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General Trip Information

	This page is Locked by Martin England
Updated	Wed May 08, 2024
Trip Name	Glenelg High School Jazz Ensemble-Rochester, NY-06-21-2024
Client	Back to Client \|\| E-Mail
Sales Rep	Martin England 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 )	Glenelg, MD to Rochester, NY = 366 miles = 6.5 hrs. non-stop 3/14/24: > BT and ME got specs for jazz trip to Rochester Jazz Festival. > This will be ME trip, but BT is working specs since ME in Nashville and has questionable schedule over the next few weeks plus I will see Chris in person over the next few days. > This is a BOOSTER trip, so no county approval. Should move quickly. > One bus - 24 kids in jazz + director. He feels that lots of parents will also attend and likely fill the bus. > BT is going to ask him about sending out a survey to get an idea of how many adults would attend. > Asking about rooming, will advise. Pretty sure students will be in quads and adults in doubles. > Depart 6/21 around 7:30am. Lunch en route on own. Check in. Dinner at The Exchange (included). This is where they ate last time...doesn't have to be here. > They want a 3-day club pass for the event. On the website - these are $210.00 - https://www.rochesterjazz.com/. > Headliner concert is extra - looks like the cheap seats are $33 online. > May be worth us checking to see if we can get some kind of group discount on the pass and concert tix so we can include it. > ME and BT discussed - we feel like if they are paying $210 for 3 day pass, they should stick around on Saturday and go to stuff...should be tons of concerts and stages. > Also discussed most meals on own except for dinner on 1st night, hotel bfasts, and lunch at Niagara. They are used to this, plus likely makes more sense with so many adults attending. If Chris feels differently, will advise. > GHS performs Saturday afternoon. Headline concert that night. These are the only set events at this point. > Sunday am - Niagara / Maid of the Mist / lunch. Return to Rochester for more Club Pass events. > Monday am - check out and depart for home. > For bus - HCPSS list is good, but they are not bound to it. Has used Eyre before (right down the road), but they have always been expensive. I would send to Gunther and Atlantic Coast. > Budget - they have a jazz travel fund that he plans to use to subsidize the students. Should have enough for $500 / student. We are already at $250 with the club pass and concert, so it's certainly going to be more than this with hotel and bus. I think if we can keep it under $700 all incl., that will be reasonable if they are subsidizing that much. > Hotel - last time they stayed at Holiday Inn Rochester Downtown. > BT added to WB and ME's top 3 for IOG R&A. > BT will see Chris at school tonight and tomorrow for assessment (they are the host school) so Chris will be available to answer questions. Will show him current state of IOG and get some more answers and update as needed. ____ BJS ___ ____ CW ____ ____ ME _____ 3/14/24: > Few updates after BT chatted with Chris today and we looked at IOG. > He agrees that an activity on Saturday am is not necessary if there are club pass activities - which it would seem like there would be. But can't find a 2023 schedule from last year to get an idea. > Good with meals on own as we have on the IOG. > He investigated the $$ in their jazz travel fund and it's more than he thought. About $23,500. Divided by the 24 kids...likely more than enough to pay for them all and the bus. So hoping adults just need to pay package rate. > He is going to send a survey out tomorrow to try to get an idea of how may adults / non-performers are thinking about attending. Cap at 56 total. Told him about hotel attrition and how we need to have a very solid idea going in. > He did say that last time students went 2 to a room...but I imagine this was a while back and things were much cheaper. He's fine with 4. Kids would room with kids for sure. > He also said that they comped them for the headliner concert...not sure if that would happen. When ME and I looked online, there were plenty of seats at the $33 level. _____ BJS FYI _____ CW FYI _____ ME FYI 3/21/24: > FYI - chatted with Chris tonight before a jazz meeting we had for upcoming concerts. > He is collecting responses from kids by tomorrow and potentially has a bass player (their only one) who may not be able to attend. > Hold off "a couple more days" before doing any major work as they may either have to shift dates or pull the plug (nuclear option). > We haven't even had official IOG R&A yet, so I can see nothing has been done yet. Hopefully he will have his answer by COB tomorrow. ____ BJS FYI ____ CW FYI ____ ME FYI 4/2/24: > GL reached out to ME and BT via a text message that the Rochester trip is a go. > BT and ME worked on IOG from the contest schedule. Club pass events don't start until evening. > Ready for IOG R&A ASAP, 4/5 > of note, expect Students in quads but parents in doubles, so outside the normal formula for hotel. > 1 bus > Please check previous notes re: club pass tix and the full schedule is now on the website. https://www.rochesterjazz.com ___ BJS ___ ___ CW ___ ___ BT FYI 4/5/24: > BJS reviewed IOG and adjusted hotel check in time and arrive home times by 30 minutes. > Looks good, so long as vendors mentioned on IOG are still in business following COVID. Will need to find options is they are not. > Ready for today's IOG R&A. __X__ ME __X__ ____ BT ____ ____ CW ____ 4/10/24: > ME finally got GL on a meeting (pre-trip for Williamsburg TOMORROW) and got the "looks good for Rochester" IOG R&A > With time being of the essence in getting this moving, ME would like to do the TO 4/17/24 (on the post trip debrief from Williamsburg). Trying to get the GL on multiple meetings has proven a challenge. > Of note on the Jazz trip, it will be a normal Howard County contract and approval so he can keep things "above board," but the Roblox trip was a VERY quick turn around for approval, so Chris things that they should have no issue with that approval process. > Still planning on using the school jazz funds to front deposits and moneys. No issue with getting those checks from the school early. > Numbers look good at 50 (23 + 27), just note that will be more doubles than usual in the hotel block for parents that are attending. > If the 17th is too quick of a turn around, BT is available to present the TO if necessary 18th through the 22nd. (ME OOO April 18, 19, 22 AM) > ME updated WB as necessary ___ BJS ___ ___ CW ___ ___ BT FYI 4/16/24: > BJS reviewed / updated attachments and then ran rates and entered below starting at $699 Qd. T1 = 45 - 50 T2 = 39 - 44 +$20 T3 = 33 - 38 +$40. > CCIS+ = $32pp + $5 / tier. > TO completed and in DB for tomorrow's Presentation. > CW sent to additional charter companies as Superior is Sold Out, Gunther is sold out, but going to see if he can make it work, still awaiting Adventure and Atlantic Coast. > Used the hotel we did as so many others were already sold out for one reason or another. Hilton Garden Inn was $100 more per room per night than the Woodcliff and other option was Microtel and I don't think this group is a Microtel crowd! ____ ME ____ ____ CW FYI ____ BT FYI 4/18/24: > BT had quick TO meeting with Chris since ME is out. > Without bus quote, little tough. CW is hoping to have at least one today which will bring everything together. > Based on the price for kids and the amount they have in their travel fund, should be fine. Hoping the bus cost is reasonable. > Kids will essentially be comps/bulk credited from the jazz travel fund which they are hoping will also cover the bus. > Adults will pay for package only. Really pushing to fill the bus. > He will get wheels turning on his end while we await bus quote(s) and then they can move really quickly. He is still going to try to run it through HCPSS to be "above board", so this will likely be our standard HCPSS K. However, they have the booster $$ that can be sent ahead of approval as the trip will happen whether HCPSS approves it or not. > He MAY want to remove the erie canal thing since the hotel is a bit of destination in itself. But definitely wants the Niagara stuff. > Told him that tix to headliner are not being held until we have a $$ and a pretty firm number of tix. At the end of the day - there are a TON of other concerts to go to in the club pass. Would like to go, but not the end of the world if they don't. > Should have go to K as soon as we have a bus. ____ BJS FYI _x___ CW FYI ____ ME FYI 4/18/24 > Adventure quote available. > cutting the Erie canal tour isn't a bad idea - it looks like they will have to be split up and the time frame isn't ideal. ___ ME ___ ___ BT ___ ___ BJS ___ 4/18/24: > GL agreed - remove Erie Canal Tour. > BT updated IOG. Made bfast 30 min. later. Free time at hotel. Depart for Pittsford at 11:30am. Lunch on own and time to explore Pittsford. Then on to Rochester. > Hoping for another charter quote or two, but he wants to send info out on Monday...so should have the go to K by then which will require Rev. K version with Erie canal tour removed. ____ BJS FYI ____ CW FYI ____ ME FYI 4/24/24: > ME received from GL >"Hi Martin, Lets go ahead with the contract stuff so that I can sent to Central Office. Chris" > The revision K version will be the K since we are removing the Erie Canal > Adventure for bus as it's the only one we have. > ME updated WB as necessary > MOVE TO K (Howard county K) __X_ BJS _X__ ___ CW ___ ___ BT FYI 4/24/24: > BJS completed TO K Version - deleting the Erie Canal Cruise and reducing rates by $29pp across the board. > BJS updated rates below, starting at $670 Quad. > BJS complete Contract Packet and sent to Tess at HCPSS for her to make her changes and add their pages. > Hoping she will get that back to me tomorrow so we can forward to Chris as needed. > K due 4/30/24 along with the first $ ($20k). > Forms due 5/10/24 (no exceptions). > Final $ due 5/20/24. ____ ME ____ ____ CW ____ ____ BT FYI 4/25/24: > BJS rec'd response from Tess at HCPSS. > She said to go ahead and send the document packet to Chris and for him to submit through the HCPSS Portal ASAP! She is aware it is coming thanks to my having sent it to her yesterday and she will be expecting it. > Once Tess receives through the portal, she will add the agreed up on text and the other required paperwork per HCPSS SOP and get it all back to me for signatures. > ME< make certain Chris knows they are on the look out for his submission and to do it ASAP! Thanks! ____ ME ____ ____ BT FYI 4/29/24 > Finally received quote from Dillons. > CW entered in attachment. Would only be worth sharing to show Adventure was the right choice. X__ ME __X_ ___ BJS ___ 5/8/24: > Received from chris. > Risk Management needs > Hey Martin, I think Tess is working to move the trip along. Here are a few questions from Risk Management: For boat trips, we always need a Certificate of Insurance and a Certificate of Inspection, and a map of the boat's route. Can you let your CCIS contact know? Chris" > Maid of the Mist. > Please advise. ___ BJS ___ ___ CW ___ ___ BT FYI
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

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Exchange Sports Bar, The
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Rochester International Jazz Festival
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