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General Trip Information
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Fri Sep 20, 2013
Trip Name
Mechanicsburg Area High School Choir and Orchestra-Orlando, FL-04-15-2014
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Mechanicsburg Area High School Music Dept.
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Trip Notes
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Mechanicsburg to Orlando = 960 miles / 16 hrs non-stop 4/23/13 > DD communications from Eric Dundore, this is a B,C,&O trip leaning toward the Orlando/Disney trip during the Thanksgiving holiday and would like to get some kind of ballpark cost for each student for the following scenario: Friday thru Tuesday – 11/29-12/3 Park hopper passes All meals while in Disney Airfare Hotel accommodation within the Disney system Candlelight processional for the Singers A parade opportunity for the Band folk A concert opportunity for the orchestra We are probably talking about having 100-150 students participate (maybe more if it is a good price). Thanks for the information on your trip from 2 years ago. The reason we ask is that air fares have increased dramatically recently. We would need to find out a few more facts: - Are you planning on spending time in the parks on Fri. or Tue? It would depend on how the schedule pans out with arrival in Orlando and departure – if we could do 5 days at the parks that would be great – if not we could do just 4 days. - How many adults including directors will be traveling? Not sure – it would depend on how many students go and the ratio – the chaperones NEVER pay anything for my trips. It is included in the students’ cost. 4/25/13: > BJS and DD discussed. > DD is to schedule GTM PTP presentation for either next Tuesday (4/30), Thursday (5/2) or Friday (5/3). > We will have Orlando portion of package complete for this meeting and then see where it goes. > BJS did send Charter Request to Allegiant since they fly out of Harrisburg, PA. 5/21/13: > Per DD, the band has pulled out of the trip due to inner turmoil and now the Choir and Orchestra are proceeding with CCIS on their own :-) > Group's new numbers are 80 (72 + 8). > Want to see all bus IOG and rates, so BJS agreed to work this up for them. 5/29/13: > BJS completed PTP Revision I and then emailed to Dave and the Choir Director, Eric Dundore as DD was out of the office today. > The rates below, beginning at $459, are the most basic package, staying at the BV Suites. This rev 1 is given as a demonstration of how inexpensive the trip can be. They cam always increase if needed. 5/31/13: > Wants to stay at All-Star Resort, NOT Buena Vista Suites. > Still wants to fly, but still not sure if they can afford and it appears as if he still hasn't gotten a dollar commitment for what the parents are willing to spend!!! > BJS sent the following email that was composed with DD on the phone - > Thank you for taking some time to speak with Dave earlier this morning. He relayed on to me you desire to stay at the All-Star Resort as well as wanting to pursue the possibility of flying via commercial air. > In order to give you a better idea of the total package cost per person, based on what we have already provided to you, let’s use the following for demonstration purposes: > Quad Package = $589 > Air Transportation = $450 > Ground (in Orlando) = $100 > ESTIMATED TOTAL = $1,139. > The Quad Package Rate is based on our initial proposal when it was the entire Department; however, they will remain close to this now that it is Choir & Orchestra only. > These air numbers are based on the average of the rates we shared with you earlier this month. > Ground in Orlando is based on up to $3,500 / coach. > I hope this helps you and your parents make their decision on which route you are going to be able to support financially. This is really the next step that you need to complete ASAP, so that your group’s rates and arrangements can be confirmed and finalized. The trip is now just 6-months away, and I am a bit concerned that the Thanksgiving Holiday Weekend could very well pose some challenges as the date continues to draw closer. > Please give Dave a call if you have any other questions or concerns and let us know how we are to proceed at your very earliest convenience. > BJS then sent specs to Darlene at WDW for hotel and also sent Bailey PPBCC to Eric and DD in the event they end up going by bus. It was the least expensive of the three. 6/19/13: > BJS sent EM to Eric and CC'd Dave - Eric: Please provide Dave or me with and update on the status of your group’s trip to Orlando as soon as possible. We have been holding arrangements for your group for more than 45-days now and we are in serious danger of losing your group’s courtesy holds with our vendors. We also have to be careful to maintain a trusted relationship with our vendors, so we cannot ask them to hold for an indefinite period without providing regular updates. This being said, we will do all we can to make this trip a reality for you and your students; however, we do need you to communicate with us in a timely fashion in order for everything to run smoothly. Thank you in advance for your understanding and we look forward to hearing from you before the week is out. Sincerely, BJS 6/20/13 > DD left 2nd message this week for orch dir. no response 06/21/13: > Orchestra Director is now organizing a Parent Meeting for 07/11/13 and DD is attending. > Group is flying and we will consider either BWI or Harrisburg. > Harrisburg is preferred but is savings is substantial, they are willing to go out of BWI. > Needs complete packet as a PDF so she can send it out to the parents in advance of the meeting, so BSJ told Dave we would have something to him before the end of next week. > DD is checking on large instrument rentals in Orlando - calling WDW as well as doing some searching on the web as needed. > BJS updated IOG accordingly and then sent EM with specs to Sheli at Witte Travel. > All Star Resort 6/25/13: > BJS sent DD all of the flight info with deadlines, etc. for Southwest et al so he can get it along to LaShae. 6/26/13: > BJS completed updated IOG with All Star and Flight schedule as presented on 6/25/13. > BJS updated attachments to match the new IOG and then ran rates. > BJS completed PTP Packet (Rev 3) Air and All-Star Resort and sent along to LaShae and Eric for their review and use at Parent Meeting. > BJS sent Disney POAS and Candlelight Application packets to both Directors as well. > JM is requesting HS to BWI round-trip transfer rates from the bus companies in the system which were attached previously when they were thinking of going by bus all the way. 6/28/13: > Per DD, they have come to the realization that they cannot get this trip off the ground in time for the end of November. > They are planning to travel the week before Easter and DD wanted to give me tentative dates, but since they are just that - TENTATIVE - I said NO, we do not want them until they are confirmed and approved. > BJS sent EMs to Witte Travel as well as Heidi Williams at Disney so they were aware and we will be back in touch once new dates are confirmed. > BSJ shared Disney Hotel Rate Sheet with Dave so he can let them know how the April dates could effect their package rates if they continue to stay at Disney. > He will share with them and get back to us ince the new dates are finalized. 7/2/13: > BJS called DD to see if they were even considering moving off Disney and or moving dates to a less expensive time. > Money does not seem to be an issue and they cannot go in January or February, so Apirl it is. Still awaiting final confirmation on dates. 8/13 > DD email from EricWe have tentatively (not board approved as yet – just Principal approved) chosen April 15-19, 2014 as the trip dates. If the cost gets too prohibitive then we might knock a day off the front or back of that time span. 8/29/13: > Directors are decision makers. > CCIS is the only tour company. > 110 (100 + 10) > Comps = 10 > Flying = YES > Disney Hotel = YES > $1200 is Budget Max > 4-days / 3-nights (wanted to see option for 5d/4n, but BJS and DD ran rates and there is no way they can do it for $1200 budget). > Boosters will be contact point. > Dave going to parent meeting and will present brief Power Point at their meeting on 9/9/13. > Only want Charter Transportation on Performance Day - will use Disney Transportation for everything else. > Include 10 airfare for the comps in the price of the package. > The orch dir. wants to do a workshop in addition to the performance. > Need to also get transportation prices for them to and from airport. > BJS made some adjustments to the attachments, but really need to wait to finish these as well as the new IOG once we have a better idea of the flight schedules. 9/5/13: > BJS sent Em to Dave re: Equipment truck or all instruments on plane.
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