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General Trip Information


Updated	Mon Nov 21, 2022
Trip Name	Mitchell HS Theater and Art-New York, NY-03-31-2023
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 )	Bakersville, NC to NYC = FLYING DST 9/13/22: > BT met with Chelsea, theater teacher referred by Jeb. 2nd referral from this guy! > Has always planned on her own. NOT all incl. Planned last one in 2020 and was cancelled. Got all her $ back. > She really likes the idea of taking the planning off of her plate. Trip Protection, online payments, etc. > So she has a really good idea of what she wants, but is also open to new ideas. > Asheville is desired airport and has a United non-stop to Newark. But Tri-Cities and Charlotte are also options. No airport txfrs. in NC - they can get their school activity bus to do it. > leave Friday March 31, return Monday April 3. > Flying from Asheville (Non-stop Asheville to Newark). She has taken Newark Liberty express bus, stayed at Hilton Bryant Park. Used the Subway to go everywhere. She lived in NY, went to NYU so she is familiar. But BT thinks there may need to be some charters. Talked about maybe including $ for Subway. > Stay in Manahattan if possible (midtown). > Moma (free on Fridays after 4?). Art teacher is also going. Few band students may go as well. Dinner top of the rock in the evening. Open to Summit One, so BT put this on the IOG. > Saturday - 9/11 Memorial and Museum, Ellis Island/Statue of Liberty, free time in afternoon to explore (Soho, Chinatown) lunch on own with MC, dinner together, Bway Show Saturday night, John's pizzaria times square? > Sunday - explore Central Park, Met or Natural History museum, some more free time (shop - 5th ave.?), dinner/concert? BT looked at concerts and not much right now. Put Summit One on this night. > Fly out Monday morning. > Has been able to do it for under $700 with flying. But NOT all inclusive. They are title 1 school...but willing to work and do fundraisers. We talked a LOT about all incl. and she thinks she can really sell this idea. > Budget - under $900 all inclusive if possible. She is not opposed to departing Sunday evening to save $$. > 36 students + 6 adults = 42 > 5 chaperones need to be covered - so we talked about how we will help her figure out the math. > She also said that if we find a good flight option, she is willing to make the refundable air deposit to us within a week to hold it. So we may want to send this to FMG and see what they come back with. GL was looking at the United R/T from Asheville online with is $268 for 1 seat - BT explained the whole group air thing. But who knows, maybe for a small group it won't be too bad. This would help us to determine how much we have left for the ground package. > BT created folder and IOG. Added to WB. > Ready for IOG R&A. __X__ BJS __X__ ____ HMS ____ ____ CW ____ 9/21/22: > Slight update - GL does NOT want any ground transportation incl. in NY, but she open to charter to and from airport in NYC. > She seems to be in quite a hurry for pricing...want by this Friday. BT will explain our process AGAIN. But we do need to move this along. __X__ BJS __FYI__ ____ HMS __FYI__ ____ CW __FYI__ 9/22/22: > BT and BJS reviewed and updated IOG. > CW - before you send to Book My Group or contact any other vendors, please send to FMG as we need to see air options to determine if budget is feasible. From first note - prefer non-stop from Asheville to Newark, we know United has one. Other options are Tri-Cities and Charlotte into ANY NYC airport. __X__ BJS __FYI__ __x__ CW ___x 9/23/22: > BT had a quick IOG R&A with GL. > Trip looks great. > Per yesterday's note, want to send this out to FMG before anything else to see what flights look like. > BT moved to TO list on WB. Depending on flights, BJS may do old school rates to make sure budget is feasible before going any further. ____ BJS _____ ____ HMS _____ _x___ CW __x__ 10/6/22: > BT shared flight info with GL per BJS and that total all-incl. will be "several hundred" over budget of $900. > She replied asking what the ground only package would be as they are ready to proceed, but may do transportation on own. > BT spoke to BJS. He will run rates old school so we can show her that for approval to proceed. > With such a small group, they may do better to get flights on own in small groups. __X__ BJS ___X__ ___ HMS __FYI__ __x_ CW __FYI__ 10/6/22: > BJS ran rates OLD SCHOOL to see where we would be for the Ground Only Package since they are considering doing Air - on own. > Rates would be as follows based on IOG and using the same hotel rate we have for Mt. Lebanon HS Year Book. > These rates and inclusions not guaranteed at this point, but she needs a price to see if they can afford what she is asking for. > Show Allowance is $80. > Rates are as follow: Q $749 T $829 D $999 S $1,399. T1 = 38 - 42 T2 = 33 - 37 +$20 T3 = 28 - 32 +$40. > BJS included RT Charter Transfer in NY from Airport to Hotel in package rates. > BT, please share with Client. Rates and Tiers are NOT on the IOG. __x__ BT ____ __x__ CW FYI 10/10/22: > BT just heard from GL that they wish to proceed with the trip as quoted (old school), so they need a full TO. Flights on own. > BT will schedule for Friday 10/14. UPdated WB. __X__ BJS __X__ ___x_ CW ____ ___ HMS __FYI__ 10/11/22: > TO now scheduled for Monday 10/17 at 3:15pm. BT updated WB. > GL not available Friday - didn't want to promise sooner. __X__ BJS __FYI__ __x__ CW __FYI___ 10/17/22: > BJS reviewed and updated attachments as needed. > BJS added TRANSPORTATION - ON OWN snce per BT, they are doing Air & ALL Ground on their own. > BJS ran rates and entered below, starting at $729 Q. > These rates are now official - others were OLD SCHOOL Fishing style quote. T1 = 38 - 42 T2 = 33 - 37 +$20 T3 = 28 - 32 +$40. > BJS completed TO Packet and ready for this afternoon's presentation. __x__ BT __x__ __x__ CW FYI ____ HMS FYI 10/17/22: > BT had TO presentation with Chelsea. > All good - go to K! > FYI - they are taking the Amtrak train to and from NYC from Charlotte instead of flying. Arriving around 6pm (will get specifics) to Penn Station. Would like to check in first and have dinner later if possible. Departing at 10am on last day, so no other issues. > Will send BSSF. > Updated on WB. ____ BJS ____ __x__ CW _____ ____ HMS __FYI__ 10/18/22: > BSSF is in their DB forms folder. __x_ CW _____ ___ BJS ___FYI__ 10/18/22: > FYI as you prepare K, just heard from the GL that she is still working on the exact train schedule. > They may arrive later on Friday 3/31 and leaver later on Monday, 4/3. So she may need to switch the dinner on Friday to a lunch on Monday. > Not sure if we want to hold off on K for this change or not. > Told he we need to let the hotel know when they expect to arrive for check in. > She said she expects to have this ironed out in the next few days. But is certainly ready to sign the K. __X__ BJS __FYI__ __x__ CW __FYI__ 10/21/22 > Johns pizza was unavailable for them. > Margaritaville was available at the desired time, moving forward with them. > Per BJS, CW added $10pp credit to the final invoice adjustments sheet. ___ BT FYI __X_ BJS FYI 10/25/22: > Since BJS is working on and sending the K today, BJS reduced package rates by $10pp across the board and removed the note from the Final Invoice Adjustment spreadsheet. > TO K Version rates start at $719 Qd. Tiers remain unchanged - T1 = 38 - 42 T2 = 33 - 37 +$20 T3 = 28 - 32 +$40. > BJS completed TO K Version. > BJS completed Contract Packet and EM'd to Chelsea. > K due 10/31/22 > 1st $ due 11/11/22. > AS this group now has their CCIS Contract, please review and proceed as needed - thanks! __x__ BT ____ __x__ CW ____ ____ MLL ____ ____ HSM FYI 10/27/22: > GL should be signing K today. > Slight numbers update - she said "We have 50 signed up for the trip. 40 students and 10 chaperones...We would be requiring 10 quad rooms and 5 double rooms." > BT noticed that we have 15 hotel rooms for the group in the attachment. Told GL that she cannot exceed that. May want to add a room or two for cushion if available. > BT updated bible numbers and pax numbers on IOG to 40 + 10 = 50. Original numbers were 36 + 6 = 42. ____ BJS __FYI__ __x__ CW _____ ____ HMS __FYI__ 11/2/22: > BT got this email from GL after following up about K again: "Brett, Thank you so much for reaching out. Unfortunately, I don't feel like my group can commit to the contract for NYC. After carefully reading the contract, I fear our school would be stuck with a tremendous bill if I have several students drop out of the trip (which seems likely....I have many that have paid their deposit but seem on the fence about going.) Thank you for all of the time you put into this itinerary and our meetings. We will consider using CCIS in the future. C Thayer" > Motherfucker - she told me on 10/27 that she would have 50 pax! I suspect that she is going to plan on her own, so I am playing dumb to try to get her on a call or meeting to discuss further. Not sure if that will work, but would be nice to get to the bottom of this. Will advise asap. If she is not responsive by tomorrow, I guess it will be a cancel. > I hate people. __X__ BJS __FYI__ ___x_ CW __FYI__ ___ HMS __FYI__ 11/4/22: > GL has not responded to my request to discuss further. > Mark as cancelled. > Will proceed with extreme caution with this group in the future. __X__ BJS __X__ ___ HMS _____ __x__ CW _____ 11/4/22: > BJS marked CANCELED and moved to the appropriate Google Sheets. > Please review and CANCEL all as needed. __x__ CW ____ ____ HMS ____ ____ BT FYI
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Itinerary

Fly My Group
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Transportation [+] More
	Under Contract Active (uncheck to make inactive)

Contract	Due Requested Received Signed
Deposit ( E-Mail BookKeeper )	Due Paid Amount $ Method
First Payment ( E-Mail BookKeeper )	Due Paid Amount $ Method
Balance ( E-Mail BookKeeper)	Due Paid Amount $ Method
Drop Dead Date
Final Count	Due Sent Number
Charter #
Total Due Charter Co.	$
Bus One	Bus Capacity # of Buses PPBC Chart Cost per Bus to Client $
Bus Two	Bus Capacity # of Buses PPBC Chart Cost per Bus to Client $
Bus Three	Bus Capacity # of Buses PPBC Chart Cost per Bus to Client $
Item Notes ( Print Note )	9/27/22 > Asheville NC is preferred departing airport united usually has a non stop flight to Newark Tri-cities and Charlotte would be backup options. Newark is the only preferred arrival airport 42 passengers Afternoon departing flight to have dinner in the city that night Late morning/ early afternoon return flight to come home. 10/5/22 > Thank you for your patience! I have looked into options with the carriers and have a few for your review! I have looked into the various airport options and have an option holding out of AVL and CLT. At this time, the two most economical options are with United and American. Due to the size of the aircrafts on the AVL route, United has capped their group space at 32. However, for the remaining 10 seats, they can be held through our individual, client based booking platform - Flight Sugar! I can get you set up with an account, and there are tutorials, FAQs, etc. to explain how it works! Should you book the other 10 seats through Flight Sugar, you can supply me with the booking number, and I can link the two reservations together so you have all of the E-Ticket Receipts in one location! I will set you up with Flight Sugar later today; it will send you a Welcome email, you'll set a password, and then you can login, cruise around, and see what there is to see! I am holding 32 seats (Max. Available) with United at a cash/check discounted price of $454.05 per person or a credit card price of $469.94 per person. These prices include all taxes and fees on the following itinerary: United 3402 Departing (AVL) Asheville, NC Fri Mar 31 at 01:30 PM Arriving (EWR) Newark, NJ Fri Mar 31 at 03:34 PM Code Share: REPUBLIC AIRWAYS DBA UNITED EXPRESS United 3503 Departing (EWR) Newark, NJ Mon Apr 03 at 10:31 AM Arriving (AVL) Asheville, NC Mon Apr 03 at 12:33 PM Code Share: REPUBLIC AIRWAYS DBA UNITED EXPRESS Deposit Information: There is a $50.00 per person deposit due by 13OCT. The deposit is refundable up until about 95 days prior to departure less a $150.00non-refundable booking fee. Baggage Policy: 1 carry on + personal item; first checked bag is $35 per person. I am holding 42 seats with American at a cash/check discounted price of $522.10 per person or a credit card price of $540.37 per person. These prices include all taxes and fees on the following itinerary: American 1712 Departing (CLT) Charlotte, NC Fri Mar 31 at 01:05 PM Arriving (EWR) Newark, NJ Fri Mar 31 at 02:52 PM American 1699 Departing (EWR) Newark, NJ Mon Apr 03 at 12:01 PM Arriving (CLT) Charlotte, NC Mon Apr 03 at 01:55 PM Deposit Information: There is a $50.00 per person deposit due by 13OCT. The deposit is fully refundable until approximately 65 days prior to departure. The group must utilize at least 80% of the seats being held. Baggage Policy: 1 carry on + personal item; first checked bag is $30 per person. 10/17/22: > BSJ marked INACTIVE since they are doing AIR Transportation on their own.

Book My Group
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Hotel [+] More
	Under Contract Active (uncheck to make inactive)

Contract	Due Requested Received Signed
Deposit ( E-Mail BookKeeper )	Due Paid Amount $ Method
First Payment ( E-Mail BookKeeper )	Due Paid Amount $ Method
Balance ( E-Mail BookKeeper)	Due Paid Amount $ Method
Drop Dead Date
Final Count	Due Sent Number
Comp. Policy
Rate / Tax	Group Rate Tax percent
Nights / Time	Nights Checkout Time
Rooms	Total # of Rooms:
Room List	Due Sent
Item Notes ( Print Note )	10/4/22 > sending this out so we don't have to rush Melissa yet again > Mitchell HS Theater and Art Destination: NYC Wants to stay in Manhattan, Midtown Check in: 3/31/23 Check out: 4/3/23 Rooms: 15 10/6/2022 > Hotel: THE NEW YORKER, A WYNDHAM HOTEL Address: 481 8th Avenue New York, NY 10001. Location on 34 Street and 8th avenue near Madison Square Garden, Times Square, Empire State Building, theater district and other Tour and travel attractions Singles – $189.00 Doubles – $219.00 Triples – $219.00 Quads - $219.00 Rates are exclusive of Room taxes: 14.75% and $3.50 occ. Tax per room per night Porterage: currently $10.70 per person R/T Luggage Storage fee: $5.00 per bag for early arrival or Late check-out requests American Breakfast Vouchers (plated) – Daily Breakfast is available at the Tick Tock Diner located in the lobby area for $17 inclusive per person per day on a flow basis. Restaurant has capacity to accommodate up to 150 people – Breakfast menu option: Coffee or tea, fresh orange Juice, Tomato Juice or Apple Juice Choice of: Two country fresh eggs, served any style with potatoes and toast. With choice of Ham, Bacon or Sausage or Pancake Stack served with your choice of Ham, Bacon or Sausage Complimentary policy: 1/40 on a cumulative basis Payment: First payment is due 60 days to arrival date and final payment is due 30 days to arrival date. Cancellation: Cancellation or room block adjustment can be made at 61days prior to arrival date: Springhill Suites by Marriott New York Midtown Manhattan 111 E 24th Street New York, NY Rates Available: $239 Single to Quad Occupancy Tax & Fees: 14.75% plus $3.50 Breakfast Info: Complimentary Comp Policy: 1 per 30 paid per night Comp Bus Parking: Not available Baggage Handling: $5.00 per bag Mandatory or Optional: Optional but mandatory if storage required Per Person, Per Bag, One way or Round Trip: roundtrip Can our client get their brand points? Yes Deposit Due: First night’s room & tax due 60 days prior to arrival Room List: Due 30 days prior to arrival Balance due: 14 days prior to arrival Cancellation without penalty: From contract signing to 60 days prior to arrival Group Attrition Policy: Group must be able to adjust room block from contract signing to 60 days prior to arrival. From 59 days to date of arrival 80% attrition on adjusted room block

GroupCollect
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Booster Tag Luggage Tags
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DST Thank You Gift
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on own
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Springhill Suites New York Midtown Manhattan
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Baggage Handling
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RIU Plaza
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9 11 Museum and Memorial
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Canal Street Vendors
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$20 Meal Credit
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Statue of Liberty - Statue Cruises
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Hard Rock Cafe - N.Y.
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Margaritaville Times Square
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Johns Pizza
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Times Square
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Broadway Show
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Central Park
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Metropolitan Museum of Art
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Shopping Time
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Museum of Modern Art (MOMA)
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Havana Central
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Summit One Vanderbilt
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