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Bible (Basic Trip Report)
General Trip Information
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Fri May 06, 2016
Trip Name
Mars Area High School Music Dept.-Orlando, FL-04-05-2016
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Mars Area High School Choir (2018)
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Trip Notes
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Mars Area High School to Orlando = 1005 miles/17 hours non-stop 3/17/15: > SN spoke to Mark Rodgers today regarding the details of their upcoming Orlando trip in April 2016. Mark would like to see the following: * Sunday - depart at 2pm and have a buffet dinner at roughly 7pm * Monday - $10 meal credit for breakfast. Arrive at Hollywood Studios and eat lunch via meal voucher, dinner out if possible. * Tuesday - Magic Kingdom - band parade performance, choir and orchestra standing performance OR workshop if a standing performance isn't possible. Lunch and dinner via meal vouchers. * Wednesday - Kennedy Space Center, Dave and Busters dinner * Thursday - Universal parks, with a park-to-park pass and meal via meal vouchers. * Friday - Animal Kingdom - dinner at the Rainforest Cafe and departure after dinner * Saturday - $10 meal credit breakfast, buffet lunch if possible, arrive around 2pm at MHS > Mark would also like an escort > Security. > He is not sure if the first day will work well with the bus driver hours and the dinner that they prefer and is open to suggestions. > Budget under $1000 is preferred. 03/23/15: > BJS made comps 7 (6 based on previous experience + 1 for Golf Outing GC). 04/06/15: > BJS reviewed and updated IOG and attachments as needed in order to make it all work with bus driver hours, etc. > BJS ran rates. > BJS sent to CH so she can complete PTP. 05/28/15: > BJS updated dates of trip based on em from SN on 5/14/15. > made no changes to attachments, we will have to wait until all is confirmed. 06/11/15: > Rec'd EM from Mark - Hello Bryan, Please see the attached document for proposed information regarding a Mars Music Department trip in April 2016. April 5-10, 2016 Tentative Numbers: 120 Students 12 Paying Adults 8 Staff Complimentary packages Any questions please CC all music staff. If possible, please submit a proposed bid no later than Monday, June 22, 2015. Thank you! Mark Rodgers 06/12/15: > BJS called SN and asked if this was now going out to bid - she called Mark and yes it is, to make his colleagues happy, but he is confident we will get the job. BJS not so sure! > BJS and SN discussed some of the problems with what he sent - breakfast and shower can't be at 10AM, has to start NLT 8AM, and they'd need to leave a few hours earlier in order get into Orlando on time. Not sure if school system will give them another half day out of school. 06/12/15: > BJS sent EM to Mark, Jennifer & Jessica - Hi Mark, Jennifer & Jessica! I appreciate the updated information and we will make the revisions you have requested and detailed on the attached. Just one note of caution . . . The Shower at the Water Park option is only available for groups arriving prior to the park’s opening time at 10AM. That being said, you would have to arrive Orlando by 8AM to make this work. It also includes breakfast, so we can do it, but you would need to depart the school a few hours earlier on Tuesday afternoon. Is this an option? Please advise ASAP so we can proceed accordingly. Thanks all, Bryan. Jen replied - Good Morning, I am not positive that the school board will approve for us to miss 3 ½ days of school. As I am looking at the numbers, are we talking 2 hours? Thank you, Jen. 06/15/15: > BJS sent EM to SN - 1. I will need to know how we are to proceed (with or without the two hour earlier departure) in order to complete the revision. 2. Also, based on the bus rates we already provided, please ask Mark for their charter choice so we can go back to that one company and get a revised quote based on the new trip outline. Thanks Stephanie, Bryan 06/15/15: > SN sent EM to all three directors posing the questions sent by BJS regarding charter company and departure time. Also, Mark indicated via text that the school wishes them to bid the trip and then assess from there. Mark says he has no intention of travelling with anyone other than CCIS, but they still require multiple bids. 6/17/15 > SN sent reminder EM to all three directors indicating that we need the charter preferences ASAP in order to complete their revised proposal by their requested date of the 22nd > SN received EM from Jess Kimbell saying that after discussion with Mark, they would like to stick with Butler Motor Transit 06/17/15: > BJS completed IOG Rev 2 based on the group's suggested itinerary which we received on 06/11/15. > JM, please send to BMT for a revised quote - this is their preferred charter company. > JM and HMS, please review and update attachments and proceed as needed. ____ JM ____ ____ HMS ____ 06/18/15: > BJS ran revised rates and then prepped the PTP Rev 1 for Mark. > Since we are now being BID, deleted the Headphones and DVD, also adjusted Security to two guards instead of three. > Sent to SN for her review - not sure about when to send it to Mark - not sure if one of the other directors is trying to sabotage CCIS or not and don't want them sending it to another tour company for a lower price. > Mark will be back in town on Monday and that is when they were looking for the revision, so we mnay hold until then. 06/22/15: > BJS sent REV Pack 1 to Mark et al . . . Mark, Jessica, and Jennifer: Attached please find the Revision you requested for the Music Department’s up-coming trip to Orlando. This revision is based on initial proposal you asked us to complete as well as the changes you requested in the sample itinerary we were provided with on June 11th. After a very thorough review of the sample itinerary you provided, here are just a few notes that you may need to consider: 1. In order to accommodate time to shower and refresh at a water park prior to going to Disney on your arrival day, you would need to arrive the water park by 8AM which would necessitate a 12 Noon departure from school on Tuesday. Since we were not certain if your administration would support another half day out of school, we did not include this option, but please know that it can always be added. 2. A 10:00AM arrival at the water park is possible, but since that is when the park actually opens to the public, you would have to pay a full day admission just for time to use the showers. This is an additional cost that I doubt you would want to add to the budget. A Noon arrival at your first Disney Park will also create some issues with your bus driver hours, for they must have a mandated number of hours off, as soon as they drop your group at the Disney Park on arrival day, in order to return late that evening to pick up your group and deliver them to the hotel. 3. Your note made mention of having different groups perform each day . . . Neither the Directors nor Disney want to have an ensemble perform on arrival day and because of the required use of the bus, Disney will typically not schedule performances on the last day since they are cognizant that drivers have to have the required off hours on the final park day since you will be traveling through the night. Because of these two factors, please be aware that you will most likely have two performances on one of the two middle park days. 4. Since Butler Motor Transit was your preferred carrier and the lowest of the four (4) quotes from the original proposal, we approached only them for the revised rate. Remember, their price includes all required relief drivers and a total of five nights’ accommodations for their drivers in order to accommodate the required early check-in and late check-out at your group’s resort. I hope you are well pleased with the revision and as always, we are happy to make any other changes you may want or need. As we have been holding these reservations for several months now, please advise Stephanie (724.822.6633) as soon as possible as to your plans on how you will proceed. Your resort reservations are currently secure; however, we are not able to hold any coaches without your decision to move forward. FYI, I will be on vacation beginning at noon this coming Thursday, June 25th and return to my office on Monday, July 6th. I will have no phone access and extremely limited internet access during this time, so if we can get this wrapped up before my departure, it would be very helpful. Thanks again and I look forward to our being able to continue to serve you and your students with the highest level of quality, customer service, and real value! Sincerely, BJS. 7/3/15 > SN spoke to Mark Rodgers yesterday regarding the status of their contract. According to Mark, he and Jess both voted to use CCIS and the choral director, Jen, did not vote either way. Mark says that he will go with the majority opinion and says they are ready for a contract. 07/07/15: > Go to K based on the Revision we presented on 06/22/15!!! > As this is going to K, please review and proceed as needed. SN to deliver CN to Mark early next week. Thanks! _x___ JM _7-7-15___ ____ HMS ____ 07/14/15: > rec'd EM from Mark - > Good morning Bryan, Thank you again for your patience during this trip planning process. After discussions as a staff we would like to proceed with using CCIS as our travel company during our 2016 spring music department trip to Disney. > At this time we will be submitting all of our necessary paperwork to the Mars School District administration and waiting for official school board approval. This will likely happen during the first meeting of August, and at that time we will sign the contract and finalize any other necessities. > Thank you again and we look forward to traveling with CCIS! Mark Rodgers. 07/14/15: > BJS replied - > Thanks Mark, this is great news and we appreciate the timeline. Your Group Leader’s Handbook will be delivered shortly and include a Contract Due Date of August 21, 2015 so it will be following the Board Meeting. We will also include partially completed Disney Performing Arts On Stage applications with your Group Leader’s Handbook, so these can be returned to our attention ASAP. > Stephanie is on vacation until Thursday of this week, but when she returns to her desk, she will be able to provide you with your complete list of CCIS due dates, so you and your colleagues can plan your group’s deadlines accordingly. > Thanks again and all the best to you, Jennifer, & Jessica for a great rest of the Summer! Sincerely, BJS. 08/25/15: > BJS created IOG K Version to show Planet Hollywood at Downtown Disney on Saturday evening since Rain Forest can only accommodate at Animal Kingdom can only and after 9:30PM on any day! On 8/4/15 HMS got Planet Hollywood to pencil in the reservation for 4/9/16 at 7PM. This is the group;s last day on Orlando and they can use Disney Transportation to get from the park to Downtown Disney. Will also work better since that will most likely NOT be a performance day so we donl;t have to worry about a dinner reservation conflicting with the performance times. If it does not work out, they can have a $20 Meal Credit and eat wherever they'd like at Downtown Disney. > BJS completed PTP K version. > BJS set due dates and then did invoices. > Sent to CH for CN prep. 08/27/15: > EM'd E-Agreement to Mark for signature. > Due: 09/03/15. 08/28/15: > Rec'd signed K. > Please mail Group Leader Handbook, inlcuding the 3 partially completed Disney PAOS Applications. > Since group is now UNDER K, please review and proceed as needed. First $ due 09/21/15. _x___ JM __8-31-15__ __x__ TW _9/1/15___ __X__ HMS _9/2/15___ 10/02/15: > SN spoke to Mark Rodgers late this afternoon about their trip numbers: He says they are looking at roughly 175 participants now, thus necessitating a 4th bus. He will give us a better estimate at the beginning of next week. 10/8/15: > Per SN from Mark - > SN spoke with Mark Rodgers about updated trip numbers: > Max number will be 190, though Mark feels 182-185 is more likely. Roughly 163 students and 27 adults. > BJS updated IOG, Bible and SS accordingly. > Everyone, please review all and make the necessary arrangements to accommodate this new, significantly higher number. Thanks! __x__ JM __10-8-15__ __x__ TW __10/8/15__ __X__ HMS _10/15/15___ 10/15/15 > EM received from WDW regarding performance times: Dear Mark, Jessica, and Jennifer, Greetings from the Walt Disney World Resort and thank you for your interest in Festival Disney during our 2016 season! We received the registration for your group and I wanted to let you know that based on the current number of ensembles previously registered for that weekend, your String Orchestra and/or Chorus may potentially need to perform on Saturday. We understand this is the group’s departure day and that sometimes this may pose a challenge with driver’s hours when departing in the evening, and that is why we wanted to let you know right away. Of course, we will make a note to try to move those ensembles to another day, if at all possible. (parade performances are normally scheduled on Friday evening) Please respond back acknowledging the current Saturday schedule availability before we are able to complete the Festival Disney registration for the ensembles. Sorry for the more limited availability now that a substantial number of registrations have been received for that extremely popular festival weekend. Thanks, Rene Perez Senior Festival Manager Disney Youth Programs > EM response to replies sent by Tommy and Mark regarding concerns about a Saturday performance by the choir and orchestra: Dear Mark and Tommy, I just re-reviewed our records to double check that we have some notes to remind us to try an move the ensembles away from Saturday and we will review that during the scheduling process and try our best. However, as of today’s availability, the String Orchestra and/or Chorus may potentially need to perform on Saturday. Based on your messages below, we will continue the registration and processing of the registration fees to confirm the ensemble for that weekend. Thanks and we look forward to hosting your group next spring at Festival Disney! Rene Perez Senior Festival Manager Disney Youth Programs 10/19/15 > Jennifer Kennedy reported via email, a number of 79 choir participants. SN replied, asking if this number was in agreement with Mark Rodgers larger participant counts that were recently reported. Jen replied, saying: I’m not sure what numbers Mark told you. We just made a master list of students and it looks like we are at 161 total. There are kids that are cross over students who participate in both band and choir. But, the 161 is the total number of students we have at this time. Thanks J Jen **SN forwarded this message to TW. > Just spoke to Mark and here's the breakdown: Band - 68 Orchestra - 31 Choir - 78 There are a few crossovers, so there are actually 161 students going (not 177 when you total them), and a rough total of 193 when you add in staff and chaperones. 12-14-15 >Rec'd check #650 in the amount of $26,600.00 2-5-16 >Rec'd Hotel Info form, Room Lists, Final Pax, and Allergy Form 2-8-16 >JM processed Hotel Room List Packet to include the following: 0 SX/0 pax 19 Qnt/95 pax 14 Q/56 pax 2 T/6 pax 13 D/26 pax 1 S/1 pax TOTAL 49 ROOMS TOTAL (154 + 29 + 1) _____BJS_____ _____HMS_____ ___x__TPW_2/23/16____ 2-8-16 >Rec'd Check #661 in the amount of $26,600.00 03/03/16: > BJS emailed and mailed Final INV #5952, $94,827.00 and made it due 03/15/16. 03/04/16: > The treasurer called from Mars Band - BJS inadvertently invoiced the group for the Escort's single package. > BJS revised INV and emailed to all concerned. INV #5952, $93,842.00, due 3/15/16. 03/09/16: > BJS and SN sat down together to review / update IOG with Parks hours, performance times, etc. > She is going to share with Mark et al. > BJS sent note to Christi that it should be ready for Final Itinerary. 3/25/16 >Pre-trip meeting is 3/29 @ 7pm. SN and Ken will meet at the school. No major questions before the trip! 03/25/16: > BJS completed Final Itinerary and emailed top all three directors, Ken and CCIS Staff. > BJS completed Bank Request Form and emailed to JAF so he can get the cash. 3/28/16 >Mark has a few questions prior to their trip: * Has WiFi been confirmed for the buses? - Outlets have been requested and they are under the seats. They are 110 outlets like in your kitchen. There is a DVD player with several monitors throughout the bus. Wifi varies by bus and cannot be guaranteed. * Have food allergies been communicated to necessary restaurants (specifically Ryan's Grille? - Yes, FAF has been shared with all restaurants, however, CCIS can and will not be held liable for any food allergy issues and trip participants are reminded to identify themselves upon arrival at restaurants. *Do the driver off-hours coordinate with the schedule? - Yes. BMT may sublet a portion of the trip to a local bus company in Orlando, but this was accounted for in their quote and they (BMT) have made the necessary arrangements. * Can the band kids get on the buses backstage to leave the park after the parade or does Disney have rules against this? This is fine so long an the remaining buses can accommodate the folks who will still be be in the park. Be sure to make Drivers and other directors aware if you decide to go this route. * Are the meeting places in Italy for the choir and orchestra correct since they are actually performing in a very different part of the park? Itinerary is correct, both the Orchestra & Choir performances are in Melody Gardens and this was just confirmed again with WDW. * Do we have a current list of restaurants where the meal vouchers can be used? It will be on the back of the meal vouchers. Remember, the Disney Dining Coupons can only be used at Counter- Service Eateries - not restaurants with waiter service. 3-31-16 >Rec'd Check #689 in the amount of $93,842.00 4/4/16 >Room/Bus list received via EM from Mark and forwarded to Nilda for processing. 5/2/16 >Trip debriefing: Mark felt the trip was "spotless" and that everything was good all around. The bus ride back was too slow (the driver stayed significantly under the speed limit for some reason), but that was the only criticism. They ordered water for the students from a Costco in Orlando, which was delivered and Jennifer Robinson handled the arrival of the delivery on their behalf. Mark thinks that maybe he'd rather go with a Disney dining card with perhaps $30 on it per day, rather than splitting it into a meal voucher and dining card. He felt the kids would benefit with a little more flexibility in what they could eat by doing it this way >Next year, they want to do a less expensive, shorter trip. Possible destinations include: Cleveland, Philadelphia, or Columbus. Budget has to be small, in the $300-375 range. Conversation will continue when dates are worked out with the school calendar.
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