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Wed Sep 14, 2011
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Troy Area High School Band & Orchestra-NO - Orlando-'2012-04-10'
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Troy Area High School Band
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Trip Notes
( Print Note )
( E-Mail Corporate )
Troy, PA to Orlando = 1,110 miles / 18.5 hrs non-stop 02/2011: > BJS and Dave Dietz met at MENC Eastern Div Conf in Baltimore. 4/26/11: > Rec'd RFP for Orlando tirp in April 2012. 5/10/11: > Per DAVE, Booster trip Planning Mtg is tonight, so BJS completed IOG, made attachments, then ran rates and comnpleted PTP. > Group wants to FLY - but impossible based on a $700 maximum budget. > BJS based PTP on bus transportation trip. > We told him 5 ESBCs if he signed and had deposit to us by 5/31/11, so BJS put in 8 total comps - 3 per SOP and then 5 ESBCs. 5/10/11: > BJS emailed three PTPs to Daniel and Dave confirmed receipt. > One was All Coach @ All Star Resort. > One was All Coach @ BV Suites > One was AIR @ BV Suites - had no transportation. > Copies of all three in file as well as cover letter / email which accompanied each option. > Also NOTED: > In order to take full advantage of the ESBC program, these would be the tentative due dates: 05-31-11 Signed Contract & Advance Deposit of $100 per person 09-15-11 1/3 of the remaining balance 01-11-12 1/3 of the remaining balance 02-10-12 Room List, Final Participant Guarantee Form & Hotel Info Form 02-24-12 Final Trip Balance. I know your meeting is this evening. If you have any questions or concerns, please do not hesitate to contact me and I will be happy to be of assistance. Should you need it, my cell number is 724.991.6123. I would also like to take this opportunity to say a very sincerely �Thank You� for the opportunity to be of service to you and your students. I look forward to our work together. 5/11/11: > Dave heard from Dan following meeting. Had several questions (many of which were answered in the porposal if he would have read thoroughly). > #1 - Really want to fly and really want to stay at the All-Star Resort. > Need to see package based on a 4-night stay at All-Star (and flying scenario). > Insurance - need to know if it is available and rates, etc. > Due Dates, etc. > Mentioned that they would be flying into an airport other than Orlando International. > Said that Tom, one of their Boosters, was already working with an Orlando based company, so he cannot guarantee that we will get the gig at this point. 5/11/11: > BJS sent email to Dave with answers to all of Dan's questions. Also sent a PTP based on All Star Resort via Air. > Made no changes ot the attachments or the rates on the bible screen at this point - will wait and see if we are stiull considered. > EM to Dave with info for Tom - > Please remember to update the Subject Line when sending emails, even if they are a forward. This really helps :>) > Please get this information on to Daniel (and Tom) as soon as possible! > I have attached a Pre-Trip Planning Proposal based on 4-nights accommodations at the All-Star Resort and travel by air. > We will request air quotes for his group and provide rates as soon as they are received. > Please make him aware that the Disney Transportation System services ONLY the Orlando International Airport, so if they are looking at another airport, such as Sanford, they will need charter coaches for their airport transfers. > Regardless of where they stay, Disney requires chartered transportation on Performance Day as the Disney system does not provide access to the Back Stage areas of the park where the band will need to be. > We are happy to make arrangements for ground transportation, as needed in Orlando. We can do this once we know their flight schedules, etc. > Insurance is available through CCIS for the whole group or on a partial basis. There are several options available and they range in price from $15 - $35 per person. The coverages go from very basic to cancel for any reason. Your should have info sheets from Travel Guard. If not, please contact Wayne for a copy of their brochure. (By the way, I included it in several of the PTP Packets I sent Daniel yesterday - should be the last two pages of the packet.) > Tentative Payment Schedule / Deadlines: May 31, 2011 - Contract & Advance Deposit ($100 per person + any required airline Deposit). This is based on your agreement / earlier conversation with Daniel, to receive 5 Early Sign Bonus Comps. Remember, the ESBC program is typically based on a sliding scale from 2 @ 9 moths prior, 3 @ 10 months prior, etc., up to 6 @ 13 months or more prior to departure. September 15, 2011 - 1/3 of Payment January 11, 2012 - 1/3 Payment February 10, 2012 - Final Participant Guarantee Form, Room List, Hotel Information Form, etc. February 24, 2012 - Final Balance Due. This schedule is subject to change depending on airline requirements and policies. > I see where he mentions Tom's contact with another company. All I ask is that they be fair to us and truly compare apples to apples. If the other company is not including ALL Meals, then we should be able to provide a quote with the exact inclusions the other company is suggesting. Our Added Value Programs are also unique to a travel experience with CCIS! > I would be delighted to provide the group with additional references - please let me know if you need them. Thanks, Bryan 5/12/11: > BJS mailed hard copy of this most recent PTP (5d/4n via Air at All Star Resort) to Daniel as well as a partially completed Disney Application and a lot of schwag! 5/19/11: > BJS sent EM to Dave for him to share with Director - Dave: > Here is some preliminary air info I received from our Group Desk regarding air service for the Troy Area HS Music Dept. Please share this information with the Director / Group Leader and see how they would like to proceed. If their budget could handle it, chartering an aircraft is another option. Just like in my notes to Joanne Baylor last evening, we can set the schedule, etc . . . With only 70 or so pax, this would be extremely expensive, even using a smaller aircraft, say with a capacity of 127 seats or so, it would have a lot of empty seats . . . This group really needs to decide exactly what their budget can handle and then we can go from there. As much as they don't want to, bussing may be their only option. > Allegiant Airlines offers non-stop flights from Elmira to Orlando. Their schedules are only open through November 15. At this time, they only operate flights on Mondays and Fridays which doesn't work too well with this group's dates. I do not know if that schedule will be the same for April. > JetBlue offers non-stop flights from Syracuse to Orlando. Their schedules for April are not open yet either. At this time they operate a couple flights daily and their rates are running approximately $350.00 (for travel this fall). I don't know what their spring 2012 rates will be. > Other air service from Elmira or Syracuse would be on connecting flights. I do not recommend booking Band groups on connecting flights if it can be avoided. (for checking their instruments, etc.) Thanks, BJS 5/26/11: > Dave forwarded a list of additional questions from Daniel. 5/27/11: > BJS answered and copied Dave since Dave is out most of the day today . . . Copy of email Q & A in file. > May switch to Monday / Friday scenario so they can take advantage of Allegiant Air out of Elmira. 5/27/11: > Rec'd sample rates and schedules from Sheli - sent on to Daniel and cc'd Dave.
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