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General Trip Information
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Thu Apr 19, 2012
Trip Name
Ocean Lakes High School Band-Orlando, FL-04-25-2012
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Final Room List
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Hotel Info Form
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Contract Status
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
VA Beach to Orlando = 775 miles / 13 hrs non-stop 10/11/11: > rec'd RFP from DSC > Orlando Fest to compete > 2 Concert Bands, 1 Jazz Band and 1 Parade/Marching Band. > typical 5d/2n trip to Orlando but Universal instead of Disney. > AI Budget = $650. > No Security. > PTP due 10/25/11 > CCIS is quoting charter: Venture, Newton & Fun Tours. 11/15/11: > BJS completed IOG, then made attachments. > Ran rates and then completed PTP. > BJS emailed PTP to DSC and cc'd JAF - then sent inividual files to DSC. > Jude, please send CQRs to Fun Tours, Newton and Venture and if we need to add the driver's room, use $345. Also, please let me know as the quotes are entered, so hopefully we can catch up woht the Director while we are at the VMEA Conventiuon. He should be there too, so we can get him the prices. Thanks!!! __X__ JM __X__ 11/16/11: > BJS sent email to DSC telling her to check notes in system re: charters. > DSC sent Fun Tours quote. 11-21-11 >JM EM DSC that all bus quotes were in and are awaiting choice. 11/21/11: > DSC sent all bus quotes to client. 11/30/11: > Per DSC, Client sent eail re: adding a Day ay Diosney or Deleting one of the Universal Days and adding a Disney Day, or depasrting from school later and going straight to the hotel and then Medieval Times that evening. . . . > A wash to do the latter, but adding a Day at Dinsey would be another $90-100, so if the goal is to save some $$$, adding a day at Disney would not be a possibility. 12/1/11: > Per DSC em from Jon Husser. > Would liek to save some money and feels as if 3 days at Universal is too many . . . > BJS and DSC revised IOG by using Universal STARS Performance Program rather than OrlandoFest. > Also decided to leave later on Wednesday so they arrive Orlando for Hotel check in and then go to Downtown Disney that evening for Dinner and Shopping. > BJS created QUOTE Rev1 on the old form and also offered sextuople rate at $389 and the other rates were all $50 less than those previously quoted. > BJS also asked DSC to get charter choice as busses are going fast! She said he is aware and actually mentioned the possibilty opf doing transportation on his own . . . we shall see. > BJS made NO Changes to systems attachments or rates - will await decision from Director. 12/1/11: > Per DSC, wants 81-passenger coach from Venture, including equipment trailer. > Since JM is out the rest of the week, BJS called Jessica and requested the K. Trailer was already included in the quote! 12/5/11: > DSC spoke with Jon..still waiting on Administration Approval. Told him to check on it today. 12/14/11: > BJS and DSC made an execuitve decision - since everyone else at his school has received their approval, we are going to go ahead and send him his CN with the Choir & Orchestra's. > Charter Choice = Venture (81) which Jude already has under K. > IOG = the least expensive option which BJS prepared on 12/1/11. > BJS updated attachments accordingly as well as rates on Bible screen. 12/15/11: > BJS completed CN and will mail in same FX box as Orch & Choir's. > K and 1st $ due: 1/6/12. > Asked him in cover letter to send along the Travel Planner Letter and Universal STARS Application and supporting materials before Christmas. 1/20/12: > BJS and DSC worked on Revision since BD has said that they only have 30 total pax for the trip (27 + 3) and rate needs to be NGT $575 total. > BJS updated IOG, Bible, Rates, and and attachments to get rate to less than $575 including 30 pax paying for a 36-passengerr bus from Venture. > DSC is sending IOG and rates on to Client for a definitive answer on whether or not this trip is going to go or not. > All in a holding pattern for now until we have his final answer. 1/25/12: > Per DSC, has 31 financial committments and may have as many as 6 or so more, so he needs price for a 47 which DSC has and is in the system - she will get this on to him for a definite answer on bus capacity choice ASAP. > Trip a definitely a go, for what it is worth . . . > Needs updated CN pages - BJS will complete, scan and EM to DSC as soon as we have his answer on the coach. > Updated Due dates are in the system. > Wanted 30-days out for final payment - we will rake it when we can get it, but officially, it is due 45 days prior. > Holding pattern for now until we get bus choice. > He was concerned about less than 40 and Universal performance and BJS said not to worry, we will take care of it, but they will get just one performance so they need to decide either Marching or Concert. Needs to send Universal materials to BJS ASAP. 01/27/12: > Per EM from JOn to DSC - > they are proceeding. > Want the 47-passenger coach from Venture. > Asked about initial deposit of $100.00. > DSC replied that we will send Revised CN pages. 02/02/12: > BJS completed Revised CN pages and emailed scan file to Jonathan, DSC and JAF. > K and First Payment due 02/10/12. > Asked him to send me the STARS application materials ASAP as well . . . we shall see! 02/06/12: > Rec'd STARS Application, but only the application, no supporting materials. > BJS sent Em to BD asking for the DVD and photo ASAP - copied DSC. > Send a 2nd email as well since he did not mark which group type would be performing. 2/14/12: > Per em from client 2/14/12:An initial $3000 deposit and contract was placed in the mail this morning. We will send another (more substantial) check by 2/24. The group performing the Ocean Lakes High School Concert Band. Everything else will be received by the 24th. 2/16/12: > Rec'd signed K and check #1128, $3,000.00 from Boosters. > JM will send fully executed copy of K back to clinet on her next work day. 2/29/12: > BJS sent EM to Jonathan Jonathan: The following two (2) items need your immediate attention: 1. We have not yet received your group’s Final Participant Guarantee Form, Room List, and Hotel Information Form. All of these forms are available at our website: www.ccistravel.com, under the FORMS tab located near the top of the page. They were due last Friday, 02/24/12. 2. I am sorry, but Universal STARS has rejected your group’s performance application, for by the time it was received, their performance spaces were already assigned to other groups. That being said, there are a couple of alternatives: a. Proceed without a performance (this may be a viable option, especially since your numbers were so much lower than originally projected and your instrumentation may not be at its best. There would be no change in price for this option.) b. Participate in Universal Studies’ Performing Arts & Entertainment Workshop – in this 1-hour long workshop, you will use your speech, theatre and English skills to create and perform in the specialized workshop that reveals entertainment industry secrets in areas such as Audition and Improvisation Skills ($20 per person up-charge). This workshop is offered as an option, pending availability of course. Your quick response is very much appreciated. 3/1/12: > BJS sent EM to Jonathan - Jonathan: 1. I see where you have put the other forms in the mail. What is the total number of trip participants that you have guaranteed on your Final Participant Guarantee Form and Room List? 2. How many of this total are students? 3. As far as a performance is concerned, Universal is definitely not an option; however, I spoke with Disney this morning and it appears as if they do have spaces available in their Performing Arts On Stage program (a.k.a. Magic Music Days) during your travel dates. 4. Acceptance is based on their review of a completed application packet. 5. There will be a change in price; however, I cannot figure the package rates until I have your answer to #1 above. 6. The most basic park admission package is a 3-day Standard Pass which will provide you admission to one Disney Park / Day for three days. Thanks for your quick response. Bryan 3/1/12: > jonathan respnded - We can look into this. 33 students, 3 chaperones and myself (we may end up losing the male chaperone) 3/1/12: > BJS replied - Jonathan: Please see attached. Based on exactly 37 total trip participants, 33 students and 4 adults, the CCIS package rates, per person, will be as follows: Sextuple: $295 Quint: $305 Quad: $325 Triple: $355 Double: $405 Single: $595. These are the same rates as the contracted rates; but instead of getting two days and a performance at Universal, you will get three days and a performance at Disney (pending their acceptance / review of your materials). Five meals will be included, two full breakfasts at the hotel and three Disney Meal Coupons for three dinners in the park. These rates also include one complimentary package / participant at the double package rate ($405). Remember, just as in the past, to these rates you will need to add your transportation cost ($8,327.00) for the 47-passenger coach from Venture Tours. Do you want to proceed, yes or no? If you do, I will scan and email you a partially completed Disney Performing Arts On Stage Application. Thanks again and please advise ASAP. Bryan 3/1/12: > Rec'd response from Jonathan - If you could scan and send the form it would be appreciated. I would like to go ahead and consult my students and parents first but I can have the application ready to submit if we head that direction. With the Disney park of choice, what are our options? Can we change parks midday? 3/1/12: > BJS replied, after speaking with DSC - Jonathan: 1. See Disney Application attached. Again, per my conversation with Disney early this morning, they do have some space left for performing ensembles during your travel dates; however, just as with Universal, I cannot guarantee that your group will be accepted, only they have that power, so you must act with haste. 2. The Disney Pass I have included at these rates is the Standard 3-Day ticket (1 Park / Day for 3 days – NOT A HOPPER). 3. You can up-grade to a Hopper Pass for an additional $20 per person. 4. If you are going to proceed with the trip, we must have a definitive answer no later than 3PM tomorrow afternoon (03/02/12). Thanks again, Bryan 3/1/12: . Jonathan asked of the picture and video he used for Universal will suffice. > BJS replied that they may, but he'd hav to submit them electronically himself, once I have his application submitted to WDW. 3/2/12: > Per Jonathan, Disney PAOS it is! > Client sent Application to BJS and then BJS sent on to WDW via email. 3-Day Standard Package for concert band. No hopper upgrade and no workshop. 3/5/12: > Rec'd check #1137, $7,000.00 from Boosters. 3/6/12: > Rec'd FPGF & RL on 3/2/12 and then on 3/6/12 Jonathan added another female chaperone, so . . . > Total Pax = 37 (32 + 5). > RMS / PAX 3 Sx / 18 2 Qt / 10 1 Q / 04 1 T / 03 1 D / 02 0 S / 00 TOTALS = 8 Suites and 37 PAX (32 + 5). > No CAV dvd - removed much earlier. > These are the exact numbers which BJS based rates on, so no changes required. > BJS updated IOG and BIBLE accordingly. > JM prepped Hotel RL Pack and the BJS scanned and email on 3/6/12. > HMS, as these numbers are now FINAL and GUARANTEED, please review and proceed as needed - Thanks! ____ HMS ____ 3/6/12: > BJS mailed and emailed Final INV #5228, $9,457.00, due 3/16/12. > BJS emailed FPGF / RL QUOTE to JAF. 4/2/12: > Rec'd check #1138 frmo Boosters, $9,457.00. > Pending no other chanhes, account is PIF.
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