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General Trip Information
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Wed May 20, 2015
Trip Name
Freeport High School Band & Choir-Orlando, FL-03-17-2015
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Freeport High School Band and Choir
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Trip Notes
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Freeport HS to RROC = 1,020 miles / 17 hrs non-stop HS to Orangeburg, SC (Ryan's) = 615 miles / 10.25 hrs non-stop Orangeburg to Jacksonville, FL (Golden Corral) = 260 miles / 4.5 hrs non-stop Jacksonville, FL to RROC = 170 miles / 3 hrs non-stop Orlando to Golden Corral on South Blvd in Charlotte, NC = 540 miles / 9 hrs non-stop Golden Corral in Charlote to Ryan's in Beckley, WV = 220 miles / 4 hrs. non-stop Beckley, WV to Freeport HS = 265 miles / 4.5 hrs non-stop 2/10/14 >SN entered Orlando trip. Phone conference scheduled for tomorrow with Chaz Shipman, band director, to get more details on the basic specifications of their upcoming trip as follows: 1) We will leave Freeport HS on a Tuesday evening. 2) There must be scheduled bus stops en-routes that can accommodate large groups for eating (ex. For breakfast, find a Golden Corral or something). 3) Quality coach buses (i.e. Coach USA or Andersen) 4) Hotel that can accommodate a big party for breakfasts 5) Marching band performance (preferably a morning one at Magic Kingdom) 6) Choir performance in Downtown Disney (preferably) 7) Leave on Saturday night after fireworks to return by Sunday afternoon 02/10/14: > BJS and SN had conference call with Chaz. > Leave at 7PM on Tuesday. > All meals en route are to be planned. > Wednesday, afternoon hotel check-in and the evening at Downtown Disney for Dinner (PH) and time to explore. > 3-Day Hopper Pass > Thursday, Magic Kingdom with Parade (would like 10:30AM). > Friday, AM at Animal Kingdom with planned lunch at the Rainforest Cafe in the Animal Kingdom, followed by afternoon at Downtown Disney with Choir PAOS performance, then late afternoon and evening at EPCOT. > Saturday - Hollywood Studios for the entire day , stay until after fireworks and then head for home. > When not planned, Lunches in Park = $15 DDC and Dinners in Park = DMC. > Not really interested in Suite hotel, so BJS is thinking RROC. > Student Watchers. > Wants to make decision NLT end of this month, would like to have CCIS's PTP in the next 7-days. > BJS created IOG accordingly. > BJS sent specs to RROC to see what Tom can offer. > BJS attached Disney PAOS as festival. > JM, please send CQR for 4 coaches to Anderson, Baron's, BMT, CSE, Lakefront Lines and Myers. > HMS, please review and make attachments as needed. I suspect several of the meals en route will need added to tghe system since they are Ryans and Golden Corrals. I have listed the ones I want to use on the IOG - if there are ay questions, see me. A couple of these may actually be in the system already from different trips over the years . . .Thanks! __X__ JM __X__ ____ HMS ____ 2/16/14: > BJS sent EM to CH re: ready for PTP and then PP. 2/17/14: > SN and BJS are meeting with Chaz this evening at Freeport HS in order to go over our presentation as a Power Point. 02/17/14: > Per Meeting with Chaz - > Lakefront Lines WOULD be his charter choice; however, he wants to see if their coaches have charging stations for their phones. > Really likes the cost savings of the BV Suites, so he will probably go that route. > Made a few adjustments to times on Saturday AM (later B-fast and check-out). > He was extremely pleased and needs to share it with the Choir Director, but looking quite positive. > We are to get back to him with answer on coach and updated IOG. 02/18/14: > BJS sent EM to SN so she can share with Chaz - (they are out of school today due to snow): Stephanie: > Jude is not in today so I called Lakefront Lines and spoke with their charter department regarding the question Chaz had last night about the outlets for charging. They said that their newer coaches have the outlets and we can request newer coaches; however, all requests are based upon availability and specific equipment cannot be guaranteed. They always do their best to honor requests; however, they are unwilling to guarantee it in writing because if they would have a coach breakdown or in for service, they would not want to disappoint. > I know this is not necessarily the answer he was hoping for; however, to be honest, it is going to be the same answer for all of the companies, for no one is going to replace their entire fleet just so all of their coaches have outlets. > If you can share this information with Chaz and see if he is still OK to go with Lakefront, I will get the busses secured and be sure to request all newer coaches with outlets. If he would like to go with someone else, that is fine too, just have him make the choice. Also, see if he is set on the Buena Vista Suites so I can release unnecessary rooms at the RROC. Since he was big on the whole breakfast in the ballroom as RROC, you should let him know that the breakfast at the BV Suites is in their restaurant which accommodates 275 pax. If you remember, that is the room down the hall from the lobby that had to two very large buffet lines permanently set to the left as we walked in. I know we spent most of our time last night talking about the RROC, so he needs to be aware. It will not be like the experience he had last year in Nashville at the Holiday Inn – the BV Suites is set up to handle student groups and deals with them every day. > Let him know that as soon as we have these answers, I will get him the final proposal in a 5 – 6 page format that he can send to the School Board for their review and approval. > BTW, an updated IOG is attached showing the BV Suites as the hotel and the later breakfast and park times on Saturday as he requested. 02/27/14: > Chaz called and spoke with BJS. > He and the Choir Director, Tom Koharchik, have selected CCIS to do their trip to Orlando in March 2015! > Hotel choice = Buena Vista Suites > Charter Choice = Lakefront Lines. > Jude, when we are ready to pay the deposit for the coaches, please tell Kim that they (and we) are requesting their newer coaches, specifically those with charging ports! > School Board Meeting for official approval of the trip is 03/12/14, so Chaz has asked that in order to keep him out of trouble with the Board, we not prepare the CN until after that date. > SN, please make a note in your calendar to follow up with Chaz on 03/14/14 to check on the official approval, in the event we do not hear from him on the 13th. > As this is going to K, please review and proceed as needed. CN will mail no sooner than 03/14/14. ____ JM ____ ____ HMS ____ __2/27/14__ SN ____ 03/17/14: > School Board has given the official approval and the group is "Officially" ready for their K. > CN to be mailed NLT 03/21/14 if possible. 03/21/14: > BJS completed K packet including Disney PAOS Application Packets for the band & choir. > K & TPL due 04/25/14. > First $ due 05/23/14. > Disney apps due ASAP. > JM, please process per SOP and mail this afternoon. _x__ JM __3-21-14__ 03/31/14: > Rec'd Band's PAOS Application materials. 04/03/14: > Rec'd Choir's PAOS Application materials. 04/29/14: > Rec'd EM frmo Chaz - Good afternoon! I hope you’re doing well! Please confirm that I have every piece of paperwork completed thus far for you. Thanks! Also, we are planning on providing the following deposit dates throughout the upcoming school year for our Disney trip. Please let me know if these timeframes/amount work well. First Deposit: Paid by Thursday, September 11th ($350 per paying person) Second Deposit: Paid by Thursday, November 20th ($300 per paying person) Third/Final Deposit: Paid by Thursday, January 22nd (price depending on # of paying people) Thanks so much! Chaz 04/29/14: > BJS replied to Chaz, Tom and SN - Hi Chaz! Your dates / amounts look completely fine. I saw the Band’s Disney Confirmation come across my desk last week and I know they had a question for the choir, which I believe Tom was also alerted on. I suspect he has already returned their call. That being said, the Choir’s confirmation will be close behind. We are awaiting receipt of your group’s signed Contract and Official Travel Planner Letter. I see they were due this past Friday. Our mail comes very early, so if it has been sent, I suspect it will be at the PO Box when I get the mail tomorrow morning. I know Stephanie said that your boosters are planning to send a $4,000 deposit in late May, I really appreciate your having them do this. I have attached a copy of our Client Appreciation Day Invitation. The event is Saturday, May 17th and believe me, it is a memorable event, so I hope you and Tom are able to attend. The day is completely with our compliments and if you have any colleagues who travel with their group, I would encourage you to pass the invitation along. Please be sure to RSVP to either Stephanie or me by the deadline, Friday, May 9th. Thanks again and I hope to see you guys on the 17th! Bryan 4/28/14: > Rec'd EM from Chaz - he was expecting revised K pages since initial payment would be significantly less than the original invoice. > Chaz also sent his proposed deadlines for his students - Please see the following updated payment breakdown for our 2015 trip. You should expect the deposit for each payment approximately one-week after the students’ due dates: > Thursday, September 4th - first/initial down payment due ($250) > Thursday, October 2nd - second payment due ($200) > Thursday, November 6th - second payment due ($200) > Thursday, January 15th - final payment due (price TBD) Please let me know if these prices/dates work for your payment schedules. Also, please let Mrs. Lisa Hanz (hanzfam@consolidated.net) know who to make the $4,000 check out to for the transportation fees. Thanks so much! Chaz 4/28/14: > BJS replied to Chaz et al . . . > These dates and amounts look fine. All checks should be made payable to CCIS, Inc. and mailed to CCIS, Inc., PO Box 1877, Butler, PA 16003. > A scanned copy of the REVISED Contract Notebook pages is attached. The originals will be mailed to your attention on Tuesday with instructions on exactly where to place each page. 4/29/14: > JM mailed the revised CN pages to Chaz. > K due 5/9/14 > Deposit ($4k) due 5/23/14 > First Payment - 9/12/14 > Second Payment - 12/16/14 > Balance due - 01/30/15. 05/12/14: > rec'd signed K and Travel Planner Letter. > Initial Payment, $4,000.00 is due 05/23/14. > As this group is now UNDER CONTRACT, please review and proceed as needed. HMS, please see me re: Choir's Performance at Disney and the group's meal at Animal Kingdom. Thanks. _x___ JM _5-12-14___ ____ HMS ____ 05/16/14: > Rec'd partial deposit, $4,000.00, check #1287. 05/20/14: > BJS updated IOG with new Choir Performance Time at EPCOT on 3/20/15 at 4:45pm. > BJS shared with SN and she will send along to Chaz and Tom. 9/5/14: > BJS called PAOS and spoke with Mike re: changing to a morning MK parade on 3/19/15 per Chaz's request. > Per Mike, morning parade in MK is not available. If they want, he can put them in the Future World March at EPCOT that morning with a 10:30AM step-off. > SN, please check with Chaz for his decision and advise BJS accordingly. _x___ SN _9/5/14___ >SN LVM for Chaz on both school and cell numbers regarding the above. 9/9/14 >SN LVM for Chaz to confirm morning EPCOT parade vs afternoon MK parade. 9/9/14: > from SN - I just spoke to Chaz and let's keep the afternoon MK parade. > Also, since he is looking at 123 students and 9-10 paying adults, how many comps will they have? He just would like to know if the number will differ from the 6 they originally had. 9/10/14: > BJS and SN discussed numbers. Decide to drop to 145 pax (125 + 20). BJS changed the number on the BIBLE screen and IOG to 145 (125 + 20). > SN is getting his permission to drop one of the 4 coaches. > He has decided to stay with the Magic Kingdom parade in the afternoon. > As for comps, with 170, they were getting six. If he ends up between 135 and 145 total trip participants, we will keep prices unchanged and drop the comps to 5. > SN will share with Chaz. >SN EM'd Chaz with the above questions. >SN received the following information from Chaz regarding numbers: As of right now, our numbers are: 123 paid students 12 paid chaperones 5 comps/faculty 135 paid spots; 5 comps 9/10/14: > SN received this message from Chaz regarding the release of the bus: > Per Chaz - Yes, that is fine. Thanks for the heads up. > JM, please reduce the total number of coaches from 4 down to 3 and have them apply the deposit fro the 4th bus toward the final invoice. Thanks, BJS. __x__ JM _10-6-14___ 09/11/14: > Rec'd check # 1296, $29,895.00. 12/11/14: > Rec'd check #1307, $53,855.00. 12-19-14 >Rec'd Final Pax, Hotel Info Form, and Room List >JM processed Hotel Room List Packet to include: 20 Quint/100 pax 6 Quad/24 pax 3 Trip/9 pax 4 D/8 pax 1 S/1 pax TOTAL 34 Rooms/142 pax (124 + 18) __X__ BJS __X__ _____X HMS_____1/8/15 12/29/14: > BJS emailed and mailed final inv #5727, $10,206.00. > Due: 01/30/15. 1-27-15 >Rec'd Check #1313 in the amount of $10,206.00 03/26/15: > BJS sent EM to Chaz and Tom re: Lakefront Lines - Good Morning Chaz and Tom! Stephanie is in Hershey (booth 101) and looks forward to your stopping by to do a post-trip debriefing. I am sorry I am not at the Show this year, but you are in very qualified hands and she and I have discussed your unfortunate experience with Lakefront Lines, so she is looking forward to seeing the two of you on the show floor. Please know that once she has your detailed list of notes, I will be in touch with Chris Goebel, the General Manager of Lakefront Lines, to discuss our mutual dissatisfaction with their performance. I can also tell you that as a result of your experience, we will no longer be including Lakefront as a choice for our clients when it comes to their charter company options. We cannot include a company that provided our client with such suspect service. We have been working with them for over 15 years, but there are plenty of other companies available to our clients and if they are going to be unreliable, they make a miserable experience for you, your group, and for CCIS as well. Breakdowns, weather & constructions delays, etc., can all be expected and can happen to any company, but the issues your group experienced were due entirely to poor planning on their behalf. They, as well as all of the other companies you had to choose from, had your group’s Charter Quote Request and Itinerary Outline Graph since February 12, 2014, so what appears to have been a lack of planning and attention to detail on their part is completely inexcusable. We reviewed the documents they received more than a year prior to your trip and they clearly reflect the same trip that your group took just a week ago. Relief drivers / coaches are old hat for all of these companies, especially on the long haul trips to Orlando, so why they experienced the issues they did during your group’s trip in particular, is beyond me – but please know, I will get an explanation from their GM. I apologize for any inconvenience Lakefront caused for you and your group and I am hopeful that your experience with Lakefront will not reflect poorly on CCIS. You have been a pleasure to work with and I look forward to a long relationship with you, Tom, and your students. Sincerely, Bryan J. Stevenson, President CCIS, Inc.
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