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General Trip Information
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Fri Mar 27, 2015
Trip Name
Ocean Lakes High School Choir-Orlando, FL-12-03-2014
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Final PAX
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Final Room List
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Hotel Info Form
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Balance
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Contract Status
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Ocean Lakes HS to Disney = 795 miles / 13.5 hrs non-stop 8/19/14: > CJ added trip to system. Candle Light Processional - Bill says to mimmick trip in December 2012. Two days at Disney and then a single day ticket to Islands of Adventure. All meals, looks like sextuplets for rooms.Bill just wants everything the same as the last trip, but he also understands the prices have changed. 8/19/14: > BJS added ot the Status Schedule. > BJS completed IOG and sent hotel specs to BV Suites and Disney. > Also asked Heidi Williams for Application materials as I know the deadline is fast approaching. 8.25.14: >CAJ - Bill wants Beuna Vista Suite - price. 8/29/14: > BJS attached BV Suites as hotel. > JM, please send CQR for 1 coach to Venture, Fun Tours, and Newton. > JM, please make all attachments, including hotel breakfasts, and BEFORE doing so, update the Disney (see BJS) and Universal Prices (see HMS). As a standard policy, since Disney is now offering two different meal coupons ($15 w/o Dessert & $17.50 w/ Dessert), we will use the $15 Disney Meal Coupon for our standard. The $17.50 Meal Coupn with Dessert has to be updated as well, for we do have some groups that are / will be getting this one. Make sure the $17.50 PTP Text and FI text clearly says Dessert so it is clear everyone knows exactly what they are getting. These have to be updated for both Lunch and Dinner. > As for this group's Universal attachment, make it a one-day / one-park ticket. Thanks! __x__ JM __8-29-14___ 8/29/14: > BJS ran rates and sent to CH for PTP Prep. 9/6/14: > Venture and Fun Tours finally sent their quotes, so BJS sent complete PTP Pack to Bill and cc'd CJ. Bill: Attached please find the Pre-Trip Planning Proposal for your up-coming trip to Disney’s Candlelight Processional. Your careful review of this information is very much appreciated, as well as your confirming your receipt of this email and the packet attached, which includes your partially completed Candlelight Application. A few very important notes: 1. The Application Deadline for Candlelight is September 26, 2014. With that in mind, please have your completed application and supporting materials back to me no later than the 24th so we will have sufficient time to turn them around to Disney. 2. Please advise Cindy as to your charter company preference no later than Tuesday, 09/09/14. We will then send your Group Leader’s Handbook. By the way, Venture is the lowest quote received and I believe they are usually your preferred carrier. 3. Keep in mind, you are paying for 3-days of Disney Admission and only going to Disney Parks for 2-days, so if you need to cut the budget, you could always delete the 1-day admission to Universal’s Islands of Adventure and reduce the trip by $65 per person. I know Universal is typically the most popular park for the teenagers, but I wanted you to have this option and be aware of the savings. If you would want us to make this change, please advise on Tuesday as well, when you give Cindy your charter choice. 4. As you know, with the trip now less than 3 months away, we are all working with a shortened time-frame. Fear not - we can make this happen, for we have done it in the past with your group, but as you have done in the past, we will need your cooperation and timeliness in responses and meeting deadlines. Thanks and I hope you are having a great weekend! All the best, BJS 9/7/14: > BJS received several EMs from Bill - regarding audition piece. BJS explained O Come or Joy both work this year. > He will continue working on O Come. > Asked about 3rd Disney day requirement and wants to keep day at Universal as it is the most popular park, even though it is costing more. > Charter Choice is Venture. JM, please request charter contract. > He is putting together his paperwork, so BJS sent him dates and amounts - > Disney Application Materials: NLT 9/24/14 > Contract & First Payment ($100pp): 9/30/14 > Final Participant Guarantee, Room List, etc.: 10/17/14 > Final Balance: 10/31/14. > He asked about his confusion on comps and site visit - BJS explained that comps are two total. The site visit is something completely different, available to you if you’d want to go to Orlando, prior to the group’s trip, for a weekend get-away and chance to see the hotel. CCIS and the hotel provide this complimentary to the Director. Transportation would be your responsibility for the site visit. > BJS sent another EM regarding the 3rd Disney admit - they can go to two parks on one day if they'd like since they have a 3rd admission even with their standard pass. > CN to mail NLT 9/10/14. > JM and HMS, please review and proceed as needed - Thanks! _x__ JM __9-8-14__ __X__ HMS _9/17/14 9/23/14: > Rec'd Disney Appl. 9/25/14: > BJS emailed Disney Application to Orlando. > CH completing K. > BJS scanned and emailed Contract Packet, then Jude mailed via USPS Priority Mail. 10/2/14: > BJS received EM from Bill - Bryan, As I mentioned, that contract is just getting circulated. Our bookkeeper will not release money to you until it’s approved. I have a question also: We have 31 paid deposits and two more that are hopefuls. We have 4 adults. Can we still do the trip? I am waiting for the hopefuls by Fri. afternoon. It’s pretty expensive this time. There’s something about the mental gasp of having it go into the 700.00’s that scared many away. I know there is an asterisk at the bottom of the contract that leaves some wiggle room but the invoice will obviously not work properly without the 40 and 6. Sorry, can you work with me without raising cost? 10/2/14: > BJS called Cindy and told her to share the following suggestions with Bill as two options: > OPTION A = Wait til form submission on 10/17/14 and if below contract minimum of 42 total trip participants, we will keep the package rates the same, but delete the iPad, do just one comp, and delete the 2 - $10 Meal Credits en route. > OPTION B = Based on NLT 35 total trip participants, including one comp, reduce the rates by $60pp and delete one of the two comps, no iPad and delete the day at Universal (since they are currently throwing away one of their three Disney days). > She will share with Bill and see how he wants to proceed. 10/2/14: > BJS sent EM to CJ with OK TO PAY for Hotel Deposit - Cindy: Not sure if you’ve had a chance to speak with Bill Boardman this afternoon regarding the two options we are suggesting for the trip to Orlando, but on another pressing matter, the Drop Dead Date for the Buena Vista Suites is next Friday, 10/10/14. We also owe them a $1,000 non-refundable deposit at that time. As we will most likely not have a signed contract or any money from his group by then, I have prepared the attached OK TO PAY for this situation. Please review the attached document carefully and then forward it to Bill for his review and signature. It is due back to us NLT 12 Noon next Thursday, 10/9/14. If it is not signed and returned, we have no choice but to release his rooms; otherwise, we will owe the hotel $1,000.00 in the event the trip does not materialize. Per our contract with the hotel, any cancellation between 10/11/14 and 11/04/14 = $1,000.00. After 11/04/14, we’d owe the hotel 100% of the projected room revenue. I am sure you understand that we cannot take these kinds of risks. Thanks, BJS. 10/3/14 >CAJ - spoke with Bill about his trip. HE is fine with the contracted rate and having 31 students and 4 adults so a total of 35. Understands the bus costs and does not want anything removed from his trip. Will do the trip as booked. Will get Ok to pay for the hotels signed this week and understands the deadline. 10/6/14: > What Bill wants and what we offered as Options A or B are two different things. > Here is OPTION A from last week - Wait until form submission on 10/17/14 and if below contract minimum of 42 total trip participants, we will keep the package rates the same, but delete the iPad, do just one comp, and delete the 2 - $10 Meal Credits en route. > We are thinking he wants everything that is in the contract with no changes (Yet his pax is only going to be 35 and his K minimum is 42), so - to keep inclusions as they are in the K with a total of 35 pax, including two comps, rates will increase by $26 / occupancy type across the board. > BJS discussed with CJ and she will sent the following email to Bill - Cindy shared with me your desire to have all contract inclusions unchanged. In order for this to happen, based on a total of 35 trip participants, including two comps, your rates for the CCIS portion of the package will increase by $26/person across the board. We want to make certain that this is exactly what you are wanting as we move forward, so please REPLY ALL to this message with your final decision. We look forward to hearing from you later today regarding this and then receiving your Hotel OK TO PAY by the Deadline on Thursday. Thanks, BJS. 10/6/14: > Bill emaield back asking if this was because of the bus. 10/6/14: > BJS replied - No, transportation is sold separately as a line item, not as a part of the package. You have three options since your group is now appears to be below the contract minimum of 42 total trip participants. All of these are based on exactly 35 total trip participants: > OPTION A = Keep the CCIS package rates the same as they are in the Contract. In order for this to occur we will delete the iPad, delete one of the two comps, and delete the 2 - $10 Meal Credits en route. > OPTION B = Reduce the CCIS package rates by $60pp and delete one of the two comps, delete the iPad, and delete the day at Universal (in turn use your 3 full days at Disney). > OPTION C = Keep the CCIS package inclusions as they are in the Contract, rates will increase by $26 / occupancy type across the board. Thanks, Bryan. 10/6/14: > Per EM from Bill - > Do option C and keep the package inclusions with $26.00 extra per person. > May I have an updated invoice reflecting that? BJS emailed updated First Payment INV showing just 33 paying pax at $100 each. 10/6/14: > BJS updated system rates to include the $26 below minimum surcharge. Rates now start at $545pp (sextuple). > BJS also updated numbers on the Bible Screen and IOG to 35 (31 + 4). 10/10/14 >CJA - Per Bill will FAX Hotel form by 3:45pm today. 10/10/14: > Rec'd Hotel OK TO PAY at 4.51PM! 10/17/14: > Rec'd signed K, FPGF, RL & HIF. 10-20-14 >JM processed Hotel Room List Packet to include: 1 Sx/ 06 5 Qnt/ 25 0 Qd / 00 0 T / 00 1 D/ 02 2 S/ 02 TOTAL 9 Rooms/35 pax (31 + 4) _____BJS_____ ___X__HMS__10/20/14___ 10/21/14: > BJS initialed K changes and then signed and faxed back to school as requested. > BJS emailed and mailed Final INV #5681, $25,986.00 along with Bank Request Form. Due: 10/31/14. This invoice is for the price of the entire trip, as we have never received the first payment. 10/23/14: > BJS got email from CJJ with note from Bill re: Disney Performance time - Cindy: This was not what we were going for. I thought we applied for the two back to back late performances. We have always done it that way. Did the requests get crossed or is Disney just offering this to us as the only option? Am I able to contact them directly to inquire? 10/23/14: > BJS sent response directly to Bill and copied CJ - Bill: I just got off the phone with Disney Performing Arts and you are correct, you did indeed request the two back to back evening performances as you have done in years past; however, as they accept applications up to 1-year in advance, the performances are scheduled in the order applications are received. The Candlelight Processional program continues to grow in popularity each year and unfortunately, with your application arriving just prior to the September 26th deadline, the performances you were hoping for were already filled. Because of this, your group was scheduled for the 5:00PM show. You are welcome to call Disney Performing Arts. Their number is 800.359.0509, option 4. Thanks, Bryan. 10/24/14: > Rec'd EM from Bill - o.k., thanks for checking, I will plan for that show. I’ve never done just the one show that early, so I don’t know if they still supply dinner for students, different call times, etc. They will probably send out a news letter about that, but I just thought I would check. Our first check for 3300.00 is going out today or Monday. The contract had to go back because our original proposal put the trip above the threshold of $30,000.00. Apparently that is another set of special circumstances for the school system. I know the next invoice is here, and the second payment will go out soon. Thanks, Bill. 10/24/14: > BJS replied to Bill's email - Thanks Bill, you are correct, the final information will be sent from Disney a few weeks before the trip and we will incorporate all of this into your group’s fully scripted final itinerary. As for payment, the invoice I emailed earlier this week, #5681 for $25,986.00, represents the total amount due for the trip. Once we receive the $3,300.00 check you mentioned below, the outstanding balance would be $22,686.00. Have a great weekend, Bryan. 11/3/14: > rec'd check #33202, $3,300.00. > Balance due on account = $22,686.00. 11/10/14: > Rec'd Em from Bill - Hello Bryan, I never received an invoice that reflected the 3,300.00 payment we already sent. I just have one that shows the entire bill. Can you send an adjusted one that reflects our payment? Also, I am foggy about this cash part of it. I am supposed to get the check out myself from my school and cash it in time for the trip? Not sure on that. So I have the invoice that says @25,986.00 but it was not adjusted to show our payment of 3,300.00 Once I get that, I can quickly get at least another 10,000-11,000 out. Then the final. It can be an electronic invoice, no problem. Thank you, Bill. 11/11/14: > BJS replied - > Bill – See attached – we don’t generate invoices after each payment, so I have marked the final invoice from 10/31/14 so it reflects the amount we received on 11/1/14. > As for the cash . . yes, we have issued you a $700 credit for this, so you will need to take care of getting the actual cash for your students. Thanks, Bryan. 11/18/14: > Bill still owes $22,686.00 on this trip and we need to send it out before BJS leaves on vacation. > BJS called CJ and asked her to get some answers from Bill. 11/18/14 >CAJ - Left vm on his school answering machine, emailed Bill and also text Bill 10:00am 11/18/14 >CAJ - After my emails, vm and text - Bill text me that the money is being sent tomorrow. 11-28-14 >Rec'd check #33305 in the amount of $22,686.00 12/8/12 >CAJ - set Bill an email asking about trip. Left VM at School for him to call. 12/12/14 >CAJ - Called school and left Bill a VM and also left VM on his cell.
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