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Wed Mar 16, 2016
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Quince Orchard High School Music Dept.-Orlando, FL-03-03-2016
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Quince Orchard High School Music Dept.
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PAX
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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 )
Miles from Quince Orchard to Disney Orlando FL, 880 miles 14.6 hours at 60mph 1) Buena Vista Suites Hotel 2) MLK Weekend Trip 3) All meals, breakfast at hotel, meal cards for lunch and some diners, Planet Hollywood or other nice student friendly restaurant. 4) Recording Studio - Workshops 5) No Epcot Center - Brigitti wants none of the students to go to Epcot for anything - she thinks all they see is folks drinking and she wants nothing to do with Epcot even for clinics. 6) Budget around $500. 3/13/15 >CAJ - Brigetti is looking for her proposal please. 03/16/15: > BJS completed IOG. > JM / HMS, please make attachments. > JM, send specs to Jennifer at Buena Vista Suites (use 5 / suite for students and 2 / suite for adults). > BJS attached Disney PAOS (festival) and Workshop, as well as Night Owls Security. > The Disney Meal Coupons for Dinner will be the $15 Dinner Coupons - WITH OUT Dessert. For this particular group, please make the oprice of each of the Meal Coupons (not the Dining Cards) $16 to allow for a small price increase in 2016. > JM, seed CQRs to all of the same bus companies you sent them to for this year's trip to NYC. Thanks! _x___ JM _3-17-15__ ____ HMS ____ 03/23/15: > BJS updated some of the WDW rates after speaking with the two receptive companies in Orlando, Sunsational Tours and Receptively Yours. > BJS ran rates and entered in system. > BJS sent to CH for PTP prep. 03/23/15: > BJS completed PTP Pack and emailed to CJ so she can share with Client. Cindy: PTP Pack is attached. Please set up a meeting to go through the PTP with Brigitte. I would NOT send it to her prior to your meeting, at least electronically. You need to go through it together. Even though the school has been with us for years, I do not feel particularly comfortable with her, so I think you need to treat her with kid gloves as we cannot afford to have her looking elsewhere. If she needs to cut something, in all honesty, I would cut the workshops. With just a 3-day ticket, the workshops take the kids out of the park for at least 4 hours and since they are already going to be doing performances, which take another 3 – 4 hours each, that’s 7 – 8 hours out of the parks, or almost an entire day. Delete the workshops and save $32pp. Thanks, BJS. 03/23/15: > BJS sent PAOS application packet to CJ - Cindy: Attached is a partially complete Disney PAOS application packet for Quince Orchard. They will need to complete 3 separate application packets, one each for the Band, Choir & Orchestra. Thanks again, Bryan. 3/24/15 >CAJ - Sent email to Brigittie requesting a meeting time to go over her proposal. 3/26/15 >CAJ - sent email and voice mail requesting a meeting time to go over her proposal. 3/30/15 >CAJ - Hi Cindy, We are in a busy time right now and about to leave for Spring Break. Does it need to be in person or over the phone. Either way, I think April 13 at 2:10 works. Brigitte. 3/31/15 >CAJ - Hi Cindy, I was looking over the Disney information proposal and saw the three bus company quotes. When you get a chance can you get a price quote from Eyre bus company? We had a great experience with them and would want to use them again, and I can tell you from previous experience that we will not want to use Atlantic Coast Charters again. Thanks! Brigitte 3/31/15 >CAJ - Sent over Eyre's quote to Brigitte - she said the three of them need to look every since she has a few questions and will get back to me as soon as possible. 04/15/15: > BJS sent EM to CJ - CJ: This needs to keep moving. It has been 2 weeks+ since the last update. We need to get this group to Contract and the Job and follow up dates / markers need to be put in PLD. The hotel is asking about the rooms and we need to secure their motor coaches. Quince Orchard is a 110 Club Member, so you should probably make a personal visit if you don’t have these answers by the end of the week. Thanks, BJS. 4/17/15 >CAJ > Spoke to Brigette said can't submit paperwork to school until mid May for trip approval since she has the musical, states and concerts. > She requests that they have No Epcot. > She only wants workshops and no performances. > No meals en route. > Prefers the dining cards in Disney. > She ask not to have her contract until May since her paperwork with her school is very involved and she can not work on it until May. 4/20/15: > BJS saw CJ's notes from 4/17/15 - Questions / Comments: 1. Is Eyre her charter choice? 2. They can go to whatever parks they want - if they don't want to go to EPCOT, don't go. They can go to whatever parks they want within WDW. CCIS does not select or assign the parks. 3. Workshops only are fine, but this does not change the price, for their is not cost for the performances. 4. We will delete all meals en route. 5. She prefers Dining Cards, so does she want maybe $10 for lunch and $15 for Dinner? We can do any combination from $5 and up . . . 6. Once I have these answers, I will prepare a revision for her final approval. Once we have the final approval then a CN will be sent with the K, Disney Application, and First Payment due in md-June. 06/08/15: > BJS sent EM to Brigitte - Hi Brigitte! I am preparing your Group Leader Handbook to bring with me when we meet on Thursday morning at 8AM. Can you please review the attached revision and confirm your charter company choice? Since we are in a time of transition and I want to make certain everything is as you want it, I would really appreciate your taking some time to look at this on Tuesday morning when you arrive school so I can prepare the final documents accordingly prior to my departure for the DC / Baltimore area on Tuesday afternoon. The Revision is based on my understanding of your correspondence with Cindy, prior to her departure. I hope you are pleased, by making the adjustments you did, the rates have dropped by $60 per person. As for the charters, the Eyre quote is attached as requested. Please note, it is the highest of the three rates and these are their 47-passenger coaches. I know you are not interested in Atlantic Coast, so a quote from Hunt Valley / Gunther is also included. Thanks again Brigitte. I am most appreciative of your continued support and look forward to seeing you on Thursday. Sincerely, Bryan. 06/09/15: > Rec'd EM from Brigitte - Hi Bryan, Pat, Robyn and I looked over the itinerary. Some changes that have occurred.. • The dates of the trip have changed based on some calendar decisions by the school system. We now want to travel January 21-25th. Please let me know if that will affect the cost. • In the Inclusions part, it says that ta group travel video for each student participant is included. Our students didn’t want the video, so we’d like that taken out. Again, please let me know if that affects the cost. • Thanks for including the Eyre quote, I am disappointed about the 47 passenger being the only one available. I plan on calling them today to see if they have 57 passenger charters available for now that our travel dates have changed. I know that they are more expensive but they are the only company I’ve ever used that is reliable and accountable. • I had told Cindy that I didn’t want the Disney Dinning cards. We had problems with them last time. I’m also wondering why they are for different amounts? I’d like to use the meal voucher tickets, like we did the first time that we went to Disney. > Other than that, everything looks fine. Brigitte 06/09/15: > BJS relied to Brigitte - Thanks Brigitte. Now you can understand why Cindy is no longer with CCIS. 1. I will check with the hotel on the date change and advise if there is any increase in price. 2. I will call Eyre and check on the larger coaches on the new dates and if available, get the contract for your group. 3. I will remove the Group Travel Video (another $10 of savings). 4. I will replace the Dining Cards with Meal Coupons. BTW, even though you don’t want to use them, the Dining Cards are available in any dollar increment from $5 and above. Talk to you soon, Bryan 06/09/15: > BJS called and EM'd hotel re: date change - LVM. > BJS called Eyre and LVM re: date change and 57 passenger coaches. > BJS update all attachments. 06/09/15: > BJS spoke with Hotel and Eyre, both can accommodate and I am awaiting revised larger capacity rate from Eyre. If they want the 47s, rate will be unchanged. > BJS sent EM to Brigitte - Brigitte: I have spoken with Eyre and they have coaches available for your new travel dates. I am awaiting their price on the higher capacity coaches. I am sure I will have it before we meet on Thursday. I have also confirmed the date change with the hotel and they can also accommodate your group over the new dates. I will bring the completed Revision for us to review in person at our meeting on Thursday morning. Thanks again and I am looking forward to seeing you soon! Bryan. 06/09/15: > Rec'd rates from Eyre for new dates as well as 56-passenger pricing. > 47-passenger pricing is unchanged. > BJS revised attachments as needed and then updated package rates. > BJS has PTP Revision 2 prepared and will take with to MD for our meeting on Thursday. 06/11/15: > BJS and BT met with Brgitte, Pat & Robyn at their school. > Very pleased with PTP Rev 2. > Ready for K! > Charter Choice = Eyre (2-56s). > BJS prepared PTP Contract Version and IOG Contract Version. > She wanted to have the K and 1st money due in October - I told her with a January trip, this was not possible, so we agreed to the following - > K due 08/25/15 (she'll do her best to get the school system to process the paperwork by then). > First Payment, $100pp, due 09/25/15 > Second Payment due 10/22/15 > Forms due 11/20/15 > Final $ due 12/4/15. > CN to mail to Brigitte's home address, 18604 Clover Crest Circle, Olney, MD 20833. > As this is going to K, please review and proceed as needed. CN to mail NLT 6/18/15. _x___ JM __6-15-15__ ____ HMS ____ 06/15/15: > BJS sent to CH for CN prep. 06/16/15: > JM mailed CN to Brigitte's home address as requested. > K Due: 08/25/15. > First $ due: 09/25/15. > PAOS Applications due ASAP!!! 07/24/15: > Rec'd PAOS Applications via EM for the Choir and Full Orchestra. > They are doing Workshops Only. 8/5/15: > BJS and TPW updated IOG to show workshop times. > Sent updated IOG to Brett so he can share with Directors. 8/19/15: > BT reminded Brigitte about Contract and Travel Planner Letter being due in 1 week > She replied that trip has been approved, but she is in the middle of band camp and principal is out most of this week. Next week will be busy with school getting started, so it may not arrive by the 26th. 08/31/15: > Rec'd signed TPL. 9/26/15: > Brigitte emailed BT, check for 1st pmt. going in the mail on Monday. 9-28-15 >Rec'd signed contract. >Proceed with arrangements as needed. __x___JM___9-28-15__ ___x__TW__9/28/15___ _____HMS_____ 10-8-15 >Rec'd Check #002629 in the amount of $9,000.00 11/6/15: > BT rec'd call from Brigitte. She thinks they are over budget based on their final numbers. > She wants to check if Hunt Valley/Gunther is still available for their dates and would honor their original quote. If so, make the switch. She thinks this will put them in good shape. > She and I are going to meet in person on Monday at 1pm so I can go through rate worksheet with her to double check her math. > I'd like to go into that meeting with a couple of other cost shaving ideas in case the bus switch does not work out. They like Eyre and are prepared to stay with them, but HV PPBC would save them about $60 per pax and get their cost under $700. 11/9/15: > BT put meeting off until Wednesday at 1pm to allow for firm numbers from Hunt Valley. 11/10/15: > BT sent revised Eyre quote to Brigitte. They will stay with Eyre. 11/11/15: > Decide to stay with Eyre since they have reduced their rates to come closer to Hunt Valley. > Decided to change out the Disney Meal Coupons for Lunch and Dinner to a $25 Disney Dining Card per day. > BJS adjusted rates and attachments in the system. > BJS sent EM to John at RY so he is aware of the change and can send TPW an update agreement. __x__ JM _11-12-15___ __x__ TPW _11/17/15___ 11/11/15: > BT - A couple more notes from our meeting to add to above: > Final count is 91 students + 10 adults = 101. > They are collecting $ from students next week and will send what they can for 2nd payment. Their new business office person is a stickler apparently and won't send amount over what's collected from students. > Assuming forms are in on time (11/20) when should she expect final invoice? > FYI...They are collecting final pmt. from kids first week in January. Final payment may have to wait until then. 11-17-15 >Rec'd Final Pax Guarantee form, Hotel Info form, and Room Lists. 11-20-15 >JM processed Hotel Room List Packet to include: 12 Sxt./72 pax 3 Qnt./15 pax 1 Q/4 pax 4 D/8 pax 2 S/2 pax TOTAL 22 Rooms/101 pax (91 + 10) __X___BJS_12/9/15__ __x___TW__12/10/15____ _____HMS_____ 12/9/15: > BJS emailed and mailed FINAL INV #5930, $54,620.00, due: 12/18/15. > BJS and TW ordered Disney tickets from John at RY. 12/10/15: > TW rec'd RY contract and invoice for Disney tickets. 1/6/16: > Email from Brigitte: she is going to go ahead and process the final payment since it seems to be taking longer. > She asked how much was going to be on each dining card and if they will get luggage tags. > We decided on $25 per dining card (see note from 11/11) and I assume luggage tags will be sent before departure. 01/06/16: > Rec'd check #2815, $27,310.00. 1/7/16: > In response to BT's notes from 01/06/16, correct on all counts. 1/7/16: > BT received email from Brigitte with some charter questions/requests: > Can we find out if coaches will have Wi-Fi, CD player, VHS player, outlets, etc.? Please advise of amenities if possible. > What is procedure for refueling? Last time they travelled overnight...drivers refueled in the middle of the night and had to offload all pax. They would like to avoid this if possible. I understand, but advised her to also make nice with the lead driver and explain this. Also, on their way back when switching drivers, their crew stayed on and relief drivers drove - they had to give up seats. Trying to avoid. > Last - who is responsible for parking fee? Bus co. or school? They have been on trips where drivers have paid and where she has had to pay unexpectedly. She's just trying to be prepared. 1-27-16 >Rec'd Check #002859 in the amount of $27,310.00 1/27/16: > MoCo schools closed tomorrow, they cannot depart. > They are confirmed for March 3-7 for rescheduled trip. Hope it works! 2/1/16: > EM from Brigitte, Disney tix were mailed today via UPS. > Tracking #1Z1V9A884232689153 > BT informed her that we are still awaiting a hotel for new dates. 2/8/16: > TW added new hotel, per contract that was emailed from John @ RY on 2/5. > Jude will process room list and send to John with the contract; TW asked for an invoice to be sent for the hotel since the contract dates didn't make sense for payment. 2/10/16: > BJS reviewed rates with new hotel since BV Suites was not availabel on their new dates. > Rates increased by $15 per person, across the board. UPdated rates in system. > New hotel is the Embassy Suites - Jamaican Court. > BJS updated IOG with new hotel as well as Park assignments and the workshop time (7am on Saturday for both Choir & Instrumental). > BJS will email Invoice for the surcharge / revised rates ($15 x 101 pax = $1,515.00. 2/10/16: > BJS emailed INV for Postponement Hotel Surcharge, $15pp x 101 pax = $1,515.00 and made it due 2/25/16. 02/24/16: > BJS resent INV #5944, $1,515.00. 2/29/16: > BT spoke to Brigitte to go over itinerary. > She wants to dump Animal Kingdom altogether > Friday - keep Hollywood Studios. She doesn't think the 8pm close will be an issue since she will need time to corral kids. Even if buses couldn't come until 9 it would be okay. She understands the driver off hour situation. She could run into issues if they arrive late in the am. > Saturday - they want to stay in Epcot after workshops - all day. Even though she told me she wanted to avoid epcot altogether. Parent pushback? When the fuck was she going to tell us? > Sunday - Magic Kingdom and avoid the disney springs thing. 3-16-16 >Rec'd Check #002920 in the amount of $1,515.00 3/16/16: > BT had GREAT trip de-brief with Brigitte: > hotel was great, even liked it better than Buena Vista - breakfast was excellent. Little snafu with grab n go, but apparently it was solved by the time she called BJS. > Really liked the workshops - she shared info with me that I can pass to other clients. > Eyre was great, drivers were great, however - 1 bus outlets didn't work on the way down, then a fuse blew and dvd player was dead for the rest of trip. Drivers handled everything well though. > She did say that $25 on the dining cards was really not enough. Most meals with drink were about $13 each, so $30 would have been better. She liked the flexibility, but it was hot and some kids ran out of money buying water at 2.75 a pop. > Planning to travel next year, will discuss in early to mid-May. Disney every other year, no destinations in mind yet. > Referrals - she knows a couple folks in Howard County she will try to put me in touch with. Her husband's school choir director does it all so he's basically waiting until she leaves in the next year or two. Apparently she might "start her own travel company" b/c she has so many connections. I tried not to laugh.
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