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General Trip Information
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Tue May 16, 2017
Trip Name
Verona High School Band and Choir-Orlando, FL-03-25-2017
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Verona High School Band and Choir
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Trip Notes
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FLYING: Jersey City, NJ (Newark, LaGuardia, or Kennedy) to Orlando, FL. 5/24/16: Disney notes from Va Beach de-brief: > Talked a lot about Disney for next year. > They have a LOT of flexibility here with dates and days of the week - so I think this could work in their favor esp. since they are flying and want to do multiple things. > FLYING - They are open week of March 13, 20, or 27, 2017. They are also open to traveling from Sat. to Wed., or Wed. to Saturday/Sunday. Usually can miss 3 days of school, but new admin. could have other thoughts. He will advise. > About 120 students and 15 adults. > Marching Band HAS to march in the parade - this is non-negotiable. He said his parents would kill him if this didn't happen. > Jazz would like to perform in Disney Springs - I think this is good since that doesn't have anything to do with PAOS or FD. > The issue is the Concert Band and Choir. Originally, he was thinking band for FD and Choir for PAOS. If they traveled early in the week, perhaps this could work out with all the new rules? If not, both could do FD - but this could mess with the marching band parade. Maybe not an issue on Mon-Wed? > Last time they chartered flight - would never do that again - and trip was about $1500. He'd like it to be less than that, but worried about Disney price increases. 6/1/16: > BT got EM from Erik re: their Disney trip. > admin informed them that they will be able to miss three days of school. So they are looking at a four night, five day trip (ex. Wed. morning Sunday night; Saturday morning through Wed. night; etc.). See notes above from 5/24 re: flexibility. > Right now they are looking at these for our top priorities: 1. Marching Band: Parade on Main Street in the Magic Kingdom 2. Concert Choir: Public Performance in one of the parks 3. Jazz Band: Performance in Downtown Disney > After the marching band is confirmed for a public performance we would ask that they consider giving the concert band a public performance. > He wants to know which dates in late March might work best here. > Since he has flexibility on dates, can we check air and look for the best option then proceed from there? 6/8/16: > Erik wants to plan for March 25-29, 2017 for the trip with all Disney PAOS. > Group made travel dates Sat - Wed so they can hopefully get all the performances they want since they are avoiding the peak performance days. Performance Day options available to us are Sunday, Monday, and Tuesday. > BJS updated trip dates in the system. > TPW, please send hotel request to Teresa Vlasic at WDW for rooms at the All-Star Resort (Music preferred) since they will be flying. 4-nights. > Create IOG - can be similar to Loudoun County HS Band, but will have a 4th Park Day with Saturday - Tuesday in the Parks (all Disney) and then Wednesday being hotel check-out and fly home day. > CH, please send Flight Request to Andrea for flights between Newark (preferred) and Orlando. Saturday AM (early preferred) outbound and Wednesday (midday preferred) return. > Jude will be here on Friday, so you can have her make the majority of the attachments. The two of you will need to make the air and hotel attachments per SOP. BJS attached PAOS. Thanks all. __x__ TPW __6/9/16__ _X___ CH __6/10/16__ ____ JNM ____ 6/9/16: > TW created IOG and folder in Dropbox > BJS, please review IOG and make any changes. I wasn't sure how we wanted to schedule time at Disney Springs since the jazz band would like to perform there. 6/27/16 > CH made attachments 07/07/16: > BJS reviewed attachments and then ran rates. > Also made Monday & Tuesday our first two choices for performance days since they are the slowest days of the week and will hopefully give us more opportunity to get all performances in (Marching Band, Choir, Jazz Band and then if WDW permits, a performance for Concert Band as well). > BJS included up to 2-days at 14-hours each day for Private Charter Coaches - these would be on the two performance days. Will be sold to group as line item. > CH, please complete PTP, including air info / specs and information / rate for Charter buses as BJS detailed int he Corporate Coaches attachment's notes.. NO PP required. __x__ CH _7/7/16___ 07/07/16: > BJS reviewed PTP and then emailed to Erik and cc'd BT Erik: I am sending this directly to you since Brett’s vacation is not over until Monday. Please take your time to review the information attached and do not hesitate to contact Brett directly if you have any questions or concerns. His cell number is 301.442.5839. Thank you for your continued patronage and support of our service. As always, you and your students are a pleasure to work with. Sincerely, BJS. 7/2016: > Erik is ready for K. 7/26/16: > BT spoke to Eril re: Jet Blue flights. He is good to switch to these flights at $408pp. > Go ahead and generate OK TO PAY. Invoice due 8/12 is fine. 07/29/16: > BJS emailed and mailed INV #6032, $6,750.00, for the non-refundable JetBlue Airline deposit, and made due 8/12/16. > CH will update air info in ATG attachment and then BJS will update IOG and we can get this moving along to K stage. 08/09/16: > Rec'd check #1554, $6,750.00 for non-refundable airline deposit (135 seats at $50 ea). 08/26/16: > BJS reviewed and completed PTP and IOG K Versions, including update to the new flight info from JetBlue. > CH, ready for K - be sure to include Airline Passenger Manifest on Deadline Schedule with the same due date as the other forms. Also, include line for Disney PAOS Application with ASAP! as due date. > Please note, their was an Airline Deposit INV which needs to be included in financial section of Agreement and it was paid on 08/09/16. __X__ CH __X__ 08/27/16: > BJS reviewed K and sent to TPW for E-agreement. > TW sent E-Agreement. 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___ __x___HMS_9/29/16____ 9/26/16: > Erik asked if his director's notebook was sent yet. > They moved to their new band room and he's just making sure he didn't miss it. > Erik asked me for deadline schedule so he doesn't miss a payment. Would invoice be generated and sent electronically or be in the DN? FYI - he has a payment due this Friday. 10/10/16: > Erik called BT today. Got email from Disney confirming Epcot for their performance. > Some of his parents were asking "why not MK?". Erik is not complaining, just trying to give parents an official answer. > BT told him it was likely based on availability and size of his groups. Anything else I should share with him on that? 10/16/16: > Rerc'd check #1573, 35,505.00 12/20/16: > BT sent payment reminder and forms. 12/28/16 > MES Check #1626 received in the amount of $62,184.00. 1/17/17: > BT got text from Erik re: performance priority. > He says, " jazz band should be given priority over concert band as long as performance can be on a Monday or Tuesday". > BT looked back over notes, found this from 6/1/16: 1. Marching Band: Parade on Main Street in the Magic Kingdom 2. Concert Choir: Public Performance in one of the parks 3. Jazz Band: Performance in Downtown Disney After the marching band is confirmed for a public performance we would ask that they consider giving the concert band a public performance. > Any thoughts here? 1/18/17: > Per BJS, BT asked Erik about pursuing an extra instrumental performance for concert and/or jazz and informed him of Disney's fee of $500 per ensemble for extra performances in the same genre. > He replied that he would definitely want to pursue this for a jazz ensemble performance provided it could be on Monday or Tuesday. > He said they would pay for both, but wants to give priority to jazz band. 1/20/17: > BT got a call from Erik today. > His forms are due on Monday, but Max isn't going to come if the jazz band does not have a performance. Is there any way to find out before forms are due? > Also, he's working on his rooming list. Has the correct number of pax, but a couple of his chaperone names may change. Wants to know if he can put "female chaperone". Would he be better off using fake names? > What a pain in the ass. 01/21/17: > BJS sent Em to WDW re: Jazz and Concert Band Performances. (A copy of that email is in the Disney PAOS attachment below). 1/24/17: > Yesterday Erik submitted all forms without Max listed, so my impression is that he will not be asking for the extra performances as discussed above per the response from Disney about their policy. > BJS - please notice the note on the hotel form about rehearsal space at the hotel each evening. BT read back through the notes and this is the first time Erik ever mentions this. I can't imagine this will be possible at this property. Please advise. > I also noticed that originally jazz band was going to perform at Disney Springs but it never seems to have made it to the TO. I won't mention it to Erik as forms are already in...but curious what happened with that. I guess he asked for K as is and never brought it up again. 1/26/17: > Per CH, BT asked Erik to double check air manifest for correct full legal names as we saw a few off ones (i.e. Jimmy instead of James) and asked him to return by 2/6. > BT also let him know that Jet Blue did have an extra seat on the flight to accommodate his 136 pax. Not the 135 he made the deposit for back in August. His response "Obviously in August we could only make an educated conjecture of what the final count would be - seems like it was pretty accurate. " I guess Erik doesn't understand the when flying you actually do have to have exact numbers. > I mentioned that we were checking on the rehearsal space at hotel, told him that I looked back through our notes and we hadn't talked about it and that Disney hotels do not often provide this. His response - "As far as a room for rehearsal, I request one every year, and put that in post VA Beach survey as well (pretty much my only request every single year as a matter a fact as your customer)" > BT looked back through VA Beach notes AND Tour Eval and there is no mentioned of it. So this is when Erik starts to become a pain in the ass. 1/27/16: > BT shared response from Disney from CH with Erik. > He would like for us to explore the option of a rehearsal space for them on Sunday, March 26 between 8:00 and 9:30pm. 45 min. for each group - band and choir. > Since they are an "established program" and arrive Saturday and don't perform until Monday and Tuesday - this is too long because "their chops will be too weak to make it through the parade". Their choirs "feel the same way vocally" - insert eye roll emoji here. > They don't need a large room or any equipment - just a place where they can sing and blow. He will see if they have any discretionary funds for this as it is "important for their preparation". 1/27/17 > CH reviewed all forms rec’d on 1/23/17 (RL, FPGF, HIF, FAF, & airline passenger manifest). > Total Pax = 138 PAX (125 + 13). > RMS / PAX 39 Q / 116 03 T / 09 06 D / 12 01 S / 01 TOTALS = 39 ROOMS and 138 PAX (125 + 13). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL pack Hotel on 2/7/17 – PCCF due 2/6/17 > CH will send Air Passenger Manifest upon receipt of the final LEGAL names (made due 2/6/17) (136 are flying.) > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 138 bags and 276 tags. __x___ MES 138 Bags and 276 tags sent via FedEx on 1/30/17 ____ HMS ____ 2/7/17 > CH sent RL pack to Hotel and Air passenger manifest to ATG. 02/19/17: > BJS reviewed numbers - all within K terms, so no changes required. > BJS emailed and mailed Final INV #6156, $63,667.00 and made due 03/03/17. > CH, this group has a Bonus / Sick Room in their K, so we need to make sure the hotel has been made aware and we pay for that. > CH, we will also need 3 coaches for the two (2) performance days on Orlando. __x__ CH _2/20/17___ 2/20/17 > CH added Bonus / Sick room for a total of 40 rooms at the hotel. 03/01/17: > BJS emailed FINALITINERARY to Erik - Erik: Attached please find an advance copy of the Final Itinerary for your group’s up-coming trip to Orlando. This is an “un-official” document at this point, for you are required to complete a final confirmation call with the Disney Performing Arts office. Please place a call to their office at your earliest convenience (800.359.0509, option 4) and be sure to have your itinerary in front of you in order to reference it for any answers they may need relating to logistics. 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., will be delivered via FedEx prior to your departure. Should you have any questions or concerns, do not hesitate to reach out to Brett Taylor (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. 3/1/17 >MES Cashier check sent via FedEx. 3/7/17 > MES Check #1651 was received in the amount of $63,667.00. 03/17/17: > BJS mailed FIN Packet, including Apple Watch to Erik at School via FX Ground - should be delivered on Monday, 3/20/17. 3/26/17: > FYI - Erik texted BT that one of the security guards did not show last night. "he was an hour late - we tried after 5 phone calls and it turned out he was at the wrong resort". He wants to make sure he doesn't get charged for 3 guards for last night. All else is going well. > BT told him to call the emergency number as soon as something like this happens so we can take care of it...that's why it's there! He responded - he didn't think it was an emergency. Oy! 4/3/17: > BT had post-trip debrief with Erik: > trip was great. > Disney gets a little "unflexible". > Only weird thing - handing out magic bands, but other than that all was good. > Someone on Jet Blue was rude on the way down, coming back was great. Had some anxious flyers, a lady had told them they could switch seats, but didn't communicate it to the other steward who was rude. > 5s for everything - 4 for airline and hotel. > More supplies in hotel with 4 in a room. > Hotel looked "junky", but was very clean - great for a group or large family. > Driving equipment truck was very smooth. > Decided not to check bags, so they didn't bring their luggage tags. Apparently the guy gave them shit about not having them. Otherwise, the buses were great, very professional. > VanderHoof was great - just a miscommunication with the departure time, Eric's fault. > CB is auditioning for Bands of America CB festival. Thinks they will get in. Indianapolis next March - so just band trip to that next year. Might want to fly since this went so smoothly. > Music for All runs all the details. > Tough sell for the parents to split from parents. Need to find "fun stuff" to in Indianapolis. Any info on this or other groups who have gone before. Really wants to use us. Do we contact Music for All before they get accepted or what? > Talked about referrals. BT will send some referral forms.
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