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Fri May 06, 2016
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Quince Orchard High School Music Dept.-Orlando, FL-04-04-2013
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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 )
GAITHERSBURG to ORLANDO = 890 miles / 15 hrs non-stop 6/3/12: > BJS added trip to system based on RFP CJ submitted. > They gave two sets of dates as they cannot travel if there is snow on the first choice of dates, February 13 - 18, 2013. > The alternate dates are April 4 - 8, 2013 and to avoid having to get insurance for the entire group, BJS decided to use the April Dates for the trip - the dates also make more sense as these dates outline a 5 day trip and the February dates outlined a 6 day trip, neither of which they can afford for their $500 - $600 budget if it is to be all inclusive. . . > They cannot use Meal Credits, so meals must all be planned or on own. > BJS sent specs to BV Suites based on April dates. 6/8/12: > BJS sent Go To Meeting Invitations to Phil, Brigitte and CJ. > Tuesday, 06/12/12 at 11AM 1. Please join my meeting. https://www4.gotomeeting.com/join/189554343 2. Join the conference call: Dial +1 (805) 309-0030 Access Code: 189-554-343 Audio PIN: Shown after joining the meeting Meeting Password: Quince Orlando Meeting ID: 189-554-343 6/12/12: > BJS & CJ met with Phil and Brigitte via GTM. > Very pleased with Proposal - a few items TBD - > May want to go back to all Disney Meal Coupons instead of a $15 DDCard adn a DMC each day. They feel the meal coupon may force the kids to eat an acutal meal instead of just using the $15 DDC for junk. > BJS to forward the remaining charter quotes as they are received. > Was curious to know if whichever coaches they select have electrical outlets at the seats - this was a great convenience last trip. > Also, what is the charter company's refueling policy - felt the last time they stopped at some REALLY seedy truck stops and since everybody was required to get off the coach during refueling, he did not feel safe with were they stopped. > Set K due dates and discussed payment schedule and amounts (1/3 each time and charter divided into two on the last two invoices). > Cannot make any payments until September 2012. > They are going to ask the Choir to join them as well, but have made no decisions on that. > May decide to just do the Workshops and elect not to perform in the parks - TBD . . . > BJS emailed follow up and the complete PTP Pack to all parties. > Sent 2nd email to all re: adding choir - we'd need to know relatively soon so we can get the appropriate number of busses and hotel rooms. 6/12/12: > Per Brigitte, they choir, should they decide to come with, would be an addtional 45 students (BJS also added 5 adults). > That being said and to be safe, just in case they do decide to come along, BJS updated numbers in system to 185 (165 + 20). Called Jennifer to make certain she could accommodate and also updated number on IOG. 8/13/12: . BJS sent EM to CJ to check on staus of Choir, ready for K, Charter Choice, etc. > BJS also sent CJ copies of the 4 PPBCC rec'd and then sent out our additional re-requests to DC Trails & Adv by Dawn. 8/13/12: CJ - I sent email to Phil and Brigitte about Dillons and a confirmation for the choir on this trip. Once I hear back from them, I will update. The choir will be traveling with the band. Brigitte has talked with the choir director and she said that there will be approximately 25 choir students traveling with them and not 45. If they could have an updated cost if anything changed, please let me know. 8/16/12: CJ - The choir will be traveling with the band. Brigitte has talked with the choir director and she said that there will be approximately 25 choir students traveling with them and not 45. If they could have an updated cost if anything changed, please let me know. 9/7/12: > BJS fixed numbers in system and on IOG and at BV Suites. > Will plan from here on out with 145 students and 20 adults, so 165 total pax. > BJS sent Em to CJ asking her to call me so we can decide between the two of us if we can go ahead and get this to the CN stage. I believe so, but Charter Choice may be the only answer we do not have 9-17-12 >JM EM Cindy that all bus quotes are in and ready for choice to be made. DC Trails was removed from the list due to unavailability. 9/18/12: . CJ sent BJS questions which Phil needed answered - > Can I tell Phil the payment schedule in the system? Yes - K & 1st $ due 30-days after K is requested. > What is the refund policy with no trip insurance? No different than it has ever been - just like it has been in all of our contracts. > Private security for the hotel from 11pm to 3am each night possibility and cost? 6-hr shift Minimum and $139 / guard / night. > Do we have any reviews for the bus companies? No, we do not recommend; however, some groups for some reason elect not to use Hunt Valley and some groups use Atlantic Coast exclusively . . . > BJS replied via Voice mail 9.26.12 CJ> Sent all bus quote to Qunice Orchard both Briggett and Phil. 10.1.12 CJ> Adventures by Dawn is their charter choice. 10/11/12: > BJS completed Contract Packet. > JM, please process and mail on Friday per SOP. > BJS emailed Disney PAOS Application to Phil Procter and mentioned the need to complete are return ASAP. > K and 1st $ due 11/9/12. > BJS copied CJ and JAF on Contract Packet and CJ on Disney Appl. ___x_ JM _10-12-12___ 11-14-12 > Received check #040179 for $16,686.00 11/26/12: > Rec'd signed K and JM mailed copy back to school. 12/3/12: > Rec'd Disney Application via fax - they are doing workshops only, and upon review, BJS has two or three important questions . . . sent EM to CJ asking her to call me. 1. Appears to have a total of 3 Workshops, one for the Band (57 players), one for the Orchestra (30 players) and one for the Choir (15 singers). The Orchestra and Choir do not meet Disney minimums, so BJS has asked CJ to call BJS to discuss. They may want to combine the Band & Orchestra into a single workshop. Many groups do this since they will all be playing the same literature which Disney provides. BUT - Phil's fax cover sheet says they are "only doing the You're Instrumental workshop, I'm not sure how much more you need." 2. Application shows a maximum of 110 pax and we have been planning on as many as 165. We need to get a better handle on their numbers. 12/4/12: > Cindy called - she will get answer on their total Max Pax at this point so we can release any coaches and or hotel rooms as needed to be fair to our vendors. > She will call and find out if Choir is doing anythong, workshop and / or performance. > Wenrt through the fact that based on the Application Phil sent, the Choir is 25 pax below the minimum for the Disney Songs Workshop and they'd have to pay the difference to get to the $1,000 minimum for the Sings workshop. > She will also see if the Band & Orchestra are willing to combine their workshops into One You're Instrumental Workshop. > BJS emailed CJ the partially completed application just n case the Choir needs it. If they are doing a workshop or performance, they will need it. > As soon as she has her answers, she will get back to me so I can submit the necessary applications to WDW. 12/5/12: > Disney PAOS Application has been submitted to WDW for the B & O. > Not sure exactly what the choir is doing as far as Disney is concerned, - couldn't hold up the instrumentalists application because of the choir's indecision, so went ahead and sent it in. > Group is now doing a single instrumental WORKSHOP ONLY - no performance for the B & O. 12/5/12: > Rec'd Choir's Application for Disney PAOS Performance, but still need Video or link. They are aware of this and will get it to me ASAP. 12/5/12: > BJS sent EM to CJ for clarification on the Projected total number of trip pax as we may be able to release one of the three coaches and some hotel rooms. Do not want to do this without making 100% sure this is what they want us to do, for once they are released, they are gone and we will not be able to get them back. 12/10/12: > Rec'd DVD of Choir for Disney Performance. > Application is now complete so JM mailed to Disney PAOS via USPS Priority mail. > CJ confirmed that total trip pax is going to be no more than 110, so we are OK to release one of the three coaches and reduce the size of the room block - BUT - BJS is going to do up a K Addendum and get the BDs signature on it before making any changes official. 1-8-13 >BJS received check # 000137 for the amount of $21,551.00 01/30/13: > Rec'd HIF via em. > BJS gave to JM to hold for processing once we have the remainder of the form set. 2-6-13 >JM processed Room List to include: 11 Sx/66 3 Qnt/15 5 Q/20 3 D/6 TOTAL 22 Rooms/107 pax 2-15-13 >JM did REVISED Room List to include the following: 12 SX/72 2 Qnt/10 4 Q/16 1 T/3 3 D/6 TOTAL 22 Rooms/107 Sent Room List packet to hotel with revised room lists. 03/01/13: > BJS sent EM to Directors - Brigitte, Robyn, & Phil: I need to know of the 101 students going on the trip, how many of these will be participating in the – You’re Instrumental Workshop? __________ Concert Choir Performance? __________ Please advise this morning at your earliest convenience. > BJS needs this info in order to complete their Disney Order and their Final Invoice. 3/1/13: > Instrumental students – 89 > Choir students – 12 Brigitte 03/10/13: > BSJ reviewed and since count is so far below K minimum of 149, BJS made the following adjustments in order to keep prices unchanged - > Comps = 4 instead off 6 > Deleted Group Travel Video. > BJS updated all attachments and refigured as needed based on 107 total pax. > BJS emailed and mailed Final INV #5381, $28,450.00 and made it due 03/22/13. > BJS sent EM to CJ asking her to advise client and if they want to add the GTV dvd back in, it will be $10 / students ($1,010.00) and we will need to have their answer NLT end of day Wednesday (03/13/13). 3.21.13> CAJ - Phil's home address and cell phone is in the client info section. They are closed from 3.24.13 until 4.3.13, so I have advised Phil that his trip will be FedEx to his home address. 03/25/13: > Rec'd school check #301, $28,450.00. > At this point, account is PIF. 04/08/13: >CJ - Eamailed Phil about the 2013 Student Scholarship Program. 12.13.18 >CAJ - sent phil and his department a holiday card on 12.16.13
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