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General Trip Information
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Mon Nov 02, 2015
Trip Name
Richard Montgomery HS Music Department-Orlando, FL-04-07-2016
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
HS to WDW = 875 miles / 15 hrs non-stop 8/28/15: > BT spoke with Ron and Pete today for qualifying conversation > They already have a quote from RS Tours (see email from BT) whom they are "satisfied" with. > Ron mentioned referral from Phil, Ron even said Phil was "really happy" with us (better that satisfied, right?) > BT mentioned a few things that were missing from their quote, incl. exact bus price, couple meals, will save the heavy hitting for in person meeting > Depart evening of 4/7 for early arrival (bfast and shower at W&W might work since they will spend the day in the park) > Friday and Saturday at hotel, depart early Sunday am. (can only miss 1 day of school) > 50 choir students + 3 adults (Ron, his wife, + 1 admin) > Pete is bringing band/orch/jazz and possibly marching band. 50 kids (with potential for more - I'll clarify) + 7 adults > Ron wants PAOS for choir, Pete wants Marching Band to perform and he also mentioned the workshop where they record a song. (not a lot of time for all of this with all of these groups!) > Max budget with transportation would be $690 > In person meeting on 9/2 @ 2pm. > I think they will be impressed by all of the detail and transparency if we can meet their budget. 9/2/15: > BT had in person mtg. with Ron and Pete for powerpoint presentation of trip. > I think they were impressed with the detail, I did a lot of explaining of logistics with buses and travel time. > They saw the problem with arriving back at 1am Monday and I think they saw the light. They want to consider trying to leave Wednesday after school and depart Orlando Saturday night. > They are both interested in PAOS workshop or some mix of performing and workshop. > They would like a proposal with earlier departure, 3 days in park, difference in price btwn. PAOS and +workshop or workshop only, possible addition of park hopper. I explained that with 3 days in park, they may not need hopper. > They would like us to secure transportation quotes. > During presentation, Pete was asking me about the liability coverage. BT needs an explanation of that for clients. I've never dealt with it and what protection it provides. > They also asked which venues in Disney the meal coupons are good for. > They do not seem to travel often, haven't done a trip in a while except overseas with small group of choir kids. > Ron asked about online payments, any chance this will be available? I told him it was in our plans but unsure when it will launch. He seems to want to do as little work as possible (which is why I think there is a good chance they will go with us b/c of all the detail we provide). I poked some holes in the RS quote. He mentioned that Phil spoke very highly of us again. 09/03/15: > BJS made changes to attachments, rates and Bible based on Brett's meeting with client yesterday afternoon; HOWEVER . . . > BJS spoke with Jennifer at the Buena Vista Suites and she is SOLD OUT on Thursday night, so shifting to a Wednesday after school - Sunday afternoon trip cannot work at her property. > She continues to hold the rooms for us on Friday and Saturday nights, so . . . Can the group do a Thursday after school to Monday afternoon scenario? It would still be just two days out of class, a Friday and Monday instead of a Thursday & Friday. > BT, please check with the group and advise ASAP so we can keep this moving, get charter quotes, etc. > BJS will have to go back and make all of the required updates . changes once we have Brett's answer from the group. 9/9/15: > BT emailed with Ron today to try to get answer on dates. > Ron is trying to get with principal to run everything by him for approval and needs "hard numbers" on their revision. > He said to go ahead with Thursday to Monday itinerary that we proposed so we can get that hard number with our revisions + charter quotes for slightly longer trip. There's a chance it could change, but I tried to sell on the fact that BVS is a good value with sext occupancy, location, and breakfast. > Based on our back and forth, I get the impression that they like what we have to offer as far as detail and transparency. 9/9/15: > BJS updated IOG to the Thursday - Monday scenario. > BJS updated all attachments and then reran the quote and put rates in system. > JM, please send CQR to Hunt Valley, Atlantic Coast, Martz, Dillons, Keller and any of your other good regulars from the DC Area who appear on the Montgomery County Public Schools Approved Carrier list. __x__ JM __9-10-15__ 09/15/15: > BJS sent to CH for PTP Prep - Revision I. > We had done a PP, but never a PTP, regardless, this one will be PTP Revision I since the original was presented all via the PP. 09/15/15: > BJS sent PTP Pack Rev1 to Brett so he can get it along to the Directors. > We are all inclusive, added a 3rd day at the park, and are still less that RS Tour & Travel!!! 09/16/15: > BJS sent EM to BT with additional bus quote info for Directors. 9/17/15: > BT got email and text response from Ron. > He apologized for not responding, but they are "swamped". > Will get to it next week. Again, I encourage them to make charter choice and will check in next week. 10/3/15: > Email from Ron: "Nothing happening, and if we don’t make some decisions soon, it’s a goner" > BT got clarification, not trouble with admin. It's THEIR inability to "get things organized". > I'm not sure if they are inept, don't really want to travel, or just disorganized. I offered to help since I do this every year with 200 pax! I will stay on it, but this is disconcerting to say the least. 10/8/15: > BT visited with Ron and Pete today re: Orlando trip. Enlightening. > They are just swamped with everything and haven't gotten to it yet. Ron thinks since he hasn't gotten word out about payment, etc. that it will be too late. I eased his mind a bit and will send some of my organizational materials to help them along. They also haven't done a domestic trip since 2002 so it's almost like starting from scratch with them. > Principal is not thrilled about missing 2 days of school, but they will talk to him again to sell him on educational value of Disney workshop. > I was afraid I was bugging them, but they seemed to appreciate the help and attention. Ron's comment "for my solar panels, I went with the company who stayed on me". I will stay on them and hopefully it will translate into the trip. > He just hasn't looked at the bus quotes. Per convo with BJS, BT will have Jude see which companies are still available for their trip and stay on him about making a decision. 10/21/15: > BT received email from Pete with bus choice! > They'd like to go with Eyre. Please advise if they are still available. > He said they are trying to work out the other stuff this week (2 days vs. 3 days, etc. Perhaps Pete has taken over which could be good. > I had texted Ron and he still said "nothing moving" as of last night. 10/21/15: > JM, Eyre is the Bus Choice. Please check with them to see if they still have the coaches available. If they are not, cal the other companies we have quotes from and see who still has coaches and then share this information with Brett so he can get it to the Directors. ____ JM ____ 10/28/15: > BT reached out to Ron and Pete to get trip status and try to send Disney apps. > His response: Hi Brett. Thanks for bearing with us. It doesn’t look like this going to work this year. I was very impressed with you and your company, and would like to start looking at something (probably the same trip) for next year. Sorry for taking your time. Pete > Go ahead and cancel. I will keep on them for next year and be sure to start early. Good news, sounds like Pete is the one handling trip, so should work better than Ron. > Please cancel all as needed - thanks! TPW, I have sent an email to Jennifer at the Buena Vista Suites so you do not need to contact her, but you will need to contact John at RY if he was aware of the group. _x___ JM __10-29-15__ ____ TPW ____ _X___ HMS _11/2/15___
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