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Bible (Basic Trip Report)
General Trip Information
Updated
Fri Apr 21, 2017
Trip Name
Liberty High School Band-Orlando, FL-04-08-2017
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Liberty High School Music Department
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OR
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Final Room List
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Hotel Info Form
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Contract Status
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Bealeton, VA to WDW Resort = 838 miles = 14 hrs. non-stop 8/16/16: > BT spoke to Pat re: Orlando, 2017 > Depart evening of Saturday, April 8. > Overnight Sunday and Monday at hotel > Arrive back on the 12th. > 3 park days. > Would really like to do 1 day at MK, 1 day at Epcot, 1 day at Universal if possible. OR 1 day at Disney and 2 days at Universal? Really wants to do at least one day at Disney possible. > Marching Band parade performance. Open to STARS or PAOS for this. > 46 + 8 - about same as last time most likely. > Budget - under $700 if possible, can't go over $800 incl. trans. If over this, would probably rather do Dinsey if just one park. > Open to suites hotel, really liked BVS. > BT mentioned online payment system with new company. Last time he tried online pmt. it was disaster, but he is open to looking at it if this new company has their shit together. 08/17/16: > BJS replied to Brett - > Since it is a Saturday departure, BJS adjusted depart school time so they could get to Orlando in time to have breakfast and a shower at The HUB. > Does Pat now have a required charter list? If so, we need the updated list - don't want to open the same can of worms that Matt got into, since it is the same county, but you better check! PLEASE ADVISE ASAP so CH can get on the charter quotes. These are busy dates in April. > Is this just band or will the choir and / or orchestra also be traveling? Which ensembles are performing? > FYI . . . please keep in mind when discussing joint Disney / Universal trips in the future. > a Universal STARS performance requires a 2-Day Park to Park Ticket at Universal. > a Performance or Workshop at Disney requires a minimum of a 2-day ticket. > so based on Pat's desire to hit both Universal & Disney, this would have to be a Disney Performance with 2-Disney Parks on two days and then a single day at Universal. > TPW, please reach out to Jennifer today at the BV Suites as he really likes her property and I know these were some of the dates that have become available per her email late last week. > BJS took their IOG from 2013 and adjusted as needed. > TPW, please make attachments - careful - two day Disney PAOS Package (attached as the festival) and 1 Day Universal Park to Park ticket (attached as an Attraction, not a festival). > CH, please send for charter quotes once we have the answer from Brett on whether or not they have to use buses from a required list. > By the time we get back from SYTA, the PTP should be able to be done and to the client. __x__ TPW __8/17/16__ __x__ CH _8/17/16___ 8/17/16: > BT will ask Pat about updated charter list. If it's the same county as Kettle Run, can't we use that list? > Performance is Marching Band only, one ensemble. There is a new choir/orch. director but she is not attending this trip. Some of her students may go (and Pat is trying to get her to come on the trip just to see how it goes) but they won't perform. > I think Pat is fine with any combination of 2 days at one park and 1 day at other. I was actually thinking by 2 day Universal STARS then a 1 day Disney park ticket might be less expensive. Perhaps I'm wrong. 08/25/16: > Since there is no discounted 1-day Disney ticket, they are going to have to go with 2Day PAOS and the a single day at Universal with a park to park pass. > TPW sent EM to BT with link and noters on Holiday Inn Resort & Waterpark. BV Suites is not available. > Will proceed with this property if it get's the OK from Pat. 08/26/16: > BJS and TPW reviewed hotel rates and options. Holiday Inn Orlando Suites & Waterpark is the best deal. > BT shared hotel info with Pat and he is OK with Outside corridors, so BJS entered rates and proceed to review and update attachments as needed. 8/27/16: > BJS ran rates and sent to CH so she can complete PTP. > BJS sent EM to BT - FYI, CH is working on their PTP and I will forward your way as soon as she tells me it is completed. A few notes in preparation of questions that I know will come up: 1. Delete Universal and do a third day at Disney, save +/- $50pp. 2. Delete GTV dvd, save $10pp. 3. I know sometimes when we use suite properties we tell the clients that 6 will work, but 5 is what we would do. In the case of this particular property, this is not the case – 6 will work very nicely. 8/27/16: > CH completed PTP. > BJS reviewed and then emailed PTP files to BT. 9/12/16: > BT sent James River chater quote to Pat. 9/28/16: > BT finally heard from Pat. > charter choices in order are: 1. Schrock 2. James River - try to avoid, way too expensive. > ready for K, he did not mention any other change. 10/13/16: > BJS discussed with CH - she has requested Charter K from Schrock and they are good - just haven;t received it yet - they send it snail mail and it usually takes several weeks. She spoke with them and they confirmed they have the coach. She will follow up again to make sure it has been sent. > BJS marked the other charter attachments INACTIVE. > BJS renamed IOG & TO to K Version. > BJS prepared the first two invoices for the GLH and sent slack to CH to let her know it was ready for K. 10/14/16: > TW sent E-Agreement 10/19/16 > TW rec'd signed E-Agreement 10/26/16: > 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. > 1st $ due from client on 11/18/16. ____ CH ____ ____ TPW ____ ____ HMS ____ 11/10/16: > BT got a call from Pat with two questions/concerns: 1. Does Shrock bus actually have 55 seats, or is it 54 + jump seat. Just wants peace of mind since he is at capacity. 2. He is going to have some additional adults and students above his original number who are traveling separately. So bus is not an issue, but obviously we will have to check hotel availability. He will have firm numbers for us no later than VMEA next week. But he's fairly certain it will be + 7 adults and 7 students. 1 of the adults and 3 of the "students" are Pat's wife and kids, so they would go in a room with him. > Please advise on hotel availability. 11/10/16 > TPL letter received 11/11/16: > BJS replied to BT, CH and TPW - Christi – please confirm bus capacity / seat situation with Schrock and advise all accordingly. Brett / Tommy – we always have a few extra rooms, so we will wait to see what his numbers are at VMEA next week and then make a call if necessary. 11/18/16 > CH rec'd payment ch# 1817 $5,400.00 12/11/16: > BJS sent Disney PAOS application to Pat (TPW said it was sent on 9/12/16, but who knows). > Also cc's BT so he can confirm that Pat received it and make certain he gets it back to us on Monday or Tuesday. 12/20/16: > BT reminded Pat of 2nd payment and sent forms. 12/28/16 > MES Check #1826 received in the amount of $18,691.00. 2/8/17 >> CH reviewed all forms rec’d on 2/6/17 (RL, FPGF, HIF & FAF). > Total Pax = 64 PAX (53 + 11). > RMS / PAX 05 St / 30 05 Qt / 25 00 Q / 00 01 T / 03 03 D / 06 00 S / 00 TOTALS = 14 ROOMS and 64 PAX (53 + 11). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL pack Hotel on 2/21/17 – PCCF due 2/20/17 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 64 bags and 128 tags. ___X__ MES 3/15/17 Bags/Tags sent via FedEx. __x__ HMS _2/20/17___ 03/12/17: > BJS reviewed numbers - all in order and well above K minimum :-) > BJS emailed and mailed final inv #6181, $23,551.00 and made due 03/24/17. 3/20/17 >MES Final payment received Check #1838 in the amount of $23,551.00. 03/20/17: > BJS sent BRF to JAF for CC. 03/27/17: > BJS emailed FI to Pat et al - Pat: 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., will be delivered via FedEx prior to your departure. 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. > FI Packet will mail later this week upon receipt of Disney tickets and meal coupons, etc. which are expected to arrive on Wednesday. The Universal order is already in the group's folio. 03/29/17: > BJS sent EM to Pat with updated Final Itinerary. > FI Packet also mailed today via FX Ground. 4/21/17: > BT had trip debrief with Pat > All went well...itinerary was good. "Easy trip". > Bus was great. > Hotel - really good, rooms clean, kids enjoyed it. Security guy - Craig - fantastic! Met them in front lobby, showed everybody everything. Front desk did a nice job of getting stuff. Only thing that would have helped would have put names on key packs. Breakfast was fantastic. Only issue was with housekeeping. Never enough towels. Pat called twice and never received a response. That would be his suggestion for improvement. Comfortably slept 6. Master with queen, 2nd bedroom with bunk - 2 on bottom is possible, living room had pullout couch. > Parks and parade went well. Disney has improved with streamlining the process. Fastpass, etc. > HUB - breath of fresh air! Really liked it - "a godsend". Did a really good job. Travis was fantastic. They showed up a little early and accommodated. > Will do eval. > Year after next - probably NYC. Maybe another cruise at some point? Really liked it.
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