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Mon Jan 16, 2017
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Butler High School Band-Orlando, FL-12-26-2016
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Hotel Info Form
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Contract Status
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Trip Notes
( Print Note )
( E-Mail Corporate )
Butler SHS ---> Disney 1017 miles / 17 hours non-stop 02/18/15: > Per SN conv with Jeff - 12/26 - depart approximately 2pm 12/27 - arrive and possibly gain early admission to Universal since they'd be staying at Cabana Bay (hopefully) Dinner on CityWalk and then Blue Man Group 12/28-30 - Disney (EPCOT, Hollywood, MK, depending on performance schedule) 12/31 - Universal - dinner with a voucher, leave by 6pm. Breakfast en route. > BJS will see if Cabana Bay will give us a competitive price to stay there all 4 days, but Jeff is open to using other properties with suites. 03/30/15: > BJS sent specs to Jennifer to see if BV Suites or Caribe could accommodate and they cannot. 03/31/15: > BJS sent specs to Susan Orvis at Embassy Suites Lake Buena Vista South. > Also sent reminder EM to Teresa Vlasic at WDW to see if she can help. 04/07/15: > Group will be at the Rosen Shingle Creek per Jeff's approval and based on info from John L at Receptively Yours. 06/18/15:Stephanie - See attached and new notes in system – (actually, I will copy them here since I know your internet service is sometimes not so good in Pgh.). 06/18/15: > BJS created IOG based on conv notes that BJS had from his conversation with Jeff. These came about since SN's conv with Jeff in February. > Butler Motor Transit has a new rule that they have just in-acted whereby their driver must have 12-hours off before driving through the night, so the last park day has to be a long one if you want to use BMT. BJS planned IOG accordingly, since we know he has been happy with BMT; however, he really wanted to leave earlier on the last day, so they could be home earlier in the afternoon on New Years’ Day. > SN, please share IOG with Jeff for his review and approval so we can confirm rates, get charter quotes, and keep this moving toward the K stage. Should the arrive home time at the end of the trip come up, be sure to explain why we did it as we did and if he still wants to get home earlier, make sure he knows BMT will not be an available option due to their "new" 12-hour off rule before starting home over night. All of the companies require 9-hours off, so the earliest they could leave would be around 7:30 or so, arriving home around 4:30 on NYD. > Also, remind him that to get me some dates for a Site Visit to Orlando and the Rosen Shingle Creek Hotel. I am thinking he would like to do that this summer . . . > BTW, I texted him this morning to see if he wanted to play golf tomorrow, but have not yet had a response. I wanted to talk with him in person about the Helsel situation and Tommy. Wanted to be sure we had something in his hands about Orlando and the Site Visit, etc., before I reached out . . . Thanks, BJS 07/09/15: > Per conv with Jeff and Tood during golf on 06/19/15 - > Thought the IOG as presented was great and is ready to see pricing and charter quotes. > JM, please send CQR to Butler Motor Transit and Barron's. Make sure they realize this trip is not until Christmas 2016. > Make attachments as needed and please see BJS of any questions. > HMS, since this is such a large group, please make calls as needed for reservations, etc. Thanks! __X__ JM __X__ __X__ HMS __X__ 07/29/15: > BJS updated IOG as needed and then ran rates and sent IOG and rates, with Baron's PPBCC to Jeff. Jeff: Please see IOG attached. With this IOG, Per Person Package Rates would be as follows, based on 279 – 310 total trip participants, including 15 complimentary packages at the Double Package rate. Quad = $959.00 Triple = $1,019.00 Double = $1,229.00 Single = $1,569.00 The Per Person Bus Cost Chart is also attached from Baron’s; however, I am still awaiting the quote from Butler Motor Transit. I have sent this information on to Christi so she can complete the “official” version of the Pre-Trip Planning Proposal packet. I am sure she will have it back to me in the next 24 hours, so as soon as I have it, I will send it along as well. You may want to wait until you have that packet to share with your important booster board members. Thanks Jeff – please let Stephanie (724.822.6633) or me know if you have any questions or concerns. BJS. > Also sent to CH for PTP prep. 07/29/15: > Rec'd quote from BMT, so sent 2nd email to Jeff - Jeff: Just received the quote from BMT – Per Person Bus Cost Chart is attached. FYI, they cannot guarantee wifi and power outlets as only 4 of the coaches in their fleet are so equipped at this time. With Baron’s, all of their buses have both. Thanks again, BJS. 07/29/15: > Rec'd EM from Jeff - Bryan: What if we ended up with a few more than 310 total. With the band growing we may be bigger than that. Possibly traveling with 275 kids+ staff and chaperons. Looking at maybe as high as 325-330. Maybe I am dreaming. Jeff. 07/29/15: > BJS replied - Jeff: We have 100 Rooms under contract at the Resort, so even if you had 300 students (@ 4 / room) that’s 75 student rooms and then 25 rooms for adults and drivers. With maybe 35 Adults (@2/room), that would be 18 rooms, leaving 7 rooms for the six bus drivers. Obviously, not all rooms will work out evenly, but I think we should be OK since I always ask for more rooms than we need - based on initial projections. As we move forward, if you see numbers are heading north, just let me know ASAP and we will do all we can to secure additional space. If we have to move the drivers to a neighboring hotel, we can always do that as well – they don’t need to be staying at such as nice resort and that will immediately give us 6 additional rooms! Speaking of buses, we asked for availability and quotes based on 6 coaches, so that would be 336 total seats. Again, if you think a 7th coach might be needed, let me know ASAP and we can get it reserved. We can always release it closer to the date once numbers come into better focus. I hope this helps, Bryan. 07/29/15: > CH completed PTP, so BJS reviewed and then printed, scanned and EM'd to Jeff. > Also sent files to Stephanie so she can print and take a hard copy by the school and have some face time with Jeff. > Took out mention of Headphones so his parents won't have something to say, but he will still get the headphones or whatever the 2016/17 give away is. > He wants us to see if Baron's has a 7th bus available. He won;t be able to confirm them as their choice until after meeting with parent board next week, but he feels very confident that this will be the choice, so BJS sent EM To Debra re: 7th coach. 03/13/16: > Rec'd EM form Jeff - > Please release the 7th bus we reserved for our Florida trip. We currently have 313 total travelers with 260 students. We no longer need the 392 seats that 7 buses allowed. 336 seats will be adequate. > Please let me know the payment schedule so we stay current. > Please also be advised that we will not be stopping for fast food meals on the way home. We will be purchasing breakfast and lunch items for all travelers to expedite the travel time. We will base our rest stops around the meals. $10 per person / per meal were budgeted. Thank you. Jeff > Jude canceled the 7th coach and the $20 in meal credits for on the way home are to stay a part of the budget / package, we ill just credit it to the group on their final invoice. BJS made it a Misc. - Wildacrd Attachment in the system and marked the $10 Meal Credit breakfast and lunch en route on the way home as inactive. BJS also updated IOG accordingly. 03/23/16: > BJS completed IOG K Version and PTP K Version. > BJS set due dates and completed the first 3 invoices and then sent to CH for K prep. > K = 3/31/16 > 1st $ = 4/29/16 > 2nd $ = 6/30/16 > 3rd $ = 9/9/16 > Forms = 10/26/16 > Final $ = 11/10/16 > Disney Application has already been received and submitted. > TW sent e-agreement. 03/23/16: > Rec'd signed K. > As this is now UNDER CONTRACT, please review carefully and proceed as needed. First $ due 4/29/16. Thanks! > JNM, please process GLH per SOP. __x__ JNM __3-24-16__ __x__ TPW _3/24/16___ _x___ HMS __4/9/2016__ 3-24-16 > JM mailed Contract Notebook. 04/14/16: > Rec'd Travel Planner Letter 4-26-16 >Rec'd check #3392 in the amount of $77,800.00. 04/26/16: > BJS emailed Jeff to see how many days he and Lauren were planning ot be in the Disney Parks. 04/26/16: > Jeff replied - We were looking at 1 or 2 days in the Disney Parks. I will let Lauren lead the way on that. It also depended on what you had in the safe ....LOL. May look at Universal for a day as well as it will be crazy busy at Christmas. Other than my duties of checking out the hotel and area, I am letting Lauren lead this one. The nights we have in the Rosen Shingle Creek are June 28 and June 29. I will probably leave Butler on Saturday morning. Arrive in Florida Sunday Night and stay with a cousin in Daytona until Tuesday morning. Go to a park June 28 and 29th. After that I am winging it. I will return to Butler by July 3rd. Jeff 05/05/16: > BJS updated count on Bible Screen and IOG to 313 (250 + 60 + 3). The + 3 represents Stephanie (Escort) and her two kids who are going with (Lena & Owen). 05/05/16+: > BJS em'd Jeff - Jeff – see attached receipt for your up-coming stay at the Rosen Shingle Creek. Thanks, BJS 06/28/16: > BJS reviewed IOG and HMS note about the Ryan's in Beckley, WV being closed. > The Princeton, WV location that corporate suggested will work fine. It is 311 miles from Butler, so I suspect they can still be there in about 6 hours, including a potty stop, so the 5PM reservation should be fine. > BJS updated IOG with new location. > HMS, please update attachment and proceed as needed with the reservation. Thanks! ___x_ HMS _10/5/2016___ 06/28/16: > BJS updated Escort (Senior) number to 4 since it now includes Stephanie, her two kids and Jeremy. 08/30/16: > Rec'd check #3421, $101,200.00. 10/25/16: > Rec'd VM from Jeff re: parade morning and Backstage time. > BJS replied via email - Jeff: Sorry I was unable to take your call - I was in meetings all day. Just listened to your message and you will go directly “Backstage” from the hotel the morning of the performance, dropping non-essential personnel at the Main Entrance first. As for park hours, here is a link to the WDW calendar, https://disneyworld.disney.go.com/calendars/ Take a look at the times for each park, each day, and then let us know what your preferences are for each day. We will then prepare the itinerary accordingly, keeping bus driver hours in mind of course. Thanks Jeff, Bryan 11/1/16 > mes Bags (295) and tags (590) picked up by Stephanie for delivery to Butler HS 11/10/16: > TW processed FPGF, RL, etc. (11/8/16) and then BJS and TPW reviewed on 11/10/16. > TOTOAL PAX = 299 (244+51 + 4 - including Stephanie + 3) > ROOMS / PAX 61 Q / 244 9 T / 27 13 D / 26 2 S / 02 TOTALS = 85 ROOMS and 299 PAX (244 + 51 + 4). > PLEASE NOTE, ROOM COUNT DOES NOT INCLUDE SICK ROOMS (2), BUS DRIVER ROOMS (6), OR THE STEVENSON ROOMS (2). With these added in, total room count is 95. > BJS emailed and mailed FINAL INV #6113, $159,642.00 and made due 11/18/16. _____ TPW _____ _____ HMS _____ _____ CH ______ 11/18/16 > CH rec'd payment ch# 3479 $159.642.00 12/7/16: > Tutti review and we appear to be in good order. > BJS needs to review RY invoice and send to JAF for payment. 12/15/16 > Questions from last night's meeting: > Jeff says he usually hears from Group Travel Videos and has not heard anything yet. I can't tell in TPMS if this is happening or not, since it says "active" but not under contract. > Illuminations (EPCOT) was in a previous IOG but not in the final itinerary. Are they staying for this, or does this impact driver hours? > Is it possible to request two sick rooms to be placed near their nurses? > SN spoke to Jeff this morning about a student, Lucas Schultz, who is completely paid for and is traveling with his parents, Amy and Bill Schultz. (He is staying in their room)and Jeff says what is needed is one 3-day pass for Disney. Everything else is covered (meals, Blue Man Group, Universal) as a couple girls are leaving early and are forfeiting these things. 12/16/16 > SN spoke to Jeff this morning and he says to invoice them for the additional package for Lucas Schultz. > As far as what is needed, he requires the Wet n Wild passes, a 3 day Disney pass, and one hotel breakfast.
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