options they are presenting to all groups from affected concerts. > Option 1 - moving concert to next year. All funds transferred. We already knew this option. > + 2 refund options. > Refund Option 1. 50/50 refund. In the near term - 50% refund. Keep 50% in file to apply to next year's concert or maybe beyond for "future business". Possibly 2022? > Refund Option 2. Full refund structured in a specific way. 25% in "near term". At some point in over the next year refund the remaining 75%. Money has already been spent, etc. Can't all be right now. > Going to send in writing, BT copied below. > Deadline for decision - opt. 1 - "sooner rather than later" - 2 weeks or so. 50/50 option - Sept. 15 or thereabout for a "use it or lose it date". > Full refund option - similar timeline, keep them in the loop - 2 weeks or so. > Jason asked Kim if she has an inclination. Good answer - she needs to talk to her admin. Dates, etc. Doesn't know if she's even allowed. Has to research and present to people. > BT spoke to Kim after privately. > April 11th is a Sunday - DCINY said it would be a matinee. Might have to miss school on Monday the 12th, but this could get the group home before midnight so kids wouldn't necessarily HAVE to miss school Monday. > she had a lot of 8th graders on this trip. but could give them the opportunity to go on the trip as a 9th grader. > Ultimately, Kim and her admin. have to decide. BT clarified that refund option would not be quick and that a 100% refund from DCINY does not mean a 100% refund for the remainder of the trip. Email from DCINY: Dear Kim, Brett, and Connie, Thank you again for your continued professionalism and understanding of the situation at hand. We truly appreciate that there are a lot of moving parts, and please let us know if there’s anything on my end that might help complete the puzzle. Of course, DCINY's preference is for the Benton Middle School choir to consider option #1, and join us once again as part of another DCINY concert. We’ve been able to add and update some options for you, as outlined below: - OPTION ONE: A full credit of monies paid to DCINY for the 2020 Music of Greg Gilpin concert, applied 100% to an event on the DCINY 2021 Concert Series. Current pricing will remain intact for all participants; they will not be asked to ‘pay the difference in fare’ to the 2021 rate and will not be charged any processing/transfer fees. - OPTION TWO: A 50% refund now of all monies paid to DCINY for the Music of Greg Gilpin concert, with the remaining 50% being held as credit towards replacement performers. - OPTION THREE: A 100% refund and full cancellation with no services provided. If you could please help your singers to understand, our current financial responsibilities to the concert halls, labor, hotels, partner musicians, employees, and so on remain in place and we are fully committed to all of those partners. With significant funds frozen in vendors' accounts, this is the timeline that we are able to provide you. · A 25% payment now of total funds paid to DCINY, to be processed as soon as financially possible, after written acceptance of this option and correct bank info received of the organization on record. · The remaining 75% balance to be paid by no later than one calendar year from the original slated performance, April 5, 2021. In any chosen option, returned monies will be sent in one payment method to the original organization or person that made participation payments to DCINY and not to individuals. Should we not receive a reply from you, or not receive option indication for specific participants, option #1 will be the automatic default. I hope that you and your families stay safe and healthy, and I know we will all be on the other side of this soon. I’ll plan to check in mid-late next week for an update. In the meantime, feel free to reach out with questions, and be well! All the best, Maggie __X__ BJS __FYI__ _X 4/14/20___ CD __FYI__ 4/20/20: > BT spoke with Kim about questions for rescheduling: > Sent a google questionnaire to her families last week after principal approved moving trip to next April. > So far, majority want to come back. > Some want to verify no increase in cost. She knows - no promises, goal is to keep it the same. May have to tweak some activities/itinerary of the trip to make that happen. > Few angry parents. 6 right now who want her to find replacements for their kids on the trip. (not terrible). > Several "want refunds right now". Kim understands that this is not possible no matter how they choose to proceed. > Some upset that she didn't provide an option to continue with the cancellation of the trip in her questionnaire. Kim trying to to the best thing for her families b/c if she knows that getting refunds will take up to a year and rescheduling directs 100% of their funds toward the new trip. Hard to get folks to understand this. > What if she can't replace all of the people who don't want to come? Can't quite answer that yet. BT told her to keep track of her replacements. Best for the replacement pax to pay the families directly to "buy" their trip. > She's going to keep at it. Hard to deal with the few angry folks. Appreciates our support and the fact that we are working behind the scenes to help. She also appreciated BJS’s letter and PDF on Friday. > BT's thoughts - is this essentially a "new” trip in our system if she reschedules? Opportunity to have fewer pax? (Thinking about her questions about not being able to replace everyone who doesn’t want to go). Thinking "new" TII policy for next year's trip - not a "rescheduled" trip. If a rescheduled trip from TII's standpoint, no opportunity for pax to purchase policy for trip next April (only 7 purchased for this one). Probably best to register them for a new policy. Then if any of the few who bought one for this year can do a CFAR claim if they don't want to go on the new trip. Just trying to think out loud through all of the possibilities here - not asking for responses. Maybe some points of discussion as we move forward assuming she proceeds with doing the trip next April. __X__ BJS __FYI__ _X 4/21/20___ CD __FYI__ 4/21/20: > Following up on call from yesterday, Kim called BT again. > Based on more feedback from her parents - she wants to wait on other vendor decisions before she decides on DCINY. > Has too many upset parents. A lot of them would want to know how much they would be getting back if the trip was cancelled before they decide. Trying to be fair to all of the parents. > Can DCINY wait on the decision until later in summer or early fall pending finding out about other refunds from other vendors? She is feeling pressure to make this decision from and needs more time (summer/early fall?). Asked if we could help make them understand this. > Before we even go there - any other issues with CCIS on this? __X__ BJS ___X__ _X__ CD _4/21/20____ (Have read note, but have not taken action with DCINY) 4/22/20: > To add to the note from yesterday - got this email from Kim this morning: Brett, Would you please pass this on the DCINY? I am asking for an extension of time to make a decision about the rescheduled April 11, 2021, performance not only because so many of my families are asking for it, but also my 71-year-old father is in the final stages of a 10-year battle with Alzheimer's. He was placed on hospice the middle of March, almost exactly the same time the country shut down. His health is declining rapidly. I need some time to focus on my family right now. The ability to give DCINY an answer in August will allow more time for vendors to respond back to you about refunds/credits, allow my families to make a more informed choice as to whether or not they would like to participate in a rescheduled event, and would allow me the time I need to focus on my family and my father. Thank you for the support. __X__ BJS __FYI__ __X 4/22/20__ CD __FYI__ 4/22/2020: > CH, please update notes / follow up with Martz re: Charter / Refund. > CD, please follow up with Habanero Blues and Dallas BBQ re: refunds. __x__ CH _4/23/2020___ __X__ CD _4/24/20___ 4/28/20: > CD received email from Maggie - extension has been granted for a decision from the group ... rolling timeline through the summer with a formal answer in August. > Email from Maggie copied into DCINY attachment __4/28/20__ BT _FYI_ ____ BJS _FYI_ 5/12/20: > This morning Kim asked BT about a refund/overpayment for 3 pax who had cancelled well before the trip was ever cancelled so they were NOT on the final forms submitted in Jan. Kim was expecting an overpayment for them, but understood that they would have to wait until final invoice time. > BT informed her that, per 3/12 invoice created by JAF but not sent to GL, that there was an overpayment of $2377.50. > Kim responded that she thinks the overpayment should be $3012.50 based on what those families paid. > BT asked BJS about sending her a copy of the invoice and he said to go over with JAF first. > BT and JAF spoke. Fine to send the $3012.50 now. Will keep accounting of the $635 difference until it is determined how this group will proceed with cancelling altogether or rescheduling for next April. > Make any refunds out to Benton Middle School and send to: Benton Middle School Attn: Tania Krissel 7411 Hoadly Rd. Manassas, VA 20112 ____ BJS __FYI__ __X__ JAF 5/12/20_____ 5/12/20: > 3 students have an open balance Diaz - $1,250.00, Posti - $337.50 & Roop - $350.00, which is part of difference in overpayment expectation. 6/30/20: > BT had some back and forth with the GL yesterday when she asked if we were "closer to hearing from all of our vendors...". As the last we left this trip - she needs to make a decision about DCINY and proceeding with the reschedule for next April, BT forwarded this email to BJS and he said to find out what she needs to know. > She responded that "Families are going to want to know if we’re getting full refunds from all the vendors." > BT replied and attached the latest letter to the CCIS family and explained that, while it is our intention to return 100% of what we are able to recover from vendors, this would not result in a 100% refund of the cost of the trip. I also made her aware that there are a few vendors we do not have responses from yet. > Her response: "Thank you, Brett, for the information. I should then say families are going to want to know how much of their money they can receive in a refund if we proceed with a cancellation. We still have plenty of time until August. I just thought I’d reach out and see where we stood. Thank you, Kim" > Perhaps an "initial update letter" as if she were to cancel would be the easiest thing to provide at this point and give her the information she needs. ___ BJS ___ 8/13/20: > BT got the following email from Kim today: "Hi Brett, After speaking with my principal today, I am going to cancel our NYC trip. We just don't feel comfortable taking students at this time. Please let me know what I need to do from this point. Thank you" > BT will get address and check info. > Please advise DCINY, etc. > BT will have to work on TII cancellation, which could be complex given that DCINY may not refund all money until April. __X__ BJS __X__ ____ HMS ____ 8/13/20: > Any refund checks should be made out to Benton Middle School and mailed to: Benton Middle School attn: Tania Krissel 7411 Hoadly Rd Manassas, VA 20112 __X__ BJS __FYI__ 8/17/20: > BJS canceled DCINY participation and requested full refund based on their previous terms. > Rec'd refund to AMEX of hotel deposit over the weekend. BJS will refigure current financials / refund worksheet and then prepare Final Refund Letter to go out by the first of next week when JAF returns from vacation. __8/17/20__ BT FYI 8/24/20: > BJS EM'd Final Refund Letter. > BJS will advise when signed and returned. ____ BT FYI _8/24/20___ JAF FYI 8/26/20: > Rec'd Signed Final Refund Letter. > JAF, please proceed as needed, sending what we are able to at this point, based on letter. We will continue to monitor the outstanding items and proceed as able when / if those items are no longer pending. ____ BT FYI __X__ JAF _8/26/20___ 8/26/20: > JAF paid partial cancellation refund of $30,493.53 on check # 11736. > ___8/28/20___ BT ___ FYI 6/7/21: > BT got an email from Kim - she is leaving Benton MS. > Her teaching partner, Ryan Fitch, will handle any further refund from DCINY. > BT updated him to the primary contact for this group and marked Kim as NOT the main contact. > Please advise of any updates from DCINY. ____ BJS ____FYI__ ___ HMS __FYI__ 11/1/21: > FYI - BT got this email from Kim today: "Hi Brett, I reached out to DCINY today and received this response. I will let you know as soon as we hear more. Thank you, Kim Begin forwarded message: From: Justin Zang <justin@dciny.org> Date: November 1, 2021 at 4:00:30 PM EDT To: fitchrw@pwcs.edu Cc: Benton NYC Trip <bentonnyctrip@gmail.com> Subject: DCINY - Refund Update Hello Ryan, I hope all is well with you! My name is Justin Zang; I’m part of the Program Development team at Distinguished Concerts International New York (DCINY). Your colleague, Kimberley Blair, informed me that you have taken on her position at Benton Middle School so I wanted to drop you a line to give you an update on where we are with our refund process. The great news is that we have recently been given the go ahead to start the refund process for our groups, starting with those with concerts in March of 2020! We’re working through each group chronologically and will hopefully have get to your group as soon as possible. Thank you so much for your patience and I’ll be in touch again soon! Justin <image003.png>Justin Zang Program Development 250 W. 57 Street, 19th Floor, New York, NY 10107 T: 212 707 8566 x314 \| E: Justin@DCINY.org \| www.DCINY.org > Remember, Ryan is the new director at Benton who took over for Kim. ____ BJS __FYI__ ____ HMS __FYI__ 9/1/23: > BT got this from Kim: "Hi Brett, I hope this email finds you well. I wanted to check to see if you’ve heard anything Justin at DCINY about Benton Middle School’s refund from April 2020. Thank you, Kim Blair" > I told her we have not but will circle back with Justin. I can try if you want. See previous note from 11/1/21. > She needs to give up the ghost on this - not gonna happen. ___ BJS FYI
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