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Trip Notes
( Print Note )
( E-Mail Corporate )
7/14/10: > Rec'd RFP from APW. 8/9/10: > Since budget for a 5 day Orlando trip with air is $400 - $500 inclusive and wants to stay on Disney property, BJS ran rates for APW. > Without transportation we are already at $739! > Need to know if she wants to continue and if so, what is budget. 9/1/10: > APW provided update to Jim since he is taking over account - Langley High Drama Director: Phyliss Jaffe Destination: Orlando, Florida This client is still making decisions about the trip, and we have not yet given her a full proposal. She is very meticulous and thorough. Weekly check-ups would be good. 10/12/10: > Finally received specifcs > Stay on premises @ Disney - Interior Hotel rooms. > Workshops and/or performances > 2 sit down dinners then meal vouchers for the rest > any theater related activities considered > 1 day at Universal with Harry Potter attraction and Universal workshop > Fly to Orlando, Disney trans and coach as needed in Orlando. > The studentsa will get to Dulles or Reagan Airport on their own. > Hotel Security > Phyliss Jaffe's e-mail at Langley HS is: phyliss.jaffe@fcps.edu > The parent that's handling the trip is Wendy Mueller. Her e-mail is: womue56@aol.com 10/19/10: > Per Wendy via Jim, budget is $1,300.00 max. 10/22/10: > BJS completed IOG and made flight arrangements with AirTran. > BJS got rates for three Disney Hotels however since their systems are down, cannot guarantee availability until next Monday. > BJS ran rates on all three properties and then made attachments and completed PTP. > BJS emailed PTP pdf pack as well as individual files to Jim. > Rates on bible screen, starting at $749 Q to which BJS added 2 days of ground transportation, so minimum pkg rates start at $825.00. 10/25/10: > Jim had two questions from Group Leader which he received on 10/23/10 (Saturday). > Was the Dolphin or Swan available (would be closer to EPCOT and require less use of bus - NOT) and was it the Wilderness Lodge or Fort Wilderness? The more upscale Wilderness Lodge. > BJS sent answers to Jim so he can get to Director - we will check on Dolphin and Swan, and it is the Wilderness Lodge - not Fort Wilderness - Jim: I can check Swan & Dolphin. She is correct, they are not Disney owned, but they are on Disney property. I have already put in a call to their sales office to check rate and availability. These two properties will NOT cut down on use of a chartered bus, for a chartered bus is required on Disney Workshop Day (Disney's requirement - not our, because they will be using portions of the Parks not accessible by the Disney Transportation System) and for their two days at Universal (obviously, Disney Transportation does not service Universal). I have included the cost of chartered transportation for these day. as needed, and they can use the Disney Transportation system the remainder of the time. The "Premium" hotel (interior corridors) I included rates for in the package was the Wilderness Lodge, NOT Fort Wilderness. I am also checking space at the Polynesian and Contemporary; however, their rates were even higher than Wilderness. I will advise as soon as I know more. it will probably be this afternoon, so you may want to get back with her on the answers I have been able to provide. 10/25/10: > BJS sent EM to Jim - Jim: The Dolphin has confirmed availability for Langley Drama is they are interested. Their Per Person Rates for the CCIS Package, using the Dolphin as their hotel, would be as follows: Q = $1,095 T = $1,175 D = $1,335 S = $1,825. As you can see, these package rates are relatively similar to those using Wilderness Lodge as the hotel. The choice is theirs - we will do as they wish. Lots of hotel options based on wide ranging rates. Please keep in mind they cannot delay: on the airline tickets, as the complimentary hold will expire next Monday, November 1, 2010 on a hotel decision, because rooms are really getting tight since it is a Holiday Weekend. Please advise ASAP. I will keep you posted on the status of availability on the Wilderness Lodge, Contemporary, & Polynesian Resorts as soon as I hear back from Disney. Talk to you soon on the AECC. 10/25/10: > BJS sent Jim email - Jim: I just got off the phone with "The Mouse". Here is the result of my search / query: All-Star Resorts - SOLD OUT Port Orleans Resorts - (a moderate resort with exterior corridors) - AVAILABLE at the rates quoted in their PTP. Wilderness Lodge - (a premium resort with interior corridors) - AVAILABLE at the rates quoted in their PTP. Animal Kingdom Resort - (a premium resort with interior corridors) - AVAILABLE at the package rates listed below. Animal Kingdom Lodge Quad = $1,105 Triple = $1,215 Double = $1,435 Single = $2,075. OK, that pretty well does it for all the options . . . Wide range of rates for them to select from. We need answers early this week on the hotel (due to their trip being over a holiday weekend and we are not currently holding any space at any of the properties, so they need to let us know which hotel they want). ALSO, as I said earlier, courtesy hold on the airline tickets (30) expires on Monday (11/1/10). Thanks Jim - please advise ASAP. 10/25/10: > BJS sent EM to Jim - Jim: They have the rooms at the Buena Vista Suites Hotel. This is off Disney property, so I had to include charter transportation throughout their visit, but it would house the group in 2-room suites, has all interior corridors, and includes a full hot breakfast buffet each morning with the room rate. This gives them a really good option at a much lower package price. Sextuple = $839 Quint = $859 Quad = $889 Triple = $929 Double = $1,019 Single = $1,289. Again, this is an "off" Disney property (although it is just 2 miles from the park) and will require use of a charter bus throughout, but the rates above include the ground transportation, do it is much more cost effective. Again, another option worth considering. 10/26/10: > BJS alerted Jim to the fact that baggage fee for the first bag is now $20 and the 2nd bag remains at $25. He will share with group leader. > Also, impressed upon him the fact that the Airline Deposit is Due on Monday, 11/1/10 - no exceptiosn and no extensions. We'd hate to loose this great fare and schedule. > We also need their hotel choice. 10/26/10: > 4.33PM, Jim sent EM to Wendy - Wendy. I just wanted to let you know that the fights we have on hold have a Nov. 1st deposit deadline we'll need to meet in order to secure the great price we received. We also just received news that the airline (AirTran) just raised the 1st piece of luggage cost $5 so...u can adjust that on yur end. Thanks and hope to hear from you in the next few days. Sincerely, Jim Carey 10/26/10: > 7:46Pm - Jim rec'd email from Wendy - Hi Jim, I know you tried to call me today; thanks. I was hoping to hear from Phyliss on ur next step, but didn't. I shared with her the deadlines, sent her a draft of the handout to her classes, etc., but I can't move forward until I hear from her. I have emailed and texted, but no word. Yours was the only proposal I sent to her, so at least when she makes a decision it will be you! I know, no consolation. I'll be in touch as soon as possible. Thanks for your patience. Wendy Mueller 10/26/10: > 9:08PM - Jim responded to Wendy - Wendy. Thanks for the response. If there's a chance to meet with Phyliss and yourself (or just yourself as the Trip organizer,) and review the proposal while I'm in the area this Thursday or Friday, I'd appreciate the opportunity as I always like to go over our proosals and explain details that may otherwise be overlooked. Please let me know if you have a window either day and I'll look forward to (hopefully) meeting the both of you or just yourself. Thanks and we'll talk soon. Respectfully, Jim Carey 10/27/10: > 8:30AM - Jim rec'd EM from Wendy - Good morning, Jim. I still have not heard from Phyliss, but one of the other moms associated with the theatre boosters group is going to be at school today and will attempt to force the issue. There really is no point in our meeting. We are sold, I just don't have the authority to move forward, and at this point, I don't know that we have time to even get a head count. School is closed next week on Monday and Tuesday, I am out of town for the four day weekend 10/27/10: > 8.32AM - Jim rec'd email from Wendy - Sorry. My laptop hates me. I was planning to work on this from (ironically) Disney World over the break, but I don't know how it can be accomplished in the time remaining. Today is pretty much do or die; I will keep you posted. Wendy 10/27/10: > 11.30AM - BJS sent EM with revised PTP attached and OK to Pay for Airline Deposit to Wendy and Phyllis, copied Jim - had all of the hotel options in a single document - Dear Phyllis and Wendy: We are delighted to be helping your group with your up-coming trip to Orlando. As Disney's computer system is back up and running and we have been able to confirm availability and rates at their properties, as well as a few others, I thought it would be best if I put all of your options in an updated Pre-Trip Planning Proposal. Please see Revision 1 attached. As this trip is now just a little over two months away, we are up against a few deadlines which you need to be aware of, the most pressing of these is our reservation with AirTran Airways. They require a Deposit of $1,500.00 no later than this coming Monday (11/1/10). CCIS is happy to make this deposit for your group; however, we will require you to sign and return an OK TO PAY (attached). This gives us permission to make the Deposit on your behalf and you in turn guarantee to be responsible to us for the deposit, regardless of trip status. We use these all the time when we do not yet have a signed contract or deposit from a group and their trip is quickly approaching. If you want us to secure these flights, Phyllis will need to sign and return the OK to Pay to my attention no later than 12:00 Noon on Friday, 10/29/10 (724.287.5333, fax). If we do not receive the OK to Pay, AirTran will release the reservation. We can then place the order once again; however, rates, flight schedules and availability cannot be guaranteed. The second item on which we need your decision is the hotel. We have provided five different options at a wide range of rates. In order to secure a block of rooms for your group, we will need your hotel decision by Friday as well. Your careful review and timely response to this email and the two attachments, including the Revised Proposal's Other Considerations section, is greatly appreciated. Do not hesitate to contact me if you have any questions or concerns. I look forward to our work together! 10/27/10: > 4.45pm - rec'd email from Wendy - Bryan, I am wondering why this information was not communicated to me before this morning. All of the documents I received thus far said that the flights required a $60 deposit per participant as of November 1, and there has not been any discussion whatsoever of our needing to commit to the rooms by noon on Friday. Jim made it clear that the longer we waited, the fewer choices we would have, but a Friday commitment? News to me. It makes it difficult to provide Phyliss with the information she needs when I don't have all of it on a timely basis. Phyliss will be making the decision regarding whether or not she uses your company. She has all of Jim's contact information. There is no need for either of you to contact me until that decision is made and communicated to you by Phyliss. Wendy Mueller 10/27/10: > 5.29PM - BJS replied to Wendy and copied both Jim & Phyllis - Wendy: I am sorry if you missed it, but the information on the flight / deadlines was included in the original proposal which we provided to you this past Thursday. It is the very first bullet under the Other Considerations heading on page 4. The actual deposit amount is $50 per ticket ($50 x 30 = $1,500.00), not $60 per person. I apologize for my typographical error. We are happy to pay this deposit on your behalf, if you want us to secure the flights. The rates and schedules are outstanding, especially since this trip is occurring over a Holiday Weekend and we wouldn't want you to lose out on a great deal on the airfare. The deadlines are set by AirTran, not CCIS, and unfortunately, we have no control over their due dates or how long they will place a courtesy hold on a group reservation. We asked for the seats and received the fare on Thursday, 10/22/10, and included this information in your proposal, all on the same day. As for your hotel decision, since we have asked for space at five different properties, we are just trying to be fair to our vendors and would like to alert them as to which hotel your group would prefer. As this trip is now less than 80 days from departure, and since the trip occurs over the Martin Luther King, Jr. Holiday, we want to do everything we can to ensure you that you get the property you desire. I look forward to hearing from either you or Phyllis soon! Bryan 10/27/10: > 7.36PM - Rec'd another email from Wendy - As I said in my email, which you must have missed, I knew about the Nov 1 flight deadlines, regardless of the incorrect amount. What was never communicated to me was that there was also a deadline for the rooms. You say we have space requested at 5 different hotels - as of today, I was told that only Port Orleans, Wilderness Lodge and Animal Kingdom (this was not an option previously) were available, and that the All Star option was no longer available. Yesterday the Dolphin was an option; now it's not on the list. So what 5 hotels are we actually choosing from? At no point in communicating with Jim did I hear that CCIS could hold the flights. I misunderstood, and thought that we had to have a $60 deposit for each participant by Nov. 1. If I missed that point in your documentation, I apologize. I admit that I was out of town this past weekend on a college-related trip with my child, came home to several proposals for this trip, and had a lot of reading to do prior to sending the info to Phyliss. Phyliss has all of your contact information. She will be in touch. Wendy Mueller 10/27/10: > 7:53PM - BJS replied to Wendy - Wendy, in the updated Proposal which I emailed this morning, I listed all 5 hotels which had availability as of yesterday afternoon and the corresponding rates. They are the Buena Vista Suites, Port Orleans, Wilderness Lodge, Dolphin, and Animal Kingdom Lodge. As for the deadline on the hotel, that is not set in stone, just a date I felt safe with using in order to make certain we could accommodate your choice of property. I will await further instructions from Phyllis. Thanks again, Bryan 10/27/10: > 8:17PM - Rec'd another EM from Wendy - Ok, Bryan. Let's talk here - I am a volunteer mom who has a life outside of reading proposal emails that seem to be moving targets on a good day, with important points like deadlines under bullet points on page four. Add to that a teacher who won't get back to me on a timely basis, and you have one crispy mom. So sorry I didn't read version 3 of your proposal, not counting the one sent that was for a completely different school, and not counting your $300 typo. Phyliss asked me if I would recommend using your company, based on my interaction with CCIS. I told her I didn't have enough experience with other companies to make that judgement. Consider that me cutting you slack. 10/27/10: > Wow, not sure why she started this pissing match, but I am done - elected respectfully not to respond. 10/28/10: > 12.39PM BJS rec'd EM from Phyllis - I am unbelievably disappointed with CCIS. When I was working with Amanda, I told her that it was essential that I get a solid proposal before I could even approach the administration for permission to do the trip. When Amanda left the company, I received an email from her assuring me she would brief Jim thoroughly. To give us a proposal 6 working days before you needed a commitment is absurd. Amanda told me that CCIS has done trips with Loudon and Arlington Country schools. I cannot imagine that they could get approval from their school and their school board in such a short time. I had explained to Amanda, FCPS requires a number of steps to go through: 1) Receive a concrete proposal/contract from CCIS. 2)Submit and receive approval for contract to Langley Subject Administrator and Student Activities Director. 3)Submit contract and receive approval from Risk Management in FCPS Central Administration. 4) Submit and have Langley Principal sign off. 5)Only after 1-4 is complete can I present this to the students. Wendy Mueller has assisted me in the past with school field trips. She is professional, thorough and efficient. CCIS has taken far too long to put this trip together. At this point, I do not see that it is possible to use your company for this trip. Sincerely, Phyliss Jaffe 10/28/10: > 1.33PM - BJS replied to Phyliss (did not copy Wendy) Phyllis: I am terribly sorry to hear of your disappointment and to learn that you will not be using CCIS for your group's travel plans. We always try to do our best to meet a group's needs and provide you with the details you require to make your decision. I know when Amanda first spoke with you this Summer, we ran some preliminary rates in early August which I understand she shared with you, because we were concerned that they were significantly over your initial budget projection. Amanda and Jim both made several attempts over the following two months to get a more secure picture of your group's budget and trip specifics. On October 12th we finally received the specs from Wendy and then on October 19th we received word from Wendy that the budget had actually increased to a maximum of $1,300.00. With that information in hand, we immediately went to work on your group's proposal and completed it on October 22nd. On Saturday, October 23rd, Wendy asked if the Swan or Dolphin were options, so on Monday, October 25th, we confirmed availability at the Dolphin and provided her with rates for that particular option. Since there were multiple hotel properties under consideration with a wide variety of price points, I decided it would be most helpful if I put all of the confirmed arrangements in a revised Proposal, so it would be easier for all to review and make their decision. I forwarded this document to both you and Wendy on Tuesday morning. As you can see, once we had the required information in hand, we responded in a very timely manner. I am sorry that the deadlines may seem unreasonable; however, due to the fact that your trip is now less than 80 days out and takes place over a Holiday Weekend, deadlines are compressed and many are beyond our control, especially those set by the airlines. Again, I am sorry that it did not work out for this particular trip. I hope you and your students have a wonderful experience in Orlando, I know they will love it! Sincerely, 12/7/10: > Phyllis called - long story blah, blah, blah. > BJS told her to call Jim. > Jim spoke to Phyliss Jaffee. > Her story was as you stated on the phone but,different than the one she left. She seems to want t put te blame on Wendy Mueller. > With that being said, here's what she wants to do. > Same trip on March 4-7. Depart from Dulles as early as possible. > Stay off premises (no Disney hotel this time,) > Interior hotel rooms, breakfast at the hotel included, > security, > coach to and from parks, > 1 meal coupon each day, > performance, > 2 days at Disney, 2 days at Universal, $1,200 price or under, > 1st payment not due until early Jan, (back in school Jan. 3rd so a couple day to collect the money,) and thats it. Let me know if you have any questions. 12/15/10: > BJS completed PTP based on new dates and wants. > More than $300 bekow her requested budget, including air! > Included OK TO PAY for AirTran Deposit due 12/23/10. > Also included lengthy explanation of how this deposit and deadlines were AirTran's and completely out of our control. > Offered for her to fo her own air as well and it would not effect our CCIS package Rates. > Sent PTP Pack and indiviudual files to Jim and WAH, then sent Quote to WAH & John.
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