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Tue May 02, 2017
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Knoch High School Orchestra-Orlando, FL-04-04-2017
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Youth
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Received
Final PAX
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Final Room List
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Received
Hotel Info Form
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Balance
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Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
09/02/16 > SN spoke to Patty Massa, trip coordinator for Knoch Orchestra regarding travel to WDW 4/4 - 4/8, 2017. > 50 PAX (38 students, 12 adults) > Budget: $1300 > 4 days in WDW parks > You're Instrumental workshop - they have already contacted WDW and she says they are scheduled for 4/5 @ 10:30am > Performance - she says this is scheduled for 4/6 > Stay off-property at a suite hotel > Definitely flying > Need a bus to get to and from PGH airport > Need bus while in Orlando > They want security > They have reserved cellos from WDW, but have not paid for them yet. They need a french horn also, but WDW does not have any available. If anything cannot be rented for one day elsewhere, the student will just check his instrument. > Dining cards at $35/day (no meal vouchers) > They have received other quotes: * Thomas Tours - $1590. The trip coordinator says this is way too high, (plus she couldn't stand the guy) * Choice Tours - $1354 - student, $1353 adult. Hotel: Springhill Suites, Marriott Village, one complimentary package. Flights: departing 4/4 on Southwest #1447 - 7:30am, returning 4/8 on Southwest #5481 - 11:25am > Trip coordinator tried to do the trip herself and found it to be too confusing and expensive. She has flights reserved on Allegiant, with afternoon flights on 4/4 and 4/8, but those are expiring today and she didn't really like the time of day for either anyway. > Board meeting for approval is 9/14, but they need to get on the agenda by 9/7. IF possible, she'd like to have something by then. 09/06/16: > SN is calling group leader re: number of days out of school - since band can't get 4 -days out, do they have their 4-days out confirmed? 9/6/16: > SN confirmed that they are approved for 4-days out of class. 9/7/16: > BJS ran sample rates, after receiving air quote from AGT, to see if we can make their desired budget number of less than $1354. Based on Suites hotel at $110+tax / night, and all of their other requirements, with air at $520 + $779 for the sext package, we are at $1299, $55 less than where they wanted to be. > Based on these numbers, we will proceed with full blown PTP. > BJS sent note to SN to make sure she spoke with trip coordinator yesterday about our getting on the Agenda and if that is the case, we will proceed with a full blown PTP. 9/8/16 > SN confirmed that it is on the agenda so we can proceed! 09/11/16: > BJS created IOG. > BJS made attachments and then ran rates - starting at $849 sextuple. > Great rate for SW Airlines at $292.03/person RT. > We are coming it at $1,141.03 / person sextuple. This is 212.97 LESS than the competition and we have included 2 comps - not just 1, more meals, Apple Watch, Cinch Sack, GTV, etc! > CH, please complete TO on Monday AM so we can get to SN and she can pass along to Client ASAP since NON-REFUNDABLE Air Deposit of $50/person is due this Friday, 9/16/16. This TO would be very similar to the Knoch Band TO we did on 8/15/16. > BJS asked TPW (via EM) to get Jennifer to hold the suites at Buena Vista, also asked to see if we could get 16 suites instead of just 14 . . . (but this is not a deal breaker). _x___ CH __9/12/16__ 09/12/16: > BJS reviewed and then ran PTP Pack and sent to SN so she can share with Trip Coordinator. > BJS and SN spoke about the $50 SW deposit due this Friday and said we would cover it with an OK to Pay if necessary. > We also discussed where we stand out in our package and the fact that she needs to talk with Patty and not just send her the TO. 09/13/16: > Per SN conv with Patti (TC), we are doing this trip! > Will become an official Go To K after Wednesday night's meeting. > She is the Primary Contact - not the Director. > They will need an OK to Pay for the Airline Deposit. > They have told their group that the first $ needs to be in to them by 10/7/16. Just so we know when we prepare the K. 09/13/16: > BJS completed OK to Pay and EM'd to SN so she can pass along to Patty Massa. Due back to CCIS NLT 3PM on Thursday, 9/15/16. > Patti EM'd saying she would like to add a $10 meal credit for breakfast on the first morning, to be used at the airport. She suggested McDonalds. (A quick check showed that McDs is open at 3am everyday.) 09/14/16 > SN just spoke to Patti Massa, trip coordinator for Knoch Orchestra. They had one more bid for their trip come floating in this afternoon. No threat to us at all because it came in a lot higher and had zero detail (no hotel, etc) but the one thing it DID have that Patti shared with me, was a Southwest flight, #1556 non-stop from Pittsburgh to Orlando that leaves at 8:05 am. Cheaper flight even than what we have. She prefers our return flight to the other one shared with her today. She is perfectly FINE with what we showed her originally, but there is pushback from the director about the time of first flight being at 5:30am (she complained she'd be up all night the night before...). I assume that these seats on this later flight are not currently available since they presumably are on hold with this other company? > SN also spoke to Bonnie earlier in the day and she is concerned that there will be not enough students who will pay for this. Trip coordinator says parents and students have known since April what the approximate cost would be. > SN received a text from Patti tonight saying that they WILL send us the OK to Pay. However, she says she needs to know what the difference in package price would be for a maximum of 40 people. 9/15/16 > CH requested Andrea look into flight #1556 as noted above. OK to pay is for 45 seats, therefore I asked Andrea to reduce seats to 45. She said the seat reduction happens on the utilization date. CH also asked her to look into flight #1447 as listed above. 9/20/16 > SN has received multiple phone calls and voicemails from Bonnie and her husband. The latest EM indicates that Patti is no longer to be the point of contact and that Bonnie will be handling arrangements from here. SN requested that she, Bryan, and Bonnie talk soon to handle any concerns or questions. 09/27/16 > SN rec'd EM from Bonnie: I'm ready to pass out letters for our trip after we get a few questions answered. The cost you gave us previously - $1200 was based on 45-50 people going, correct? Can you please give me the prices for 35 people going and 25 people going? We need to know that. This way, the families will know the MOST the trip will cost. It's always easier to give money back then ask for more. Can you please email me the itinerary? Also, the dates the money due for you. Here's what I have; Deposit due October 7th Payment one due November 4th Payment two due December 2nd Payment three due January 6th Payment four due February 3rd 09/30/16: > BJS and SN discussed total pax at 45 and decided on 36 + 9 for breakdown. 10/1/16: > BJS working on revised rates for smaller numbers and just now saw the request for prices at 35 and 25! This group receives the PITA Award!!! Why should we expect anything less :-/ > BJS worked up rates based on the following breakdowns. Original was 45 - 50 pax. > 40 - 44 total pax with 1 comp (DOF = 39) > 33 - 39 total pax with 1 comp (DOF = 32) > 25 - 32 total pax with 1 comp (DOF = 24) > Here are the rates for the various options. COMP = 1 regardless of Group Size! INCLUSION RATES: These rates do not include air transportation. (Rates are per person and based on the total number of trip participants as detailed below.) 45 - 50 40 – 44 33 – 39 25 – 32 Sext Occupancy: $849 $879 $955 $1,099 Quint Occupancy: $879 $909 $985 $1,129 Quad Occupancy: $929 $959 $1,035 $1,179 Triple Occupancy: $999 $1,029 $1,105 $1,249 Double Occupancy: $1,189 $1,219 $1,295 $1,439 Single Occupancy: $1,539 $1,589 $1,645 $1,789 > BJS completed TO K Version and included all of these rates. Sent to SN so she can share with Group Leader. > BJS DID NOT ADD THE $10 MEAL CREDIT FOR BREAKFAST AT THE AIRPORT ON DAY 1. THEY CAN DO THIS ON THEIR OWN - THEY WILL HAVE CASH IN THEIOR POCKET AT THIS POINT IN THE TRIP. PLUS, I just did all this work and forgot to put it in - SORRY!!! > I honestly don't care what their payment dates are, etc., ours will remain as they are for all groups. > E-Agreement to be sent the week of 10/3/16. > BJS returned all math in attachments back to the 50 max until we are told differently. 10/3/16: > Per SN, Bonnie is good with everything. 10/4/16: > BJS completed the invoices as required for K preparation. > K will be based on the 45-50 pax scenario since they signed an OK to Pay for 45 airline ticket deposits. Group has the sliding scale of rates should the numbers drop and they will pay what they are able. > BJS completed TO K version on 10/1/16. > CH, ready for K per SOP. Please advise BJS as soon as complete so he can review and then send along to TPW for E-agreement to be sent later today. Thanks! ____ CH ____ 10/4/16: > TW sent E-Agreement 10/14/16 > E-agreement is late, SN EM'd Bonnie at both her school and personal address with a reminder. 10/17/16 > SN LVM regarding e-Agreement. 10/18/17 > EM received this morning from Bonnie: As you know, I had to rearrange the responsibilities of the parent and so had to rewrite the original letter that went out to the students. Their first check was only due yesterday so I will know today after period 5 the list of people who intend to go on the Disney trip. I am not ignoring you! > SN replied, requesting that she return the e-agreement as soon as possible so we can continue with her arrangements. 10/19/16 > SN EM'd Bonnie asking for an update and reminded her that we need to have the agreement signed and returned. 10/26/16 > SN EM'd Bonnie this morning and received response, saying the trip is a GO and that she would "be filling out what's needed ASAP" 11/02/16 > SN spoke to Bonnie this morning. She is sending the agreement back and she has all the deposits collected and will be sending it. > Her total number will be 37 (27 students + 10) 12/02/16 > SN LVM for Bonnie regarding agreement and offered to pick this up in person. 12/07/16 > SN spoke to Bonnie this morning and she has collected money from the students, so everything will be fine. She is signing now and sending us money. The problem stemmed from the fact that the woman who was originally collecting money for the trip DIDN'T TURN IT IN. The police got involved, etc., and they literally just got the money back a couple days ago and Bonnie only deposited it into the orchestra account this week. It would have been nice for her to share this, but at least we will be back on track now. 12/08/16 > EM received from Bonnie this morning indicated she printed the agreement and signed & mailed it along with a payment. 12/22/16 > MES Check #1157 in the amount of $10,450.00 was received. > MES GLH mailed 1/20/17 > SN sent reminder about forms. 1/27/17 > SN LVM reminder about forms. 01/30/17 > SN received EM from Bonnie saying she is working on forms. 02/08/17 > Bonnie called SN today and is completing the forms. 3/2/17 > CH reviewed all forms rec’d on 2/10/17 (RL, FPGF, HIF & FAF). > Total Pax = 40 PAX (32 + 8). > RMS / PAX 02 St / 12 01 Qt / 05 05 Q / 20 00 T / 00 01 D / 02 01 S / 01 TOTALS = 10 ROOMS and 40 PAX (32 + 8). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH sent RL pack to Hotel > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please prepare 40 bags and 80 tags for SN to deliver. ___x__ MES 3/15/17 prepared for SN to deliver ____ HMS ____ 03/07/17 > SN received EM from Bonnie asking the following: > They need two full sized cellos. Bonnie wants to know if she should handle those arrangements or if we can? > Also, she wants to know the time for the workshop. I'm concerned because while the workshop was in the K version of the TO, I don't see any notes about it in TPMS beyond September. > BJS replied - Bonnie can call Disney PAOS about the cellos herself. > All set for the workshop - previous trip planner sent the application. 3/7/17: > BJS completed FINAL INV #6171, $38,292.20 and emailed. Made due 3/14/17. > Rates were based on the 40 - 44 total pax rates we provided back in October. > BJS updated rates in system to match these - did not show math on all of the attachments - that work was done back in the fall. 03/20/17 > Bonnie EM'd SN several questions, all of which could be answered except one. > In her TO, on the IOG, check in on the first day appears rather early. Is there a reason for this or may they stay at the park later? 3/20/17 > MES Final payment received / Check #1166 in the amount of $38,292.20. 03/20/17: > BJS sent BRF to JAF - SN will deliver CASH to group. 03/21/17: > BJS EM'd Final Itinerary to Bonnie et al - Bonnie: 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, dining cards, meal credit cash, etc., will be delivered by Stephanie prior to your departure. 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.
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