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Wed Dec 02, 2015
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Muhlenberg High School Band and Choir-Orlando, FL-11-27-2015
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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
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Disney Band & Choir trip Band - parade Choir Candlelight no other performances. Comp. at least 2 for directors 1/20 for adults (see KSA Events sample)this he is unsure of. no security Caribbean Beach a must Price is a concern but not at the expense of quality wants this to be an awesome experience all-inclusive Is willing to consider charter last time flew out of Reading of all places Other airports of consideration:Phl, ABE, MDT wants proposal Sept. 8 See KSA sample sent to your email 8/21 (Muhlenberg) 8/29/14: > BJS review the KSA Proposal in depth and then ran rates on the old form Apples to Apples as best a possible. > Some of my questions included their mention of a U-Haul truck in the Itinerary, but no mention of it in the list of inclusions. BSJ included $1000 for this in quote. > Also, not sure where exactly they are having supplimental Ground Transportation. BJS sees only Choir transfer to EPCOT on Performance Day as a possibility and then maybe the transfer to the Auxiliary's Dancin' Workshop. BJS allowed $2400, which is at least twice what they should need for 1 bus each to these two events. > No CAV dvd since they did not include. > Scholarship would be $250. > BJS also included $10pp for a Band Camp Pizza sponsorship as well. > BJS called DD and gave him the rates, we start at $160pp less than KSA. > He is going to share with Director and if he intends to use us, we will provide full PP presentation and prior to that will discuss some of our questions about KSA's proposal and making the trip All-Inclusive. > DD is going to send him a copy of the Shaler HS Music Dept Orlando Final itinerary from this past Spring so he can see the detail and quality we provide. 9/3/14: > BJS sent GTM invite - Dave & Bill: 1. Please join my meeting on Monday afternoon, September 8, 2014, beginning at 3:00PM, 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: 207-240-853 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 - dial the Conference Call Number: 1 (872) 240-3412 6. When prompted, enter the Access Code: 207-240-853. Thanks Gentlemen, we look forward to meeting with you on Monday afternoon. 10/15/14: > BJS sent EM to Dave Luckenbaugh Dave: Great news on the Board approval!!! My apologies for any confusion - the rates on page 3 were provided as an example based on the Apples to Apples comparison I ran for the competitor’s package that you shared with us, that was not all-inclusive. The correct rates for all inclusive are those found on page 24 - $869 Quad, $939 Triple, $1,109 Double, and $1,649.00 Single. Please let me know if you have any additional questions or concerns. All the best, Bryan. 10/30/14 > DD conv. with dave ...wants me to attend parent meeting on the 13th abbreviated power point,plus updated itinerary. poss.itinerary changes drop clinic upgrade to park hopper. He wonders when down payment will be due . wants help with student payment schedule. 11/12/14: > Per DD, group wants to drop the clinics and keep the present park pass arrangement. > BJS updated IOG, Rates and PP accordingly and then sent PP to DD. > JM, since this is moving forward, please go ahead and make attachments. See me if any questions. I believe you will need to add the hotel to the system as Disneys Caribbean Beach Resort. Thanks! __x__ JM _11-12-14___ 01/30/15: > BJS mailed CN and partially completed PAOS and Candlelight Applications. > K and First $ due 02/27/15. 02/05/15: > BJS sent flight options to DD to share with group- Dave: This is the information I need you to share with the Directors at Muhlenberg. As you know, with air, it is always a quick turn around and a bit of a gamble if you wait. We will proceed as they wish, so I will await a response back from you. Give me call on Friday if you have any questions or concerns. Thanks, Bryan. 02/17/15: > Rec'd $12,500.00 check from Muhlenberg for the US Airways deposit. 125 pax at $100 each. > CCIS Package contract deposit is still due on 02/27/15, along with Contract. 02/19/15: > Rec'd Band & choir's video links for Disney. 02/27/15: > Rec'd signed K and TPL. > As group si now UNDER CONTRACT, please review and proceed as needed. Thanks! _x___ JM __3-6-15__ _X___ HMS __3/24/15__ 03/15/15: > BJS sent Em to DD - Dave: Muhlenberg’s First Ride Soarin’ Breakfast Buffet allows the group to make some choices when it comes to their buffet menu. Please share with Bill and Dave and advise me as to their selections. Thanks! Choose Two: Chocolate Chip Muffins Apple Turnovers Guava Danish Glazed Donuts Cinnamon Rolls Fresh Fruit Salad Cold Cereal with Milk Choose One: Scrambled Eggs with Salsa Scrambled Eggs with Cheddar Cheese Scrambled Eggs Choose One: Hash Browns Tater Puffs with Ketchup Roasted Potato Wedges Choose One: Bacon Pork Sausage Turkey Sausage Buffet will also include: Orange Juice, Iced Water, Coffee, Decaffeinated Coffee, Selection of Teas, and a Water Station Thanks again, B 3/23/15: > Not that US Airways flight schedule is set, BJS revised IOG to reflect this schedule. > Please Note: Dave needs to make Group aware - 1. Day 1, they will arrive Orlando a bit later than our original IOG had marked, so they may want to revisit their park choices once WDW releases the park schedules / hours for their dates. As of today, the schedule is only active through 09/29/15. 2. On the last day, they were originally scheduled for a 5th day in the park, but now that they will have to board Disney's Magical Express at the hotel at 11AM, there will be no time for a park visit that day. Due to this fact, BJS made the park admission a 4-day standard ticket instead of a 5-day ticket. Also, the $15 Lunch Dining Card for that day has been made into a $10 Meal Credit for lunch at the Airport and the $10 Meal Credit for Dinner has been removed since they will be back in Philadelphia NLT 5/18pm. > Because of these changes, package rates have dropped by $30pp. ($15 savings for the difference between the 4 and 5 day Disney ticket and $15 for the Disney Dining Card that they will not need). > BJS updated attachments and times as needed. > BJS revised IOG and sent to DD with note to share this information with the Directors. > BJS updated rates by -$30 pp. So the quad package is down from $839 to $809. 5/14/15: > BJS sent EM to Dave & Bill after receiving several contacts from what I think was a parent or two, and then someone from Ears of Experience . . . Dave & Bill, I hope your year is winding down in a great way! I wanted to let you know that I have had a few calls & emails from parents and another, just a few moments ago, from a women with Ears of Experience. I understand that this is a travel company putting together a trip for the parents that will not be traveling as a part of the CCIS / Muhlenberg group. They have been asking a lot of questions, all of which I could answer, but we are reluctant to share information with folks we are not working with. Since you are our client, to keep the lines of communication clear, we want any information that is being given to parents or outside parties to come from you, if you elect to share this information. That being said, you may be getting a phone call from a Debbie Krouch, a sales rep from Ears of Experience, and or some of your parents who are organizing this alternate trip. By the way, we also organize “Tag Along” Trips for many of our larger groups, so it this is something you would like us to do, please let either Dave or me know. I hope you can appreciate our position, for at the same time, we will take direction only from the two of you, not parents, etc., who may contact our office. I am sure you can understand the thousands of phone calls we would receive if we start accepting calls from every trip participant (or their Mom!) and the confusion this could create. Please let me know if you have any questions or concerns. BTW, I have attached another copy of the group’s IOG to this email. This is the same IOG that Dave Dietz shared with you at the end of March; however, I have added the Choir’s Candlelight Performance times on 11/30/15. All the best, Bryan 05/29/15: > rec'd check #110965530, $30,320.00. > INV #5733, PIF. 7/28/15: > BJS sent Em to DD alerting him to the fact that the band will now be performing in the MK Nighttime Parade on Sat., 11/28/15. 07/28/15: > BJS sent Em to DD to see who we need to write the check to for the 2015 $1,000 Band Camp Pizza Party as included in our Contract. 08/25/15: > DD sent BJS text msg - the directors wanted to know what it would cost to upgrade to a park hopper instead of a standard - BJS replied $15pp. > They also wanted to know if they were responsible for the transportation to / from the airport - BJS replied yes, in Pennsylvania. 09/02/15: > Rec'd check #2271, $30,320.00. 09/08/15: > BJS spoke with Dave Luckenbaugh re: Frontier Airlines flights and he discussed with Bill and they are good to go with this change. > All 125 on the same flights. > New schedule will allow them to go back to the 5-Day Park Pass as originally contracted AND he wants to UPGRADE to a 5-Day Hopper! > Park Hopper = $21 per person additional. > Rates would be as they were in the K (starting at $839) + $21pp. > BJS to send updated IOG and rates, etc. as well as Manifest and baggage info. 09/17/15: > BJS updated IOG and all attachments to reflect the trip as it now stands. > BJS updated Rates and created REVISED Inclusion List with Rates & Airfare included. > BJS updated rates on Bible screen. > BJS sent EM to Dave & Bill - Dave & Bill: Here is the updated information regarding your up-coming trip to Orlando – 1. Updated IOG (attached - showing the new flight times, upgrade to 5-Day Park Hopper, etc.) 2. Revised Contract Inclusions List including Package Rates and Airfare (attached - includes the $21pp up-charge we discussed last week for the 5-Day Park “Hopper” tickets). 3. Food Allergy Form (attached – due: 09/28/15) 4. Airline Manifest (attached) - It says to return it to me by 09/21/15, but so long as I have it no later than 3:00PM on 09/23/15, it will give us time to get it on to our Group Desk so they can load the information and get to Frontier for ticket issuing on 09/28/15. 5. Baggage – (If you are using an Equipment Truck, and remember, we are giving you a $1,000.00 credit on your Final Invoice for this expense, you may want to pack as much luggage on the truck as you can); otherwise, a. In order to get a discounted baggage rate, the bags have to be paid for in advance through the Group Desk. You can either pay one lump sum to CCIS and we will forward the payment to Witte (our Group Desk), advising what each person will take – checked or carry on – OR – you can direct your individual group members to contact the Frontier Airlines Group Department directly, 1-888-601-4296, 8:00-4:30pm MST, on or before 11/25 and pay for baggage on their individual credit cards. They are closed on 11/26 and 11/27. b. The baggage rates are as follows and include Frontier’s supplement for travel during the holidays. Please note, this rate is lower for the group than what they will see on Frontier’s website. 1st Checked Bag = $30.00 per person (each way) One Carry-on Bag = $40.00 per person (each way) c. At the airport, it goes up to $40 for checked and $45 for carry on. Remember, in addition ot the Food Allergy Form which is attached, your Final Participant Guarantee Form, Room List, and Hotel Information Form are all due 09/28/15. These are to be completed at our website, www.ccistravel.com. See the FORMS tab in your Group Leader Notebook for instructions and your User Name & Password. These forms are all the triggers for our iPad “On-Time” Promotion, so you don’t want to be late. Thaks again and the excitinment is growing as your trip is now just a little more than 2-months away! All the best, BJS. 09/24/15: > Finalized Manifest with Dave L and then sent along to Witte with the late add pax. 09/24/15: > BJS sent Em to Dave instructing him to have his Booster Treasurer mail the check for the airline ticket balance directly to Jana at Witte. Dave: I just received the updated Air Invoice (attached) from our Group Desk at Witte Travel, which reflects the changes and addition we made yesterday morning. In the interest of time, I would ask that you have your group’s Treasurer mail a check directly to Witte Travel & Tours, since the due date is Monday, 09/28/15. The amount of the check should be $44,525.00 and made payable to Witte Travel & Tours. It should be sent overnight mail to the attention of Jana Kissell and their mailing address is 3250 28th Street SE, Grand Rapids, MI 49512. If he / she can send it out today, that would be great, if not until Monday, I understand completely due to the late receipt of the invoice. Please advise if you have any questions or concerns. Thanks and have a great weekend, Bryan 9-28-15 >Rec'd Hotel Info. form, Final Pax, and Room List. 9-29-15 >JM processed Hotel Room List Packet to include: 23 Q/92 pax 6 T/18 pax 6 D/12 pax 1S/1 pax TOTAL 36 Rooms/123 pax (107 + 15 + 1 escort) __X___BJS_10/2/15_ ___x__TW_9/28/15____ __X___HMS_9/29/15_ 10/2/15: > BJS emailed and mailed final inv #5884, $35,720.00, due 10/13/15. 10/6/15: > BJS rec;d EM from Dave L - > There will be 66 students performing with the choir. Two directors will accompany them unless you need more? > 83 total performers with the marching band, 6 staff. > There are 41 doing both. > Also, I know this is late but is there any chance we could add one more student? (BJS sent Em to Jana to see if this was possible). 10/7/15: > rec'd LATE ADD Pax info from Dave L. > Alivia Lee Haines, 05/01/2000, Add to Triple room with Slater, Shires and Nieves. > BJS emailed and mailed Late Add INV to Dave, #5892, $1,402.00, due 10/16/15. > Jude, please process per SOP and update all as needed. > TW, please update Room List and get this information to the hotel. Also, be sure to get final numbers to WDW for the Caribbean Resort Beach Mugs and the First Ride - Soarin' Breakfast people. We also need updated final invoices. _x___ JM _10-7-15___ _x___ TW __10/7/15__ 10-7-15 >JM revised Hotel Room List Packet to include: 24 Q/96 pax 5 T/15 pax 6 D/12 pax 1 S/1 pax TOTAL 36 Rooms/124 pax (108 + 15 + 1) __X___BJS__X___ __x___TW__10/7/15___ __X___HMS__10/7/15___ 10/14/15: > Rec'd check #2299, $37,122.00. > Pending no other changes, account is PIF. 10-22-15 >JM sent Disney Tickets, luggage tags and I pad via FED EX 10/24/15: > TW left a message for Brooke, re: SN arrival date and Disney luggage tag. 10/26/15: > Brooke returned TW's call. They have updated their information to show the SN will arrive the day before the group. She can still use the Disney luggage/Magic Express tag that we received in the mail. Brooke is going to follow up later this week on hotel, etc. 10/27/15: > Rec'd signed Receipt Form from Dave L. 11/3/15: > Dave left off a student. Charles Schaeffer (Administrator) will not be going, Julia Reber will be going in his place. BSJ made the necessary name change with Jana at Witte. 11/9/15: > BJS advised Vanessa Severino Martinez, at WDW, of the change regarding Mr. Schaeffer with Julia Reber and where she is to be placed. > UPDATED Breakdown = 124 (109 + 14 + 1 Escort)
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