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General Trip Information
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Tue Nov 17, 2015
Trip Name
Lebanon High School Music Department-Orlando, FL-11-28-2015
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Lebanon HS to BWI = 120 miles / 2 hours non-stop Lebanon HS to Philadelphia Airport = 95 miles / 1'45" non-stop Lebanon HS to WDW = 1,005 miles / 17 hrs non-stop Initial Contact from Jess 3/31/14 Saw our add in PMEA Would like information to give students by close of school on 5/30. perhaps have a parent meeting before the end of school. Interested in flying. However: last trip (before any of them taught there) was $950 they think that was a bit expensive. Concerned about transp. of instruments. Do you think we should talk to the in the near future about air vs. bus?? Need to further educate them Disney & Disney Transp. vs. Buena Vista and hiring local buses. Perf. Choir-Candlelight, Band- parade, Orchestra-Concert (waterside stage) They are concerned about the Disney application process and if they will be accepted. I assured them we will help every step of the way. Their expectations: Affordability and all-inclusive Are not shopping this trip around. 5/20/14: > BJS sent GTM invitations to all three directors and DD - 1. Please join my meeting on Tuesday afternoon, May 27, 2014, beginning at 12:30PM, by going to www.gotomeeting.com. 2. Click on the JOIN MEETING button near the top, right hand portion of the screen. 3. When prompted, enter the Meeting ID: 420-265-965 and then click CONTINUE. 4. If you are asked for a Meeting Password, it is Orlando (with a capital O). This may not be required. 5. Dial the Conference Call Number: (619) 550-0008 6. When prompted, enter the Access Code: 420-265-965 7. No webcam needed / used. 5/25/14: > BJS completed IOG and then made all attachments, as able. > BJS ran rates (assuming they are flying). > BJS completed PTP as well as PP. > GTM is set for Tuesday, 5/27/14, at 12:30PM. > BJS went ahead and emailed DD the IOG and PTP. 5/27/14: > BJS and DD met with all three directors, Jessica (OD), Colin (BD, and Mark (CD) vis GTM. > Very pleased with Proposal. > Band performance will be a Symphonic Band performance, NOT Marching Band. That being said, there will be two stage performances - Symphonic Band & Orchestra and then Candlelight Processional for the Choir. > They are willing to travel up to 90 or so miles to get to whichever airport / airline will give them the best fares. If they end up out of PA, they will definitely need us to get them charter buses for RT school / airport transfers. > Next steps: 1. BJS to email Jessica the concise PTP Pack as a PDF. (done) 2. They are going to share with their building principal for his approval. 3. Following Principal approval, it must go to the School Board for final approval which would be in June or early July depending upon how quickly the wheels are turning in the system. 4. The group is to alert DD as each step in the approval process takes place. 5. Should be ready for K in July with first payment and signed K due in August. > Discussed online payments and they really seemed to like this process. > DD to follow-up in a week or so if there has been no word, to see if the Principal has passed it along to the Board. 06/24/14: > Per DD - Hi Dave! Please continue to hold our rates, as we have been approved by the principal for the trip and now have to receive school board approval. (which is required whenever students leave overnight) The next board meeting is in August and approval is almost certainly assured. Hope you are well and thanks again! Sincerely, Jessica Mitchell Director of Orchestras 8/22/14: > BJS sent EM to Jessica - Hi Jessica! I am thrilled we have been able to make this trip a reality for you and your group. Dave mentioned that you were wanting to start a payment plan for your students. I will be sending your Group Leader Handbook in early September, but in the interim, here are some important dates: First Payment: 10/15/14, $100pp Second Payment: 02/13/15 Third Payment: 05/15/15 Fourth Payment: 08/28/15 Final Payment: 10/13/15 The first payment will be $100pp. Since airfares are not yet published for your travel dates, we will have to estimate the air and ground transportation portions of the trip and spread them over the remaining payments. Please give me a call next week, after Tuesday, and we can work through these numbers and estimate the remaining payment amounts. Thanks and have a great weekend. 9/11/14: > BJS completed CN and JM mailed via Priority Mail for arrival early next week. > BJS also sent scan of CN to Jessica as well as DD adn JAF. Jessica: Attached please find an advance copy of the Contract Packet for your group’s trip to Orlando in November 2015. Your Group Leader’s handbook has been mailed this afternoon and will arrive the school early next week via USPS Priority Mail. Please keep in mind that this document and the corresponding invoices do not reflect any transportation other than use of the Disney Transportation System as permitted by the WDW Resort. We will not be able to confirm your airfare and flight schedule, as well as chartered ground transportation, until the airlines release their schedules, which will typically be 9 - 11 months prior to travel. During the interim, I know you will want to begin collecting deposits from the group for the yet to be determined transportation portion of the trip, so I might suggest that you add an additional $100 to each payment for the time being, until we are able to determine the exact amount transportation will add to the trip. We will invoice you separately for transportation, but not until these rates have been confirmed and CCIS will not ask for any portion of your transportation dollars prior to invoicing. One other note, the Disney Applications are for the current 2014/15 season; however, they will be accepted for next year, so please complete the application materials provided and we can submit them as soon as received in our office. Thanks again for the opportunity to be of assistance to you, your colleagues, and your students. I look forward to our continued work together. Do not hesitate to contact Dave Dietz (717-580-6908) if you have any questions or concerns. 10/29/14: > Rec'd TPL, signed Contract and check #1521, $9,100.00. > AS this is now UNDER CONTRACT and $$$ has been received, please review and proceed as needed. Thanks! __x__ JM __10-29-14__ __X__ HMS _11/3/14___ 01/26/15: > Rec'd email from Jessica with links to Disney application videos as well as a link to a Google docs file with the applications themselves. 02/21/15: > BJS went to send Applications to WDW and saw where choir videos did not include the required O Come All Ye Faithful. > Also, did not have permission to open the applications on Google docs . . . so BJS sent EM to Jessica - Jessica: Working on a quiet, snowy Saturday and went to send your group’s applications on to Orlando and realize that the choir links below do not include the required piece for Candlelight Processional, “O Come All Ye Faithful”. I have attached a copy of the Candlelight Application packet, which I originally included in your Group Leader’s Handbook, to this email including the score for the required piece. As soon as I receive a link for that recording, I will send along the Choir’s Candlelight Application and supporting materials. I also sent a request a few moments ago to gain access to the Google docs file you sent with the applications, for it appears as if I need your permission to access these files. As soon as I receive this, I will submit the band & orchestra applications. Thanks Jessica and stay warm, Bryan. 02/25/15: > BJS sent EM to Jessica re: Air options - Jessica: Here are the air arrangements that are currently looking to be the best option. These USAir rates are better than any we have seen for some time. We had a few groups this year try to wait out for Southwest and then their fares (SW) were several hundred dollars higher. It is always a gamble with fares changing daily, so this choice is yours; however, based on the size of your group and what other groups have been paying, this appears to be a good option. We were able to secure 163 seats on US Airways NONSTOP flights from Philly to Orlando round-trip for the group. The non-stop option out of Harrisburg is Allegiant Airlines. Right now, Allegiant is only open for bookings through early November with no word as to when they will open up schedules beyond that date. Southwest Airlines is the only nonstop option from Baltimore. Southwest Airlines is not going to open up their flights for November & December until May 14. All that being said the option with US Airways is definitely a good option. Group #1 – 51 seats - $378.00 per person including all taxes etc., baggage fees are not included. USAIR #1728 28 NOV PHILADELPHIA/ORLANDO 8:00A – 10:37A USAIR #422 02 DEC ORLANDO/PHILADELPHIA 11:55A – 2:22P Group #2 – 51 seats - $421.00 per person including all taxes etc., baggage fees are not included. USAIR #1758 28 NOV PHILADELPHIA/ORLANDO 10:05A – 12:44P USAIR #422 02 DEC ORLANDO/PHILADELPHIA 11:55A – 2:22P Group #3 – 61 seats - $421.00 per person including all taxes etc., baggage fees are not included. USAIR #1746 28 NOV PHILADELPHIA/ORLANDO 11:30A – 2:00P USAIR #1758 02 DEC ORLANDO/PHILADELPHIA 2:00P – 4:28P IMPORTANT!!! 1. In order to hold these seats, US Airways requires a NONREFUNDABLE deposit of $50.00 per seat no later than Friday, March 6, 2015. 2. As we have already received an initial payment from your group, and another payment is currently due, we will be able to send this deposit on your behave. 3. In the event you want us to reserve less than the 163 seats we are currently holding, please advise as to exactly how many seats to hold and on which flights. 4. Please advise how you want us to proceed ASAP and no later next Wednesday, 03/04/15, so we can turn around a payment for your group in time to meet the airlines 03/06/15 deadline. Thanks, Bryan. 02/25/15: > Jessica sent an almost immediate reply - Would we know the total cost of the trip now, with booking those seats? I’m just curious, thanks!! I will get back to you with a more accurate count of seats by later today or tomorrow. If we do book all 163 seats, what happens if we have a lesser number that go? What is the cancellation policy? 02/25/15: > BJS replied - Jessica: Ground transportation still has to be determined, so until flights are finalized and we have your Disney Performance Schedules, final rates for the transportation portion of the trip cannot be finalized. At this point, the USAir deposit is NONREFUNDABLE, so if you would have us make a deposit on 163 seats and then jhave fewer travels go, you would lose the Deposit. As the trip gets closer, you would lose the full amount of the ticket. Bryan. 02/25/15: > rec'd response from Jessica - Hi Bryan! > Thanks for all of the info and your timely responses. > We would like to take the count down to 120. We had less response to the trip than we anticipated, and feel like if we book 163 seats, we will be losing a lot of deposits. > Please book us 120 seats. Those rates are fantastic! I could barely believe the numbers. > As far as ground transportation goes, do you mean the transportation in the actual parks? I am pretty sure we will be able to get our district to bus the kids to Philly. BJS replied - > Jessica, you are welcome and the timely responses are also very welcomed on our end. We sometimes go for weeks before hearing from some directors, so it has been a pleasure > I will drop the count for the airline deposit to 120 total. 51 seats in Group 1, 51 seats in Group 2, and 18 seats in Group 3. Do you feel more confident that we should be working with the 120 number for the entire trip from here on out? If so, can you give me an approximate breakdown of students and adults? It would be very helpful to know, so we can release some rooms at the hotel and also have a better idea of what we will need ground transportation wise in Orlando. > I see where you are going to take care of transportation between the HS and the airport in Philly on both departure and return days and will mark your file accordingly. The ground transportation you will need in Orlando is chartered coaches for Performance Day(s). The Disney Transportation System does not provide access to the backstage areas of the park that you will be in on performance days. Thanks again, Bryan. 02/25/15: > BJS updated the numbers on the Bible Screen to reflect the 120 pax Jessica told us to expect and also based on the number we used for the Air deposit. > BJS reduced the comps from 6 to 4. 04/10/15: > Rescheduled GTM for Monday - here are the questions she wants to address - Here are some questions I received from the music boosters: 1. Do we have a finalized itinerary yet? (for planning for the truck use) 2. Is money refundable if students drop out, or realize that they won’t be able to pay the rest of the trip? 3. Do we have a final cost at this point? We will need to add on fuel cost for the truck going down 4. What exactly do you need from the choir to complete the application? Is it just the Christmas tune? Let me know and I will get it sent. > BJS sent GTM invite to Jessica and Dave - Jessica & Dave: 1. Please join my meeting on Monday afternoon, April 13, 2015, beginning at 3:20PM, by going to www.gotomeeting.com . 2. Click on the JOIN MEETING button near the top, right hand portion of the screen. 3. When prompted, enter the Meeting ID: 470-507-045 and then click CONTINUE. 4. If you are asked for a Meeting Password, it is Orlando (with a capital O). This may not be required. 5. Use your microphone and speakers (VoIP) - a headset is recommended. Or, call in using your telephone. 1 (646) 749-3122 Access Code: 470-507-045 Audio PIN: Shown after joining the meeting Thanks Jessica – see you at the meeting! Bryan 4/10/15 > DD note to Mark (Choir Dir.)on 4/9 Hi Mark: In order to complete your Disney application we need to have the Choirs' recording of O Come All Ye Faithful. Please get this to Bryan at your earliest convenience. 04/13/15: > BJS and DD met with Jessica via GTM re: setting packages rates, including transportation. > Worked through the Rate Worksheet and she seems to be satisfied. > BJS also sent her airline due dates via EM - Jessica: Here is the airline information – Please be aware of some important deadlines: • Deposit of $50 per seat ($6,000) has been paid and is nonrefundable. • There are airline penalties of $50.00 per cancelled seat if you use less than 120 seats. • Exact Names due by September 28, 2015, along with your Final Participant Guarantee Form, Room List, & Hotel Information Forms. • Baggage fees, if applicable, are not included in your trip cost. Check your airline’s website for current fees. Thanks, Bryan. 04/21/15: > Rec'd check #1545, $12,800.00. 7-7-15 >Rec'd Check #1556 in the amount of $12,400.00 09/03/15: > BJS sent EM to DD as he is going to a meeting at the school this evening - Dave: Here are the notes for this evening’s meeting at Lebanon HS. Their most current IOG is also attached. In Pennsylvania . . . • transportation to and from the Airport in Philadelphia is the responsibility of the group. • they need to arrive the airport as a group for their three (3) respective flights, no less than two hours prior to departure. In Florida . . . • Saturday, 11/28/15 – Disney’s Magical Express will transport them from the airport, as each group arrives, to the All-Star Resort. From there, they can use the Disney Transportation System to go to their park of choice. Remember, they will not be able to check-in to their rooms until they return from the park that evening. • Their package includes a 4-Day Starter Ticket, so they can go to just one park each day – no park hopping. • Sunday, 11/29/15 – Band & Orchestra Performances have been scheduled for this day. Times and location(s) will not be confirmed by Disney until 8-weeks prior to the trip. • The group cannot use Disney Transportation to their performances, so we will secure 2-3 charter coaches for use on Saturday to transport the band & orchestra to their required location(s). Since we do not yet have the times for these performances, we will plan on 5-hour performance transfer charters. The rate for this service is $500 / coach. Additional hours are $100 each and there is a 5-hour minimum. We will adjust as needed once we now their schedule. • Please get an answer tonight on how many buses they will need for each of their ensembles, Band, Choir & Orchestra. Keep in mind, coach capacity is 57 passengers. • Monday, 11/30/15 – Choir’s Candlelight Processional Performances in EPCOT at 6:45 and 8:15PM. They will need to report to the rehearsal area in the late afternoon, so again, we will use coach(es) to transport them there - another 5-hour minimum, or $500 / bus. They will need no more than 5-hours here, since they can use Disney Transportation to return to the All-Star Resort that evening when the park closes. • Tuesday and Wednesday can be all Disney Transportation System to the Parks and then Disney’s Magical Express to the airport. Deadlines Final Participant Guarantee Form, Room List, Hotel Information Form and Food Allergy Form are all due on 09/28/15 – no exceptions. All but the Food Allergy Form are to be completed at our website using the directions provided in their Group Leader Handbook under the Forms section. The Food Allergy Form is attached to this email. Airline Passenger Manifests (attached) – also due on 09/28/15 – no exceptions. Names on these forms need to match their official identification for the airlines. Here is the air information I sent Jessica back on 4/13/15, following our conversation the day we went through the Rate Worksheet to try and help her determine what she was going to charge each person for the different packages – • Deposit of $50 per seat ($6,000) has been paid by CCIS and is nonrefundable. • There are airline penalties of $50.00 per cancelled seat if you use less than 120 seats. • Exact Names due by September 28, 2015, along with your Final Participant Guarantee Form, Room List, & Hotel Information Forms. • Baggage fees, if applicable, are not included in your trip cost. Check your airline’s website for current fees. Once we receive these forms on 09/28/15, we will generate and email their Final Invoice. The final balance is due in our office on 10/13/15 – no exceptions. The final invoice will include all of their different package types, as well as their air fare and ground transportation in Orlando. Remember, we reduced the comps from 6 down to 4 when she reduced the group from 163 down to 120. Also remember, comps do not include any transportation other than use of the Disney Transportation System. Speaking of money, there was a payment due on 08/28/15 which we have not yet received. Please check with them on that tonight. Thanks Dave, Bryan 09/10/15: > BJS and DD reviewed Jessica's email / questions from Sunday, 9/6/15. Q1. Carry-ons- do they have to be taken all day in the park on the first day, or is there somewhere to leave them? A = They will drop them at the hotel when they arrive their from the airport. Q2. Several parents asked for complete cost breakdowns. Can we get an itemized per student cost sheet? A = Housing = 25%, Meals = 37%, and Attractions = 38%. Transportation is what it is. Q3. What fees are being charged? Director fees? Any fees that aren’t a part of the average student cost. (Like, the $50 per seat that doesn’t get filled, etc. We will be paying for those separately.) Basically, we want to keep the students prices the same for the trip, and we need to know what other costs we incur that we can pay for out of our school budget instead. A = I cannot answer this question until I have your Final Participant Guarantee Form and Room List. Please submit these ASAP. Q4. That might be it for now :) I apologize again for all the questions. If you have a time, maybe you and the three of us directors could get together and just talk about a few things? I bet there are some questions the guys want to ask that I don’t know about. A = As soon as we have your completed forms, I will generate your Final Invoice and once you have that in hand, I think it would be very helpful for us to get together, possibly via a Go TO Meeting, to review all the numbers, answer any questions, etc. 9/17/15: > BJS sent Em to Jessica - Jessica: See attached since the other versions would not open for you. The competed Air Passenger Manifest must be received in our office no later than 4:00 PM, Friday, September 25, 2015. Please make sure the names appear on the Manifest as they appear on each traveler’s identification. I know you are anxious to have a final bill. The sooner you can complete the Manifest (due 9/25/15), as well as the Final Participant Guarantee Form, Room List, and Hotel Information Form, the sooner we can generate the final invoice. The last three forms are due 9/28/15, but if you can get them to me sooner, we will get the Final Invoice right out. Thanks, BJS. 09/25/15: > Rec'd Manifest from Jessica and sent along to Jana at Witte. 9-28-15 >Rec'd Hotel Info form, Final Pax, and Room Lists 9-29-15 >JM processed Hotel Room List Packet to include: 15 Q/60 pax 4 T/12 pax 7 D/14 pax 2 S/2 pax TOTAL 28 ROOMS/88 pax (70 + 18) _____BJS_____ __x___TW_9/28/15____ _____HMS_____ 9/29/15: > Rec'd Late Change / Addition to the mainfest (2) and RL (1). > REVISED Total Pax = 89 (71 + 18) > REVISED RMS / PAX 16 Q / 64 03 T / 09 07 D / 14 02 S / 02 REVISED TOTAL = 28 ROOMS and 89 pax (71 + 18). > BJS updated BIBLE, SS and IOG accordingly, as well as got the extra 2 seats for the air from Jana at Witte. > Please review and update all as needed. Thanks! > BJS reviewed numbers and since they are so far below minimum, reduced comps down to three (3) and removed the DVD. __x__ TW __10/6/15__ __X__ HMS _10/6/15___ 10/2/15: > BJS sent EM to Jessica - Jessica: I just received confirmation of your performance times! The Symphonic Band will be on Sunday, 11/29/15 at 12:15 PM and the Orchestra will also be on Sunday, 11/29/15, at 1:30 PM. Both groups will be performing on the Waterside Stage at Disney Springs (Downtown Disney). The Choir, as we have known for some time now, will be doing Candlelight Processional at EPCOT on Monday, 11/30/15, for both the 6:45 PM and 8:15 PM Shows. With this information now in hand, I need to make arrangements for ground transportation for the Band & Orchestra on the 29th. In order to do this, I need to know how many performers / trip participants are in each of your school’s ensembles: Symphonic Band = _____ student trip participants Orchestra = _____ student trip participants Choir = _____ student trip participants Please advise ASAP so we can get this secured and complete your group’s Final Invoice. As soon as we have this information, we will also be able to order your group’s tickets. I know you were wondering about Fast Passes, etc. – Once we take delivery of your group’s Disney Tickets, we will send them to the school. If you want to distribute them to the group, you can, but everyone has to be careful not to lose them. Be sure to have everyone take a picture of the back of their ticket, so if it is lost, they can be replaced at the Customer Service Window at the park – not the hotel. The tickets are not interchangeable, so make sure no one switches tickets, etc., for each ticket has a unique identifier. In order to make the Fast Pass reservations, they will need to set up a My Disney Experience account and link their individual ticket to their account. Disney Magic Bands will serve as your room key. These remain a bit of a work in progress when it comes to groups at Disney. You are going to be one of our first Disney groups this fall, so let me check to see if any changes have been made in the past few months and I will advise. I am also going to be at Disney from the 14th – 18th of this month, so I will be able to get some more definitive answers about the rooms & Magic Bands when I am on-site. Thanks, BJS 10/5/15: > Rec'd the following from Jessica - > Symphonic Band = _35_ student trip participants > Orchestra = _23_ student trip participants > Choir = _55_ student trip participants > 26 of the 55 choir students are ONLY in choir. 10/6/15: > BJS emailed and mailed final inv #5885, $56,522.00, due 10/13/15. 10/13/15: > Rec'd check #200495017, $56,522.00. > Pending no other changes, account is PIF. > BJS also sent Em to Jessica - Jessica: I know Dave has sent you an email and left you a voice message regarding the questions below. I also wanted to let you know that we received your group’s final payment this afternoon. That being said, we just completed your group’s Disney Ticket Order. Once we receive your tickets here in our office, we will mail them to your attention. From there, you can distribute to your group as you see fit. To this email, I have attached the Disney provided FastPass information. In order to make FastPass reservations, your group members will need to have their tickets in hand. As far as the tickets to Candlelight . . . I have been several times myself in the past, as well as sending groups for years, and tickets have never been required. To make 100% certain nothing has changed for this year, I called and spoke with the Candlelight office directly this morning and they confirmed that tickets / reservations are NOT required, or for that matter, even available. The only way to guarantee seating for Candlelight is to make reservations for a Dinner & Candlelight Processional Package through the Disney Dining Reservations Office. The number for Disney Dining Reservations is (407) 939-1947. Your choir is performing at the 6:45 & 8:15PM shows on 11/30/15, so individuals interested in making said reservations will want to make them for the appropriate show-time(s). I can tell you that Neil Patrick Harris is the Guest Narrator for the shows on the 30th, so they will be extremely popular. You can have parents make their way to the "America Gardens Theatre" stage located outside the "American Adventure" in Epcot when the World Showcase area of the park opens at 11AM. In recent years, Disney has issued some sort of a “place in line holder” so you don’t have to stand there all day. It is our understanding, based on this morning’s conversation, that they are planning to do that again this year. Regardless, because of the popularity of the show, you will want to be sure that anyone wishing to see the show, be cognizant of how the line is forming for the different shows, etc. In addition to the two shows your group is involved with, I believe there is a 5PM show that same day. I hope this helps, Bryan. 10-22-15 >JM sent Disney Tickets, Luggage Tags and I Pad and Information packets about tickets and fast passes via FED EX. 10/24/15: > TW spoke with Brooke Edwards at Disney, re: Disney luggage tags/Magic Express tags. They requested that I fax flight times and lists of who is on what flight so they can process and send tags to our office. > Brooked called Tommy to follow up. They received the fax and have begun processing the tags and will mail them to us ASAP.
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