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General Trip Information
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Wed Mar 01, 2017
Trip Name
Bald Eagle High School Band and Choir-Orlando, FL-12-17-2016
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Trip Notes
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HS to WDW = 1,075 miles / 18 hrs non-stop. 11/2015: > Rec'd request via website - Destination: Walt Disney World, Orlando FL Trip Start Date: November 2016 Earliest Trip Can Start: 6:00am Trip End Date: November 2016 Latest You Can Arrive Home: 11:00pm Students: 120 Adults: 20 Total: 140 # of Comps: 7 Date Proposal Needed: Anytime Budget: 500-600 Attractions would you like to consider: Amusement Part, Trip Specifics: Marching band needs to perform in parade and chorus needs to perform in some sort of concert. Transportation via CCIS: yes Bus: yes Plane: yes Transportation Company: Fullington Tours Do Not Use This Company: Suquehanna Trailways Overnight Security: yes Group Name: Bald Eagle Area Music Dept. Director: Kellie Long/Ryan Wade Title: Band Director/Choir Director School Street Address: 751 S. Eagle Valley Rd. School City: Wingate, PA 16823 Web Site: www.beasd.org Office Phone: 81435548681170 Fax: Home Phone: None E-Mail: kellie.long@beasd.net Cell Phone: 8148806787 Best Time to Call: 8:00pm Trip Coordinator: Kellie Long Coordinator Cell Phone: 8148806787 Coordinator Street Address: 886 S. Eagle Valley Rd. Coordinator City: Wingate, PA 16823 Electronic Signature: kellie.long@beasd.net 12/3/15: > DD was trying to get dates settled, then BJS sent the following trying to answer some off their questions or give guidance to help decision - Kellie: > Dave has been keeping me in the loop on the planning for your up-coming trip to Orlando. I wanted to share with you some information regarding your dates . . . as you know, the week of 28 Nov. 2016 is the week after Thanksgiving, with Thanksgiving being the prior Thursday, 11/26/16. Most groups that travel around Thanksgiving will typically depart on either the Friday or Saturday, right after Thanksgiving and then be in Orlando for 3-days, and arrive back at school on either Tuesday or Wednesday. These scenarios usually keep administrators happy as your students will miss only one or two days of instruction, provided you are off on Thanksgiving Monday for the 1st day of deer season. > As you well know, we can do whatever you would like, on whatever dates you prefer, but I share this information since it seems as if your dates are somewhat flexible. This past weekend, for example, we had six groups in Orlando and almost all followed this outline in order to keep the students out of class as little as possible. > Please take a look at your school calendar and be sure to check with your administration on their preferences, so we can plan the trip for dates we know they will support. As soon as you do this, please let Dave know so we can move forward with definitive plans and dates. > One other thing, I know you mentioned the possibility of flying. I can tell you that this past week we had two groups fly from Philadelphia, one of 89 and the other with 124. The larger group’s airfare was approx. $475, while the smaller group was closer to $425. Of course, once you arrive on Orlando, you will need ground transportation, which adds additional expense. With what I understand is a proposed budget of $500 - $600 per person, I am afraid flying is probably out of the question. If I misunderstood the budget, please let me know and we can further explore the possibility of flying, but you will need to be prepared for $1,000+ per person. I know a lot of low cost carriers, such as Southwest, etc., advertise low round trip rates to Orlando, but the number of seats available at these low prices are never enough for a group and group air rates are always significantly higher. > I appreciate your time and we look forward to hearing back as soon you have spoken with your colleague and your administration about confirming the dates of travel. Thank you so much – we are grateful for the opportunity to be of service to you and your students as we move plan the trip of a lifetime! Sincerely, BJS. 12/10/15: > Rec'd the following from Kellie - > She was going to call, but had to cover a class so I will email. > We are looking at the following: > Depart December 17, 2016 4 AM > Fast food lunch & dinner stops on way > Arrive in Orlando around 9 PM, overnight stay in hotel > December 18 - Day in Park > December 19 - Day in Park > December 20 - Day in Park then depart for Home 9 PM > Drive overnight to home > Breakfast & lunch stops on way > Arrive home around 2 PM > Would like band to perform in parade in Magic Kingdom and would like that to be on December 19. I know I have to apply. > Chorus performance can be either December 18 or December 20. Also we know we have to apply. > Would like as many meals included as possible. > Willing to stay off property to keep costs down. > Would like to go to Magic Kingdom, Epcot & Hollywood Studios. No park hopper passes. > Bus company I recently used was Fullington Tours out of State College PA. They were good. Will not use Susquehanna Tours. Their bus burnt down on my last trip with them. Yes, burnt down. It's been a nightmare. > Let me know what else you need! > My question is, should I start applying now? > I would like a payment plan for students and parents. Thanks! 12/13/15: > BJS reviewed notes / client requests and Budget. > If they left at 4Am as she suggested, they would not arrive in Orlando at the hotel until 2AM on the 18th as this is a 22 hour trip with 2 meal stops and another 2 hrs of potty breaks, driver exchanges, etc. > Her plan would also require a 3rd hotel night and that is a waste of budget they do not have. > BJS designed IOG based on the typical 5d/2n Orlando trip. 12/13/15: > BJS sent Em to Kellie - Hi Kellie! > Sorry we were unable to connect on Thursday and I was in the air all day on Friday. I really appreciate your sending the email with the specifications. > To answer your question about the Disney Applications, we will take care of submitting these, but we will need some information from both the band and the choir. I will have Thomas Walters, our Education & Media Director, email you the information we’ll need in order to complete the application process for both Performing Arts On Stage (band) and Candlelight Processional (choir) . The sooner you and Ryan are able to get this information back to us, the sooner we can get it submitted and increase the possibility of getting your 1st choice of performance days and venues. Keep an eye out for this information from Thomas early this week. > Also, I have reviewed your proposed itinerary and budget. Here are a few notes - 1. The trip from the school to Orlando is +/- 22 hrs. when you include 2 meal stops at 1-hour each as well as a another 2 hours of rest-room breaks, driver exchanges, etc. 2. With this in mind, if you departed the school at 4AM on the 17th, you would not arrive the hotel in Orlando until 2AM on the 18th. At that point, your driver would go off-duty at +/- 3AM and would then have to have his/her federally mandated 9-hrs. off, so the coach would not be available again until noon. 3. I would suggest making the departure time 10AM on the 17th. By doing this, you will arrive in Orlando at 8AM on the 18th. We will make arrangements for your group to have a full hot breakfast buffet and time to shower and change at a conference center in Orlando, just a few minutes from the park. You can then be in the park by 10AM on the 18th. 4. This saves your group an entire night in the hotel and will definitely allow us to include a few more meals and get as close to your proposed budget as possible. > Let me know your thoughts on this and if it works for you, we will go ahead and get the charter quotes requested and proceed with hotel arrangements, etc. We will then be able to have guaranteed prices to you in the next few weeks. Thanks again, Bryan. 12/16/15: > Kellie has not responded, so BJS sent follow-up email - Hi Kellie! Just a quick note to make certain you received the information that Thomas sent regarding the Disney applications for band and choir. Also, I sent an email over the weekend regarding the departure time from school and want to make sure you are OK with the information / time frame I suggested. Please advise as soon as you have a chance so we can start to request hotel and charter quotes. Thanks :-) BJS. 12/17/15: > Kellie replied - Getting back to you ASAP...had family emergency this week. I have terrible luck! 12/17/15: > BJS replied - Family comes first, take care of yourself and we can takl after the New Year! 01/08/16: > Rec'd EM from Kellie - I am meeting with my principal about some dates and will get back to you ASAP. 01/08/16: > BJS replied - Sounds Good Kellie! I hope things have settled down for you a bit and 2016 is off to a good start. We look forward to hearing from you soon! All the best, Bryan 02/23/16: > Kellie confirmed trip dates at 12/17/16 - 12/21/16. 03/08/16: > Jude, please make attachments and send out CQRs. > BJS attached hotel, but JNM, please attach the hotel breakfasts. > BJS also attached Disney Performing Arts on Stage & Candlelight Processional as well. __X__ JNM _3/9/16___ 03/14/16: > BJS reviewed and updated attachments as needed. > BJS ran rates and sent to CH for PTPPrep. NO PP required. 03/15/16: > BJS reviewed and then sent PTP Pack to Kellie and cc'd DD. 03/18/16: > Per Kellie - > Charter bus---Fullington, at least 2 55 passenger. Possibly 3. > Revisions: > Take out $10 Lunch meal credit on 12/17 > Take out $10 Dinner meal credit on 12/17 > Take out $10 Breakfast meal credit on 12/21 > Take out $10 Lunch meal credit on 12/21 > That's all for revisions. What will the payment plan be? > Ryan Wade will send videos to Thomas again. We did send them but maybe something did not work. You guys are the best! - Kellie 03/23/16: > Ready for K. > BJS updated IOG based on Kellie's note from 3/18/16 and then updated attachments and rates accordingly. > Created IOG and PTP K Versions as well and then sent to CH for K prep. > Due Dates K 03/31/16 1st $ 4/29/16 2nd $ 6/15/16 3rd $ 9/16/16 Forms 10/17/16 Final $ 11/1/16 > Disney Applications due ASAP!!! > TW sent E-agreement. 03/24/16: > Rec'd E-Agreement. > JNM, please process GLH per SOP. > As this group is now UNDER CONTRACT, please review carefully and proceed as needed. > 1st $ due: 4/29/16. __x__ JNM _3-25-16___ __x__ TPW __3/25/16__ __x__ HMS __4/9/2016__ 3-25-16 > JM Mailed Contract Notebook 04/28/16: > Rec'd Travel Planner Letter. 5/6/16: > Rec'd check $7206, $16,800.00 05/31/16: > Kellie called and spoke with BJS, may want to add another 10 or so students. > BJS told her that would be fine, just keep us posted on the number as soon as she has a financial commitment from these new students. 6/20/16 > Payment rec'd. $19,450.00 ch#7289 7/6/16 > Payment rec'd $1,050.00 Ch #7395 08/01/6: > Rec'd check #7741, $350.00. 09/15/16: > Rec'd HIF. BJS put in Correspondence file. 11/2/16: > Rec'd FPGF & RL. > Total Pax = 108 (86 + 22) > RMS / PAX 00 Sx / 00 00 Qt / 00 17 Q / 68 07 T / 21 09 D / 18 01 S / 01 > TOTALS = 108 (86 + 22). > BJS sent Em to Kellie to see if this was indeed correct since her K was for a minimum of 126 and she even called a few months ago to see if she could add another 10 students or so. > Kellie confirmed that 108 is correct. > BJS reviewed and dropped comps by one, so instead of 7 they will get 6 and also deleted the GTV. > BJS asked if she wanted us to cancel the 3rd coach. > Kellie replied that if she can afford it, she would liek to keep the 3rd coach so they'd have room to spread out. > That being saids, BJS went ahead and prepared the final invoice, based on 3 coaches. Total due = $32,527.00. If she wants us to cancel the 3rd coach, it will be $21,218.00. Dear Kellie Long, Your invoice is attached, based on three (3) coaches. If you need us to delete the 3rd coach, you can deduct $11,309.00 and the final balance due would be $21,218.00. Please advise as to your decision on the bus no later than 3PM on Friday (11/4/16), for we have to alert the charter company ASAP. Also, please note that since your numbers are below the contract minimum of 126 total trip participants, in order to keep the package rates unchanged, we have removed the Group Travel Video and reduced the number of Complimentary Packages from seven (7) down to six (6). Please remit payment at your earliest convenience. Thank you for your business - we appreciate it very much. Sincerely, Complete Custom Itinerary Service, Inc. > TPW, you cannot finish processing the RL, etc until we have the group's decision on whether or not they can afford and will be taking the 3rd coach. BJS will advise as soon as he receives the answer so we can get everything to the hotel and proceed with ticket ordering, etc. > TPW, please see SLACK note BJS sent re: Choir's Performance day and time. . . __x__ TPW __11/3/16__ 11/3/16: > TW spoke with Mike from the PAOS office. See note in Disney Performing Arts on Stage attachment. 11/06/16 > DD response from Kellie > Cut busses to 2. 11/3/16 > mes Bags (108) and Tags (216) sent 11/11/16 > DD message from Kellie: Right now I just need an updated itinerary...any word on that? 11/18/16: > Jeff called and spoke with TPW, said he was withholding a student from the trip. TPW took hius number and said we would call back is any questions. 11/18/16: > Rec'd check #7475, $21,218.00 (reflects just the two buses they will be using) 11/21/16: > Jeff called and spoke with CH. > She explained that BJS was out of country and would be back in office on the 28th abd return his call then. 11/28/16: > BJS returned call of Jeff Miles, Superintendent re: Student who he is keeping off the trip. 814-355-4860. > No answer - I suspect they are closed for Deer Season. 11/29/16: > Jeff called and spoke with HMS before BJS was at desk, asked for call back. 11/29/16: > BJS returned Jeff's call (814.599.9567 - cell). > What an asshole and one of the most unprofessional people I have ever spoken to - can't imagine he is a Superintendent!!! > Hot head, swearing at me throughout the conversation. BJS kept his cool entirely. Does not want our offer to return Disney tickets following the trip. Demands the $750 back. > BJS said our package was not $750, but $485 - not sure what they were charging for bus. > BJS asked him to calm down so I could tell him what we could do to help him out. We will be sending all of the materials based on the total pax as guaranteed and paid for by the group. I suggested they find someone to replace the student he is withholding from the trip. If they can't find anyone, after the trip, send back the unused Disney materials and we would return them to WDW and request a refund. > Did not want any explanations, said if he doesn't receive the entire $750 back, they would never travel with us again. Said he couldn't believe I was so unreasonable and said that $750 was something we could afford. I said that based on the terms of our contract, I had to give nothing back, but I would give back what I can recover as we always do. If I gave 100% back to every parent, director or principal who called, every time they pulled someone from a trip, I would be out of business. He continued to swear at me and then hung up! 11/29/16: > BJS sent EM to Kellie, asking her to call me when she had a moment. > She has not been in touch about this student at all, which I find hard to believe - something seems really fishy here . . . 11/29/16: > BJS printed IOG and BIBLE with final guaranteed numbers on them as this was never done. > Total Pax = 108 (86 + 22). > TPW and BJS placed order for WDW tickets on 11/18/16. > HMS, Please review and proceed as needed. ____ HMS ____ 12/7/16: > Tutti review and it appears we are in order, other than notes below - > Need to return extra 96 Disney Meal Coupons ordered in error by TPW, Was supposed to be Candlelight for Choir and TPW sent incorrect application, submitted late, and ended up with performance on last day which required us to order a local charter on the last day at a price of $780 (includes $50 driver gratuity). 12/7/16: > BJS emailed FI and QR code sheet to Kellie as well as Hotel and CCIS Staff. > Complete packet to be sent via FX on Thursday for a Monday arrival. 12/9/16 > DD Kelly is out sick (emergency surgery-appendix) She will notify the choir dir. Ryan Wade to open package and get in touch. Will follow up w/him. 01/20/17: > BJS sent EM to Kellie re: returned tickets - Hi Kellie! Thanks for sending the unused Disney tickets back to our office. We received the following: - one (1) 3-Day Starter Ticket - three (3) Meal Coupons - three (3) $15 Disney Dining Cards. The Park Admission Ticket (1) and Meal Coupons (3) have been returned to Disney for a refund. The Dining Cards are non-refundable, nor do they expire, so they are being returned to your attention via USPS 1st class mail. John Farinelli, our CFO, will be mailing a check to your attention, made payable to the Bald Eagle HS Band, in the amount of $195.38. This represents the amount of the refund CCIS will receive from Disney, less the $35.84 FedEx fee for returning the tickets to Orlando. Thanks again and have a great weekend, BJS. 02/21/17: > BJS sent EM to Kellie - Kellie: Congratulations! The Bald Eagle HS Band & Choir - Orlando 12/16 (Wingate, PA) has won the CCIS Fall Social Media Photo Contest and we will be sending 108 $5 Starbuck’s Gift Cards to your attention to disseminate to each of your trip participants. Your group of 108 had an average of 1.314 posts per person, while the second-place group, North Harford HS Band & Choir - Nashville 11/16 (Pylesville, MD) had 119 participants and averaged 1.226 posts per person. And even more exciting, Rebecca Hoffman is the winner of the trip to Busch Gardens which includes a two-night hotel stay in a standard room and four (4) admission tickets to Busch Gardens – Williamsburg! Please have Rebecca’s parents email me directly for additional information. Way to go Bald Eagle!!! 02/24/17 > DD Tour evaluation Report: All 5 ratings except transportation. Will recommend our service to others. Did not handle bus breakdown to her satisfaction. Gave her an edible arrangement rather than a refund.
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