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General Trip Information
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Wed May 04, 2016
Trip Name
Ocean Lakes High School Band-Orlando, FL-03-09-2016
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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 )
VA Beach to Orlando = 775 miles / 13 hrs non-stop 7/16/15: > BT spoke to Sharlynn (trip coordinator) re: trip to Orlando/Universal > New BD at Ocean Lakes is Ryan Rowles > Budget is about $500 all inclusive (they are willing to go 1 day less to stay within budget) > Universal for 2 days, perform in festival @ Universal > Maybe have a down day (hotel? I suggested Radisson Orlando Celebration for this, great pool) and/or another attraction. She mentioned Sea World, but there are probably better things to do. > Transportation - she is sending an approved list for us to secure quotes. Will advise. Venture Tours is one of them. > This is her first time doing this, so she is open to suggestions. 07/17/15: > Brett, festival at Universal - do they want to compete or just do a performance int he Park? The Universal STARS program is run by Universal and is performance only, no competition (parade or stage / concert performance). This is the most cost effective way to do Orlando and with an all-inclusive budget of $500, I doubt they would have the money for a competition company's fees . . . please advise. Thanks, BJS. 7/17/15: > BT emailed Sharlynn and copied the BD: Hi Sharlynn, I have a question from the office regarding your trip request for Universal Studios. I copied Ryan on this email because this may need his input. Are you wanting a competition/festival experience at Universal or just a public performance? The Universal STARS program is run by Universal and is performance only, no competition. This is the most cost effective way to do Orlando and based on the budget you gave me will probably work best. Please let me know as soon as you can. As I probably should have said yesterday when we spoke, CCIS completely customizes your trip and confirms all of your arrangements before you even see the initial proposal. That way you get what you want and there are no surprises. Once I have your proposal, I would like to schedule a visit to meet with you and the band director since both of you are new to CCIS. As a current band director and client of CCIS since 2009, I think you will be pleased with our product. 7/18/15: > Sharlynn's response to my email: HI Brett, performance only is what we're looking for. Thanks Sharlynn White > Looks like STARS program is the way to go. 07/20/15: > Rec'd Approved Carrier List for VA Beach Public Schools. > Venture, Fun Tours, and Newton, our three regulars, are all on there, so we will continue to get quotes from these three carriers. 08/05/15: > BT scheduled IN PERSON PTP meeting with Ryan and Sharlynn for Thursday, Aug. 13 at 9am. 08/05/15: > BJS made remaining attachments. > Hotel is BV Suites and K is in hand. > Charter quotes rec'd from Venture and Newton. Ventures' 81 passenger coach with equipment trailer is less expensive than 2-55s from Newton, so BJS went ahead and had Jude do a K for the coach and trailer from Venture. > BJS ran rates and then sent to CH for PTP Prep. We will also need a PP since this is a new BD and new Booster parent. Brett will be presenting in person next Thursday morning, 08/13/15. > HMS, please review and proceed as needed - I believe Wet n Wild Picnic and the HR Cafe reservation are all you need. WE will get everything else on the Universal STARS Performance Program order form. Thanks! __X__ HMS _8/11/15_ 08/12/15: > BJS sent all files to BT for his Meeting tomorrow in VA Beach with the new BD as well as the parent Trip Coordinator (PTP, IOG, etc.). > BJS and BT prepped for his meeting. 8/13/15: > BT had in person PTP proposal with Ryan (BD) and Sharlynn (Trip coordinator) > All were receptive to the presentation. > It appears that Sharlynn got a quote from another company (she didn't share which) but they did not give transportation quotes. So she had gotten quotes on her own, incl. one from Venture > Apparently, they considered shortening the trip b/c of budget so her quotes may have been for a shorter trip. > Long story short, they LOVE the trip as is and that's the one they want, but would like a revised quote based on a shorter trip in case they can't raise enough funds. (Perhaps similar to Toni's IOG for the 2 night NYC trip with revised prices on the side would suffice) > Revisions: Depart Thursday 3/10 at same time, 2 days in Universal with STARS, Depart Saturday same time. So only 1 hotel night would be needed. > Got a quote from Legacy Limo for $12K for 2 55 PAX buses, I assume for this shortened trip. Also had a $17K quote from Venture for 2 55 PAX buses. Would like us to contact Legacy, they've used them before and like them. > They seemed inclined to travel with us instead of other co. Ryan liked us, remembers us from when he was a student. They liked what we offered in the way of 24 contact and they felt comfortable. > Their desire is to keep trip as is > Sharlynn had one question I wasn't sure how to answer: Cost based on group size of 72-80, what if that number goes down drastically? Could that cost go up/change? My thought was that if it changed within the next few weeks, we would revise the quote. Obviously, if it changes too close to the trip we could not revise the quote, that's why we ask for final participant guarantee. > Left note for Bill (CD), sorry I missed him. > BT met Asst. Principal on the way out, asked about other groups traveling. Huge school, other groups in the school travel. He seemed receptive. He supervises the music folks, so he will talk to them about their experience with us. I left him a card and will be sure to follow up with him this fall. It was either Tony Anderson or Todd Shermann, I will ask Ryan. 08/17/15: > BJS completed IOG for a 1-Night Option, so the Wet N Wild Day would be deleted. This is to give them a really low price option. > Ran rates and put on IOG so Brett can share with BD and Booster Parent. > BT, bus rate would also drop, I suspect no more than $500 or so if they elected to go with the shortened version. They need to be cognizant of the fact that this 1-Night IOG could pose an issue with the bus driver hours, for their Performance Day would be Saturday and they will need use of their bus for at least a part of that day during the performance. The bus driver must then have 9-hours completely off prior to heading for home. We would obviously request a morning performance, but we cannot guarantee it. > All attachments in the system are based on the IOG as presented, the 5D/2N IOG and PTP. 8/17/15: > BT forwarded revised IOG to Sharlynn and Ryan. > Made them aware of potential bus driver issues as noted above for this option. 8/21/15: > BT spoke to Sharlynn today > they are a GO for the original trip from PTP, not the revised shorter trip. > They would like to go with Legacy Limo, who gave them a quote of $12K for 2 55 pax buses, but would like for CCIS to contract with them so that WE handle the transportation. I asked her to ask them, 1. if their quote included driver rooms and 2. if they were okay with us contracting with them and would give us same price. I explained that the quote MAY be slightly different if we contract b/c of driver rooms, etc. I wish they had told me from the start that Legacy was one of the companies they liked to use, but it is what it is. They did NOT like the idea of the 82 pax bus from Venture. > BT will advise once Sharlynn gets back to me with info from Legacy > Other than bus, ready to go to K. 8/21/15: > Sharlynn called BT with bus info > Legacy is "happy to work with us". She said their quote did include driver rooms, but I would confirm with them. > Sharlynn is supposed to email me with a contact person at Legacy. Will advise. 8/22/15: > Sharlynn emailed contact info for Legacy > They worked with Chastity. Work # 7575458585, Cell #7577172459 08/26/15: > BJS and JM discussed the Legacy situation and she will take care of it. > JM will also cancel K with Venture for their 81 once we are sure all is good with Legacy. 09/13/15: > BJS completed PTP K version and then sent to CH for CN prep. > K to be between CCIS and the Band Parent Association. 9/17/15: > BT spoke to Sharlynn, she got eDoc and forwarded to BD for principal approval. > BT emailed BD to see if any questions or concerns. > All is good with trip. 09/25/15: > BT called Ryan (BD) re: contract. Glad I called! > Apparently Sharlynn was having a hard time scanning it to him. Guess nobody was going to call me!? > TW, please email eDoc directly to Ryan, admin. is expecting it and he should have approval within the day. > ryan.rowles@vbschools.com 10/5/15: > Sharlynn called BT re: contract, she couldn't seem to find it. I informed her that we sent it directly to Ryan. > I sent her a PDF copy so she could review payment due dates. She was concerned about not having collected enough money for first payment. I advised that they should pay what they have at this point to keep things rolling. > More importantly, I asked her to check with Ryan on the status of the contract to we can send CN. She said she was going to see him tonight, so hopefully that will happen. > Trip is a go, they have started collecting money and have firm commitments from about 60 kids so far. So not worried, but would be nice to have K! 10/21/15: > Per client's request, BJS revised Contract personnel to Ryan Rowles, the Director, rather than Sharlynn, the Parent Assoc. VP. > BJS adjusted Deadline Schedule and Agreement accordingly, as well as 1st Payment date. > TPW, please send new E-Agreement today to Ryan Rowles, Band Director and CC: Sharlynn from the boosters. Thanks! __x__ TPW __10/21/15__ Emailed revised E-Agreement; cc'd Sharlynn and BT. 10/27/15: > Rec'd signed Agreement. As this group is now UNDER CONTRACT, please review and proceed as needed, including UNIVERSAL STARS Application. First $$$ is due 11/6/15. Thanks! __x__ JM __10-28-15__ ____ TPW ____ ___X_ HMS _11/2/15___ 10/30/15: > BT sent 1st payment reminder to Sharlynn and copied Ryan. 11/9/15: > Rec'd check #1601, $10,040.00. > As First Payment has now been received, please review and proceed as needed. Thanks! __x__ JM __11-13-15__ ____ TPW ____ __X__ HMS _11/16/15___ 11-23-15: > Rec'd Check # 1628 in the amount of $3,000.00 to pay in full invoice #5849. 12-16-15 Rec'd Check #1662 in the amount of 4,500.00 to partially pay towards invoice #5850 1-11-16 >Rec'd Final Pax form, hotel info form and room lists. 1-12-16 >JM processed Hotel Room List Packet to include: 2 SX/12 pax 11 Qnt/55 pax 2 T/6 pax 1 D/2 pax 1 S/1 pax TOTAL 17 Rooms/76 pax (68 + 8) __X___BJS_01/15/16_ ___x__TPW__1/15/16___ ___x__HMS__1/19/16___ 01/15/16: > BJS emailed and mailed FINAL INV #5940, $28,597.00 and made due 01/28/16. 1/28/16: > BT received call from Sharlynn, final invoice is being paid in several small checks. > Whole thing should be PIF by 2/5. > She just wanted to make us aware since today is their due date. 01/29/16: > TPW emailed BT about missing Video for their STARS performance. 2-1-16 >Rec'd Check #1665 in the amount of $4135.00 2-3-16 >Rec'd Check #1667 in the amount of $12,970.00 2-8-16 >Rec'd Check #1669 in the amount of $6,690.75 02/11/16: > TW rec'd confirmation from Universal Stars for the 10:00 a.m. parade on Friday 3/11/16. > Universal needs a signed Performance Guidelines sheet from Ryan; TW sent document to BT to have Ryan sign and fax back to us. 2/13/16: > Rec'd check #1670, $4801.25. > Account is PIF pending no other changes. 3/1/16: > Sharlynn wants to know if trip package can be shipped to her home instead of the school. Please advise. > Address is: 1121 Estevan Ct. Virginia Beach, VA 23454 03/02/16: > Final Itinerary was completed and emailed to Sharm and Ryan as well as all staff. > FI Packet will be sent on Thursday to Sharm's address as requested. 03/08/16: > Chasity called from Legacy Limousine and spoke with Jude. > Very long story short, Sharlynn made transportation arrangements with Legacy back in August. > In August, Sharlynn asked us if we could pay Legacy based on the quote she received from them and we told w=her we don;t typically do this, but we said we would. CCIS had no reason to send Legacy the IOG since Sharlynn made the arrangements and Legacy agreed to honor the price they quoted to her. > After a long day for everyone, BJS spoke with Chasity and found out that they had never received an IOG - ever. > Cannot perform service since drivers are out of hours and need their hours off once they get to Orlando (as we well know the rules). > Sharlynn is blaming this on us and will not accept responsibility. She is probably bad mouthing CCIS to the group so in order to make sure the students have the trip they deserve, we decided to hire a shuttle to take them from the water park to the hotel on Thursday afternoon. They can then use their Legacy Drivers for the trip to Disney Springs later that evening. > BJS made arrangements with Amber Queen at Corporate Coach for the shuttle service and she will send us confirmation / invoice on Wednesday. > BT is required to speak with Ryan Rowles, the BD, to make certain he is aware of the truth of the entire situation and how we have handled it and covered his band mom's butt! > BTW, Legacy moved their offices to VA Beach in October, never informed CCIS, and the check was mailed to their old office. BJS gave Chasity our AMEX card for the balance and she will mark the check void and return to us if it ever shows up at their new address. BJS updated the Legacy address in the system. > LESSON LEARNED - If the group gets involved in the buses and / or wants to have us work with someone they have already contacted - the answer is NO. They made the contact, they are then responsible for doing transportation on own. 4/5/16: BT had nice chat w/ Ryan to de-brief Orlando and chat about next year. > LOVED it - only issue was with bus. He totally got our back with Sharlynn on that one. > Bill (CD) is doing Disney this winter, will try to get in touch with him (will plan to visit in person before end of school year) > Next year's trip: Ryan's marching band was nominated by the mayor for the Memorial Day Parade next year. He forwarded me the email with all of the info. He's thinking about doing NYC from Thursday to Saturday, then to DC for the rest of the weekend and parade on Monday, then home. > 80-90 students + 10 adults = 100pax > NYC - Carnegie? Performance opp.? Show and/or broadway classroom? > DC - standard sightseeing, parade on Monday > Can we work with/around the parade company? > BT educated Ryan on this parade, he seemed disappointed. He thought being nominated by the mayor meant something and so did his admin. They really want him to do it, but that may change. > BT sent EM to TW to investigate parade. If parade is a no go, Ryan still wants to travel, Maybe NYC or Chicago in April. 5/4/16 update from BT: > BT was going back through notes before reaching out to Ryan again. > Ryan had mentioned getting a proposal for this parade option and then possibly an alternative. Obviously we don't want to do that. I think we need to investigate this parade to see if it would price him out of the trip (if they make us buy shit through them, etc.). > TW, see the email I forwarded from Ryan on 4/5 and let me know.
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