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General Trip Information
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Mon May 09, 2016
Trip Name
Bishop McNamara High School Music Department-Orlando, FL-04-20-2016
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Bishop McNamara High School Music Department
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Bishop McNamara HS to Orlando = 870 Miles / 14.5 hrs non-stop. WDW to Fayetteville, NC (Golden Corral) = 555 miles / 9 hrs non-stop Fayetteville (Golden Corral) to HS = 330 miles / 5.5 hrs non-stop No IDEA when CJ put this information in the system and / or when she met with Tony!!! 1) Off Site - all about the price 2) All meals included 3) Park Hoppers 4) Bus 5) Workshops and performance All about the price - knows it will be higher then ATL, but when OLGC went to Disney last time they compared costs (Tony knew they did all inclusive) but Tony did the trip himself and was at a lower price. Talked about off site and he wants Workshop - especially the recording studio! He has concerts and has no more time to chat - but wanted to get the ball rolling on Disney. 06/18/15: > BJS completed IOG based on PAOS Starter. > Will hold off making any others attachments (other than charter companies) until after Brett meets with Tony in early July. > BJS then did GTM with Brett and discussed all of the various options and ran rates for PAOS Starter, PAOS Starter with Workshop, and Festival Disney Starter. Also spoke about up-charge $25pp, for Hopper, time commitments of the different programs, band, orchestra and choir combinations for PAOS performances, workshops, etc. > BT has already been in touch with Tony and they are planning to sit down together in early July to discuss rates and all the options. > BJS sent BT the IOG, 3 Quotes and the Rate Worksheet Template. > JM, please send CQRs to Keller (his first choice), as well as Eyre, Dillons, Atlantic Coast & Hunt Valley. __x__ JM __6-22-15__ 7/31/15: > BT had GTM with Tony to discuss Orlando trip > Book Keller bus (try to bargain like we did last year to see if they will match or at least come closer to the lower rates we have from Hunt Valley and / or Atlantic Coast). They did this last year and have also been using Keller for several years and would really like to continue using them. Also, needs Keller to guarantee buses with WiFi and Power Outlets as they have done in the past. > Tony wants to depart at 2pm on 4/20 to avoid car lines at the school at dismissal time. > We discussed PAOS, + wkshp, and FD pricing and went through rate worksheet. He's leaning toward not competing and I advised against PAOS + wkshop for logistical reasons. He will discuss with colleagues and I will advise of decision. > He is concerned about 5 to a room, but I sent Buena Vista room sketch and explained that a quad hotel would not be cheaper. He's happy that bfast can be accommodated in 1 shift. > This is "more than they have ever charged for a trip". He's concerned, I explained that it's all inclusive and we don't want to run into under charging like last year. > We discussed having bfast on Sunday as a reservation with boxed lunches. I explained travel concerns and room for error. Suggested later bfast and skip lunch to save $. He is concerned about kids getting hungry at lunch time. > I sent Tony my notes on pricing. I will advise once decisions are made. > JM, for now, since some of this is still TBD, at least we know what he wants to do with the buses, so please go ahead and begin your negotiations with Keller - make sure they still have the coaches available and meet his requests from above on rate, wifi, etc. Thanks! > BJS updated IOG and Bible with the 2PM depart school time. Please make sure bus company is aware so their paper work also has 2PM as it was originally a 3PM departure. __x__ JM _8-4-15___ 08/05/15: > BJS sent EM Brett to see if Tony has made a decision on which program he is going to go with so we can complete their official PTP. 8/6/15: > BT left Tony a VM to see if any decisions have been made and let him know about FD venue changes. 8/28/15: > BT has appt. with music department on 9/2 at 8:45am > Still no decision on which Disney option, wants me to explain all options to them. > Will need revised package prices in a "formal" format (not my scribbled notes). I believe IOG is still the same until they choose a program and decide if they need to trim anything. > Tony seems agitated that it's late for them to not have their trip together, but I have been trying to meet with him since we returned from Mexico!! > We contracted Keller right? It's not checked below...just making sure. 9/2/15: > BT had in person meeting with Tony, Francine, and Rhoda. > Explained IOG for each each Disney option with pricing. > It sounds like they are leaning toward Workshop only. Concerns about logistics: They have about 133 n bands, 30 in orch, 70 in choir. Over 120 person limit for band. Could they make a full orchestra as one group, remainder of band as their "band", and then choirs as their 3 workshops? > If not, they might consider some groups do PAOS, and others do workshop but I think they would rather have all kids do the same thing. > I shared concerned about all kids doing PAOS...too many groups. > Tony asked about park hopper, I told him +$25/pp. He also mentioned trying to be able to go to 4 parks during their trip. I assume the only way to do this would be with a hopper. Is there a ticket that would allow them to go to 2 parks in one day, then same park on other 2 days? > Did rate worksheet with Tony based on Workshop at QT occupancy and new Keller price. They are under $700 w/o their fee which they feel okay about, but need to charge their fee even if it is reduced. They are concerned about being over $700 psychologically for their families but want to make the "culture shift" to all-inclusive. > We talked about removing meals, perhaps meals at Disney to reduce cost (smoke and mirrors) and to give the kids flexibility with what to eat. > Questions I need to answer for them: What is value of Disney dinners if removed? Can workshop have audience? (what to do with parents?) > BT will send answers to these questions along with rate worksheet that we worked up so they can play with numbers. They will discuss and advise of decision. 9/9/15: > BT spoke to Tony > They want to go with Disney workshop only: full orchestra of about 60, band of about 100, and choir of about 70. > He is concerned about telling folks they are doing this then Disney saying there is no room. I advised him of Disney's policy that they need the application before anything can be done about this. > He might have some YouTube video of band, video of full orchestra could be harder. Let's move on getting him the application info so they can get started. > He will tell me within the next week if any meals will be removed, they still need to "go over the numbers" I shared with them last week (driving me crazy) but their parent meeting is on Tuesday, so should have it firmed up by next Wednesday. 9/15/15: > BT spoke with Tony today re: parent meeting tonight. > He has updated number from choir teacher who has incr. enrollment possible b/c of rumors of Disney trip. > This could put them at 255+25 and require a 6th bus > See if Keller has a 6th bus for this trip > We went over rate worksheet with 6th bus to see change in cost so he could report to his parents. > He will advise of any changes to meals, etc. 9/17/15: > Email from Tony with some tweaks. > He wants to drop "Thursday meal", this will be the one the kids pay for. I think he means the Wednesday meal at Golden Corral. I'm guessing would end up being a fast food stop on their own. > Instead of two meal stops on Sunday, he wants to try to find a buffet breakfast (Golden Coral style?) and arrange for them to also give them a boxed lunch so they don't have to make a full stop again. I believe he did this last time they went to Orlando. This could be tricky with timing. > Leave everything else as is. > He has a student who has season passes to Disney. She wants to know if she can pay a reduced rate since she can get into the parks without our ticket. Is it possible to let her pay a reduced rate? I'm assuming the tix are part of the Workshop package. > I will clarify Tony's Thursday meal comment. > I also asked him about progress on Disney applications. > Please advise about Keller having a 6th bus. > BT got clarification - Wednesday evening meal will be "on own" at Fast food stop. Cancel Golden Corral for that evening. 9/24/15: > Tony confirmed dropping the Wednesday meal at Golden Corral. That will be ON OWN via fast food stop. > This was actually added to the note above at the bottom...so I did do it! :-) 09/30/15: > To be safe, BJS updated numbers on IOG, SS, & Bible Screen to 280 (255 + 25) per Tony's conv with Brett on 9/15/15. > JM has secured a 6th coach from Keller, his charter company. > TW, please call Jennifer at the BV Suites and see if she can give us a few more suites. Current contracted block = 67 DD suites. I think we should try to up it to 75 Suites (6 of which could be King Suites since there will be 6 bus drivers). > BJS made the dinner en route on the first night completely "on own" and marked that Golden Corral stop INACTIVE and updated IOG accordingly. > HMS, Tony wants to have a reservation Breakfast Stop on Sunday morning, on the way home, so BJS researched and it appears as if the Golden Corral, 1806 SKIBO ROAD, FAYETTEVILLE, NC 28303, (910)868-5868 would be a good spot. > He also wants to see if that Golden Corral can have a box lunch for them to take with after breakfast, so they can eat it later that day and keep going for home, without having to make an additional stop. > HMS, please check with GC and see if they can o this, if not, check with Subway to see if they can deliver Box Lunches to the GC at approximately 8:30AM that morning. Obviously, just dealing with GC for all of this would be best. > Again, BJS updated IOG as best he could for what we know at this point. Marked the two $10 Meal Credits on the way home as INACTIVE. Golden Corral will need to be added, as well as what ever decision is made on the Box Lunch. > Client is ready for K, so please review and proceed as needed with haste! I would like to try and get this to Christi,later this afternoon if at all possible, so she can get to work on the K ASAP. Thanks! __x__ TW _9-30-15_ __x__ HMS _9/30/15_ 10/1/15: > BJS reviewed attachments and then ran rates for K version of PTP and the K itself. > No DVD per clients request to save some $. > Sent to Ch for PTP prep. 10/2/15: > BJS sent PTP Pack and files to BT so he can share with Tony and get the go to K. > BT sent PTP back to Tony for his review. 10/8/15: > BJS sent to CH for CN prep. 10/9/15: > TW sent E-Agreement. 10/20/15: > Rec'd signed K. > As this group is now UNDER CONTRACT, please review and proceed as needed, keeping in mind that 1st $ is not due until 11/13/15. Thanks! __x__ JM _10-21-15___ __x__ TPW _10/21/15___ __x__ HMS _10/28/15___ 11/12/15: > BJS sent Em to BT re: Disney Workshops - Brett: I just got off the phone with Mike “The Scheduler” at WDW and as expected, when you wait for weeks to complete the applications, you won’t get the most convenient times! I wish people would listen to us when we tell them they need to do something. Now they will blame us for not making it happen as they wanted . . . Here is what Disney can offer Bishop McNamara. You’re Instrumental Workshops (1-Band & 1-Full Orchestra) • Friday, 4/22/16, 7:00AM (both workshops running at the same time in two different rooms – Studio A Backstage EPCOT and Disney Events Building [these are not close to each other, so walking between the two is not a possibility]). or • Friday, 4/22/16, 9:15PM (both workshops running at the same time in two different rooms – like above) or • Friday, 4/22/16, 6:00PM (1 workshop) & 9:15PM (1 workshop) or • Friday, 4/22/16, 7:00AM (1 workshop) & 6:00PM (1 workshop) Disney Sings Choral Workshop (2) NOTE: The larger rooms that could accommodate more than 65-singers at one time, have already been spoken for, so they are going to split into two (2) Disney Sings Workshops. • Saturday, 4/23/16, 7:00AM (both workshops running at the same time in two different locations) or • Thursday, 4/21/16, 9:15PM (both workshops running at the same time in two different locations) I have put my suggestions in BOLD and these are what Mike is holding for us. If they want one or mnore of the other options, they will be strictly based on availability. He continues to schedule other groups all day long. I have based my choices on the following: • We always prefer not to have workshops or performances on travel days, so as not to mess with bus driver hours. • Arrival day events never go well since the group will not have been in a bed for two days. • If they do the 7AM Workshops, the kids will get more park time. • 9:15PM Workshops do not end until almost midnight. After the kids have been in the park all day, they are probably going to sleep through the second half of the workshop as they are exhuasted by that time of night. • The late night workshops also create their own challenges with bus drivers on the following morning. • With the choir workshops being at 7AM on departure day, we can still get the drivers their required off hours aftwer the workshops and prior to departure. Good luck! Let me know if you have any questions or concerns. Maybe you can see this in a different light and come up with better reasons for another time . . .let me know. Thanks, BJS. 11/12/15: > BT sent the above info to all 3 directors. No response from any of them. 11-13-15 > Rec'd Travel Planner Letter > Rec'd check #71737, $42.500.00. > As we have now rec;d the group's first $$$, please review and proceed as needed. Thanks! __x__ JNM _11-13-15___ __x__ TPW _11/17/15___ __X__ HMS 11/16/15____ 11/17/15: > BJS: please FWD Disney schedule/itinerary per your conversation with Mike from PAOS office to TW for file. Thanks!! 12/5/15: > BT saw Tony and Francine at Band Festival, spoke briefly about Disney. > Both said they have not read my email from 11/12 and saw the emails from Disney but did not read them. > BT advised that we made decisions with Disney based on their group size to optimize time in park and all students getting workshop experience while keeping driver hours, etc. in mind. 1-22-16 >Rec'd Check #72167 in the amount of $70,868.00 2-18-16 Rec'd Final Pax, Room Lists and Hotel Info. forms 2-19-16 >JM processed Hotel Room List Packet to include: 27 Sx/162 pax 18 Qnt/90 pax 0 Q/0 pax 0 T/0 pax 10 D/20 pax 5 S/5 pax TOTAL 60 ROOMS/277 pax (252 + 25) _____BJS_____ _____HMS_____ _____TPW_____ 3/2/16: > Tony sent EM to BT with some itinerary questions/requests. BJS, we should chat about this when you have a moment so I can let Tony know what to expect. > Thursday night - he's thinking of bringing groups back to hotel earlier to check in, then send choir back out for their workshop. If this is possible, could they do dinner at hotel? I don't know if BVS even offers dinner. + it would add cost, + there probably wouldn't be time to get everyone checked in and the choir group back our in time for workshop. > He prefers to do Epcot on Thursday since that will be their shortest park day. > Then Hollywood Studios and Magic Kingdom on Friday and Saturday to maximize their time in those parks. 3/3/16: > Tony has a participant cancellation situation - some kind of medical issue. I just forwarded BJS the PCCF. > He MIGHT have a student to take his place, but won't know until tomorrow. So he's going ahead and sending the cancellation since he's right at the deadline - 5pm today. > Although he told the mom of the cancellation kid she had until 9am on March 4 b/c he though March 4 was his deadline instead of March 3 at 5pm. > If the replacement kid can come, it becomes a non-issue. > Worst case scenario - cancellation kid changes his mind tomorrow am by 9am (doubtful) and replacement kid wants to come. There is room for an extra in a hotel room - but we're right at the PCCF deadline. Can we make this work if we find out tomorrow? 3/4/16: > UPDATE: the student on the PCCF Tony sent yesterday is indeed cancelled. > Tony will hear today if the other student can take his place. > Per BJS request, numbers are as follows: 96 in choir 157 in band 2 crossovers > They were going to have 49 choir on Thursday night, and 47 on Sat am. > For band, 50 in a full orchestra, and 100+ in a combined band > If they can get rid of the Thursday night clinic, that would be ideal. 3/4/16: > Convo. between BT and BJS re: itinerary for Tony: > Thursday - Epcot will be park of choice. Bus drivers off until 8:30pm. BJS will hire coach from separate co. to pick up 47 choir kids going to Th night clinic at park around 6:30pm. That small group to hotel with several adults and CD to check in. Choir departs with CD and maybe one chaperone for clinic at 8:15pm. A few adults stay to handle kets and check in for remainder of group. > Thursday night - 3 buses will have to run shuttle to pick up remainder of group at Epcot (since we will need 3 buses early on Friday am to take band/orch. to workshops). > Friday am - 3 buses take band/orch to workshop, depart at 6:15am. Other 3 buses depart around 8 :30 with non workshop students to Magic Kingdom. Band orch meet at Magic Kingdom after workshop. > Friday pm - only 5 buses to bring kids back from MK, as one has to be up early saturday am for choir workshop. (it will be a squeeze) > Saturday am - 1 bus to choir wkshop early - other 5 bring rest of kids to Hollywood Studios a little later, choir meets them there aftr workshop. > All depart HS accodring to IOG on Saturday night. 3/4/16: > BT just got word from Tony, replacement student is NOT able to attend. > Go ahead and process the participant cancellation that BT sent yesterday. 3-4-16 >JM re-processed Hotel Room List Packet to include: 27 Sx/162 pax 17 Qnt/85 pax 1 Q/4 pax 0 T/0 pax 10 D/20 pax 5 S/5 pax TOTAL 60 ROOMS/276 pax (251 + 25) _____BJS_____ ___x__HMS_3/15/16____ _____TPW_____ 3/24/16: > BT had a conversation with Tony re: his Orlando itinerary. A couple things to note in addition to notes from 3/4. > First, Tony called Keller to ask which size buses they were providing, apparently it's happened before where some of the buses were smaller. This is what they said they were providing: Bus 1 - 54 Seats Bus 2 - 50 Seats Bus 3 - 50 Seats Bus 4 - 55 Seats Bus 5 - 55 Seats Bus 6 - 55 Seats > This could affect Friday evening when only 5 buses can pick them up from MK. We already thought it would be a squeeze. What time would they need to leave MK on Friday night if they wanted/needed all 6 buses to give that one driver his required hours for the Sat. am early departure? I figured around 8pm. > We either need to do that, or call Keller and make sure every bus will be 55 pax. > Tony has a parent meeting for the trip on Monday, April 11. Would it be possible to have his final itinerary and FedEx package to him by then? He's asking for it by the 8th if possible. That's within 2 weeks of his departure, so I told him I would check. 03/29/16: > BJS emailed and mailed FINAL INV #5990, $67,408.00 and made due 04/11/16. > Did not charge for the canceled pax. 4-18-16 >Rec'd Check #72722 in the amount of $67,408.00 4/28/16: Trip de-brief with Tony: > All went well overall > Workshops - really liked them, would prob. do again over Festival. Now that he knows procedure, will do a better job getting forms in on time :-). > The two bands did the same song, would have liked two different ones for when they show the video to everyone. Clinician let some easy mistakes go by, could have easily fixed. > If Disney could provide GPS address along with maps, that would be good. Francine's bus got lost and was late, when she called they gave her an exact address and they found it. If they had it up front, wouldn't have been an issue. > BVS - liked the hotel, apparently front desk person (older gentleman) was very rude to some students and adults in his group. Wasn't happy about entering wake up calls. They spoke to manager. Breakfast was good. > HUB - LOVED IT! Rave reviews - wish they had that in more cities. > Golden Corrall - a little small for their group, breakfast took almost 2 hours stop b/c of restrooms. > got back a little late b/c of breakfast stop, then buses refueled at lunch stop. They got back at 5pm, but he said it wasn't a big deal. > One almost mishap with Keller (and it was their fault) - somehow they had their departure time from the school at 3pm in their system. Tony just happened to call them in the morning to double check (cuz he's anal) and they caught it. It was correct on our paperwork, it just got entered wrong in their system even after going over everything with Jude. Whew! > Next years trip - late March (still not firm), needs to be a bit less expensive. Maybe Boston. Probably festival. I sent USBands and Coda Perf. links for them to take a look at...might fit the bill. Will touch base in mid-May to get everything set up.
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