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General Trip Information
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Wed Mar 21, 2012
Trip Name
Midpark High School Choir & Orchestra-Orlando, FL-'2012-03-23'
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Midpark High School Choir and Orchestra
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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 )
4/12/11: > Per WAH mtg at school yesterday. > Wants to get their price to 700 total. With 52 on a bus now, sextuple, we are at 769. > We talked about reducing meal credits to $5, changing HRC to a less expensive option. Removing 3 comps. Anything else? > She wants to use Lakefront coaches. 4/12/11: > BJS replied > Making the changes you suggested (HRC was replaced with a Universal Meal Voucher) and dropping from 2 to just 1 security guard, I am down to $575 sextuple, plus transportation. . . Based on 52 paying per coach, $575 + 150.23 = $725.23 student sextuple. > Not sure what else she may want to cut unless we do away with all four $5 meal credits for the en route meals. By doing this, I would sell the $575 package for $550 (yes, this is $25 less and we only deleted $20 worth of meal credits - what can I say, I am a nice guy!) and then she would be within pennies of the magical $700 mark. > Let me know. BTW, I have requested a K for the coaches from Lakefront. > BJS made no changes to IOG or attachments. 4/13/11: > WAH forwarded note from Client - good to go with the $575 package rate. > BJS sent the following in answer to her questions: > I will send out CN next week with all specifics. Here are some answers to general questions: > Our Package Rates are as follows (Student / Adult), not including transportation: Sx = $575 / 550 Qt = $605 / 580 Q = $645 / $620 T = $685 / $660 D = $755 / $730 S = $985 / $960. > Do not quote to her in writing with transportation - she needs to do that math herself. > Advance Deposit (in order to get some ESBC - 4 if we have it by May 23, 2011) is $100 / person. The remaining balance will then be split into three equal payments due to CCIS on 9/15/11, 12/23/11, and 2/7/12. Forms will be due 01/23/12. > BJS updated rates on Bible Screen. 5/19/11: > BJS completed K version of PTP, and then completed and mailed the CN via USPS 2-Day Priority Mail. > Included partially completed Disney Appl for both the Band & Orchestra. > K & $ due 6/1/11. > BJS updated attachments & rates on Bible Screen. > Comps are 3 and then 3 ESBC if we have $ by 6/1/11. 5/31/11: > Rec'd signed K, Travel Planner Letter and Orchesra's Disney Application, but nothing from the Choir and no supporting materials from either group. > Also need First Payment. 6/21/11: > Rec'd EM from Lisa - Bryan, When the P.O. comes you'll need to send an invoice for the amount to MaryAnn Young at Midpark. Thanks, Lisa Orchestra Director Midpark High School, Ford Middle School Berea City Schools (216)676-8400 ex. 7753 or voicemail ex. 4716 licheshier@berea.k12.oh.us 6/30/11: > BJS sent Group Leader Site Visit request Form to Lisa since she sent email requesting info on the site visit. 9/10/11: > BJS updated notes - > Rec'd $5,000 on 6/7/11. > rec'd $5,200 on 8/8/11. > Lisa called several times ovwer the past week or so, number is expected to be no more than 110 pax. > She will also advise as to when we need to send another PO to the Finance Office, BJS said fine as JAF has corresponded with her in the past and it is a relatively quick process. 9/10/11: > BJS alerted Lakefront Lines to the fact we will need just 2 coaches instead of three. > BJS sent EM to Hotel to reduce size of block. > BJS updated numbers on Bible Screen and IOG to 112 (100 + 12) since Lisa has already made it clear we will have no more than the capacity of the two coaches. > For now, Comps will remain at six, but we may need to adjust ocne we get the FPGF & RL. > HMS, please advise your vendors as needed of the group size reduction. Thanks! 9/14/11____ HMS __X__ 9/10/11: > BJS sent EM to Lisa reminding her that we still need the supporting materinals for the Disney Appl for both groups. 12/5/11: > Rec'd the Orchestra's photo and recording, so their application is complete. BJS will have Jude mail later this week. 12/9/11: > BJS sent EM to Lisa re: Choir's Disney Application materials - Lisa: Thanks for sending the recording and photo of the Orchestra. It has now been sent along with your completed Application to the Disney Performing Arts On Stage Office at Walt Disney World. I was wondering, is the choir still planning to perform? We received their Application several months ago, but have not yet received the recording or the photo. Please advise ASAP and if it is still their intention to perform in the Park, the Director needs to get these items to me as soon as absolutely possible. Disney will not accept incomplete applications and due to the large number of groups applying to perform in the park, performances are not guaranteed. Thanks again and Happy Friday!!! 12/27/11: > Rec'd check #226145, $15,000.00 from school. 1/17/12: > Lisa called and spoke with BJS - Should have Choir's completed application materials by the end of this week. BJS alerted Lisa that the Choir may NOT get a performance since they are so late in turning in their application materials . . .we will all keep out fingers crossed. > Neither group will be doing the WORKSHOP. BJS will call Disney and CANCEL the Disney Sings and You're Instrumental Workshops. > All trip participants will be charged the Adult (non-performer rate). > BJS updated IOG and rates on Bible Screen. > BJS removed / deleted Disney Workshop attachments after calling and canceling. > Numbers are looking to be between 100 and 110 total pax. > Lisa is aware theat we may need to do some adjusting since they are well below their contract minimums. > BJS sent EM to Catherine and copied Lisa after speaking with Carl regarding online submission - Catherine: Per my conversation a few minutes ago with Lisa, I have attached a scan copy of the Choir’s Application for their Disney Performing Arts On Stage performance at Walt Disney World. Please attach the application to the Video and Photo submissions you will be making on-line (instructions are included below). Your quick attention to the submission is very much needed today or tomorrow, for Disney is nearing capacity on performance venues during your group’s visit and cannot guarantee or schedule your performance without this information. Also, please keep in mind that your group’s complete FORM Set (Final Participant Guarantee Form, Room List and Hotel information Form) is due in our office next Monday, 01/23/12. Thanks! Bryan 01/23/12: > rec'd FPGF, RL & HIF via fax. 01/24/12: > Lisa called, may want to add one more pax, can she do this - BJS said yes and to call as soon as confirmed so we can mark FPGF & RL accordingly. 01/26/12: > BJS and Lisa updated FPGF and RL via phone. > Total Pax = 104 (79 + 25) > RMS / PAX 12 Sx / 72 02 Qt / 10 02 Q / 08 04 T / 12 01 D / 02 00 S / 00 TOTALS = 21 Rooms and 104 PAX (79 + 25). > Numbers are below K minimums and she is aware, since Sept., that we may need to adjust comps in order to make this work. > Also, they deleted the Workshops, so the rates are to be $25 less than the contract rates. > ESBComps = First Payment was rec'd 9 months prior to trip, so they will get two. > Regular Package comps will be just two as well, so a total of 4 comps and in order to keep the prices unchanged, BJS had to base them on the RL rather than doing all 4 as Dbls. There are two Dble comps and two Qnt comps since the Directors are in a Quint. > Deleted CAV dvd. > BJS updated attachments accordingly. > BJS completed INV #5201, $32,544.00 due: 02/07/12. > BJS emailed and mailed Final INV and included explanation in email cover note. > Group qualifies for iPad2. > BJS emailed FPGF / RL Quote Form to JAF since it was in the old system. > HMS, as these numbers are now GUARANTEED, please review and proceed as needed. Thanks! ____ HMS ____ 1/27/12: > Per email from Lisa, she wants the CAV dvds, so BJS sent REVISED invoice #5201, $33,584.00 via email and mail, and then added attachment back into system and ordered accordingly. 2/15/12: > rec'd check #227102, $33,584.00. > ACCOUNT IS PIF. 3/14/12: > BJS completed Final itienrary and then emailed to Lisa and all CCIS Staff. > JM, please email Final Itinerary to Charter Company and Hotel, then follow up with each of them via phone on MOnday to make certain they have received it and CONFIRM that all is on order. Thanks! ____ JM ____ 3/15/12: > BJS mailed complete FI Packet to Lisa via FX SON for Delivery on Friday.
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