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Wallace Middle School Band-Orlando, FL-04-08-2014
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Final Room List
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Hotel Info Form
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Contract Status
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Bristol to Orlando = 690 Miles / 11.5 hrs non-stop 8/27/13: > Looking for bids, so BJS did up a dummy PTP with both options. 2/17/14: Bryan - I know it has been a long time since my initial request, but we are ready to move forward with our spring trip. I would like to pursue our Option # 1 you presented that included a visit to Kennedy Space Center. We have payments collected and ready to forward to you. The main concern that I have at this point is securing the "Your Instrumental Workshop" for our travel dates of April 9-13. Please reply and let me know the best time to speak to you in person so that we can get this all firmed quickly. Thanks for the good quote/bid......that is why we chose your company. It just took a while to work out some other issues on our end during the first semester and we have missed LOTS of school this semester due to snow. I look forward to hearing from you soon, Mark PS - Tell Hollie I said hello. 2/17/14: > Per conv with Mark - > Just Disney workshop, no performance. > Figure on 40 students + 2 directors + 6 chaps. (48 total pax). > Bus is still on own and he has it secured. > BJS sent specs for hotel to Melissa at BMG and she is already working on it. > Depart Tuesday night in time to arrive Kennedy Space Center when they open on Wednesday. > Wednesday's Breakfast will be on own. > Do the full KSC package as we had outlined in his proposal back in August and then to hotel at Cocoa Beach for Day Rooms and Pool / Beach time. > HMS, Please check on KSC for a box lunch that he thought they offered. Also, I know (as does the client now) that the Day Rooms in Cocoa Beach are available to us from 10am - 3pm. He would like to see if instead of having their picnic for lunch, if KSC does a Box Lunch, can the hotel in Cocoa Beach do the picnic for dinner, say at 5pm. Again, knowing that they will no longer have access to the days rooms. > If this is doable, then they would depart Cocoa Beach at +/- 6pm and go to the hotel in Orlando and be set for the night. > Thursday - Saturday = Disney days and then leave for home on Saturday night, arriving home Sunday mid-morning. > Would like to keep 3 rooms on Saturday so they can have someplace to freshen up before heading for home through the night. BJS mentioned this to Melissa so she is aware in her hotel search. > He is aware what we proposed in August was not an all-inclusive meal plan and that is fine, thinks have a two meals the first day on own is fine if it works out this way. > BJS to EM Mark a partially completed PAOS Application on Tuesday and he will get it back to me tomorrow so it can go on to WDW and hopefully get their workshop space reserved. > BJS stared IOG, but will need to complete on Tuesday AM. 02/18/14: > BJS emailed partially completed PAOS application to Mark. Asked him to return it to my attention today via fax or scan and email. 2.18.14: > CAJ Left vm at school and cell phone about Disney application. 02/18/14: > Rec'd Disney Application from Mark via EM and BJS sent along to WDW. 02/18/14: > BJS completed IOG after discussing with HMS. > BJS reviewed rates and we can honor the rates we sent back in August 2013. > BJS sent IOG and ME to Mark - Mark: Your Disney Application has been sent and confirmed as received by the Disney PAOS staff. We should have a scheduling confirmation in the next few days. I have attached to this email an IOG (Itinerary Outline Graph) for your group’s up-coming trip. We have spent the day confirming availability, since so much has changed since the trip was originally proposed 6 months ago and your week is one of the busiest weeks in Orlando all Spring! That being said, based on the attached, I am happy to report that we are able to honor the package rates which were presented back in August 2013, now based on 43 – 48 total trip participants. In order to make this all possible, we have had to make a few adjustments: 1. I should have spoken with Hollie yesterday before you and I talked, because, I misspoke regarding the amount of time required at the Kennedy Space Center. She tells me that they actually recommend 7 hours to do their package. With that being said, you will see where we have moved the KSC to Thursday, the day after you arrive in Florida. On Wednesday morning, upon arrival in Orlando, your group will have a hot breakfast at Wet n’ Wild Water Park, as well as use of their shower / locker room facilities for changing and freshening up after the all night ride. You will then go on to a Disney Park for the remainder of the day and check-in to your hotel, the Radisson Resort Orlando Celebration that evening. 2. The Meal Plan continues to include 10 meals; however, the Breakfast at the hotel is an upgrade to a Full American Breakfast Buffet each morning, not a Deluxe Continental. The lunches and dinners in the Disney Parks will be via $10 and $15 Disney Dining Cards for lunch and dinner respectively. These work like a gift card; however, they are only good for food and not souvenirs. Everyone will have $25 a park day to spend on food, drinks, snacks, etc., in the parks. The “on own” meals will be Thursday’s lunch at the Space Center, Thursday’s dinner at Downtown Disney, and Sunday morning’s breakfast en route. 3. Since the group is half of its original size, the number of comps is now two (2) instead of four (4). You will receive a total credit of $1,182.00 on your group’s Final Invoice for these two adult packages. 4. The three (3) extra rooms for Saturday evening are still included. We will be sending your Group Leader’s Handbook later this week via USPS Priority Mail. Thanks again and I look forward to providing your group with a great travel experience. 02/18/14: > BJS completed K Packet and then emailed to Client, as well as CJ & JF. > JM, please process per SOP and mail on 2/19/14. > Signed K & Travel Planner Letter are due to us this Friday, 02/21/14. > 50% of the trip total as well as all FORMS are due 02/28/14. > BJS impressed upon the client the fact that for all of this to fall into place over the next 7 weeks, he will have to adhere to all deadlines. > HMS, you may want / have to wait until we have his signed K and TPL, both due this Friday, before proceeding with any further reservations. __x__ JM __2-19-14__ __X__ HMS ____ 02/19/14: > Rec'd singed K. 02/20/14: > Per Mark's conv with CJ, not really thrilled with KSC and the beach being a day other than their first day in FL, but it is going top have to be that way and exactly which day it will be, we still don't know until we get confirmation on their Disney Workshop - it could be either Friday, 4/11/14, or Thursday, 4/10/14). > Yesterday, KSC was the most important thing when speaking with BJS and then today, it is suddenly Cocoa Beach! > We are proceeding as follows in an effort to give them some time at the beach, and CJ has shared this with him and they are OK . . . > B-fast on KSC / Beach day will be at 6:30AM. > Depart for the coast at 7:30AM and then do KSC beginning at 9AM when they open (it is 65 miles from the hotel). > Lunch at KSC is completely on own. > They want to be able to leave KSC by 2PM, so they will haev a total of 5 hrs at KSC, so if we need to cut on of the KSC attractions, so be it. > They will then go to the beach (Cocoa Beach) and have free public beach time from approx 2:30pm - 5pm. No meals, no hotel rooms, no pool, literally, free public beach time. > At 5pm,they will return to Orlando and they can either go to the hotel to freshen up and then go over to Downtown Disney, or they can go directly to Downtown Disney. This evening's dinner is also ON OWN, so they can do as they please. > BJS has updated IOG and attachments accordingly. 02/21/14: > Rec'd Travel Planner Letter. > We are still awaiting the day and time assignment from Disney for their workshop, so once we have this (and it is expected to be received on Monday or Tuesday of next week), we can proceed as needed. Completed Form Set and their first $ are also all due by the end of next week, Friday, 02/28/14. 3.5.2014 >CAJ - voice mailed, emailed and text that we need forms asap. 3.5.14 > Mark text me at 9:35pm wanting his password for the web. I advised him that it's in his contract notebook. I do not have his contract, but told him to try "Wallace Middle School Band, or Wallace Middle Band and password - Orlando or Orlando 2014. He text me back that he would get his contact and look it up. 3-7-14 >JM processed Hotel Room List Packet to include: 10 Q/40 pax 3 T/9 pax 3 D/6 pax 1 S/1 pax TOTAL 17 Rooms/56 pax (47 + 9) __X__ BJS _03/096/14_ __X___HMS__3/11/14___ 03/09/14: > Now that we have all his forms and the Disney Workshop has been set for Thursday, 04/10/14 at 10:30AM, we can proceed with finalizing all of this. > IOG is updated and BJS made Disney Park Choices and noted them on the IOG for Christi's FI work. > BJS fixed the Disney Workshop Attachment in the system. > HMS & JM, please review and update ALL attachments in the system since several times and days have changed now that Workshop is finalized, then advise vendors as needed, including RROC on breakfast times. > BJS emailed and mailed Final INV #5557, $27,315.50 and made it very clear that PAYMENT IS FULL is due this Friday, 03/14/14, in order to ensure receipt of his park tickets. We have not yet received any money from this group, so it needs to be here. __3/11/14__ HMS __X__ ___x_ JM 3-10-14____ 03/19/14: > Rec'd check #10076, $16,500.00. > Balance due = $10,815.50. 04/04/14: > Rec'd check #10092, $10,815.50. > Account is PIF pending no further changes.
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