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Bible (Basic Trip Report)
General Trip Information
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Fri May 06, 2016
Trip Name
Highlands High School Band-Orlando, FL-04-30-2014
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Highlands High School Band and Choir
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OR
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Deposit
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Due
Received
Final PAX
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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 )
6/20/13 > SM corresponded with Matt Beresik regarding a Spring 2014 Orlando trip with the following specifications: 1. Roughly 110 participants (100 students, 10 adults) 2. Parade for the band, possible clinic for the jazz band 3. Off Disney property accomodations with no exterior balconies/room entrances is Matt's preference Parents would like to see the kids at the All-Star resort motel and some have taken it upon themselves to check on this on their own. 4. Combination of Disney and Universal or whatever is most cost effective. He is still curious about the interest a Universal only package could offer, but is most interested in what will be the most enjoyable and cost effective. 5. Dinner out one night, as well as a pizza party at the hotel. **Additionally, some of the parents have looked into a company called, Debolt, who claims only a $100 more per person charge to fly over bussing. SM is awaiting a proposal request from Debolt (through JZ) expected early next week.** 7/16/13: > Per SM conv with Matt - > Going by bus. > 3-Day Disney PAOS Hopper Pass. > Parade Performance only - no Workshops, no festivals. > Late night Pizza party, last night at Hotel. > One nice Dinner w/o a meal voucher or DDC. > BJS sent specs to Jennifer at the BVSuites. 7/17/13: > BJS completed IOG and then sent EM to Jude asking her to send out CQRs to Myers, Anderson, Lakefront, Cleveland SE, BMT, and Great Day Tours (2-55s). > JS ran rates and then completed PTP and emailed all required materials to SM so she can get along to Matt. 7/17/13 > SM left VM with Matt regarding his proposal 7/22/13 >SM spoke with Matt and is sending him all the information now. He seems to think we are coming in lower than anyone else and sounds pleased with the proposal. Will be in contact with us soon. 7/26/13: > Per SM, on 7/22/13, he asked if we could add and escort and what the cost would be. > BJS spoke with SM and explained the two different options for escort (all the way or an Orlando receptive). She will check with Matt and get his choice and then we will price out. > Also curious about adding an extra day and going to Universal, so BJS and SM priced out based on Quint and we came up with +/- $140 per person additional for the quint rate. > She is also going to discuss sex vs quint with Matt and push him for Quints. 7/30/13 >SM received an email from Matt on Monday afternoon with the following questions: Could a partial day at a water park be added? Yes, if they purchased a 3-day premium pass, adding a cost of around $16 per person. Could we provide pricing for an escort to be present upon check-in, the day of the performance, and check-out? This can be provided with the price of around $425. Overages in transportation: Matt was concerned that he may have too many for two buses and not enough to fill much of a third and wanted suggestions. We suggested they consider renting a van, since we do not provide that service, to accommodate additional people. 8/7/13 >SM left VM for Matt regarding charter company choice and asking if there were any updates regarding our proposal. 8/13/13: > Up numbers to a max of 140 (120 + 20) > Anderson is charter choice and they want 3 buses - we will need to get a new price from them > Add Jazz It Up Workshop at WDW for Jazz and and spread is out over everyone. BJS and SM decided to add $7 across the board top cover this additional workshop. > Add an extra day tp the trip for a day at Universal, 1-day / 1-park ticket, will be approx $140 more per person Quint per conv with Matt and SM on 07-26-13. > Full time Guide from Departure to return (SM will go with them if needed) > Leave out all references to iPad (but he will still get one). > Stephanie is going to get back to him with generalizations: 1. Adding day will be +/- $140 as stated on 7/26/13 2. Does he want to add Water Park and do Premium Disney Ticket, will be +/- $16 pp? 3. We will get updated rate from Anderson since we are adding a day to the trip. 4. Does he want Universal Hopper or just the One Day / One Park, Would be an additional +/- $15 pp if hopper. (Hopper really not necessary). 5. We will add full tike tour guide and include it in the revised package rates. 6. We sill have complete revision to him by the end of next week , as our National Sales Meeting is the next 3 days. 8/13/13: > Per SM conv with Matt - > Does NOT want water park so no need for Premium Pass > Does NOT want Universal Hopper, so stick with the 1d/1p for Islands of Adventure. > Still "iffy" about Escort either all the way or just in FL, so BJS and SM decided to include All The Way, then we can cut back if necessary. > Board Meeting is next Monday evening, so he really would like something by then, BJS replied that we will do all we can to have it completely finished by then, or at least have updated final rates. > Hotel has confirmed that they can accommodate the larger group size as well as the additional night. > BJS sent revised IOG to Esther at Anderson and asked for 3rd coach as well as revised rates and K. > This is "unofficially" going to Contract, so please review and proceed as needed. BJS replaced Planet Hollywood Dinner on Saturday night with a Disney Meal Coupon and then added NASCAR Cafe for dinner on Sunday night, just prior to departure for their nice group dinner. > BJS updated IOG and attachments an able / needed. Please review and proceed as needed. Thanks! Matt needs to have the complete revision for Monday night's Board Meeting (08/19/13). ___x_ HMS _8/22/13___ __x__ JM __8-14-13__ 9/12/13: > BJS completed PTP Contract Version detailing all the changes noted above. > BJS completed CN and emailed to Matt, so he will have in advance of Monday night's Board Meeting, as well as Stephanie and John. > BJS will hand deliver Notebook when he sees Matt on Monday night at Highlands High School. > K and first $ due 10/11/13. 9/17/13 >SMN spoke to Matt today about additional concerns after last night's board meeting. * Application is being completed, but exact numbers are not known as of yet * It may be necessary to take away the additional day at Universal if the price without it is more manageable for a greater number of students. Matt will let us know within the next 2 - 3 weeks as the students commit to the trip. 9/19/13: > BJS and SN discussed Matt's em where he is looking for rate without the day at universal but adding the Jazz workshop. > BJS said it would be $20 additional from the price in his original PRP back in July (will start at $499 sextuple) and include workshop as well as Full Time Escort. > Anderson rate will also be as it was originally (SN has this) > SN is sharing with him to see if he needs a revised CN. > BJS made no changes to system. 9/30/13 >SMN left vm with Matt requesting decision on adding an extra day at Universal or not. 10-17-13 >Rec'd Travel Planner Letter >Rec'd Contract >Rec'd Check #2030 from HVMUB for $30,040.00 1/5/14 >SN sent EM reminder regarding upcoming payment due date. 1/15/14: > BJS sent EM to Matt, based on 118 total pax, rates will be unchanged. > Asked if he still wants 3 coaches? 01/24/14 > Rec'd check #2063, $45,493.00. Second Payment INV is PIF. 2-27-14 >JM processed Hotel Room List Packet to include: 16 Quin/80 pax 4 Sept/24 pax 1 T/3 pax 5 D/10 pax TOTAL 26 Rooms/117 pax _____BJS_____ _____HMS_____ 3-3-14 >JM reprocessed hotel room list packet to include: 16 Quin/80 pax 4 Sept/24 pax 1 T/3 pax 5 D/10 pax 1 S/1 pax TOTAL 27 Rooms/118 pax (includes Stephanie, the escort). _____BJS_____ _____HMS_____ 03/13/14: > BJS sent EM to SN - need to know exactly how many are in the Jazz It Up Workshop, in order to complete the WDW order. 03/14/14: > Per Matt via SN, the number of students in the Jazz Workshop is 26. 03/19/14: > BJS completed and mailed FINAL INV #5577, $24,389.00 and made it due 03/24/14. 03/28/14: > Rec'd check #2071, $24,389.00. > Account is PIF pending no other changes. 04/04/14: > BJS snet EM to Matt after receiving Fuel Surcharge letter from Anderson - Matt: I wanted to let you know that earlier today we received notice from Anderson Coach & Travel that they are imposing an 8% fuel surcharge on your up-coming trip to Orlando (see below). Relax, rest easy! Due to our experience over the past few years with Anderson, and their track record of doing this less than 30-days prior to a trip's departure, we have been automatically adding 6% to their rates before we present them to our customers. Since we have done this, the impact to your rates is less than $150 per coach and in light of good CCIS customer relations with the Hickory HS Band, we will take care of the surcharge. As you will see below, they have stated that the 8% is for trips departing through April 21, 2014, leaving it open ended for departures after that. With your trip departing on April 30th, I am hopeful that they will honor this rate and there will be no additional adjustments. I wanted to make you aware of this, so that in the future, you may want to take this into consideration when making you charter choice. Thank you for your continued support of CCIS and have a great weekend! All the best, Bryan 04/07/14: > BJS sent EM to SN - re: DVD versus Breakfast & Shower at Wet n' Wild - we could delete his group’s Group Travel Video DVD and replace it with the Breakfast & Shower at Wet n’ Wild (pending availability of course) at no additional cost to the group. The choice is his, but I need to know by Wednesday of this week as we are placing our last DVD order of the season. 04/08/14: > Per SN - client wants to go with Wet n Wild Breakfast and Shower if available (HMS has confirmed that it is). > Also gave us his park choices. > If the boosters have the money, he may want to keep the CAV DVD and then we will need to bill him $8pp for the Wet n' Wild addition. > BJS added Wet n Wild Breakfast & Shower as an attachment. > BJS made $10 Meal Credit for B-fast en route in active (we will need to recover these funds, but we can wait to get it all worked out once he makes a final decision on the DVD). > JM updated and confirmed new depart school time with Anderson (1PM). > BJS updated IOG accordingly and sent on to SN so she can share with Matt. > BJS updated times in attachments as needed. > JM & HMS, please review and proceed as needed. Thanks! ____ JM ____ ____ HMS ____ 04/22/14: > BJS emailed and mailed INV #5599, $2.106.00 for the $10 Meal Credit that needs to come back to CCIS and then the $8 up-charge for the breakfast and shower at Wet n' Wild. > Made due 04/30/14. 04/23/14: > Since Matt decided to delete the CAV dvd, BJS revised the invoice for the Wet n' Wild Breakfast up-charge to just $8pp sicne we can apply the $10 from CAV to the breakfast. > BJS emailed and mailed INV #5599 (Revised), $936.00 and made it due 04/30/14. 05/05/14: > Rec'd check #2087, $936.00. > Pending no other changes, account is PIF.
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