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General Trip Information
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Wed Dec 21, 2016
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South Allegheny High School Band-Orlando, FL-11-19-2015
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OR
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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 )
HS to WDW = 975 miles / 16.5 hrs non-stop. HS to Columbia, SC (5300 Forest Dr.) = 525 miles / 9 hrs. non-stop Columbia, SC to WDW = 450 miles / 7.5 hrs. non-stop Disney to Mooresville, NC (1200 Gallery Center Drive) = 565 miles / 9.5 hrs non-stop Mooresville, NC to the HS = 410 miles / 7 hrs non-stop 12/11/14: > SN spoke to Jessica Humanic regarding her upcoming trip with the marching band in November 2015. She put a request for proposal through the website, but SN spoke to her a few times over three past few years, which is how she remembered CCIS. Her information follows: Destination: Walt Disney World Trip Start Date: 11/19/2015 Earliest Trip Can Start: 8:00pm Trip End Date: 11/25/2015 Latest You Can Arrive Home: 4:00pm Students: 90 Adults: 16 Total: 106 # of Comps: 16 Date Proposal Needed: 01/09/2015 Budget: 700-800 (***this is the price BEFORE the bus, not the total they wish to pay***) Attractions would you like to consider: > Educational Clinic, Amusement Part, Festival, > Trip Specifics: We always march in a parade in the Magic Kingdom. > We usually stop on the way down on the way back at a Cracker Barrel to feed the students. > They are usually limited to $8.00 for this meal. > We normally 4 nights in the hotel and 4 days in parks (4 Disney Parks and 1 Universal Park) > 3 day park hopper and 1 Universal pass (islands of adventure) > The band parents paid the cost of the 2 motor coaches last trip) > Last trip they did 2 $15 meal coupons per day and parenst provided breakfast for the students (bananas, nutrigrain bars, muffins, etc...) > Last trip we stayed on Disney property at the All-Star Resorts. I would rather do this, but I\'m not opposed to being off property either if there is a major price difference. > Transportation via CCIS: > Transportation Company: Myers Trailways > Overnight Security: yes > Jessica would like this trip to mirror what she has done in the past and stay at the All-Star resorts. > She'd also like to try a workshop this time for her students, in addition to marching. > She usually has a junior/senior night, where the upper classmen go to Downtown Disney for the evening after their time at Universal, but would like to possibly do something new this year, see a performance or another activity (possibly Blue Man Group at Universal since they will be there anyway?). The remaining students usually stay behind at the resort with the rest of the chaperones. > Jessica only wants a one park pass for Universal, even though the new Harry Potter section spans both parks (she mentioned that no one else told her about this). > They ARE looking at other companies and what is most important to her is her comfort level with whichever company she uses. > She is forwarding her last itinerary to SN, which will be forwarded to BJS as soon as it is received. 1/21/15: > BJS Sent EM to SN - Please get in touch with Director and see if you can set up a GTM for next week to go over her Orlando Proposal. I am thinking any time next week, after 12 noon on Wednesday. I have PT on Friday morning at 8.15AM, but could be available after 10AM. Please advise ASAP so I can get this completed as needed. Thanks, BJS. 01/22/15: > BJS completed IOG. > JM, please send CQR for 3 coaches to Myers. Anderson, Barrons, Lakefront Lines, and Mlaker. > HMS, please make contact woth BMG and make attachment. SN is trying to find out how many total pax will be going to BMG as this is a special event for the Juniors and Seniors only. > As soon as you have made these calls and ./ or sent CQRs, please return to BJS and he will make the remaining attachments. > GTM is next Wednesday, 1/128/15, at 3:15pm. _x___ JM __1-22-15__ __X__ HMS _1-22-15_ 01/22/15: > BJS discussed comps with SN - BD wants all adults to be comped. but I do not want to artificially inflate our published rates, so we will do 5 and then help her with the math if needed. > SN discussed BMG with Director to see how many pax will actually be attending the show since this is the "special" event for just the Juniors and Seniors. Jessica say 40 - 45 total pax, so BJS used 45 for PTP prep. > She also is just on the brink of 3 buses, so we all feel better if we up her number to 125 (105 + 20). Better to haev it and not need it than to need it and not be able to get it. 01/22/15: > BJS sent GTM invites - Jessica: 1. Please join my meeting on Wednesday afternoon, January 28, 2015, beginning at 3:15PM, 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: 971-237-733 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 +1 (872) 240-3412 Access Code: 971-237-733 Audio PIN: Shown after joining the meeting Thanks Jessica! I look forward to meeting with you soon to discuss the band’s up-coming trip to Orlando. BJS. 01/22/15: > JM sent CQRs. > BJS and HMS completed attachments as able. > BJS sent specs to both All Star and BV Suites. Marked BV Suites INACTIVE for the time being - will reactivate once it comes time to run prices. > JM, on Friday, please Add the Golden Corral in Mooresville, NC to the system, with the standard breakfast buffet menu, and then attach it to this group's trip. Once complete, return to BJS so he can run rates and get on to CH for PTP and PP Prep in advance of Wednesday afternoon's GTM. Thanks! __x__ JM _1-23-15__ 01/24/15: > BJS reviewed and updated all attachments as needed and then ran rates for both All-Star Resort & Buena Vista Suites. > Attachments and rates are currently set for All-Star Resort. > BJS sent to CH for PTP prep, even though we are still missing several charter quotes. We will add these on Monday or Tuesday in advance of Wednesday afternoon's meeting. > Will need PP for the meeting. > Rates at BV Suites would be as follows (and it includes their Full American Breakfast Buffet each morning instead of Disney Meal Coupons for B-fast at the All-Star Food Court): Sx = 719 Qt = $739 Qd = $769 Tp = $869 Db = $999 Sg = $1289. > We will do the PTP & PP with the All Star Resort as her #1 choice, but then include BV Suites option as we have done in a few other presentations. 01/28/15: > BJS and SN met with Jessica - extremely pleased. > BJS emailed PT Pack and SN is to follow-up on Friday afternoon at 3PM. > She has already submitted the PAOS Application and they are tax exempt in FL. > Jessica: Thanks again for taking the time to meet with Stephanie and me this afternoon. Per our conversation, I have attached a packet that replicates the information we discussed. Remember, the highlighted items on the IOG (Itinerary Outline Graph) are the items which are unique to this trip when compared to your trip in 2013. Removing these items from the trip would decrease the package rates by +/- $140 per person, regardless of occupancy type. Keep in mind, if you’d elect to stay off-property at the Buena Vista Suites, your group would go to Downtown Disney on Friday evening and have dinner there with a Disney Meal Coupon. Breakfast is also included with the room at the Buena Vista Suites, so the Boosters would not have to provide breakfast should you stay there. Stephanie will follow up with you on Friday afternoon at approximately 3PM. Should any questions arise in the interim, do not hesitate to call her at 724.822.6633. Thanks again for the opportunity to be of service to you and your group! Sincerely, BJS. > Should have charter & hotel decision by Friday, at least that is what she is hoping for. 2/2/15 > SN and Jessica spoke this afternoon regarding the status of her trip. Her principal feels it is a "no brainer" to use us and tonight she is talking with her parent group. They will be deciding both the choice of hotel and charter company. Jessica says she will be calling in the morning between 10:15-11:30, with these answers. 02/03/15: > Per SN, we are getting this job, but still need Charter Choice. Should have it next week so we can move to K. > Hotel is definitely the BV Suites - not All-Star. 02/13/15: > Per SN, Myers is charter choice. > BJS sent EM to Myers asking for K. > AS this is going to K, please review and proceed as needed. BJS to mail CN NLT 02/18/15. Thanks! ____ HMS ____ 2/18/15: > SN received EM from Jessica regarding rooms and food choices en route. SN forwarded message to BJS: Stephanie, Just some adjustments that I would definitely like to make. I'd like to do 5 in a room at the Buena Vista Suites instead of 6. I only want to do one stop for brunch on the way to Disney and one breakfast stop on the way home instead of also doing the $10 meal at a fast food chain both ways. I don't know if I'm very early with these requests, but these are definitely some adjustments that I'd definitely like to make on the original outline. 2/19/15 > SN spoke to Jessica and she wants to eliminate a second stop both going to Orlando and returning. She would like to know if there is a possibility of still making a reservation anywhere or if we should simply schedule time for a stop? SN forwarded this via EM to BJS. > BJS and SN discussed. 02/20/15: > SN spoke with BD and then BJS and we decided that 2 - $10 Meal Credits would be best, that way they can stop whenever and where ever they want on both Friday and Wednesday. > BJS marked the two Golden Corral attachments as INACTIVE, so they won't print in the Contract, but, if reservations have been made, these need to be canceled. > BJS also changed the two $10 Meal Credit stops en route to a 10AM meal time. Again, they can stop when ever and where ever they choose. > BJS deleted $21 from the package rates for these canceled breakfasts en route and then updated the package rates in the system. > BJS updated the IOG and called it K Version. > BJS prepared PTP K Version and sent to CH for CN prep. > I believe the K from Meyers has arrived. __X__ HMS __3/24/15__ ____ JM ____ 02/26/15: > BJS completed CN and mailed via USPS Priority Mail for arrival early next week at the latest. > K and 1st $ due 03/27/15. 3/12/15: > SN spoke to Jessica this afternoon and she has the following contract questions: Q1. Is there any possibility of them being turned away at any of the parks if it is that crowded? (parent generated concern) A1. In reality, it is a possibility; however, based on their travel dates, this would never be expected. In our 22+ years of doing Disney trips, we have never had a group get turned away. We have had groups there during the week between Christmas and New Years be actually in the parks when they reached capacity, but since we get our groups into the parks near opening time, it has never been an issue. Again, based on their travel dates, this should never become an issue. They have two people driving down the day before with the equipment truck - Q2a. Do they need to make their own reservation and if so, how much are the rooms? A2a - no, we can take care of the reservation - they need to note this when they submit their room list. They will pay at check-in for any extra nights not already a part of the package. For this particular group, they should expect to pay approximately $115 / room / night. Q2b. Can we make that reservation and could the site visit be used for that purpose? A2b. Unfortunately, the Site Visit can NOT be used for this purpose. Q3a. Parking for the buses at the park is already taken care of? A3a. It is included in their charter rates. The bus companies are responsible for all parking and tolls. Q4. How much are Blue Man Group tickets? They may consider other options if it could save them some money. A4. For this group we have allowed approximately $50pp; however, as it is just the Juniors and Seniors attending, we have divided the cost of the tickets amongst all trip participants, so any savings realized by dropping the Show would be significantly less than that. Q5. Tax-exempt status for park tickets - can they get rates based on tax exempt status? I felt not, having had this question in regards to Shaler's last Orlando trip, since CCIS was purchasing the tickets, and not the school. A5. We have taken their tax exempt status into account when pricing their package. We will need a copy of their current tax exempt status in FL certificate when we are ready to place their ticket order. 03/30/15: > Rec'd signed K, TPL and check #4190, $12,500.00. > As this group is now UNDER CONTRACT and First $ has been receioved, please review and proceed as needed. Thanks! __X__ JM __X__ __X__ HMS __X__ 06/09/15: > rec'd check #4208, $36,107.00. 09/08/15: > Rec'd check #4246, $36,107.00. 9-18-15 >Rec'd Hotel Info Form, Final Pax, and Room List. 9-22-15 >JM processed Hotel Room List Packet to include: 19 Qnt/95 pax 1 Q/4 pax 2 T/6 pax 5 D/10 pax 3 S/3 pax TOTAl 30 ROOMS/118 pax (99 + 19) __X___BJS_10-5/15__ ___x__TW___10/5/15__ ___x__HMS__10/5/15___ 09/23/15: > BMG & Workshop Numbers, per Jessica - > 17 Auxiliary Members > 82 Instrumentalists > Blue Man Group = 43 pax. __x__ HMS __10/5/15__ __x__ TW __10/5/15__ 10/5/15: > BJS emailed and mailed FINAL INV #5887, $28,392.00. Due: 10/13/15. 10/6/15: > BJS and SN realized that the BD sdid not put any workshops on the Application wbhen she submitted it directly to WDW. > BJS called WDW and got the two workshops scheduled for 11/22/15, the day we wanted. > Also, she wants to stay in the parks as late as possible on each day, keeping bus driver hours in mind. . . 10/15/15: > Rec'd check #4267, $28,392.00. Pending no other changes, account is PI 10-21-15 >JM sent Disney Tickets and Luggage Tags 10/27/15 > SN spoke to Jessica. Tickets were received and she will be going through the boxes today and will call with questions.
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