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Wed Nov 28, 2012
Trip Name
Manassas Park High School Music Department-Orlando, FL-03-22-2013
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Manassas Park High School Band and Choir
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Number of
PAX
Youth
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DOF
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Date:
Time:
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Date:
Time:
Contract
Due
Received
Deposit
Due
Received
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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 )
Manassas Park to Orlando = 860 miles / 15 hrs non-stop 7/3/12: > Rec'd RFP. > Festival Disney performance/adjudication. > Symphonic Band > Jazz Band > Parade Band (possibility) > Mixed Chorus > Womens Choir > 3 or 4 days Standard Theme Park pass - no hopper. > Bus - prefer: Scenic America or New World. > Budget: 500-600 all inclusive > No security. > 7 comps > Needs RFP +/- 7/13/12. 7/5/12: > BJS sent on to CJ and she added trip in system. 7/6/12: > CJ called adn spoke with Ben. He is not the decision maker, Kristy is the Music Director for the system (a.k.a. his boss) and she needs to be present for the GoToMeeting Presentation. > Kristy is on vacation and will not be available until 7/23/12 or after. > CJ will set appointment for GTM Presentation accordingly. 7/6/12: > BJS called CJ after reviewing info in the system and noticed that the group's requested departure date of 3/22/13 is a Friday and they cannot do Festival Disney if they are not leaving Manassas until Friday. Festival Disney Participation requires a Thursday arrival in Orlando. > That being said, they have two options: #1 - Make departure date after school on Wednesday, 3/20/13, arrive Orlando on Thursday and do Disney on Thursday - Saturday, departing Orlando after the Festival Disney Awards Ceremony Saturday night and arriving back in Manassas on Sunday evening. If they wanted to extand another day, they could leave Orlando on Sunday and get home on Monday. FYI - the Festival Disney performances are open to the public, but are not in portions of the WDW Resort typically accessed by everyday guests. They are NOT on the stages in the 4 Main Parks or at Downtown Disney. #2 - Keep the dates as presented on their RFP (Friday - Wednesday) and they can participate in Disney's Performing Arts On Stage Program (formerly Magic Music Days). This is a "PUBLIC" performance opportunity in the WDW Resort (accessible by all guests and will bein the 4 Main Parks or on one of the stages at Downtown Disney). This program is NOT competitive. > BJS and CJ discussed and she will share info with Ben for a decision so we can proceed with planning as needed. > Ben undestands that Flying is not an option, so we can disregard is comment on the RFP about considering that as a possibility. 7/9/12: > Per Cindy, group may not be able to leave on Wednesday, so we are to proceed with our planning using the dates provided and in pklace of Festival Disney, go with Disney PAOS. > Had question about Parade Band performance opportunity, and BJS replied - YES - not a problem. > BJS sent specs to BV Suites. > Made numbers a nice round 200 (175 + 25) instead of 197 (175 + 22). 7/10/12: > BVSuites Sold Out, so BJS sent specs to Tom att he Radisson Resort Orlando Celebration. 7/29/12: > BJS sent GTM invitation to Ben and cc'd CJ. Asked Ben to share info with Kristina as well. 7/30/12: > BJS complerted IOG for a typical 5d/2n trip with Disney PAOS. > This should come closer to their budget of $600 max and be all inclusive. > JM, please send CQRs to charter companies attached. > Client requested New World and they have been bought out by Academy. > Also asked for Scenic America, BJS attached both as well as others; however, Scenic America - all numbers are no longer in service!!! BJS removed attachment. 8/1/12: > BJS and CJ had GTM with Ben and Kristina. > Ben is a Hermitage HS Grad and remembers seeing some CCIS itineraries from when Clyde was the BD there. > Very impressed with details. > Have received another proposal thus far, but hotel is not named and did not sound as if it was All-Inclusive. > Want to see revision with Wet'n Wild and Downtown Disney on arrival day, followed by three days at Disney with Standard 3-Day pass. Add night and corresponding meals. > BJS to complete Revised IOG and run revised rates to share with Client. > Also we will see where the other charter quotes are coming in - Adventure By Dawn & Quality Tour. Once we know they like the revision, we agreed that they would make a charter selection and then we would get a revised charter price based on the longer trip. > BJS's original request to the hotel was for three nights, so we are good to go there. > That being said, BJS went ahead and revised the IOG as ran rates, one with Wet'n Wild / Downtown Disney and the second with a 4th Disney day. This second option was actually the least expensive of the two. > BJS made absolutely no changes to the attachments. > BJS emailed revised IOGs and rates to Ben and CJ. Ben: Thank you and Kristina for taking the time to meet with us this afternoon. I also appreciate your remembering the quality, value, and detail we provide from your time at Hermitage. It was also great to learn of our connection, both in Manassas and Richmond! Per our conversation, I have confirmed availability with the Radisson for the additional night and have prepared the attached Revised IOGs (Itinerary Outline Graphs) for your consideration. Both have our guaranteed per person package rates listed in the bottom right-hand corner. The first is the Wet’n Wild / Downtown Disney option we discussed and the second is a 4-Day Disney IOG, for this options would actually be a bit less expensive than adding Wet’n Wild. Please review both options and let me know which is your preference and we can proceed as you wish. One we have a few of the other charter quotes in house, I will share these with you so you can make a charter company decision. I will then ask for a revised charter quote based on the IOG you select. Thanks again and I look forward to hearing from you soon, Bryan 8/7/12: . BJS sent PPBCCs from Avd by Dawn abd Quality Tour Transport to Ben - asked for charter choice and decisionon IOG package so we can start getting everything secured. 8/10/12: > BJS emailed final PPBCC (Acc) to Ben. It is definitely one of the lowest. Awaiting charter choice now so we can ge a requote from the company they choose, if necessary, should they select one of the alternate IOGs. 8/15/12: > Rec'd EM from Ben - Dear Bryan, Thanks for this quote. Kristina and I have decided that we would like to move forward with your proposal. :-) I have some time during the early afternoon tomorrow that I will try to touch base with you about some specifics. I will say that if you feel comfortable using Atlantic Coast Charters in the past, then I'd so let's sign with them. I am glad you are willing to work with us, and being extremely patient too as I try to navigate this new position!!! I'm in the middle of band camp and finishing up this week, so there is a little bit of "daylight" available for me next week to really start putting these pieces together. Plus, I am sending these all to my principal so he is on board with it. My experience with you at Hermitage, along with all of my band colleagues, and the all-inclusive package I think will really show support and quality for this trip. Thanks Bryan and will be in touch!! 8/15/12: > BJS sent EM to Ben - Ben: This is fantastic news! I am thrilled to know that you have selected CCIS as your group's travel planner - you will not be disappointed. If you can let me know today which version of the Itinerary you have decided on, I can go ahead and request the charter contract from Atlantic Coast and contact the Radisson Resort to let them know we need the room block. We can talk more about the other specifics when you have a chance to breathe following camp. I will be in the office this afternoon from 3:30 - 5:00PM and then tomorrow morning from 9AM - 11AM. After that, I will be taking a short trip to FL to see my oldest brother and will return to the office on Tuesday (8/21/12). Give me a call at your convenience - if it has to wait until next week, that is fine, and you can rest assured that all is in order. Thanks again and I look forward to our work together! Bryan 8/21/12: > Ben called. > Atlantic Coast Charters is bus choice. > Busses arrive at 2:30PM and depart at 3PM. > Dinner in RIC area rather than Frediericks. > Replace Wet N Wild with Typhoon Lagoon and upgrade to 3-Day Premium ticket. > No Planet Hollywood dinner but Pizza Party at Hotel instead. > Discussed due dates and mentioned 9/28/12 as date for K and first payment - seemed fine with that. 8/21/12: > BJS revised IOG based on this moring's conv with Ben & Kristina. > BJS ran revised rates (an increase of $6pp). > BJS put rates on IOG and then emailed to Ben. > Made no changes to attachments - will wait to make these changes once we get the Go To K. 8/21/12: > Wants to go back to Wet n Wild so they donnot have to buy the Disney pass with the hopping privileges. Keep Pizza and Pool time at Hotel on Saturday PM. > BJS revised IOG and called this one hte K Version. > BJS revised rates and then sent back to Ben for his final review and approval. > Again, once we have it, we will need to update the system accordingly. 8/23/12: > Rec'd EM from Ben - Hi Bryan, couple of questions: 1. Could you please send us the powerpoint slide show again? I can’t seem to find it in my email…. 2. Chaperones – how many chaps were included in the quotes? Did that include directors in the count? 3. Buses – drivers rooms, meals, hotels, tolls, etc (minus gratuity) was that in the quote they gave us? Thank you! Ben 8/23/12: > BJS replied - Good Morning Ben! 1. Power Point presentation is attached (remember, this is based on the original presentation). 2. The current rates include a total of seven (7) Complimentary Packages. We do not assign them to anyone in particular. As a bonus, I will go ahead and include two (2) additional comps for the two Directors, bringing the total to nine (9). All comps are at the Double Occupancy Rate. Credit for all comps will appear on your group’s final invoice. 3. Charter rates are inclusive, except the driver gratuity. 9/11/12: > Rec'd EM from Ben - wondering what rates would do if they had just 150 total pax (132 + 18). > BJS replied that they would increase by no more than $10 pp based on 135 - 150 pax, including 8 comps. > BJS made no changes to the system or IOG. Will await final word from Ben to see which numbers he wants the K based on. 9/26/12: > BJS sent EM to Ben to check on status - can we go to K. > Ben replied, YES! We are basing on 200 pax at this time (175 + 25). > JM and HMS, as this is going to Contract (Atlantic Coast Charters is the charter co) please review and update / confirm as needed. > CN to mail week of 10/1/12. Thanks! _x___ JM _9-26-12___ ____ HMS ____ 9/26/12: > BJS sent to all - deadlines, etc as they were looking for some specifics prior to the group getting their CN - - Signed K and First Payment Due: 10/26/12 ($185 per student) - Second Payment: 12/21/12 ($185 per student + 50% of charter transportation) - Final Participant Guarantee Form, Room List, Hotel Information Form, etc.: 01/18/13 (This is the last date to change numbers) - Final Balance Due: 02/04/13. 10/11/12: > BJS completed Contract packet. > K and 1st $ due 11/9/12. > JM, please process and mail on Friday per SOP. > BJS emailed partially completed Disney PAOS application to both Ben & Kristina, cc'd CJ. They need to complete and return to BJS ASAP with all supporting materials. _x___ JM __10-12-12__ 10/22/12: > Ben called BJS and trip to Orlando has t be canceled as they have just 100 students who have made deposit and Principal will not allow them to travel with just a portion of their group. > They are definitely considering a trip to Hershey in May and BJS and Ben discussed typical 3d/2n Hershey trip with Friday departure after school, Sat AM MITP performances and then day in Park, and then Sunday would eb a few items in Gettysburg on the way home. > BJS sent VM to CJ letting her know of this development and to follow up with Ben later this week to see if they have selected a specific weekend in May. 10/23/12: > BJS canceled hotel, but we need to hold off canceling anything else since we may need the busses for a smaller trip in May . . . 11/12/12: > Please review and cancel all for this Orlando trip as needed. > This group is now going to Allentown for a MITP Competition at Dorney Park in May. _x___ JM _11-12-12___ ____ HMS ____
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