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Tue May 23, 2017
Trip Name
Clear Spring HS Band-Orlando, FL-01-12-2017
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Final PAX
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Received
Final Room List
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Received
Hotel Info Form
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Received
Balance
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Received
Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Clear Spring to WDW = 950 miles / 16 hrs non-stop. 1/7/16: BT met with Beth (and Cara - BD via phone) re: Orlando 2017: > Went through Prezi. Beth has been with us before. Loves us, only wants to use us. BD is new, any pushback would be from band boosters (more on that below). I don't see a problem. > Dates - Jan. 12 - 18, 2017 > For approval, actual K has to go to school board. But can get "tentative approval" from principal and already have this for Jan. date. > Desire is get to K sometime this March so all get through the process before end of year. > BUDGET - less than $1K (but Cara said less than $800). Beth and I talked at length about the reality of this budget based on the desired length of their trip. She fully understands that it may need to be shorter and that is ok. Once we have a realistic idea of what length will fit in their budget, we can do proposal based on that. > 70 students + 20 adults (+ Tara's husband and 2 kids and Cara's husband and 2 kids) > They want "parallel but intersecting trip". Basically, band and choir have always travelled separately. These 2 directors are trying to change this culture, but band boosters are pushing back. It's a longer story...but that's the cliff note version. I told her any band/choir activities can be separated out in itinerary as necessary. > NOs - no competition. BD wants little downtime at hotel > Like workshop and performance options at Disney. I directed them to the Disney website for descriptions. > Want a park hopper. > Property - Beth and I discussed on property, Buena Vista, and Radisson. She seemed to think with a hotel like Radisson - some free time would be okay since kids could be occupied. They will discuss and advise. Cost will most likely be determining factor. > Like Bollman Charter in Everett, PA. NO ATLANTIC COAST CHARTER. 2/3/16: > BT emailed Beth the other day to inform her that we were waiting for Disney rate incr. before bidding trip. > She responded today that they want to depart Thursday, Jan. 12 and return on Wednesday, Jan. 18. So she has already shortened it a bit. > BJS, please update dates in system. 03/07/16: > BJS and BT discussed wants, needs , times and budget. > BJS completed IOG based on a starting point so they can have something for tomorrow night's meeting. > JM, please make attachments - this is a Disney Performing Arts On Stage 3-Day Hopper pass. > Use $18 as the price for the Disney Meal Coupons for their dinners in the park - the 2017 rates have not yet been released, but this is a .75 cent increase from this year, so hopefully it should be sufficient. > BJS attached hotel, but JNM, please attach the hotel breakfasts in addition to all other meals. > Please return to BJS as soon as attachments are completed so I can get it to Christi for a PTP. We are going to hold off sending it out for charter quotes until after the parent meeting on Tuesday evening (3/8/16) so we can see if they want to make any changes on length of trip, departure times, etc. Thanks!!! ____ JNM ____ 3/8/16: > BT spoke to Cara (BD) at length about two IOG options. > She was clear on all and will discuss and get back to us with any changes. 4/12/16: > Spoke to Beth asd Cara - good stuff, I guess they were bogged down with their musical > They prefer the All Star Resort and the Thursday evening departure. She has a booster meeting tonight, if they feel strongly about changing either of those she will let me know tomorrow. > They do want security guards, esp. with the all star resort. I wasn't sure how many for a group her size and she didn't have a preference. She will go with our recommendation. 04/12/16: > Excellent news indeed! > Let me know which hotel once confirmed following tonight's meeting. > As for security, I would suggest 1 guard per bus which is pretty much our standard. 4/14/16: > BT got confirmation from Beth and Cara, the prefer the Thursday evening departure IOG. > They want to stay on property. Only questions was, are any of the other on property resorts (like the music resort) comparable in price to All-Star? > Otherwise good to go, and I will plan an in person PTP presentation when it's ready. 04/14/16: > BJS replied to BT that the Music is an All-Star Resort. > Appears as if they are ready for contract, but we need to get them charter quotes. > JNM, please send CQR for 2 coaches to Bollman, Hunt Valley / Gunther, Eyre, and Schrock. Thanks! > JNM, please make remaining attachments - TPW will take care of Hotel & B-fasts at the All -Star. > TPW, please cancel BV Suites, attach and get K for All-Star Music directly from WDW. We will do hotel and Disney direct, NOT through RY. Thanks! __X__ JNM __X__ __X__ TPW _BJS___ 05/01/16: > BJS completed all updates and the group is ready for contract once we have their charter choice. > BJS sent to CH for PTP prep. No PP necessary at this point. Group is staying at Disney's All-Star Resort - Movies. 05/02/16: > BJS sent PTP Pack to BT so he can share with Client and get their charter choice so we can Go to K! > If there is any question, rate is $10 more pop than the IOG we sent back in March. This is becasue of the additional of Student Watchers (it was actually $11 and some change different, but BJS made it just $10). 05/06/16: > Per BT's in person meeting this morning with the directors,they are now afraid that staying at Disney may be too expensive. Want to go back to the BV Suites if it is still available. > BJS sent EM to Nilda and Jennifer to the hotel to see if we can get the rooms back and we can!!! > BJS updated attachments and then ran rates with BV Suites. > Rates below here in system, starting at $585 sextuple. are the new rates for the BV Suites 3-Night Package (IOG). > BJS updated IOG accordingly. > JNM, please send IOG back to Bob Mock at Bollman's since that is who they want to use. They will now be staying off property and will need use of the buses throughout since Disney Transportation system is no longer an option. It will be just like any other Orlando trip when it comes to the coaches. Please advise BJS as soon as you have the revised rate from Bob at Bollman's. Thanks! __x__ JNM _5-6-16___ 5/6/16: > BT notes from in person PTP: > See comments from BJS note above re: staying on property. > Choir (Beth) wants workshop only. About 20 kids, but she's not sure what kind of ensemble she will have. Might rather do the theatrical workshop. > Band (Cara) wants parade performance and would like workshop too. 40-45 kids. Not sure if we had figured workshop in to price. It is mentioned in earlier note. > Art teacher (Josh Edwards) in interested in coming and bringing students to "fill out the bus". Would be interested in the YES photo storytelling workshop. About 15 kids. > BT added Josh to the contacts. > Once we get final decision on on or off property, they will be ready for K. > Bollman is charter choice - but if their cost goes up too much on the re-quote, this could change. 5/12/16: > BT got email from Cara re: Orlando > After all of that, they have decided to keep trip as proposed and stay ON PROPERTY! Sorry, I didn't see that coming. > She had asked about the cost of going to see Blue Man Group. I explained the added cost would likely be about $50/pp but that this could cause itinerary problems as well. Depending on time could have to add a dinner somewhere else, for example. I believe she was talking about this as for the band kids only, which could cause bus availability issues. I asked to advise ASAP if this is something they wanted to pursue. > Other than that, ready for K. 05/17/16: > Go to K based on the following . . . > Staying on Property at the All-Star. TPW, please proceed with hotel K requesting the modifications we discussed. > Bollman is Charter Choice, but since the group has decided to stay on Disney property, Jude, please go back to Bob and get the Contract based on the original lower price he quoted when they were on property. > BJS sent EM to BVSuites ot release the rooms - again! > BJS adjusted the attachments and rates, back to the ON Property attachments and rates. > BJS prepared IOG K Version, as well as PTP K Version. > BJS set deadlines and then completed First Two INVs. > CH, ready for K. __x__ JNM __5-17-16__ __x__ TPW __5/17/16__ __x__ CH _5/17/16___ 05/17/16: > BJS reviewed K and then sent to TPW for E-Agreement ot be sent. > TW sent E-Agreement. 05/26/16: > BJS sent EM to BT for update on status of K. > TPW also sent a reminder about the K thru Adobe to the client & BT. > UPDATE on K from BT- Beth received K on May 18, printed hard copy and sent on to superintendent for approval. They said this would take a while from the beginning. I'll check in next week. 6/8/16: > Beth sent EM to BT wondering what would happen to their pp cost if their number dropped to 45-55 total pax. Dropping to 1 bus. > Trying to find out if this is a hypothetical or if they really think that's where they will end up. Please advise if there is anything I should share with her regarding this. > BT asked for status update on K. 06/09/16: > Same answer as always, we do everything we can to make the effect as minimal as possible. We start by adjusting the comps and from there move to removal of the GTV, etc. If there is any price adjustment, it is minimal, usually no more than $10 - $15 pp and we do our best not to even do that. 6/14/16: > BT got EM from Cara. > Based on their guaging of student interest, would like to revise quote to 50-55 pax. Primarily band, my guess is that Beth will bring whatever choir members she can. > Please advise when we can have updated price. > She says K should be ready "very soon". > 45 students + 10 adults. 7/11/16: > Cara has booster meeting tomorrow, would like to get K done. Needs to know if there are new prices based on these numbers. 7/12/16: > BJS reviewed numbers and rates. > Reduced to 55 pax (45 + 10). > Comps are now two (2) instead of 4. > Removed Create A Video DVD. If they want this, it can be added back in at $10 per person. > By making these changes, rates can remain as published, $645, 695, 775, and 965. > BJS updated numbers on BIble, Status Schedule & IOG. 7/12/16: > BT spoke with Cara - all good. > They have 42ish pax and have already collected money. > Beth (CD) aked for pmt. from choir kids and got no response, hence the change in pax count. Looks like it will be band only. > BT explained the process with final count, etc. and that if numbers were lower than estimated 50-55 at the time of final forms due we will revise as necessary. She is confident they can fill the bus. > She is ready to send K, but Beth had the version they sent to board for approval. I sent her PDF copy, she will sign and return asap so we can move forward. She already has $, so an initial payment can be made. Once K is received, go ahead and generate an invoice. 7/14/16: > Rec'd signed K. > TPW, Please reduce room block at All-Star to just 55 pax (45 + 10). > CH, please get K from Bollman for just 1-55 instead of two. > CH, please process CN per SOP. ____ CH ____ ____ TPW ____ 08/01/16: > Rec'd Travel Planner Letter (TPL). 8/12/16: > Cara asked if she could make a partial first payment as they are still working out some fundraising issues. > I told her we would take whatever she has. 8/13/16: > Cara sent BT an EM asking if $1500 would be ok for first payment. Should have it soon and remainder by about Labor Day. I assume this is fine, never turn down cash right? > She also asked about any Disney applications they need to complete. Any parade videos she needs to be preparing. TW, can you advise on this please so I can respond to her by Monday. 8/20/16: > $1500 deposit check arrived at BT's house today. They must have sent it to me by mistake. > Will go in the mail to Butler on Monday. > BT will advise client of address for checks. 08/30/16: > Rec'd check #15265, $1,500.00 as a partial deposit. 10/6/16: > BT reminded Cara about 2nd pmt. > She has requested balance of 1st payment as well as $7K of next payment so it should be on the way. > TW, I'm still reminding her about videos. She knows it needs to be done, not sure why she is dragging her feet here. 10/17/16: > BT recieved check from Clear Spring HS for $10,755.00. Will forward to office and try (again) to get Cara to update the address with her school business office. 10/19/16: > Cara would like to add the Disney workshop. Per BJS, this is an additional $31 per person. > She also asked if we could seek the dimensions of the bus cargo area to appease her pain in the ass booster parent. > TPW, please make the necessary arrangements with PAOS to add the You're Instrumental Workshop. Preference of days is one of their middle days and not on the same day as their performance. > CH, please call Bollman and ask for the dimensions of the cargo bays (l x w x h) and then pass this information along to BT. ____ CH ____ ____ TPW ____ 10/25/16: > BT received yet another check from Cara at his house. This one for $7,000. Will put it in the mail today." > BT again requested that Cara update our address with her school! 11/10/16: > Cara emailed BT asking if they can move their departure time from 8pm up to 6:30 or 7pm. > I'm not sure why, but it seems that would put them there before check-in time. > I have asked her why, will advise. 11/11/16: > Rec'd forms via BT at 4:55PM. 11/15/16: > BJS reviewed all forms rec'd 11/11/16 (RL, FPGF, HIF & FAF). > Total Pax = 50 (36 + 14). Her FPGF has 50 (38 + 12), but she included her two children as Students and since they are NOT performers, BJS made them adults as that is how they need to be counted. > RMS / PAX 10 Q / 40 02 T / 06 02 D / 04 00 S / 00 TOTALS = 14 ROOMS and 50 PAX (36 + 14) > BJS updated Bible numbers, IOG and Status Schedule (TPW will need to print since BJS is in VA). > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > TPW, please send RL to hotel before you leave for Thanksgiving (I will forward the emails - please make certain you change the number on the first room to 4 adults instead of the 2 + 2 as she has listed). > TPW, make sure the Disney situation is in good order for both the Performance & Workshop before your deparutre. > BJS emailed INV #6117, $22,810.00 and then confirmed with BT that they still wanted to add the You're Instrumental Workshop, so BJS emailed another INV, #6118, $1,116.00. > Total due on account = $23,926.00 and made due 11/25/16. ____ TPW ____ ____ CH ____ ____ HMS ____ 12/7/16: > Tutti review. > RL packet needs sent to WDW. > HMS is checking on day room fro driver on last day at the HUB (Park Inn). > BJS to order Disney tickets. 12/12/16: > BT received a check for $23,926.00. > Despite multiple requests for them to update the mailing address with their business office, they still send the checks to me. > I will put it in the mail tomorrow to the office. 12/14/16: > Cara sent BT a bunch of questions. A couple things I couldn't answer: 1. When will she receive apple watch? She wants to use as a fund raiser asap. 2. Can we provide a seating diagram from Bollman? I guess she wants people to sign up for particular seats? Whatever... 3. They would prefer to depart at 7pm (1 hour earler). There was mention of this in earlier notes, but she never responded to me asking why when I told her it would get her to the hotel early. But apparently this is parent request. I get the impression they are running this trip. Is there any issue with them departing at 7pm? 12/14/16: > I will have Mary mail Apple Watch tomorrow. > Seating Chart - are you kidding me - two people / side x 2 sides of the bus x 13 rows = 52 + 3 seats in the back = 55 seats. > Departure tine is based on hotel check-in time and that is 4PM, so an earlier departure is really not an option as it would get them there at three and check in does not begin until 4. 12/15/16: > MES mailed Apple Watch to Cara. 12/16/16 > MES check #15611 in the amount of $23,926.00 received. 12/22/16: > Re: sending Disney tix early - can we guarantee delivery to the school on Jan. 3? 12/22/16: > Cara is having a parent meeting on 1/3 - asked if I could be there and if materials could be delivered that day. Any chance? > I cannot be there as I have pep band at school that night, although I could be available to tall to her on the phone during the day. 12/29/16: > Cara apparently had her Disney phone call. > She would like to be in the following parks, please note on itinerary: day 1- Epcot day 2- Magic Kingdom day 3- Animal Kingdom > She wanted to know if bus can bring their equipment and uniforms on performance and workshop days so parents don't have to bring their trailer. BT told her that buses would be coming to bring the students to workshop and performance entrance, so whatever she packs on it/under it would be there. Please confirm. > She asked about inclement weather policy. BT clarified and told her to check with her admin. so she knows how they would handle any closings or delays due to weather. > Any chance she can get electronic itinerary by 1/3? BT told her that office is closed tomorrow and Monday - so it would be doubtful and she understands. (Maybe she should have called Disney before today!!??) 1/2/17: > BT is trying to clarify Cara's question from above re: bus on performance and workshop days. > She tells me that in her convo with Disney, they said a rep. would meet them at a designated spot in the park for their performances and workshop and their bus would meet them in the backstage area. Is she confused or am I? I thought the kids left the park via main entrance (even if they were visiting the same park on the day of their performance/workshop) on their bus which then took them backstage. > She’s trying to determine if her parents need to leave and go get their equipment truck, which she is trying to avoid. I told her to pack whatever she needs under the bus. > I told her I would have clarification on this before her meeting on Tuesday night. 1/4/17 > 50 Bags and 100 luggage tags sent.
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