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General Trip Information
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Wed Apr 12, 2017
Trip Name
Knoch High School Band-Orlando, FL-03-14-2017
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Trip Notes
( Print Note )
( E-Mail Corporate )
Knoch to WDW - 1020 miles / 17 hrs non-stop 6/21/16: > Sarabeth Rodriguez contacted CCIS via the website and SN spoke to her and communicated via EM regarding a March 2017 Orlando trip with the band. The specifications are as follows: *Depart 3/14/17 and return 3/19/17 - They definitely want to fly. *2 days at Universal *2 or 3 days Disney parks - She suggested that IF they have a later returning flight, that they could do a 3rd park on the 19th, even if it was for only part of a day. *Magic Kingdom and Hollywood Studios (she was torn between EPCOT and HS, mainly because of the new Star Wars stuff) *Stay on Disney property, at an All-Star Resort *Vouchers for breakfast, $30 dining cards for days spent at Disney. *$30 total for lunch and dinner each day at Universal. *March in a parade at Disney *Cirque du Soleil show on the first night if possible. *They require an escort and security *They will be renting a truck and driving down their own equipment and luggage *Budget in the $1300 range. *They ARE getting multiple quotes and price is most important. 6/22/16: > SN received EM from Sarabeth regarding transportation options to and from the airport, as well as ground transportation information while in Orlando. > They will need transportation to and from the airport, BUT Sarabeth indicated that they could possibly use school buses for this purpose. > They would need ground transportation in Orlando to and from the park on performance day if they are anywhere other than MK. > They will need transportation to and from Universal. > Sarabeth will be in contact regarding their willingness to allow CCIS to do a proposal presentation. 06/23/16: > BJS was reviewing notes and realized that we need preferred departure and return times - If they leave early Tuesday AM, trip appears to be a day too long . . . BJS needs to talk with SN and she needs to discuss with her group contact. 6/24/16 > SN EM'd SaraBeth last night and spoke to her this morning regarding flight times and which parks they are going to. > they are trying to get the students a half day of school on Tuesday so they may leave by 11 a.m. the earliest they could get a flight would be roughly 2 p.m. > Additionally, Sarah Beth says they only want to go to Disney parks now, and not universal at all. > also, they would like charter bus transportation to and from the park every day they are in Orlando and not just on performance day. They do not wish to use Disney transportation at all. > sarabeth also expressed the group's interest in having one dinner all together. She suggested that they even leave a park before closing one night, to have dinner someplace like medieval times, and spend the rest of the evening at the resort. 06/27/16: > BJS and CH discussed air. > CH is going to check with Andrea on flights no sooner than 3PM on Tuesday, or early Wednesday AM, and then return on Sunday through mid-afternoon. > BJS and SN spoke about number of park days (3 or 4), Cirque or Medieval Times, Off-Property possibility, at least use Disney's Magical Express, etc.? 6/28/16 > SN spoke to Sarabeth this morning regarding options BJS and SN discussed on 6/27. > Cirque + dinner (so, no to Medieval Times) > She says they want to see 4 days at Disney. Her example was: Wed - MK, Thurs - Epcot, Fri - Hollywood, Sat - partial day at MK. > Leave either Saturday night or Sunday morning depending on available flights. > SN explained the benefit of staying off-property and Sarabeth says the director was pretty set on being on property, but she also could see the reasoning for considering off-property. Could we provide both? SN did tell her the price could easily be $100 less overall by staying off-property. > Sarabeth also reported that Mr. Hayden now wants charter buses for transportation between the school and airport. > SN reminded her again of the importance of a presentation and Sarabeth said she'd take this information to the committee and let us know. > Sarabeth Rodriguez called and said Dorval dinner they'd prefer Rainforest if possible. 06/28/16: > BJS spoke with TPW about seeing what BVSuites,m RROC and Park Inn can offer for off-property hotels. > Check in on Tuesday and departing on Sunday (could be Saturday if flight a Saturday evening flight is cost effective. > CH, please check with Andrea re: Tuesday later afternoon or evening flight and then a return on either Saturday (late afternoon or night) or Sunday AM. ____ CH ____ 6/29/16 > SN received an EM from the booster representative, Sarabeth, asking how soon they could have a proposal. SN asked, again, if we would have the opportunity to present to the committee. Sarabeth responded, "Honestly... I am not sure because everyone is so busy right now. Like I said before I can try but no promises. Can you just send it via email?" Not entirely sure how we should proceed, since it seems they are avoiding meeting with CCIS. 07/01/16: > BJS reviewed flight info that CH provided from Andrea at ATG. > BJS then ran 3 sets of rates the old fashion way - - Buena Vista Suites - Disney All Star Resort with Private Charters throughout - Disney All Star Resort using DMEW & DTS except private charters on Performance day. > CH, please see BJS on Tuesday to complete PTP. > There is not an IOG (nor will there be one) and we are not doing a PP either. __X__ CH _7/5/16___ 7/7/16 > SN spoke to Sarabeth this morning. The committee has not met yet and will not meet until next week. Sarabeth's husband went into the hospital unexpectedly yesterday and she says she will call back tomorrow or Monday to go over everything. 7/12/16 > SN reviewed the PTP with Sarabeth today and asked about the following things: * Could they stay at a park all day Saturday and leave on Sunday? This would mean an extra night in a hotel and she would like to know the difference in price for this. * Also, they need 6 comp packages! * Do they need reservations for in-park shows? > Right now, she feels option 3 from the PTP was best, but would like to know what the additional cost would be for the other options as well. > Committee meeting has not yet been determined since Sarabeth was tied up unexpectedly last week and now some of the other committee members are unavailable. She says she will still let me know if we will be welcome to attend this meeting. 7/15/16 > SN has LVM on 7/13 and 7/15 regarding answers to the above. BJS determined that it would roughly add $50 to the Buena Vista package and $75 to the All-Star Resort package per person. To add 4 more comps would increase the Buena Vista package by around $36 per person. Also, the price from American Airlines was the least expensive airfare so far (without knowing Southwest's prices yet) and to change a Saturday evening flight to a Sunday flight would result in a comparable price. 7/18/16 > SN LVM regarding the same issue. 7/19/16 > SN spoke to Sarabeth this morning regarding changes. She would like to see the price changes that were discussed (additional comps and change in price for the package) within a PTP when sharing with the committee by tomorrow morning or early tomorrow afternoon. > Is the T-Rex Cafe an option? > Can they do a park hopper for one day only? SN told her that was unlikely. >SN spoke again to Sarabeth regarding the above questions. > They will not stay Saturday night because they really would prefer the Buena Vista Suites. > They DO NOT want to do Soarin'+ breakfast because they really only wish to go to dinner and Cirque on the first night. SN explained that the flight arrival time would not allow them to do this on the first night. Sarabeth says that a $500+ flight is too expensive and they don't want to arrive that late. 08/05/16 > EM received from the booster president: You had been contacted in July by Sarabeth Rodriguez looking for initial proposals for a trip next spring. Amy and Missy are the co-chairs of the planning committee and I am the Booster President. We are the primary organizers of the trip and are your contacts going forward. We received School Board Approval for dates this past Wednesday. This allows us now to finalize the itinerary and pick a planner we will use for next year. Please review the following requirements and if necessary adjust your proposal accordingly. It is our intent to fly not drive to Orlando. Please use the preliminary count provided by Sarabeth earlier. 1) We have been approved to depart AFTER SCHOOL (final bell is 2:40PM) on March 14, 2017 2) We have been approved to return on Saturday March 18, 2017. As late as possible is OK with us. We are not staying over Saturday night in Orlando. 3) We are currently approved to march in the Magic Kingdom on March 15th. I assume that can be adjusted if needed. 4) We want to do one day at Universal Studios, one at Epcot, and one at Hollywood Studios. 5) We want to attend a performance of La Nouba. 6) We have no preference for on or off property. 7) We do not want to be dependent on Disney Transportation or hotel shuttles to get to and from the parks and other events. 8) We must attend the workshops. For the Dance group if we can get the Flag unit into the Flag workshop it is preferred. They expect to have six and at most nine Color Guard members and the website mentions a minimum. If they can't do the flag workshop then they can join the other auxiliaries. These have not been scheduled. 9) We want an escort to accompany us to handle logistics. Use your professional discretion to fill out any time with other activities. Please reply-all if you have any questions or if any of these requirements is a huge cost driver. It is our intent to have a decision made on which company we will use no later than the evening of August 15th when we have a Band Booster meeting. We will let each of you know on Tuesday Morning August 16th what our decision was. Thank you for providing your proposal. We are looking forward to another great trip for our students. Matt Klabnik President Knoch Band Boosters 08/15/16: > BJS completed TRIP ORCHESTRATION based on requests from Matt on 8/5/16 and then emailed to SN and then BJS and SN discussed and she is sending to Matt Klabnik and his committee so they can make a decision at tonight's meeting. > BJS asked SN to cc BJS on the email to Matt. 8/17/16 > EM received from Missy Vissari regarding trip decision: Good Morning Stephanie, After meeting last night and careful consideration, we have decided to use CCIS as our travel planner. We are excited to be working with you! I am sure I will be talking to you in person soon to iron out the fine details but I wanted to promptly inform you of our decision. There are a few things that I wanted to bring to your attention. Right now our biggest concern is the flight. We would like to travel nonstop on Southwest. In looking at the flights available right now, SW flight #1746 departing PIT at 5PM looks like the best option. (We are speaking with the school principal today about having the students released from school 1-2 hours early on Tuesday.) And for the returning flight, SW #414 departing MCO at 9:55PM would be ideal. Online, this flight says it is booked. However, I do know that one of the other travel planners that we had a bid from was holding seats on that flight. Those seats should open up today, once the company releases the hold. Would you be able to keep an eye on this and put a hold the seats when they become available? A few other things that will need addressed are as follows: We need the complimentary trips increased to 6. Right now, I see only 3 are included. We are willing to eliminate a few of the inclusions to help offset the expense. We will not need the complimentary site visit for the group leader or the CCIS sport sack. We also need to have an equipment truck driving down separately on Monday. More than likely there will be 2 drivers and will need hotel stays included for the drivers. I will forward the workshop information set to us from Disney to you in a separate email. I will inform them that CCIS will be planning our trip going forward. The numbers for our group is 48 instrumental workshop and 37 disney dancing workshop. Please know that those are maximum numbers and may need adjusted once we get a final commitment from the students. Also for your information, it looks like 10 adults will be traveling with the group along with the 6 advisors. That is it for right now. I look forward to working with you. I know we can make this a wonderful, memorable trip for our band! Sincerely, Missy Vissari 8/18/16 > EM received from Missy regarding equipment truck drivers indicate the following: * The truck will arrive Tuesday. * They feel they will need 2 rooms for the drivers. * The truck would leave no later than Friday, to be back in Saxonburg by Saturday night. * Missy states "I think it doesn't make sense for this person, or two, to pay for a whole package since they will be missing a few days. They would probably purchase their own individual tickets to the parks for the days that they would be there." * Missy also asks "Based on these answers, does any of this greatly affect the overall price? How quickly do you need to know definite answers? Or can we make adjustments to the equipment truck plans along the way, as needed?" > In reference to flight information received by BJS and shared with Missy, they prefer the Wednesday morning flight option with Southwest (3/15 # 1447 PIT/MCO 0730am 0945am, $206.09 per seat based on check payment), but DO NOT want to split the flight on the way home on the 18th. > Missy says in EM: "After consulting my co-chairs, we want to proceed with booking the Wednesday, March 15, SW flight arriving in Orlando at 9:45am. However, we prefer to seek out a different return flight on the evening of Saturday, 3/18/2017. We do not want to split our group on 2 different planes. I am hopeful that one of the late evening, nonstop flights will open up for us. Please continue to monitor the situation and let me know when another reasonable option comes available. And also if for some reason, you see that we could save money by booking a different flight on Wed morning, please pass that along to me as well. I certainly don't want to create more work for you, but at the same time, I would love to see every single band member go on this trip, so every dollar counts when dealing with our student's budgets." 8/24/16 > EM received from Missy confirming that Rick Hayden did let Disney know that we are their travel planner. CCIS also received notification from WDW regarding this fact. > Missy also is requesting the band still march at MK but on a different day than they originally planned since their flight is on Wednesday. > She also asked if we have moved forward with securing the Wednesday morning SW flight. 8/26/16 > SN received EM from Missy asking the following: It is their intent to fly, but they want to know what the cost would be, roughly, to have 2 buses drive from Saxonburg to WDW. > She wants to know if the departing flight was reserved and if there is anything better for the return, with all on one flight? > She's ready to find out a payment schedule and wants to know how soon she can send a deposit. > When do they need to know exact numbers 8/30/16 > BJS and SN discussed the above concerns and determined, through the creation of an IOG reflecting bus travel, that this would be significantly less per person in the base package price, and that the actual cost of transportation would likely be cut by around half. > This would require leaving on Tuesday afternoon and adding in a shower/breakfast stop at The Hub. > SN shared this information with the IOG with the booster contact, and also asked when their next meeting would be to make the determination between flying and bus transport. 8/30/16: > BJS and SN ran rates for all BUS trip. > Included 6 comps and a Disney Workshop (1 / student). > Rates started at $799 / students sextuple and $30 LESS per adult since no workshop for adults. > This is a savings of $80 off the student sextuple price of $879 ($819 + $30 for 3 additional comps + $30 for the workshop). 8/31/16 > EM received from Missy says that their next meeting is September 19th and that the price of flying vs busing will certainly be an issue since there is such a large difference in price. Her impression originally was that they were set on flying, but with the price difference, she thinks this will be up for discussion. 09/06/16 > SN received a call from Missy with the following questions/information: * Rick Hayden really wants to fly. They want to leave Tuesday afternoon/evening and return Saturday night. If the best price involves more than one plane, that is fine. * Despite this, IF we have already received any bus quotes, to let them know. * Cirque du Soleil - Rick wants the students to "dress up" for the show and would like to have an hour or more at the hotel before proceeding to Disney Springs. * Universal tickets - They are possibly going to upgrade to a park-to-park pass. * Many (not chaperoning) parents are planning to go. Is it possible to get any portion of the package (airfare or hotel) for these people. SN informed Missy that CCIS really only sells full packages, and not a la carte. 9/7/16: > BJS updated times on Bible to reflect an all bus trip - - this has not yet been decided, but needed to do this in order to create All - Bus PTP. > BJS completed attachments based on All-Bus IOG and PTP All-Bus and rates below are based on this. > BJS completed TO - All -Bus (PTP) and emailed files to SN. We have 5 charter quotes. > Remember, the $819 in the TO from August 15 - the one in which they selected us, did not include the 6 comps - just 3, and the price for the Disney Workshop. If those would have been added, it would have been $879 student sext. The all bus option starts at $799 student sext, so this is a savings of $80 / student at the sext rate and then the additional savings of the air vs bus is $305 additional if they go all by bus, and use Myers based on $215 pp (at 50 paying pax / bus) for transportation versus the $520 for the current air. > Total savings = +/- $385 / student at the sext rate. > SN to send packet to Trip Coordinator and then since so much is still awaiting their decision and air has no room for waiting, BJS and SN would like to have a conference call with her so we can discuss all of the options and the need for some decisions or the need to be patient if decisions cannot come until later this month . . . 9/8/16 > SN received EM from Missy thanking us for the bus proposal but they still prefer to fly. They would like the details of the AA flight. 9/12/16: > BJS completed IOG based on the SW Airlines flights we received today and then updated attachments accordingly. > BJS ran rates and then completed Trip Orchestra Rev1. 9/13/16: > BJS ran Trip Orchestration Rev1 Pack and emailed to SN. > Asked her to call me so we can discuss prior to her sharing it with Christie Crytzer, the Tip Coordinator. > LVM with Missy regarding new TO > Any other option other than Planet Hollywood (I seem to recall not, but just making sure) 09/14/16 > SN spoke to and received EM from Missy. Can all the auxiliary groups be put into "Dance Technique: Ballet, Hip Hop, Jazz and Tap" instead of the currently scheduled workshop? 09/14/16: > TPW, please add Disney Dance Techniques workshop to system and attach to this trip in place of Auxiliration. > TPW, please call PAOS and see if they can move the Knoch You're Instrumental Workshop to Saturday, 3/18/17. It is currently scheduled for 2PM on Thursday, 3/16/17. They would also like to have the Dance Techniques Workshop at the same time. > This is going to K, but we are going to wait for 100% confirmation following their meeting tomorrow night. Who knows, the parents may be in an uproar and decide to go by bus and save $400! (Just kidding I hope!) __x__ TPW __9/15/16__ 9/15/16: > TW added notes to Disney PAOS attachment and emailed BJS & SN for info. needed. 09/16/16 > EM received and forwarded to BJS and TW from trip coordinator: I just got home from the trip committee meeting. I had asked for you to see if Disney can move our workshops to Saturday. I found out tonight that the driver of our equipment truck is planning on leaving for home on Friday. I am so, so sorry but we cannot do the workshop on Saturday since the student instruments will have already left. Please accept my apologies. I hope you hadn't put in the request yet. > BJS replied that we will ask to keep the instrumental workshop as planned. > SN received another EM from Missy: I will ask the advisors about which style dance they want for their workshop. Can the dance workshop also be moved back to Thursday too? I am not sure if the girls will need any of their equipment for their workshops. If so, their batons, etc will also be on the truck. Again, sorry about this! > Missy EM'd saying they wished to have the jazz version of the workshop. 9/18/16 > EM received on evening of 9/17: Hi Stephanie, I apologize for contacting you on a Saturday. I am getting several questions from parents about wanting to extend their trip in Orlando. Is it possible for a student to only purchase a one way ticket to Orlando? They are asking for a pro-rated amount since they will not be flying back with the band on Saturday night. We asked the students to make a the $100 deposit with a signed commitment which is due on Tuesday, the 20th. So now the questions are kicking in. Please let me know as soon as you find out. 09/20/16 > EM received from Missy has the following questions: > What are the flight prices for each flight? One student needs a one way for Tuesday and one needs a one way for Saturday. > The family that is driving the equipment truck is also taking their 2 younger children. They are interested in purchasing the package deal without airfare. They plan on leaving the weekend before thetrip and departing on Friday, 3/17 to drive back home. So they would not be using 2 days of park passes/food vouchers. She was wondering if they can still purchase the package from CCIS and have the extra park tickets/vouchers in advance to use prior to when the band arrives.Please let me know if this is an option for them. > Any update on the workshop dates? > Definitely add the park-to-park pass for Universal > They can make airfare deposit tomorrow and are willing to drop it off at the office. > Once all of this is answered, they are ready for K 9/21/16 >CH # 1646 red'd for airfare deposit in the amount of $8,700.00. 87 seats both directions for $100/per seat. 9/27/16 >EM received from Missy: ? Just wanted to touch base with you to see if there were any updates for us? ? I assume you were able to secure the flight reservations last week. ? How soon will you be providing us a payment schedule? We went ahead and set up a schedule for collecting the student payments...we are hoping the dates jive with yours. > Please let me know if the actual cost differs from the last orchestration, since now you have more accurate numbers. I was hoping that the airfare might go down slightly since fewer seats were purchased than the original number reserved- which would bring down the average cost overall. 9/28/16: > Per SN, new total pax is 92 (77 + 14 + 1 escort). Just 88 are flying, including our escort. 9/30/16: > BJS told CH to get K from Lenzner for School / Airport RT Transfers on Tuesday & Saturday night. > BJS updated IOG with new number, as well as Bible screen and Status Schedule (91 = 77 + 14). > Per TPW, Dance Workshop is Sat., 1:30PM - Disney Dance Technique Workshop: Jazz > Band Parade is Wed., 2:30PM, Festival of Fantasy Pre-Parade in MK > You're Instrumental is Thurs., 2PM, Studio A, Backstage EPCOT. > BJS updated attachments as needed and rates based on lower count than originally projected. Rates increased by $84pp across the board. Student Sext now starts at 1009.00 + air at $473.04. > BJS completed TO K Version. > BJS sent EM to SN with TO K Version and IOG K Version attached - See attached. Share with Missy and then we will send E-Agreement as soon as she reviews. Rates increased by $84pp due to higher pp cost for ground transportation, upgrading to the Park Hopper at Universal, and the cost of the 6 comps divided by fewer trip participants. 10/03/16 > EM received from Missy: > Will the airfare end up costing less? Since the original hold was for 106 seats and we ended up only reserving 88 seats, my line of thinking was that the 18 seats that was released would have been from the most expensive pricing tier....therefore decreasing the average cost per person. > I had someone new ask me last night if they can keep their child to extend their trip and not fly back with the band. I know the $100 deposit is nonrefundable. Are we bound to purchasing all 87 seats being held? Can this person not purchase the flight home (minus the $100 deposit?) Or is it too late for them to get the price adjustment for a one way ticket (minus the $100 deposit)? I already told them no...but then I started thinking that if the seats are just being held with the deposit and CCIS actually hasn't purchased tickets yet, maybe it IS possible if they are willing to eat the cost of the nonrefundable deposit. > Can you please inquire and/or follow up with Disney about moving the Dance workshop back to Thursday? 10/4/16: > BJS reply to SN for Missy's questions from 10/3/16 - 1. Air price is unchanged. 2. If the parent decides to keep their child in Orlando and not fly home with the group, they will forfeit the deposit for the return flight ($50 - it was a $50 deposit for each flight, so since they would be keeping the outbound flight, they would only be losing half of the $100 initial deposit, or $50.) 3. Disney does not have availability for the Dance workshop to be on Thursday. 10/4/16: > BJS completed INVs needed for K as well as the TO K Version. > CH, please prepare K per SOP and advise BJS when complete. BJS will review and then TPW can send out E-agreement this afternoon. Thanks! ____ CH ____ 10/4/16: > TW sent E-Agreement 10/4/16: > SN received EM from Missy. She says she thinks the cost is too high and says it appears the 6 comps were figured into it, which is in fact true, and SN already told her this when asked why the price increased by $84pp. The comps are divided among fewer participants, which equals a higher pp cost. > Missy also expressed concern over the bus being needed for 13 hours on performance day and wonders if adjustments on the total bus time will be made closer to the trip date as the schedules are finalized. 10/5/16: > BJS replied ot SN - > Yes, six comps were figured in and the fact that ground transportation in Orlando is now divided by fewer people also caused the price to rise (as we already discussed) - the Park Hopper too. > Did you mention that they could save $80 by removing Cirque du Soleil? > We will only charge for the actual hours the buses are required or the bus company minimum and this adjustment will be made prior to the final invoice. > So, where does this stand / where did you leave it with her? 10/6/16: > Rec'd signed E-Agreement 10/14/16: > TPW printed E-agreement and gave to BJS. 10/16/16: > BJS signed E-agreement > CH, please process GLH per SOP. > As this group is now UNDER CONTRACT, please review and make certain ALL inclusions are in order. __x__ CH 10/20/16____ ____ TPW ____ ____ HMS ____ 11/4/16 > rec'd ck #1669 in the amount of $27300.00 12/14/16 > MES received ck #1677 in the amount of $50,236.74 1/11/17 > Missy EM'd SN, stating she will have the forms submitted by the 12th, however she wished to know if she could pick up the Apple Watch this week for a raffle at the band banquet this weekend? 1/12/17 > SN received EM from Missy saying that the jazz dance techniques workshop was not on the list they received from WDW regarding their schedule. SN is forwarding the information previously entered in TPMS. 1/13/17 > Bags (90) and Tags (180) to be taken to Knoch HS by Stephanie. > SN is also delivering Apple Watch as they are raffling it off this Sunday. > BJS took care of Dance Workshop. > Knoch workshop numbers: Instrumental: 42 Dance: 35. 1/13/17 > CH reviewed all forms rec'd 1/12/17 (RL, FPGF, HIF, FAF, & Air). > Total Pax = 91 (77 + 13 + 1). > RMS / PAX 00 St / 00 00 Qt / 00 19 Q / 76 03 T / 09 02 D / 04 02 S / 02 TOTALS = 26 ROOMS and 91 PAX (77 + 13 + 1) > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH sent RL pack to Nilda at BVS > CH sent Air Passenger Manifest to ATG > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > SN picking up apple watch and 90 bags and 180 tags per BJS note above. ____ HMS ____ > SN met with Missy to hand off tags, bags, and the Apple Watch. One question came up: Would there be anyplace available for students to change clothes other than the bus before La Nouba? 1/18/17 > Missy EM'd, asking about procedure for the nurse to bring all the students' medications on the aircraft. SN called Southwest and learned that the nurse should be prepared to present proof or credentials and to alert TSA agents when they arrive, so they understand why she is carrying a large amount of medication. 1/24/17 > Missy EM'd SN asking about the final invoice, concern that they would send it late without knowing the total. SN replied, telling her not to worry about it until we send it to her. 2/8/17: > BJS completed and emailed FINA INV #6150, due: 2/17/17, BALANCE DUE $44,177.66 02/09/17 > HMS contacted SN about Planet Hollywood breaking the contract due to a total buyout and suggested they change their reservation to 3/14 @ 8:30pm. > SN related this information to Missy and the response upon discussion with the other boosters and Mr. Hayden was that they do NOT want to have the dinner on the 14th and would rather eat at a different restaurant on the original night, either at Disney Springs or elsewhere, OR take a meal credit for the equivalent. > Due to driver hours and the lack of other restaurant options for groups at Disney Springs, their only real options are to take the reservation on the alternate night or take a meal credit for the equivalent value. > SN spoke to Missy, relaying this information and she will contact SN with their decision. 2/20/17 > MES Check #1691 (Inv. 6150) was received in the amount of $44,177.66. 02/22/17: > BJS emailed Final Itinerary to Missy et al. Missy: 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 Mr. Hayden is required to complete a final confirmation call with the Disney Performing Arts office. Please instruct him to place a call to their office at his very earliest convenience (800.359.0509, option 4) and be sure he has the itinerary in front of him in order to reference it for any answers they may need relating to logistics. Disney will only talk to the Director for this particular call since it is related specifically to the performance and workshops. 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 airline confirmations, tickets, meal coupons, dining cards, etc., can be handled in two ways – Stephanie can deliver these materials to you in advance of your trip, or your Escort, Ken DeArment, can keep these items and distribute them as needed throughout your trip. Please advise Stephanie of your decision ASAP so we can make the necessary arrangements. Should you have any questions or concerns, do not hesitate to reach out to Stephanie (724.822.6633) - she 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 > SN and Missy have been in communication via EM. The group would just like the trip materials to be brought to their pre-trip meeting on March 7th. SN and Ken will both be in attendance. Right now, they are thinking they would like to keep all the tickets, etc., with them to distribute to the chaperones. 02/27/17 > SN received EM from Missy with the following question: A student backed out of the trip. She is getting no refund on the package, however the question arose about whether she would be able to get anything back on airfare OR transfer her own airfare to another time (with whatever applicable fees, etc?) 02/28/17: > No refunds no exchanges. 03/02/17: > BJS sent EM to Rick & Missy et al. Rick and Missy: Attached is what I would now call the official version of your Final Itinerary. This was completed following Rick’s call to Disney and the only real change is the fact that we made mention of the Equipment Vehicle being with the two coaches when they go back-stage on performance day. This copy of the Final Itinerary is also live on your group’s QR Code. Thank you and best wishes for a safe and wonderful trip. I know Stephanie and Ken look forward to seeing you all next week! 3/6/17 > CH notified ATG and BVS of a change to trip participants. The total didn't change but one less girl, one more boy. Aryanna Napora is the student NOT going. Robert Jacob Brace, his DOB is July 21, 2003 added. He will be rooming in room #23 on the Room list with Brenden Smith, Andy Olczk, Caelan Hinterlang and Derek McGill. > RMS / PAX 00 St / 00 01 Qt / 05 17 Q / 68 04 T / 12 02 D / 04 02 S / 02 TOTALS = 26 ROOMS and 91 PAX (77 + 13 + 1)
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