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Fri May 06, 2016
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St. Thomas Aquinas High School Band and Choir-Orlando, FL-04-29-2015
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OR
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Deposit
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Final PAX
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Received
Final Room List
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Received
Hotel Info Form
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Received
Balance
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Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
10/1/13 >Sophia heard from Brenda. She would like to take a 2015 trip to Orlando and would like to have a proposal soon in order to present this to the entire department and give students plenty of time for fundraising. First choice would be to fly. 01/13/14: > Festival Disney + one day at Universal. 02/03/14: > BJS competed IOG as able and them made attachments adjusting rates by +/- 10% since 2015 rates are not yet available. > BJS ran quote and send along to CH for PTP & PP Prep. > BJS sent Em to Sophia asking her to schedule GTM for early next week. 02/05/14: > CH completed PTP, BJS reviewed and sent along to SS so she can share with Brenda for her decisions. 03/11/14 > Sophia met with Brenda. Trip is a go, but needs to meet with students and administration to determine number of days - may look at Thurs thru Sunday instead of Weds - Sun. Dates are April 25-May 3, 2015. Also looking at PAOS instead of Festival Disney - will send email or call later this week. Also - trip size will most likely be 80-100. 03/14/14: > BJS sent EM to SS - Sophia: Saw the notes. I will await word from you regarding the number of days, etc., and then we can proceed with a revision based on the new dates, PAOS instead of Festival Disney, etc. Thanks, B 3/25/14 > Sophia Santerre heard from Brenda. Trip dates are Weds-Sun, take out Universal, add in Alumni night (see separate email) and keep Festival Disney. Trip numbers, more realistically will be between 80-100 total including adults. 4/9/14: > BJS updated IOG with dates of Wednesday, 04/29/15 - Sunday, 05/03/15. > Per SS, their preference is to fly out of Manchester, NH. Boston would be their 2nd choice and as always, rates will determine. > BJS based IOG's flight times on what S-west is currently offering for this same weekend in 2014 out of Manchester, NH. > S-west's schedule is only open through October 31, 2014 at this time, so BJS will continue to check. > Deleted Universal IOA on Wednesday, instead, after arrivign in Orlando (depending on flight schedule of course) they will go to Downtown Disney for Lunch ($15 DDC) & Shopping until 2:30pm and then hotel check-in at 3PM. > Wednesday evening, go to Universal CityWalk for shopping and then dinner at HRC at 7:30PM. FYI, the school's Alumni Office may make arrangements for a reception or something at HRC, but we are only responsible for our group's dinner. > BJS updated trip's main dates in the system and then updated all attachment dates as needed / able. > BJS also updated count to 100 (85 + 15) in system and on IOG. 04/10/14: > BJS ran rates and then updated system and completed PTP revision 1. > BJS emailed to Sophia so she can share with Brenda. > Brenda says she is using CCIS and is not even considering anyone else, so please go ahead and make the reservation for the HRCafe. ____ HMS ____ 04/11/14: > Per SS - > I just showed Brenda the proposal - she loves it and it ready for a contract! > She has 2 questions: 1. How many comp bonuses does she get if she pays her deposit by the end of May? 2. She would like to be sure that her Chamber Singers can sing a song for the alumni while at Hard Rock - can this be okayed? > BJS replied - 1. I will have Hollie check on the one song at HRC for Alumni. 2. As for comps, if we receive the first payment (1/3 of the CCIS Package Rate by May 29, 2014, that will be exactly 11 months before their trip, so it would be 4 additional comps on the CCIS portion of the package (does not include transportation). > As this is going to K, please review and proceed as needed, including the question about singing ione song at the HRCafe. Thanks! __X__ HMS __X__ 5/5/14: > BJS completed Contract Packet. > JM, please process per SOP and mail this afternoon via USPS 2-Day Priority Mail. > K and First $ due 05/29/14, $17,910.00. > Transportation will all be handled as a separate CIA with its own deadlines as determined by the commerical carriers. > CCIS to complete Festival Disney Application as soon as it becomes available on line. __x__ JM ___5-5-14_ 5/28/14: > Rec'd Signed Contract, Travel Planner Letter and check #57742, $17,910.00. > As this group is now UNDER CONTRACT and $ has been received, please review and proceed as needed. Thanks! _x___ JM __5-30-14__ __X__ HMS _5/30*/14___ 9/25/14 > Sophia received flight numbers today - 87 will be flying down. There will be additional participants who will be driving down and meeting there. Group numbers: Chorus- 44 Band-27 Jazz choir-14 Jazz Band-13 Chamber Singers- 16 10/15/14 > Sophia received a request from Brenda for an invoice for airfare. She has more money to send to CCIS. 11/3/14: > Rec'd check #58718, $8,700.00. 11/10/14: > BJS sent EM to Brenda with Festival Disney Overview / Application attached - Hi Brenda! I hope you are having a great year. I have attached to this email the 2015 Festival Disney Overview for this year’s event in Orlando. Please read through carefully and then complete the application which begins on page 15 and fax (724.287.5333) or email back to my attention ASAP. I will the transfer the information to their on-line portal and submit your Application as well as any required fees. Thank you for your very quick attention to this request. Sincerely, BJS. 11/11/14: > Brenda has 3 students that will not be traveling with the group, but will need the 3-day Festival Disney Park Hopper Pass. Good Morning Brenda! Since this is all these three particular students will need, the reduced rate for their 3-day Festival Disney Participation Park Hopper Pass will be $190.00 per person. Thanks, Bryan 1-27-15 >Rec'd Check #59146 in the amount of $21,650.00 02/02/15: > Rec'd EM from Sophia re: Ground Transportation in Orlando. > BJS emailed reply - Sophia: Witte travel is their air transportation. The final price for Ground Transportation in Orlando has not been determined as of yet, for we do not have their festival Disney schedule. It will typically be released 4 - 6 weeks prior to the trip. Looking at her IOG, I expect GT in Orlando to be approx. $4,500 / bus. 02/02/15: > JM, please contact Evelyn with Corporate Coach regarding the group's ground transportation in Orlando. You can send her an IOG and have her get back to us ASAP with a quote. Thanks! __X__ JM __X__ 02/10/15: > BJS sent Air Passenger Manifest to SS. Due back from Client on 02/23/15. > Also sent conformation of early arrival room for two nights for the equipment truck driver. 02/20/15: > Rec'd FPGF, RL, HIF and Air Passenger Manifest. > BJS has to review . . . 02/22/15: > BJS reviewed forms received on 02/20/15 and has some questions, so BJS sent EM to Brenda - Hi Brenda! I am taking some time on this quiet Sunday afternoon to review the items you sent on Friday and I have a few questions to make certain I have everything straight before submitting the Manifest to the Air Group Desk for final ticketing and providing the final numbers to the hotel, Disney, etc. I appreciate your indulging me as I want to make certain we have everything in proper order. 1. I see on the Air Passenger Manifest where there are 83 names. Is this all that are flying? I ask, because I know on 9/25/14 you provided Sophia with a number (87) who would be flying and then we received a check for 87 - $100 Airline Deposits on 11/03/14. I just want to confirm that it is indeed 83 and we are not missing anyone. 2. The Final Participant Guarantee Form and Room List both total exactly 89 participants. I see where two of these are Equipment Truck drivers who will be arriving on Monday, 4/27/15. Again, since 89 minus the 2 equipment truck drivers would give us 87 remaining participants, I want to make certain we are not missing anyone on the plane list. 3. On 11/11/14, we discussed 3 students that would not be traveling with the group, yet they would need a 3-day Festival Disney Participation / Admission packet at $190 each. a. Do you still need these 3 packets? b. Are these three students included anywhere on the Room List? c. Are these three students included on the Final Participant Guarantee Form? Thanks Brenda, please give me a call if you have any questions or concerns (800.432.5095 x:201). I look forward to hearing from you on Monday. All the best, Bryan. 02/25/15: > Per forms rec'd on 2/20/15 and email correspondence for clarification from Brenda on 2/22/15, BJS processed Final Numbers. > Total Pax = 89 (72 + 17) > RMS / PAX 7 Sx/ 42 5 Qt/ 25 1 Q / 04 3 T / 09 4 D / 08 1 S / 01 TOTALS = 21 ROOMS and 89 PAX (72 + 17). > Airline Passenger Manifest has 83 pax. This is 6 less than the group's total pax as 2 are the equipment truck drivers and the remaining 4 are a family that is driving down. > BJS emailed Air Passenger Manifest to Witte Travel. > She also needs to has me purchase 2 extra Disney Performing Packages for 2 students who are not a part of the trip, but will be performing with the group. > BJS updated IOG, Bible and Status Schedule accordingly. > As these numbers are now GUARANTEED, please review and proceed as needed. Thanks! __x__ JM __3-3-15__ __X__ HMS _3/30/15___ 3-6-15 >JM reprocessed Hotel Room List Packet to include: 7 SX/42 pax 5 Qnt/25 pax 1 Q/4 pax 4 T/12 pax 3 D/6 pax 1 S/1 pax TOTAL 21 Rooms/90 pax (72 + 18) __X__ BJS _03/15/15_ ____ HMS ____ 03/15/15: > Group is within K minimums, so no changes required. > BJS emailed final inv #5780, $52,683.00. > NO Meal Credits so BRF required. > Made due 03/27/15. 03/16/15: > BJS sent revised final invoice as comps were to be six total. $51,385.00. 03/23/15: > rec'd check #59479, $51,385.00. > Pending no other changes, account is PIF. 04/08/15: > Park choices: Thursday-Magic Kingdom, Friday after performance Epcot -students wish to see fireworks. Saturday-Start at Animal Kingdom, hop to Hollywood Studios. > Quote to add to itinerary: "Meet at 7:00 pm at main entrance Hollywood Studios (inside the park)." That we can gather before awards ceremony. > If hotel space is available for a rehearsal on Weds evening or Thursday morning - great. If it's later in the day on Thursday, the group will not go back to the hotel for a rehearsal. 04/22/15: > BJS made name change as requested by School Nurse, Laverne Burridge. Jennah Downs will now be going on the trip since there are two pax who cannot go due to a death in the family. > BJS emailed INV #5805, $100.00, due 5/6/15. 04/28/15: > Rec'd check #59678, $100.00. > This is for the first airline name change. 04/29/15: > BJS emailed INV #5806, $100.00. fo rthe 2nd Airline Name Change Fee. > Due: 05/13/15. 05/19/15: > Rec'd check #59765, $100.00. > Account is PIF.
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