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General Trip Information
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Mon Oct 17, 2016
Trip Name
Kettle Run HS and Liberty HS Jazz Ensemble-Bermuda Cruise-10-23-2016
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Kettle Run HS and Liberty HS Jazz Ensemble
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Nokesville, VA to NYC = 275 miles / 4.5 hrs. non-stop 12/9/15: > BT received info from Pat re: cruise for jazz ensemble with Kettle Run and Liberty. > Preference is Carnival cruise from Norfolk to Bermuda 5-night departing Oct. 23. Would also consider 7-night departing Baltimore to Eastern Caribbean if price wasn't too much more. FYI, on website the 7-night appears cheaper at first glance. > BT guessed on departure and arrival times. Couldn't find that info on the cruise website. > They are considering having everyone drive themselves to the port to save on bus cost, but would need to know cost of parking at port. Would need a cost/benefit analysis. > 30 pax minimum = 15 to 20 students + adults. Original esitmate to BJS was 25 students + 25 to 30 adults. > They would need some kind of performance opportunity for the jazz ensemble aboard ship and/or on the island(s). 02/01/16: > BJS called Carnival, Royal Caribbean & Norwegian. > Carnival 10/23/16 - does not have GROUP space available for this cruise, BUT we can book for them as individuals. Rate would be $529pp Quad, Interior Staterooms. $150pp deposit, refundable until August. Gratuities are $60.00pp. Taxes and Fees = $131.15pp. NO group amenities or credits. > Royal Caribbean Anthem of the Seas has a 5-night Bermuda Cruise departing from NJ on 10/15/16, but space is limited. At this point, ocean view staterooms are all that is left to accommodate quads = $757.58pp. Receive $100 on board credit, $200 / cabin deposit refundable until 07/16/16. Gratuity = $64.75pp. They also have Balcony Staterooms with obstructed views at $779.83pp. > Norwegian Cruise Lines - Called and LVM. 7-night Bermuda cruise departing NYC from $350pp interior according to website . . . 2/3/16: > BJS and BT discussed the cruise options for this group at length. > Royal Caribbean departing on 10/15 - $875 for Quad, $895 for Double + transportation. > BTW, just spoke to Matt and 10/15 will NOT work for their departure. > Norwegian departing on 10/23 - with their 3rd and 4th person in the room sailing free promotion - we figured $800 to $850 for quad rooms, and $1200 to $1250 for Doubles. These rates include gratuity and fees and CCIS cost, which we figured at an additional $50 per person. > Need $500 per room deposit, fully refundable up to mid-July. > Per convo. with Matt - he will have an answer on whether or not to move forward by tomorrow or Friday. He has to speak with Pat at Liberty and he is meeting with his boosters so he will be able to run it by them as well. > He is aware that time is of the essence. > He would also want 2 double comps (for he and Pat and their wives. 02/04/16: > Going to K with this! > Based on 25 students (Quad Occupancy) and 25 Adults (Double Occupancy), will need 20 cabins. 02/05/16: > BJS paid deposit on 20 interior cabins and 1 Mini Suite for CCIS Staff (TBD). 2/10/16: > EM from Matt, deposit is on the way. > Comp update, the need 4 comps (Matt and Pat and their wives). Above I put two, I guess he meant 2 double rooms...but that would technically translate to 4 comps right? 02/13/16: > Rec'd check #2021, $5,000.00 from the Kettlee Run HS Band Booster Association. 03/27/16: > BJS reviewed contract terms and rates. 03/28/16: > BJS completed IOG as we need to get a charter quote for this group. > 1-55, for the VA / NYC / VA Transfers. > Sunday, 10/23/16 6.00AM - load coach at Kettle Run HS 6.30AM - Depart Kettle Run HS for NYC 12.00PM - Boarding begins (COACH is no longer needed). > Sunday, 10/30/16 8.00AM - ship arrives NYC 10.00AM - group disembarks ship and gathers luggage and processes through immigration, etc. 11.00AM - COACH at Pier in NYC 11.30AM - board COACH and depart for home 2.00PM - lunch stop en route 5.30PM - arrive Kettle Run HS. > JNM, please send the above to Blue Ridge Coach (they have a 58 passenger bus by the way), as well as Mark Franklin and one other (see who we got quotes form for this months Disney trip). __x__ JNM __3-29-16__ 4/1/16: > BJS sent EM to Matt - Matt: Please allow me to apologize for the multiple attachments and somewhat mishmash of information I am about to present. I figured it was probably easier for me to get this to you by forwarding what the cruise line already has put together rather than trying to create a single CCIS style proposal / document. Here is the Required Performance Information. Please complete and return to our office ASAP. • Function Description • Will the events be private or public. If public, the performance must be approved before any space can be confirmed. A web link or video is required for approval. • Date(s) • Time frame(s) for each function • Number of guests attending each function • Does the band or musicians need any rehearsal or set-up and breakdown for each performance? • Will the group be brining equipment/instruments onboard? If so, I would need a listing of all the equipment. • How is the equipment/instruments being brought onboard, as a carry-on or will a delivery company making a deliver to the ship? • Will the group require to use any of the ships’ equipment/instruments? • Technical fees will apply for the breakdown and set-up of the audio/ visual equipment at a rate of $50.00 per event. • If the group requires the assistance of a light, sound or any other technician during an event, then there will be additional technical fees ($50.00) charged for each technician and per hour. The number of techs will be determined by the ship. o Credit card payment for technical fees is required no later than 2 weeks prior to the sail date. Group Dining / Dinner Reservations The ship will permit group reservations for the Main Dining Room and as a general guideline, group seatings are at 5:30PM and 9:30PM. Guest will be offered the regular dining room menu. Do you want us to make the request for Group Dinner Reservations? If so, what time and on what nights. I have included information on the ship with detailed restaurant information, so there are many options and you may want to have dinner as a group on just a few select nights. Take a look at the attached and let me know. Group Reservations are limited so the sooner we can place the request, the better. Shore Excursions We can book shore excursions for the group or individuals can do that on their own prior to sailing or on bard. Rates and times vary greatly, so this is something you might want to handled on an individual basis. Check out www.ncl.com for details on Bermuda excursions. Ground Transportation I am awaiting quotes from several carrier for the ground transportation to / from NYC. I have received a few quotes, but I can tell you now they are too high! We have sent it out to several additional carries. Complimentary Packages We have included 4 comp packages at the double package rate as requested. Passport / Travel Documentation Please visit https://www.ncl.com/about/required-travel-documentation for this information – it is extremely detailed. Payment Information / Deadlines I am awaiting final confirmation on this from NCL, for I have two sets of info and they are somewhat conflicting. The 30+ page contract says one thing and the info from our Group Specialist with NCL says something else. Unfortunately, the Group Office is closed today for a special event, so I will get confirmation on Monday and share all of this with you as soon as I have clarification. Don’t worry, your deposit is not in jeopardy :-) I apologize if this is a question I have asked before, have you ever been on a cruise? As a person with more than 25 cruises under my belt, I need to know your experience so I will be better able to assist you throughout this process. I know there will be a ton more questions, as there should be, but I hope this will get you started. Again, please see attachments and thank you and Pat for your continued support! Have a great weekend, Bryan 04/04/16: > BJS spoke with NCL and then sent EM to Matt - Matt: > We were able to secure quotes from 6 different carriers for the Round Trip ground transfers between Northern Virginia and the dock in NYC. The corresponding Per Person Bus Cost Charts are attached. Franklin and Blue Ridge were both unavailable. > I was also able to confirm due dates with payments with NCL this morning and here is what we have: > Deposit (to hold space) $5000.00 Received 02/13/16 > Contract & 2nd Payment $200.00 / person 05/27/16 > Final Participant Guarantee 07/01/16 Cabin / Room List > Final Payment 07/15/16 > I hope this helps. Please advise as to your charter choice ASAP so we can get the coach reserved and then send you a complete Agreement / Group Leader Handbook. Thanks! Bryan 5/23/16: > Received Performance Questionnaire back from Matt and BJS sent along to NCL Special Events as directed. 05/24/16: > BJS sent NLC's request for video link and performance times, etc., to Matt. Matt: > Additional needs / questions concerning your performance request. These are coming from NCL. 1. In order for the performance to be public, it must be approved by upper management. We will need a web link or video sample of the performance. Please send link to my attention ASAP. 2. How many performances are you requesting to have? Please advise on the length of each performance as well as the rehearsals. 3. There are no limitations on carry-on your own equipment. The group is free to bring on all the equipment. Once we have the performances scheduled, we can send a full equipment list to the onboard team. Thanks, BJS 05/24/16: > Matt replied - 1. https://youtu.be/aiIDQteRpVA 2. 1 performance; 1 rehearsal. 30min performance; 1hr rehearsal max 3. SUPER! 5/24/16: > BT spoke with Matt briefly re: some of his questions relating to NCL email between him and BJS. > right now, they have 40-43 pax. Few adults on the fence b/c they don't want to share a quad room, but also don't want to shell out the extra $$. > He should have $200/pp to send before May 30 deadline > If they need to bring larger equip (drums, keyboard), can some kind of storage be arranged for on ship? I know when I cruised back in 2009, they gave a us a board room for all of our stuff (and we had tons). They are trying to coordinate a performance on the island with a music academy down there, so might need to have some extra equip for that. If it doesn't happen, no big deal. > BJS, I'm feeling a little out of the loop on this trip. I assume you have been coordinating behind the scenes with NCL. That's fine, just keep me in the loop on anything I need to share with Matt. 05/24/16: > BJS sent EM to NCL re: Matt's question about Equipment Storage Onboard. 05/25/16: > BJS sent note to TPW - ready for E Agreement to be sent. > TW sent E-Agreement. > TW rec'd signed K back in 12 minutes!! 05/27/16: > BJS sent Em to Matt - Matt: The public performance onboard the Norwegian Breakaway has been approved! They are now submitting the request to the onboard team to find an available venue. Is there a specific date and time you would prefer? They would like to narrow it down to a few options in order to see what is available. A copy of the Cruise Itinerary is attached. Please look it over and give me a few choices in order of preference. I will send your response back to the Special Event Coordinator on Tuesday once I hear from you. (BTW, unfortunately, NCL does not provide any storage space for instruments / equipment.) Also, please take a look at the following and advise - Group Dining / Dinner Reservations The ship will permit group reservations for the Main Dining Room and as a general guideline, group seatings are at 5:30PM and 9:30PM. Guest will be offered the regular dining room menu. Do you want us to make the request for Group Dinner Reservations? If so, what time and on what nights. I have included information on the ship with detailed restaurant information (pg 2), so there are many options and you may want to have dinner as a group on just a few select nights. Take a look at the attached and let me know. Group Reservations are limited so the sooner we can place the request, the better. Shore Excursions We can book shore excursions for the group or individuals can do that on their own prior to sailing or onboard. Rates and times vary greatly, so this is something you might want to handled on an individual basis. Check out www.ncl.com for details on Bermuda excursions. Thanks Matt and have a great Holiday Weekend! Bryan 5/31/16: > BT emailed Matt re: his questions for the cruise > He liked our suggestion of reserving dinner for the group on Sunday, Tuesday, Friday and Saturday. > They will take care of excursions on their own. > BJS sent EM to NCL regarding Performance Day & Dinner Reservations (06/02/16). 6-2-16 >Rec'd Check #2058 in the amount of $8,800.00 06/02/16: > BJS emailed Passenger Manifest Form to Matt as provided to me by Emily Bell at NCL earlier this afternoon. Told Matt it was due back to me NKT 07/01/16. >JM mailed contract notebook 6/27/16 > Payment received - $10,000.00 ch# 2063 from Kettle Run HS Band Booster Assn. 07/01/16: > Rec'd completed Passenger Manifest. 07/06/16: > BJS sent EM to Brett re: Hunt Valley not being approved - Brett: This just in . . . not sure what happened, but the lady in the Fauquier County procurement office did NOT approve Hunt Valley / Gunther for the country’s approved carrier list. You need to give Matt a CALL and find out why she is even involved in this process – I know for all of the past trips we have done over the years with Liberty & Kettle Run HSs, we have never had to worry about what bus company they used – it was always the group’s choice. I they can’t use Hunt Valley, we are going to have to have him make another choice and I if this person is going to be involved, for whatever reason, I guess it is going to have to come from her list of about 4 carriers. Let me know what you find out ASAP. (It is not our place to be involved in the politics of their county). Call me if you have any questions, before you call Matt. Thanks, BJS 7/14/16: > So this Kathy person is the senior buyer for procurement. She had already extended the deadline for Hunt Valley then they were late getting the stuff to them by reg. mail and she couldn't extend it anymore. > Not really sure why she was involved. But Matt will get us the new approved list for future reference. > So essentially HV blew it. > Matt says to go with Franklin, next cheapest, and they gave used them before. > This procurement lady she will willing to call Franklin to negotiate a lower rate. Not sure if this is something we want her to do. Perhaps when we see if they are still available we can see if they are willing to go down a few bucks since they took Matt's group to FL last year and have worked with them in the past. > Please advise and I will inform Matt. 07/14/16: > BJS and CH discussed charter situation. > CH is calling Mark Franklin to see if he has a coach available and if so, if he might be able ot match the Hunt Valley rate or at least meet us in the middle. > Franklin is a small company and Mark is a Driver as well as owner, so be prepared, if he is on the road, answers can take more time that we'd sometime like. 07/14/16: > BJS reviewed and finalized Passenger Manifest and also Group Leader Memo and sent to NCL. > Total Pax = 41 (23 + 16 + 2 escorts - Hollie & Jude). > Cabins / Pax 05 Q / 20 01 T / 03 09 D / 18 00 S / 00 TOTALS = 15 Cabins & 41 Pax. > 39 Pax for the 4 planned Dinners - since HMS & JNM will NOT be eating with the group. > BJS updated IOG and Bible accordingly, as well as Status Schedule. > BJS sent updated IOG to BT so he can share with Matt. > BJS and BT also to discuss comps since count is below K minimum of 45. > BJS also sent BT the Group Conduct Policy so he can share it with Matt. 7/14/16: > BT spoke to Matt re: comps situation per BJS convo. > His desire is to keep the 4 comps if at all possible. > Could we forgo the Apple Watch? Looks like about $11 by my estimation. Then we would only have to go up $7. If Franklin bus can get close to or match HV price, he would be ok with charging the extra $18 and keep the watch. > Per BJS, no getting rid of sports sacks - advertising for us! > There is a SLIGHT possibility that Matt’s wife won’t be able to get off work to attend trip and would only need 3 comps anyway. 07/25/16: > BJS sent FINAL Manifest to NCL - Emily & Tracy: Attached please find the above referenced group’s FINAL VERSION of their Passenger Manifest. We have ended up with a total of 43 passengers in 16 cabins. The group has grown by two (2) passengers and one (1) cabin and there was some shifting within the group as well. The final breakdown is as follows: 4 Quads (16 pax) 3 Triples (9 pax) 9 Doubles (18 pax). TOTAL = 16 Cabins & 43 Passengers = 23 Students + 20 Adults (including HMS & JNM). Please release ALL of the remaining cabins in our original block. Please send an updated Final Invoice detailing the charges based on the Final Version of the Manifest attached, including any complimentary credits earned. Please call me so I can provide you with our AMEX information for today’s final payment. Please us emy cell number when calling (724.991.6123). Emily, I also want to share with you the conversation I had with the Director after you and I spoke early last week. Thank you for all of your assistance. Sincerely, BJS. 07/27/16: > BJS reviewed math between CCIS and group now that NCL seems to have it together. > With 41 (43 with HMS & JNM) trip pax and 37 of them paying, the below K minimum surcharge should be $11 per person, but BJS will keep rates as published but no Director Gift as it was not included in the original math anyway. > BJS updated Bible and IOG accordingly. > BJS emailed and mailed FINAL INV #6030, $16,968.00 and made due 08/05/16. > BJS also sent separate EM to Matt to let him know that BJS did not adjust rates, but there will be no Director's Gift - Matt: Just emailed the Final Invoice. I thought I would send a separate email to let you know that I did not make any adjustments to the per person package rates even though you are below the contract minimum. I did however, per your suggestion, remove the Director’s Gift. I appreciate your understanding and please know we are grateful for your continued support and any & all referrals you can provide. Sincerely, Bryan Stevenson, President & CEO CCIS, Inc. 08/02/16: > Rec'd check #2067, $16,968.00. > Pending no other changes, account is PIF. > Please review all and proceed as needed since everything is final. > BJS has taken care of the final cruise payment and NCL has the passenger manifest. ____ CH ____ 8/13/16: > Per Matt, - > The two excursions (there may be more) that we are considering are: > Day at the Beach - $59 per adult - WRF_02 > Bermuda Triangle Evening Cruise - $65 per adult - WRF_93 > Day at the Beach work on 10/27 and Evening Cruise work on 10/26? 8/19/16: > Matt called and LVM for BJS - excursions, on-line check-in, Soda Pkg and 250 internet minutes per stateroom. > BJS replied - Matt: Received your message. I have reached out to my contact at NCL and am awaiting her call back. I will be back with answers as soon as received. Thanks, Bryan 08/27/16: > BJS Emailed and mailed INV #6043, $4,265.00 for Shore Excursions and made due 9/9/16. 08/30/16: > BJS updated IOG with Excursions and sent to BT so he can share with Matt. > Also, yesterday BJS sent Cabin Change request on to Emily Bell at NCL based on Matt's request - Hi Bryan, Thank you for working with me on this. Never a dull moment... Please move Patrick Smith (30422822) to 30422900 Please move Robert Platt (30422549) to 30422822 Thank you!! Best, Matt 8/30/16: > BT sent IOG to Matt per instructions from BJS. > Informed him that room change was submitted and excursions are booked and confirmed. 09/06/16: > Rec'd check #2117, $4,265.00 (check for excursions). > Pending no other changes, account is PIF. 10/6/16 > mes Bags 41/tags 82 sent USP 10/14/16: > BJS sent EM to Matt - Matt: As we were preparing your Final Itinerary Packet this afternoon for shipping, I noticed a $10 Meal Credit on the IOG for lunch en route between NY and VA on Sunday, 10/30/16. I have to be honest with you, I did not charge your group for this meal, nor is it listed as an inclusion in your proposal or contract – it only appeared on the IOG. That being said, this meal will be on own. If this creates any hardship, please let me know as soon as possible. My apologies for any confusion and I appreciate your understanding, Bryan 10/14/16: > BJS sent EM to Matt with Final Itinerary & QR Code half sheet. Matt: Attached please find the Final Itinerary & QR Code Half Sheet for your group’s up-coming trip. Your complete packet will be sent via FedEx and is scheduled to arrive early next week. Hollie and I would also like to set aside a time to speak with you early next week so we can talk about what to expect when you arrive at the ship, etc. Please advise as to your planning time on Tuesday or Wednesday so we can clear our schedules for that call. Thanks Matt and have a great weekend! 10/17/16: > BJS mailed FI Packet via FX 2-day, including $410.00 Cashier's Check.
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