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General Trip Information
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Mon May 01, 2017
Trip Name
Walt Whitman High School Music Dept.-Orlando, FL-04-05-2017
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Walt Whitman High School Music Dept.
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Trip Notes
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Bethesda, MD to Orlando, FL = 855mi / 14.5 hrs. non-stop 04/29/16: > BT met with Terry and Jeff to discuss 2017 Orlando trip: > March 29 through April 2, 2017 > 275 + 20 = 295pax > Like Fullington (sp?) coach, also Martz. No Hunt Valley/Gunther. Get others as well, but would like to lock up Fullington if available and economical. > Deciding between Disney and Universal. They want a little more info on festival situation at Universal. Terry's not super into competing, but Jeff wants a festival this trip. They are familiar with all of the Disney options. > BT sent them the link for Universal Stars so they can explore. Will need to give them some more insight. > Want us to research "4 star" hotels. Last time stayed at Radisson, not excited. They liked the suites in Philly, so I suggested BVS. Jeff looked it up, only a 3 star. Rosen Center is nice IF it's been renovated. > Possible to stay on Disney property at one of the "nicer" resorts like the Contemporary? Not sure if they do large groups. Don't like the idea of the motel style all-star resorts. > Budget - $775 max (the price they charge the kids). Remember, they pay for all of their faculty chaperones and fold that cost to the kids. > Liked the idea of the Hub for b'fast and shower on Thursday am. 04/30/16: > BJS thoughts based on BT's notes above. > Universal does not offer a Festival - there are outside festival companies that include Universal, but they do not have their own version of "Festival Universal". Using one of these independent festival companies will make the trip more expensive. Universal STARS is just like Disney PAOS and they too have a great Choir & Instrumental Workshop. Terry could do Universal STARS and possibly the workshop that was written and designed by Robert W. Smith and Jeff could do Music USA Festival and possibly combine that into a Performance in the Park. > Music USA Festivals, which Albert Einstein did this Spring would be a good one and the competition performances are held on an actual sound stage in Universal itself, so no wasted time traveling anywhere. It is also one that would not make a major hit on their budget. > I am a huge fan of Universal and would encourage them to do that instead of Disney. I think the students would have a much better time than at Disney. > Their budget will NOT allow 2-days at Disney and then 1-day at Universal or vice-versa. It would also be a nightmare when scheduling. > Remember, Disney also will only confirm 1 performance per genre. Other performances may become available, but they will NOT be confirmed until 6-weeks prior to the trip. Side bar - this year we only had one group traveling in the peak spring Disney season who got an extra performance and it was on their last day in Orlando which made extra expense because of needing to then hire local Orlando coaches. > If they do Universal, my first choice of hotel would be Universal's Cabana Bay Beach Resort. If we can get a reasonable rate, it is fantastic and fun! Check out the Universal Orlando website. > If they do Disney, I am afraid during the spring, their budget will NOT support staying on property at one of the nicer hotels - peak season rates at these properties are typically over $300 / night once you add taxes and fees. With this in mind, I would suggest the Rosen Shingle Creek Resort (5-star world class luxury resort). We have three groups there this year and they all agree - nicest hotel they have ever stayed at hands down! This property would also be a great option if they decided on Universal and we cannot get them into the Cabana Bay Beach Resort. > They need to make a park and / or festival decision and as soon as they do, we can get this in the can and under K before the school year ends. With a group this size and what they are asking for, they really need to make a decision NOW and let us get to work ASAP. > If they will trust me, my recommendation is Universal STARS for Instrumental, with the Universal Workshop and then Music USA Festivals for the Choir (competition), with the addition of a STARS Performance. Hotel - either Universal's Cabana Bay or the Rosen Shingle Creek. Rosen is nicer, adult oriented, but Cabana Bay is new & great fun! It is also within walking distance to the Park. Check out both websites so you can better discuss the properties and have them do the same. 05/05/16: > BJS responded to request for Conference Call for the four of us (BJS, BT, Jeff & Terry) to discuss the Orlando options provided above. 2:35PM tomorrow (Fri., 05/06/16) is when I suggested as it was one of their options . . . 5/6/16: > BJS and BT conference call: > Jeff and Terry are going with Universal. Some groups will compete in Music USA, some will do Univ. Star workshops: Choral Groups: Men’s- 55- Competition Womens’s-55-Competition Chamber-40-Competition Treble-35-Workshop Instrumental Groups: Chamber Orchestra- 25- Competition Wind Ensemble- 55- Competition Jazz Ensemble- 20-Competiton Symphonic Band- 35- Workshop Concert Orchestra- 25- Workshop > BJS will send dates to Cabana Bay and Rosen Shingle for quotes. Sounds like they are more into Cabana. 5/16/16: > Call from Jeff & Terry > They need to push back a week > Now departing on April 5 and returning on April 9. All else stays the same. 05/26/16: > BJS and TPW reviewed and updated dates on IOG and Bible, now departing April 5, 2017. > Cabana Bay can accommodate the new dates at the same rates. > Rosen Shingle Creek is SOLD OUT. > Cannot complete PTP and rates as both CCIS and Music USA Festival are awaiting the 2017 rates from Universal. We requested them again today! > JNM, please send CQRs to Fullingtopn, Martz and a few others - but NOT Hunt Valley / Gunther. They would really prefer to use Fullington. Thanks! > JNM, please make attachments and updates as needed. __x__ JNM __5-26-16__ 05/26/16: > TPW sent EM to Sandy at Cabana Bay re: Breakfast and Shower on arrival morning. 07/15/16: > BJS reviewed IOG and then reviewed and updated attachments as needed. > BJS ran rates and then sent to CH for PTP prep. > We have RROC as an alternative hotel if Jeff & Terry are concerned with the price. I honestly feel thus is a fabulous price for staying at Universal's Cabana Bay Beach Resort! 07/18/16: > BJS reviewed and updated PTP as needed and then sent files to BT so he can share with Jeff & Terry. 8/2/16: > BT met Jeff for lunch and PTP presentation. Terry out of town. > They are interested in site visit - BT will send form in follow up EM. > Trip looks great, lots of number crunching as when they add their stuff (t-shirt, paying for subs) it will be at the edge. Considering Hunt Valley/Gunther as they are cheaper. They have liked Martz as well and they are in the middle. Will consult with Terry. > Likely they will go with Cabana Bay for the value, but Jeff and Terry have to decide together. They have quite a bit of "scholarship" money to offer kids, so he thinks it will work as is. They are actually going to the beach together next week, but can't promise that they will talk shop on vacation. He will let me know if they do, as he knows hotel and bus decision are pressing. They will absolutely have an answer on Aug. 15. 8/12/16: > Good news, Jeff and Terry are a GO for the trip. > Hunt Valley/Gunther is charter choice (please request WiFi-outlets - this is BT request b/c I know they had some reservations about Gunter and I think this would help if they are available). > Cabana Bay is hotel choice. > Go to K. > BTW, they want to do the FAM trip - sending them the form today. Dates requested will be Dec. 27, 28, or 29. 8/18/16: > Jeff is asking for an updated IOG that includes awards ceremony for MusicUSA Festivals. Apparently it wasn't on their IOG. 8/19/16: > Have not yet received Site Visit Request Form. > Awaiting time from Music USA Fest for Awards on Competition Day (4/7/16), so cannot update IOG at this point with that information. TPW has called and sent email asking for specific time for Awards. > 4/7/17 is a Universal Grad Bash night, so the parks will close at 6PM. Group can use their Universal Meal Card for dinner at several locations in CityWalk at 6PM and then either spend additional time in CityWalk and / or return to the Cabana Bay for their nightly outdoor Movie and Pool time. > BJS made some adjustments to the IOG to note this information, but out text in red since times have not yet been confirmed. 08/22/16: > TPW confirmed with BJS that the Festival Awards will be prior to park closing at 6PM on Friday. 08/28/16: > BJS made IOG and PTP K versions and then sent along to CH for K prep. > K will be emailed to client early this week, so please review all and proceed as needed. Thanks! __x__ TPW __8/29/16__ _x___ CH _9/2/16___ ____ HMS ____ 08/29/16: > Recd Site Visit Request Form with Three options of dates - - Dec 27 - 30, 8/30/16: > TW sent E-Agreement. 9/20/16: > Jeff is looking for their directors notebook - they are ready to make their first payment. > K was signed and filed on 9/2. 9/23/16 > Rec'd signed Agreement. > As this group is now UNDER CONTRACT, please review and proceed as needed. ___x__CH_9/23/16____ ___x__TPW___9/26/16__ _____HMS_____ 10/12/16 > mes TPL rec'd 10/14/16: > Rec'd check #4754, $60,400.00. 11/11/16: > TW emailed BT, re: hotel attrition > Brett, Because of the attrition clause that we are required to have in the hotel contract from Cabana Bay, we are allowed to make changes to the number of rooms in their block until December 29, 2016. Between December 30, 2016 and February 28, 2017, we may reduce another 10% without penalty. On March 1, 2017, we are locked into the number we’ve contracted and/or reduced. With most hotels we are able to waive attrition altogether, but NBC Universal has other ideas. Could you please reach out to Jeff and Terry to see where they currently stand in terms of number of rooms. I don’t need a Room List or anything specific at this point, but an idea of where we are would be most helpful. I will ask again a few more times before the end of December when we should try to be as locked in as possible. Let me know if you have any questions. Thanks! Tommy 11/22/16: > BT got numbers update from Jeff per TW. > As of today, 255 students. Will probably rise slightly, but with all of our other Fla. Trips, they rarely fall, certainly not 10% 12/20/16: > BT send reminder for 2nd payment and sent forms. 12/20/16: > BT sent EM to Jeff and Terry to see where their numbers are sitting and to see how students and adults are breaking down as far as occupancy types. 12/22/16: > BT got response from Jeff on numbers and hotel situation: > Right now 253 + 14. He thinks the student number may go back up a bit when they get closer to final count. > It is their intention to put kids 6 to a room. Adults in doubles, except Jeff and Terry will each have singles. > Check for payment is going in the mail tomorrow. 12/28/16 > MES Check #004976 received in the amount of $53,000.00. 1/13/17: > BT got call from Jeff and Terry. > Any tour set up for site visit next weekend? Manager of hotel, would like to see performance venues if possible. Please advise. > They also mentioned Morton's dinner since we hadn't put anything on the books. Told them we were a little crazy with conferences, prob looking for a date. Any news on that? 01/17/16: > BJS sent info to BT for Site Visit - Brett: The following reservation has been confirmed at Universal’s Cabana Bay Beach Resort: Davidson, Jeff & Alvey, Terry January 20-22, 2017 01 X TOWER FAMILY SUITE POOLSIDE Room rate: $COMP Confirmation number: 16911825 If they want a tour of the hotel, they will need to reach out to Sandy Persons. She is my contact for Universal Orlando hotels. Her email address is as follows: Sandy.Persons@universalorlando.com . Since they know their schedule better than I, it is best if they make these arrangements directly with Sandy. If she is not available, I am sure she will do her best to find someone on site to accommodate, that’s just how she rolls – she is a wonderful person! The performance venues are arranged by the festival company and are Universal Sound Stages. I spoke with Music USA Festivals this morning, and unfortunately, a tour of the Sound Stage cannot be arranged since the festival company does not have those spaces rented this weekend. As for a 110 Club Dinner at Morton’s – call me tomorrow and we can talk possible dates. We have one set for PA on Friday, March 3, 2017. Thanks, BJS. 02/01/17: > Terry called and LVM for BJS to see if they could pull Wind Ensemble from Music USA festival and do a Universal Workshop instead. > BJS sent along to BT to have him let her know we would check into it. > BJS sent EM to Michelle to see if this was possible. 02/02/17: > Michelle replied to BJS that they could do it on arrival day. > BJS replied ot Michelle - Thanks Michelle, I appreciate your work on this. I think we better keep this particular ensemble with Music USA Festivals since they are not going to have access to their busses on 4/6/17 since this is arrival day. 02/02/17: > BJS sent EM to BT with Universal Acceptance Letters for the three Workshops on 4/8/17. > Brett - See attached and forward to Terry & Jeff. Please note, within each email are links to specific item that need their attention. Obviously, CCIS will take care of ordering the tickets, but they will need to complete all the other items on the Checklist. Also, they need to let you know which music selection they want for their workshop. They will find the choices listed in the 3rd paragraph of the Acceptance Letter. 02/02/17: > BJS sent EM to BT with Music USA Festival forms - due back 2/10/17. > Brett - Please see attached and have Jeff and Terry complete and return to CCIS NLT 02/10/17. These forms are required by Music USA Festival for the ensembles that are participating in their festival. A separate Choral and Instrumental Form is required for each competing ensemble. Please note: CCIS will complete the Transportation Portion of the Release and Transportation Form, but the Group Leader must complete the top half of that form. 2/6/17 > CH reviewed all forms (RL, FPGF, HIF & FAF). > Total Pax = 277 PAX (262 + 15). > RMS / PAX 43 St / 258 00 Qt / 00 01 Q / 04 01 T / 03 05 D / 10 02 S / 02 TOTALS = 52 ROOMS and 277 PAX (262 + 15). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH sent RL pack to Sandy and Paulnisha at the Hotel > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 277 bags and 554 tags. _____ MES _____ ____ HMS ____ 2/6/17: > BT spoke to Terry re: security and drinks. > They want to pay the extra $480 for Cabana Bay security. > They do NOT want the drink cups. 2/8/17: > Jeff's choir wants to do Lorax for Art of Foley. > Still waiting to hear from Terry. 2/8/17: > Terry's response for Art of Foley: Concert Orchestra - Lorax Symphonic Band – Despicable Me 2/14/17: > Jeff sent info re: group numbers for Music USA as requested (by 2/10) by BJS. 3 groups that are doing the workshops: Treble Chorale 31 Concert Orchestra 15 Symphonic Band 28 PLUS 2 directors and 6 chaperones to accompany the kids > BT forwarded this info to BJS. > Jeff had a question about the Medical Consent form from Universal. Does it get returned to CCIS, or given to the park on arrival day as it states on the form? 02/15/17: > Rec'd festival forms from Terry and Jeff. 02/16/17: > BJS reviewed forms and then sent EM to BT - Brett: Got all the forms! Now that I have them in front of me, I need some additional answers. . .The group’s FINAL COUNT is 277 (262 + 15) 1. When I total the # of members in each ensemble from the festival’s ensemble forms, I get 259 students. 2. Obviously, there are some cross overs between festival ensembles, so I need to know exactly how many unique students are festival participants. 3. I also need to know exactly how many unique adults, including the directors, are festival participants. 4. Per the directors on 2/14/17, we know the counts for the STARS Workshops. I need these answers, for I do not want to pay festival participation for pax who are not actually involved with the festival performances. Thanks for your quick assistance . 2/20/17: > BT spoke with Jeff tonight - he needs some clarification. By adults being festival participants, does this mean directors and the like only? Not chaperones attending the festival to watch and or supervise kids? > He can be available tomorrow morning in his office between 7:45 and 8 to give you the info - he was confused and I wanted to be sure. BT is at school tomorrow, but their phone number that rings directly to his desk is 301.320.6542. > If you don’t want to call him - just clarify for me and I’ll let him know. But I thought it might be best for you reach him first thing since this info is overdue and you want to get it as soon as possible. If you give me an exact time, I can tell him when to expect your call. 02/21/17: > Per BT's note from Jeff - > 189 students competing, 9 adults includes me, Terry, Heather + 6 chaperones. > BJS proceeded with order to Music USA Festivals. 2/21/17: > Jeff wanted BT to clarify to Foley workshop that his choir is SSA, not SATB. > Not sure if they have different music for Treble Choir. 2/27/17: > Jeff asked BT for an updated IOG with any workshop/performance times for his parent meeting on March 1. Please advise. 03/08/17: > BJS EM'd and mailed FINAL INV #6175, $104,199.00 and made due 3/15/17. 03/12/17: > Working on Final Itinerary and still need Final Info from both Music USA Festival and STARS. > BJS sent EM to both. > BJS also texted Jeff to see if all students were to go to all festival performances and to see if they wanted to take advantage of the Harry Potter Extra Hour on Saturday morning, if we can make it work. 03/13/17: > BJS corrected and resent the Final INV, #6175, $101,961.00.(BJS forgot to give credit for the 2 single comps on the original). 3/20/17 >MES Check #005173 was received in the amount of $100,500.00. 3/27/17: > BT just an email from Jeff with several "requests". > He said they want to push their departure back to 5pm now. BT looked on Dropbox, looks like itinerary is almost complete. Not only that, could HUB even accommodate them 2 hours later this late in the game? Plus that would push their park arrival back and affect driver hours. Please advise on how to respond to this - I think I already know. > He's asking for updated IOG with Music USA festival times. Looks like itinerary will be completed soon, so perhaps he can wait. Please advise. > He is asking if he and Terry's rooms can be farther away from the group. > BJS said something in a text about "preliminary competition" in regards to Music USA - not sure what this was about. 3/27/17 >MES Final Itinerary Packet sent via FedEx. 03/27/17: > BJS emailed final itinerary to Jeff & Terry et al - Jeff & Terry: Attached please find an advance copy of the Final Itinerary for your group’s up-coming trip to Orlando. Your group’s QR Code half-sheet is also attached. This needs to be provided to each member of your group and their families so they will have access to the Final Itinerary via their smart phone / device. For anyone who has a smart phone, it is important that they use the QR code, for it is how we will communicate with the group should there be any changes to the itinerary due to inclement weather, etc. Your complete packet, including all tickets, meal coupons, dining cards, meal credit cashier’s check, etc., was shipped from our office this afternoon and will be delivered via FedEx in the next few days. Should you have any questions or concerns, do not hesitate to reach out to Brett (301.442.5839) - he is a pro at these trips! Wishing you all the best for a safe and wonderful trip. Thank you again for allowing us to be of service to you, your students, and their families. Sincerely, BJS. 3/27/17: > BT spoke to Jeff re: departure time. > School bus timing issue - school lets out at 2:30. Why the fuck didn't we figure this out earlier? He said he should have caught it, yada yada. > Coaches can't really get on campus before 3. BT told him about timing issue with drivers could be tight. > So he says they can push load in and have buses arrive at 3, start to load buses at 3:30. Depart by 4:30 at the latest. So this is only a 30 minute difference if they hustle. Please confirm with charter company if this is possible. > Jeff again asked if we can request he and Terry's rooms can as far away from group as possible. 4/19/17: > BT had post trip with Jeff. He's a little scattered when he talks, so bear with my notes: > Overall great. > Buses were good, one driver who was a little bit of an ass hole. Bus 3 with Gunther, doesn't know his name. "semi-abusive" towards kids. Jeff didn't even know about until they got back, dealt with it. Kids said it happened when adults were off bus. But overall satisfied with them. Jeff thought they were very friendly. > Food at hotel was great. > Shower thing at Cabana didn't have enough showers as HUB. But it was ok, better than nothing at all. > Musically - Workshop: Terry was much more pleased than Jeff. Music better quality overall at Disney he thought 3 years ago, but for instrumental kids it was the opposite. This year was opposite - Terry's band had a great experience with their workshop. Girl who did Lorax with Jeff's intermediate group and one of Terry's just wasn't as good. Musically "not great". Lorax thing wasn't great. Singing was in the background. Disney was much more a part of the video. Disney involved more kids. Here, wasn't enough of that. > Music USA - Jeff went first thing in the morning. Little hard to sing that early. But did pretty well. NO PIANO, it's a crappy keyboard. Needs to be a good piano. His two accompanists struggled with this crappy keyboard. Kids couldn't hear if they were far away. Started rushing one of their warm ups. Disappointing morning for the women's chorus. His standards are really high. A real piano would have made a huge difference! > Terry had a great experience with instrumental thing (late morning/early afternoon). > Judges were good - all from Stetson. 1 choral and 2 instrumental. Not a huge festival but he thought they could get folks form 3 different places and hopefully 3 choral and 3 instrumental judges. 3 middle aged white guys. Maybe some diversity? > Nice that it was all in one spot. The people were VERY kind and accommodating. Just not "that great a festival" > Post mortem with kids - one thing that was interesting that stuck - meal coupons at universal, after a while there was not a lot of choice since they did that for lunch and dinner. Hard for vegetarians. Next time could they get a meal card? Equivalent amount of money. Use as they see fit. BT explained that this can happen. > Nashville next year. 5/1/17 > MES Check #005269 received in the amount of $1,461.00. PIF
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