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General Trip Information
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Fri May 06, 2016
Trip Name
Fitch High School Band-Orlando, FL-02-12-2013
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Trip Notes
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( E-Mail Corporate )
Austintown HS to Orlando = 880 miles / 15 hrs non-stop Added by SMM 5/30/12 - Need to know approximately how many students and adults. Austintown Fitch High School Disney Trip 2013 1. By Bus with 4 nights hotel Feb. 12, 2013 - Leave school at 12:00n Feb. 18, 2013 - Return to school in early afternoon 2. By plane with 4 nights hotel Feb. 14, 2013 - Leave Youngstown Feb. 18, 2013 - Return from Orlando 3. By plane with 5 nights hotel Feb. 13, 2013 - Leave Youngstown Feb. 18, 2013 - Return from Orlando Air: Allegiant Air flies directly from Youngstown, OH to Orlando/Sanford, FL www.allegiantair.com They have regular flights and also charter flights. Our days may not jive with their schedules, so it might have to be a charter. But we were thinking if we were able to get a price drawn up with a charter flight, we may be able to sell the remaining seats to family members of the band students (with them getting their own ground transportation in Orlando). Bus: The best price is always good, but if we would happen to get Lakefront Lines again, we have some driver requests, as we discussed earlier. Hotels: We were given the name of a new Hotel in Orlando called the Drury Inn. Great place for a young group if they will have us. But we are leaving that part in your hands. Also hotel must have a pool and NO balconies. Sightseeing: You mentioned that Disney only offers a 3 day pass now. Can one of those days be used at one of their water parks? I was thinking if that is all they offer then we would just purchase the 3day pass even if we weren’t able to use it. We would be interested in Magic Kingdom, Universal, and maybe either Typhoon Lagoon or Blizzard Beach. I know you mentioned “No Disney”, but that didn’t go over very well with the students. So we are going to keep Disney in the picture, but we also want Universal Island of Adventure for at least one day. Mr. O’Connor would like to see if there was any way we would be able to march in the parade in Magic Kingdom (either day or night parade), since that is the only Disney park we will be visiting. Also, he wanted to mention it being President’s Day weekend and us being a Military Band, would they have any special festivities going on? Also, if we are busing down to Florida, we want the bus drivers to be included in all admissions to our sightseeing. I think this is just a courtesy from our group. We had some issues this past trip with that. This new leadership group has all agreed, that is a must. If you have any questions or suggestions please feel free to contact me. My e-mail address is lamatasy@nnblaw.com My phone numbers are: Work 330-744-0247 Cell 330-406-6928 I hope this gives you enough to start with. Talk to you soon! Lisa Matasy Trip Coordinator 6/3/12: > BJS sent EM to Lisa and cc'd Wes and SM - Lisa: Thanks again for sending over the notes you put together following your meeting with Wes regarding the Fitch HS Band’s trip to Orlando in February 2013 . After taking some time to review your notes as well as the band’s 2009 Orlando trip, I do have some questions: 1. What do you project to be the total number of trip participants? Number of students? Number of adults, including staff? For a point of reference, there were 172 total pax on the last trip to Orlando in May 2009 (151 students and 21 adults). 2. What do you have in mind for your maximum per person budget for the trip, including transportation? FYI, the 2009 trip was a Thursday afternoon – Monday evening outline with three days in the Disney Parks (Friday – Sunday) and two hotel nights (Friday & Saturday). The package rate was $485 / student quad and about $150 for transportation or a minimum of $635 / person. Please advise as soon as you have a moment. 6/5/12: > Rec'd response from Lisa - Bryan - > We are going to keep the number of participants around the same as was in 2009. (151 students and 21 adults) > Also we are looking at a budget of around $800.00 per person, if you think that is a reasonable number, since we want to add some hotel nights and Universal. We also know that prices went up in 4 years so we are flexible. > Please let me know if you think the budget per person is do-able! > We are having a board meeting on June 12 and I would like to present to them the dates and give them some kind of budget. > Thanks for all your help. Please feel free to contact me if you have any further questions. 6/5/12: > BJS replied - > Thanks Lisa, I appreciate the quick response. > I think we can be in the $800 area, even with adding the day at Universal, but this will have to be a trip by coach, as air will place you several hundred dollars over budget. > I see your meeting date of 6/12/12 and will make certain we have something to you in time for the meeting. 6/14/12: > BJS sent charter request to Allegiant Air. The following charter inquiry is from Bryan Stevenson: Charter Category: Single Entity Estimated Number of Passengers: 151 or more Operation Type: Standard Group Type: High School Band Company Name: CCIS, Inc. Name: Bryan Stevenson Email: bryan@ccistravel.com Telephone: 724-287-3222 x:201 Roundtrip or One Way: Round Trip Departure City: Youngstown - Warren, OH Return City: Sanford, FL Departure Date: 02/14/13 Return Date: 02/18/13 Equipment & Baggage Requirements: Musical Instruments & Equipment for a high school marching band. Additional Comments or Questions: Travel dates are flexible y a day or two in either direction. Please advise ASAP. Thanks, Bryan 6/17/12: > BJS completed IOG, made attachments, ran rates and then completed PTP and PP presentation, excludinig transportation. > BJS sent CQRs to 6 companies. > BJS sent EM to Lisa, Wes and Stepahnie asking Lisa to get back to me ASAP so we can schedule GoToMeeting Presentation early this week before BJS goes on vacation. 6/18/12: > BJS scheduled GTM for 6/19/12 at 12:30PM. > BJS sent invitations to Lisa, Wes & Stephanie. 1. Please join my meeting on Tuesday, June 19th at 12.30PM. https://www4.gotomeeting.com/join/630319423 2. Join the conference call: Dial +1 (213) 493-0602 Access Code: 630-319-423 Audio PIN: Shown after joining the meeting Meeting Password: Fitch Orlando Meeting ID: 630-319-423 6/19/12: > Rec'd Advance Deposit check #1323, $9,500.00. > BJS upped number of comps to 9 (4 + 5 ESBC). 7/2/12: > Rec'd EM from Lisa - with the following questions: 1. We want to know what the savings would be to take out 1 Disney day and 1 Night hotel and leave Orlando on Saturday night and be back in Ohio on Sunday night. 2. OR take out the 1 Disney day, but keep the hotel night, leaving Orlando on Sunday morning and return to Ohio Monday morning. 3. The band parent president also wants to know the difference in price if we were to go to Hard Rock instead of Nascar Café for dinner that first night. Wes likes the change up on every trip, but she wants to know. 4. And we need to make sure the American Breakfasts at the hotel include Coffee and Yogurt on all mornings. 5. What is the fee for a Line Jumper Pass (Fast Pass) in Universal and Magic Kingdom? 7/6/12: > RE: #5 - BJS called Darlene at WDW and their Fast Pass is at no charge and can be accessed by anyone in the park. > Universal charges for theirs. > BJS sent reply to Lisa with long explanation and answers to questions 1-5, but still need to do IOGs and rates for the two options presented in questions 1 & 2. > BJS to send on Monday. 7/10/12: > BJS sent EM to Lisa with options and rates on IOGs. Lisa: Please see attached. I have completed two different lower cost scenarios based on the suggestions you sent over last week. Both are deleting a park day and leaving on Saturday night, arriving back at the school on Sunday. • The one keeps two days at Universal via a 2-day / 2-park hopper and then 2 days at Disney. Performances are included at both Universal & Disney. • The other is just a single day at Universal’s Islands of Adventure and then 3-days at Disney. This option includes just one performance, a parade in Disney. This option creates the most significant savings! • Charter rates may also drop slightly since you would be deleting an entire day from the trip. Once you have settled on the IOG, I will approach Lakefront Lines for their revised charter rate. The option you mentioned where you would stay Saturday night and depart Sunday morning makes for a really miserable trip, for not only are you spending all day Sunday on the coach, you would not arrive the school until approx. 5:00AM on Monday. This option also saves very little, somewhere between $10 and $20 per person . . . Please advise as to your preference ASAP so I can get everything confirmed. The February dates are very busy in Orlando due to the President’s Day Holiday and the Daytona 500. Thanks Lisa, Bryan > BJS made no changes to the system - will await Lisa's final decision. 7/11/12: > Per Lisa - > Okay I am ready to move forward. I want to do the option where we spend 2 days in each park (Universal & Disney) and return back to Austintown on Sunday night, (this is one of the new options you just sent me.) > We are going to keep the Nascar Café for dinner that first night. > We do NOT want the Fast passes for Universal since you can only use it one time for each attraction, so that is out. > Please let me know if you need any more info. Again thanks for all your help. > Just a reminder about the Hotel… Yogurt & Coffee for the American Breakfasts. There doesn’t have to be a lot of yogurt, but the “no coffee” was a big deal with everyone this past trip. 7/30/12: > Per Lisa, mail CN to her home address - 3746 Cumberland Circle Austintown, OH 44515 8/1/12: > BJS mailed CN to Lisa's home address as requested via USPS 2-Day Priority mail. > K due 8/17/12 > Next Payment Due: 09/07/12 8/8/12: > Lisa is anxious to see what will happen to rates if they come in lower than originally projected, so BJS ran the numbers and sent an email to Lisa - Based on 122 – 154 total trip participants, including 5 comp packages at the double package rate, the CCIS portion of the package would increase by $20 per person. Final package rates will be confirmed 60-days prior to departure, per our contract, upon receipt of the Final Participant Guarantee Form and Room List. Again, keep in mind, charter transportation prices are set, regardless of the number of persons on each bus, so try to keep as many of the seats filled as possible to keep the overall trip cost as low as possible. > BJS made absolutely no changes to any of the attachments or anything ini the system since at this point this is nothing mre than a "what if" type of question. 8/8/12: > BJS sent another email - Happy to help. Also, just so it is clear, I did these new numbers in order to give you a range to work with (122-154) . . . we will re-figure final rates, if they are below the contract minimum of 155 total pax, based on your actual final numbers as provided on the Final Participant Guarantee Form. That being said, any change in price, if your numbers are between 122 & 154, will be no more than $20/person. 8/16/12: > rec'd Travel Planner Letter and Signed K. 9/7/12: > Rec'd check #1328, $37,184.00 from Boosters. 10/4/12: > BJS sent UNIVERSAL acceptance packet to Wes & Lisa. 11-14-12 >JM received 2 checks #6693 for $7756.00 + #1333 for 45,000.00=$52,856.00 11/28/12: > BJS updated IOG with Parade Info for both Universal and Disney. 1-14-13 >JM did room list and hotel packet: 22 Q/88 7 T/21 8 D/16 TOTAL 37 Rooms/125 1/15/13: > BJS sent EM to Lisa asking for the number of Seniors on the Trip so we can guarantee the count to the hotel for the Sr. Pizza Party. > BJS emailed Final INV, #5360, $10,312.00, due 01/25/13. > BJS issued $5,000.00 credit on Final Inv for Meal Credits (125 x 4 @ $10 ea) and included Bank Request Form with Invoice so she will knwo what to get at the bank. > BJS emailed FPGF - RL Quote to JAF. 1/16/13: > Per Lisa - Okay here is the count for the Senior Pizza Party. 27 Seniors & 2 Directors so 29 total. > BJS alerted hotel to this fact. > Also sent Lisa info on ordering pizza at the hotel for the underclassmen. 01/17/13: > Per Lisa, check for balance was mailed today. 01/18/13: > Lisa asked for the same drivers they had on last year's trip. > BJS replied asking her for their names, then JM will call and request. 01/18/13: > BJS sent EM to Wes and Lisa re: STARS Parade change. > Lisa sent EM with Driver's names = The drivers are Jeff Zachary and Jeff Craine. We would like them to be on buses 1 & 2 if possible. They were awesome with our group last year and the students want them again. > BJS asked JM to request. 01/22/13: > Rec'd check #1337, $10,312.00. > Account is PIF. 1-23-13 >JM sent luggage tags.
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