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General Trip Information


Updated	Wed May 01, 2024
Trip Name	Lampasas High School Band-New York, NY-05-27-2025
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 )	Lampasas HS Band to NYC = FLYING DST Not Fishing 3/27/24: > Durning TMEA 2024, Eduardo came by to discuss NYC 25 as we were preparing to send him to San Antonio. > ME and BT worked up an IOG in the booth at TMEA and it's in the DB. > Flight times on IOG were based on June of 24, so not confirmed flight times, but will probably be comparable once flights are known. > ME and BT discussed the air SOP with him since he hasn't flown with us before. > During San Antonio Post trip debrief, Eduardo gave firm dates of travel for NYC (glad i waited on entering this because the firm dates are not was he originally gave me at TMEA.) > PAX 75 (65+10) > Dates 6/3 - 6/6 2025 > With Flying, he wants to really consider staying in Manhattan unless it's just too cost prohibitive. Perhaps arranging the days where they don't need buses all day each day. > No performance required / and really not sure what his instrumentation would look like..... > $2000 budget is about what he is thinking for the whole thing. > He is good with school buses to the Austin airport, but would like to have a quote for an airport transfer home to Lampasas. Said he would be nervous to count on the school buses picking them up from the airport. > CW, he really likes Regent. > Shows and museums are the target for "educational." He was not really interested in 9/11 memorial. Really wants the natural history museum. > Most of those broadway shows schedule, or the philharmonic are not out yet for 2025. ME used June of 2024 as a model as it's likely to be similar. > Trip is on the WB > ME updated current needs for IOG > IOG R&A 4/1/25.... no joke..... 10:45 am EST _X__ BJS _X__ ___ HMS ___ ___ CW ___ ___ BT FYI 3/31/24: > BJS reviewed and updaterd IOG. > Ready for tomorrow morning's IOG R&A. __X__ ME _X___ ____ CW FYI 4/2/24: > "ready to move forward" with trip. > ME updated WB and penciled in 4/16/24 for TO. 10:45 am > ME awaiting confirmation of time, but expected to not be an issue. > ME added AE attachments below. ___ BJS ___ ___ CW ___ ___ BT FYI 4/15/24: > BJS sent Slack to ME, we need to push this meeting to much later in the week. 4/22/24: > BJS reviewed and updated attachments as needed and then ran rates and entered below starting at $1079 Qd. T1 = 68 - 75 T2 = 60 - 67 +$20 T3 = 52 - 59 +$40. > CCIS+ = $28pp + $5 / tier. > Hotel is in midtown Manhattan. > Transportation is not included in TO - we need to have flight info in order to do ground. > NY Phil - not an option on their dates, so BJS looked at Carnegie Hall and there was a piano recital, then looked at Lincoln Center and the MET is doing Rossini's Barber fo Seville, so BJS used that. Can replace with a 2nd B-way show if they'd prefer, but I thought this would be an amazing experience. > BJS completed TO Pack and ready for presentation this afternoon or tomorrow. __X__ ME _X___ ____ CW ____ 4/23/24: > Jumping on the grenade of the pin I pulled. > Need to move the trip up a week sooner to May 27 - 30. > Looking back in my post trip from San Antonio, ME missed the "ideal date" date change. Can we please check hotel for new dates? Perhaps this brings NYC Philharmonic back in to play?... but the opera was well received. > GL is wanting to get approval before the end of the school year, but not launch registration until Aug. > BUT...... GL is currently doing a fundraiser that will be dedicated to this trip and plans to send all those funds in even before trip launch. ME talked through the "we can account for that during the RWS meeting." > CW, can we ask FMG for "expected air" for this group for May 27 - 30, of course knowing that it is not guaranteed. > Other than the dates, the TO went well and not sticker shocked at the rates. Just need the transportation piece. Hopefully the expected air will suffice his administration that he thinks will want a clearer picture of cost for approval. ME explained that flying is just a different animal and we need some grace on "when those pieces are available." > ME updated WB as necessary > Revision 1 ASAP - dates ___ BJS ___ _x__ CW ___ ___ BT FYI 4/29/24 > hotel is able to accommodate new dates with no change in rate. > Air will open early July. Asked for pricing in the meantime. > Let me know if we can proceed. ___ ME ___ _X__ BJS _X__ 5/1/24 > CW updated IOG and attachments with May 27-30 dates. ___ ME FYI __X_ BJS FYI 5/1/24: > BJS reviewed and then updated TO to Rev1. > Date change and also replaced MET Opera with NY Phil (Mahler's 7th - kept the same budget, up to $100 value). > No change in rates or hotel, etc. > ME, please share TO Rev1 with group leader. > Remember, we can (and would like to) go to K without air, but would be best if we include an air allowance as well as an allowance for ground. Just let me know what he fills comfortable with on the air, based on CW's estimates from FMG and then we can do the same for ground. . . ____ ME ____ ____ CW FYI
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Itinerary

Book My Group
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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
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Rooms	Total # of Rooms:
Room List	Due Sent
Item Notes ( Print Note )	Lampasas HS Band NYC – want to stay in Manhattan if there are good rates. If not, we can look at our usuals in NJ. Check in: 6/3/25 Check out: 6/6/25 Rooms:25 Bus parking not necessary but breakfast is.

Vanderhoof Transportation
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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 )

Group Collect
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Booster Tag Luggage Tags
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DST Thank You Gift
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Safer Travel Care Package
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Fly My Group
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Rockefeller Center
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Ellens Stardust Diner
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Holiday Inn Express Midtown West
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Intrepid Museum
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Hard Rock Cafe - N.Y.
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Broadway Show
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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
Menu	Type Cost Per Person
Menu PTP	Dinner to include: an Appetizer Combo of Crispy Wings, Mac and Cheese Bites and Mozzarella Triangles. Your choice of Entree to include: Chicken Pot Pie, Steak Au Poivre, Broiled Salmon, Beef Stew, Pasta Vodka (with or without Chicken), Gluten Free Vegan Pasta (with or without crumbled Beyond Meat). Served with Iced Tea, Soda Hot Coffee or Hot Tea and Plain Cheesecake or Brownie for dessert.
Item Notes ( Print Note )	5:15 was all that was available for dinner, besides 9pm Appetizer: Chips and Salsa Entree : (. ) American Cheeseburger with French Fries; (. ) American Hamburger (no cheese) with French Fries; (. ) Grilled Chicken Breast Sandwich with French Fries; (. ) Chicken Fingers with French Fries; ( ) Gluten-Free Pasta with Chicken ( )without Chicken; ( . ) Gluten-Free Vegan Pasta without Chicken; (for vegan, vegetarian & Dairy Free) ( ) Large Caesar Salad with Chicken (. )without Chicken; ( ) Pasta Pomodoro with Chicken (. )without Chicken;

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 )	Holiday Inn Express Midtown West: $219 kng, $229 dbl, $239 tpl, $249 qd (8-29 rms-dbl/tpl/qd)* *Minimum of 5 rooms per night to qualify for group rates, otherwise rates will increase by $20 per night. Room Type Definitions: Kng: One King Bed – Single or double occupancy-1 or 2 persons Dbl: Two Double Beds- Double occupancy-2 persons Tpl: Two Double Beds- Triple occupancy- 3 persons Qd: Two Double Beds- Quad occupancy- 4 persons Rates are 10% commissionable. Taxes are 14.75% + $3.50 occupancy tax per room, per night additional. Complimentary Full American Buffet Breakfast and Wi-Fi provided. Hotel Comp policy is (1) per (40) paid per night. Hotel does not offer Bus Parking. Hotel is however located in a NYC designated bus layover zoned area. ALL ROOMS EQUIPPED WITH MINI FRIDGE, KEURIG COFFEE/TEA MAKER & MINI SAFE. Baggage handling is $6.50 per bag, round trip. These services are optional. Cancellation policy: 90-31 days prior to arrival group responsible for 80% 30-0 days prior to arrival group responsible for 100% Attrition policy: 90-31 days prior to arrival group responsible for 80% 30-0 days prior to arrival group responsible for 100% Payment policy: 50% due 90 days prior to arrival Balance due 30 days prior to arrival 4/29/24 > Hello, Our Lampasas group has had to make a date change to the week before, now checking in 5/27 and checking out 5/30. Please advise if we can move this group to the new dates and if rates will stay the same. Thank you!

An nam Vietnamese Grill
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Blue Man Group New York
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Statue of Liberty - Statue Cruises
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Canal Street Vendors
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$20 Meal Credit
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Summit One Vanderbilt
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Havana Central
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Metropolitan Opera, The
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New York Philharmonic
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American Museum of Natural History
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$15 Meal Credit
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Baggage Handling
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