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Wed Jan 16, 2013
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Butler High School Band-Orlando, FL-12-26-2012
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
Dbl
Trip
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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 )
Butler to Disney = 1,025 miles / 17 hrs non-stop 4/26/12: > BJS completed IOG based on discussion with Jeff Kroner. > BJS secured rooms at Radisson Resort Orlando Celebration. > JM, please send out CQRs to the companies I have attached below, Anderson, Cleveland SE, Lakefront Lines and Myers. 6 coaches for now, to be safe. Remember to use our new notice about driver rooms. Thanks! > HMS, please review IOG and make attachments / calls re: Dinner at Planet Hollywood and Hard Rock since the group is so large and the trip is Christmas holiday week. __x__ JM _4-27-12___ ____ HMS ____ 5/5/12: > BJS met with Jeff at the house on this Saturday morning. > Reviewed IOG and made some changes. > Decided against water park since it could be cold in Orlando in December and we are tryin gto make it a nive trip, but definitely keep the costs under control. > Loves Universal STARS Macy's Holiday Parade performance opp as mentioned by Brianna Feingold. It is at 5 or 5:30pm each evening. > Decided to base proposal on 2-day Universal STARS program and 3-Day Standard Disney PAOS package. The Big Band would be the performing group. > Keeping all workshops out of the package for now, can be added if necessary. > Reviewed several of the hotels which others have provided and he agreed 100% that the Radisson Resort Orlando Celebration is far superior. > Start with 6 coaches and then if they decided to use our busses, we can use all six or drop back to 5 if the numbers warrant it. > His interview with the School is May 7, 2012 & the School Board meeting is May 14. > BJS agreed to go ahead and do up the complete CN so he will have it and can demonstrate to the Boosters how organized we are, etc. > BJS sent EM to Jeff asking him for 2008 package rates and inclusions so I can prepare a real rate comparison with our prices from that same year, for the boosters. 5/6/12: > BJS sent EM to Jeff re: make certain Campbells gives you their charter rate separate from their package rate; otherwise, as they own the busses, they can always play with the numbers to work in their favor. > BJS emailed Jeff the PPBCCs from Anderson, Cleveland SE and Lakefront. 5/7/12: > BJS emailed Jeff the PPBCC from Myers. They are the lowest tahnks to some hard negotiating between BJS and Rindy. 5/15/12: > Jeff Kroner was appointed as BD by the school board last night! > BJS has proposal ready to go as soon as he hears from Jeff regarding budget. That is expected later today. > All attachments have been updated. > BJS completed PTP and emailed to Jeff. > He is planning to annouce trip to students tomorrow at school and then has booster board meeting scheduled for Friday evening. > BJS to have complete Group Leader Handbook to Jeff in time for Friday's meeting. 5/19/12: > Per Jeff, Booster Board confirmed CCIS as the travel planner for this year's trip to Orlando at last night's board meeting. > They are fine with using Myers for transporation; although, Lori Campbell is now doing her best to down talk CCIS and Myers. > CCIS was at least $76 less per person than Campbell's x at least 280 pax, that is a savings of more than $21,000.00. > BJS t meet with Jeff at 3:30PM pon Wednesday to go over numbers he wants to publosh to the group, talk about tag along packages, etc. > BJS also to attend Booster Meeting on Thursday, 05/24/12 at 7:30PM. > He feels confident they will need six coaches and so many folks are already talking about what a great package and price,m he thinks we will have a lot of tag alongs as well. > BJS called Hotel to alert Thomas Mouldoon that we may need some extra rooms! 5/23/12: > BJS met with Jeff and Ron Henry, Booster President, at Jaff's office. > BJS will meet with Band Staff and Booster Officers at 6:45 pm tomorrow in the Band Room and then the parent meeting is at 7:30 PM in the IHS Auditorium. I will have 15 minutes to present as will Lori Campbell. > Lori has agreed to lower her price by $100 per person stating that our hotel way far inferior to hers and that when she changed to our hotel, she was able to reduce her price so much. > BJS demonstrated to Jeff and ROn that both hotels are rated 3.5 stars and our hotel was actually within a few dollars of hers, so the only thing she was willing to do was cut her profit by $100 per person. A $100 pp which she would have been fine making if she was awarded the trip at her original rate! UFB!!! 5/24/12: > BJS and Jeff met via GTM to review presentation for tonight's meeting at 6:45pm. > BJS updated numbers on Bible Screen to more closely reflect the projected total of 318, not including any tag along packages which we can sell directly. > Disncussed the rate Jeff is going to charge the studentsm staff and official chaperones as well. > Needs two (2) sick rooms at the hotel. BJS will include. 5/25/12: > BJS rec'd EM from Jeff - Bryan: After a lot of thought and discussion, I have decided to utilize CCIS for our trip to Florida in December 2012. I will prepare the Disney application today so we can get that process started. Thank you, Jeff Kroner > WHOOP WHOOP!!! We got the gig!!! > BJS replied that he will stop over later today to pick up application materials. > SM is actually stopping by this afternoon to get materials. 6/11/12: > BJS sent EM to Jeff, need picture and DVD for Tornado Big Band for Universal STARS application packet. 6/19/12: > Jedd has decided NOT to perform at Universal with the Tornado Big Band. > BSJ sent updated IOG as well as info on the two Disney Workshops for the Sequinettes and flags. 7/10/12: > BJS copied Jeff's payment schedule that he has puiblished to the group via their Charm's website - The trip payment schedule is as follows: > June 12th, 2012 - $100 > August 29, 2012 - $300 (a total of $400 in your account) > September 26, 2012 - $300 (a total of $700 in your account) > October 29, 2012 - approximately $200 a total of $900 in your account). 7/16/12: > Jeff called following his Site Visit. > Thrilled with the hotel and the location as well as all of the amenities. > So nice, he wants to have some time on Saturday evening for Pool Time, so they will leave the park at 7PM, following their dinner with a Disney Meal Coupon, and then come back to the hotel for Pool Time from 7:30pm - 10PM (pool closing). > Made park selections for each day . . . > Thursday = Universal Studios following B-fast at HRCafe and prior to Dinner at NASCAR Cafe, both in Citywalk. > Chaperones will be collecting the park tockets after passing thru turnstyles so they cannot go from one park to another. > Friday = Islands of Adventure > Saturday = EPCOT followed by Pool Time at the Hotel. > Sunday = Magic Kingdom (Parade Performance Day). > Monday = Disney - Hollywood Studios (departure day). > BJS updated IOG accordingly. > BJS updated attachments accordingly as well. > At hotel, wants Boys and Girls in different Buildings - if at all possible and at least one chaperone room on every student floor. > If the six (6) Staff Rooms could be in another building entirely, that would also be great. If not, at least several floors of separation from the students. > Jeff will EM BJS an approximate count on rooms so the HOtel can start planning accordingy. 8/10/12: . Jeff called - needs to ADD a Disney Dancin' Workshop for the Sequinettes and a Disney Auxiliration Workshop for the Flags. > They have 24 students for each workshop. > Would prefer they be held concurrently. > Jeff wanted them on the last day, but I told him this could be an issue due to bus driver hours if they were held in an area of the park not accessible by Disney Transportation - he understands and thinks EPCOT would then be the best day. > Wants to be sure Disney uinderstands they use "Trick Flags", not standard long poles and silks, so he wants us to make certain they are OK with using our group's equipment. > BJS added attachments in system and updated IOG accordingly. > Group will need to be invoiced for these two workshops as individual line items sincve they are not included in the PPP rates. 8/28/12: > Rec'd text msg from Jeff, needs invoice for $85,000.00. > BJS created INV and then scanned and emailed to his attention. Told him to let me know when it was ready and I would pick-up at the IHS. 9/4/12: > Rec'd check #2965, $85,000.00 frmo Boosters. 9/10/12: . BJS emailed Jeff the FPGF, RL & HIF Forms since the website is currently under construction. 9/27/12: > Rec'd FPGF< RL & HIF from Jeff. > Total Pax with complete packages charged to group is 289, 234 Students + 55 Adults. > RMS / PAX 56 Q / 224 17 T / 051 07 D / 014 00 S / 000 TOTALS = 80 Rooms & 289 PAX (234 + 55). > We will also need a complete SINGLE Package for The Escort, Ken DeArment. > The 6 Bus Drivers need single rooms and they are on their own for breakfasts since it is not included in the room rate. > Bus drivers also need a late check out on the final day at the hotel. > Jeff needs a room for the Equipment Truck Driver for 2 nights, arriving on 12/29/12 and departing on 12/31/12. Equipment Truck Driver will also include breakfast. His wife may be coming with - Jeff will confirm exactly what his needs are for the ET Driver and possibly his wife next week. > At hotel, will also need two SICK ROOMS, one each for the Boys and the Girls. > We will hold off on sending anything final to our vendors until we have final answers on ET Driver as well as Ken's wife . . . > BJS updated IOG and Bible based on what is guaranteed at the current time and we will adjust as needed in the next week or so . . . 10/3/12: > Group appears to be set as presented by Jeff, so BJS prepared and emailed / mailed Final INV #5283, $132,106.00, due 11/9/12. > As we are considering all final, please review and proceed as needed, reading carefully, as there are some special cases as noted in the previous entry. Thanks!!! ____ JM ____ ____ HMS ____ 10/12/12: > Jeff called yesterday morning needing to confirm the deletion of two girls, Courtney Cottage & Sierra Macaleka will not be going. > BJS sent EM to Jeff - Jeff: I received your message yesterday morning. All is good, I am actually going to hold off making any further changes until your official deadline of 10/26/12. At that time, I will complete and forward a REVISED final invoice. The two girls who have currently been removed from the trip will not be charged and we can adjust the room list, as needed, to avoid the lower occupancy package rates, once we get past the 26th. By waiting, in the unlikely event there are any more changes, we can make all final adjustments at the end of the month. > BJS made no changes to anythiong at this time, we will await the passing of October 26 and then make all changes final. 11/5/12: > BJS prepared, emailed and mailed REVISED Final INV #5283, $131,088.00 due 11/9/12. > BJS updated Room List, IOG and Bible accordingly so they all reflect the two female students that Jeff canceled in October. > Revised RL packet has also been emailed to the Hotel. > Total Pax for full packages = 288 (232 students + 55 Adults + our Escort). > HMS, as these numbers are now Final & GUARANTEED, please review and proceed as needed - Thanks! _X___ HMS _11/28/12___ 11/8/12: > BJS sent nurses names to the hotel sop they can place near sick rooms - Linda McCollough, Sandra Bright, Martha Oesterling, Cindy Crawford, Rhonda Gengler. 11/21/12: > rec'd check #3014, $131,088.00. > Account is PIF. 12/5/12: > Rec'd em from Jeff, add 1 to the Dancin' Workshop and 2 to the Auxileration Workshop. > BJS sent INV for the addition $90 for these three workshop admits at $30 pp. Due 12/21/12. > Kari is the Student who is definitely not going. BJS told him since everything is already paid for, he might as well try to get someone else to go in her place, so long as there is space for them some where in a room at the hotel. > Went back and forth about Mass timne and the possibility of mass goers not getting into the Park in the event the park is at capacity. BJS called Disney and the church goers and their bus will enter through BackStage, so this is not going to be an issue - BJS spoke with Lola about this in the PAOS office. 12/14/12: > Turned over all items to Boosters, wih the exception of the Meal Credit Cash ($5,760.00 in $10 bills). > Rec'd check #3020, $90.00 for the late add workshop participants. > Group is now PIF.
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