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General Trip Information
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Thu May 11, 2017
Trip Name
Riverside High School Band-Orlando, FL-03-06-2017
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Trip Notes
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( E-Mail Corporate )
Riverside High School --> WDW, Orlando 1017 miles / 17 hrs non-stop 9/9/16 > 3days WDW, 2 days Universal (one day one park passes for Universal > 1/2 day at Typhoon Lagoon when they arrive, 1/2 day at Hollywood Studios. Other days are for MK and EPCOT > 120 kids, 10 adults > Performance only for both band and choir - NO workshops > Parents want to know about flying, but Dave feels it is cost prohibitive. We can include information about other local schools and what flights are for them, but provide bus quotes. > Dave wants to keep this in the ballpark of $1000 > They do want security. > Time frame is anytime from March 6th - 18th. Dave says to go from the 6th - 12th. > Note that the 12th is Daylight Savings Time. 09/18/16: > BJS reviewed notes and then completed IOG based on all-BUS. HMS spoke with Laura about the possibility of flying and she too mentioned that the parents felt it would be cost prohibitive. With a week long trip and 5 park days, this can;t be done for less than $1k if they would fly. > BJS completed IOG. > BJS updated count to 135 (120 + 15). 10 Adults seems just a bit too low for 120 students. > CH, please send CQR to Barons, Anderson, Mlaker, Lenzner and Myers - 3-coaches. > TPW, since it is Sunday and time is of the essence, BJS went ahead and sent specs to Jennifer at BVS and attached hotel. You were cc'd. > TPW, please send Disney PAOS applications to the Band & Choir Director at Riverside. BJS send EM to SN asking her to add CD to the group's general info. screen. > TPW, please make attachments based on IOG. I put Park to Park on IOG for Universal even though Director said 1 Park / Day at Universal. BJS then sent EM to SN about Universal - Stephanie: I see in your notes where the Director said just one Universal Park per day . . . did you have the conversation about them not being able to take full advantage of the Harry Potter attraction without a park to park pass? The difference in price for the 2-Day Park to Park Pass versus the two (2) 1-Day / 1 Park passes would be no more than $20. If they do the 2-Day Park to Park Pass, do they want to perform at Universal via their STARS program? There is no additional charge to do this (but it does require a 2-Day Park to Park pass). Please advise ASAP so we can finish their TO. Thanks, BJS. _x___ CH _9/20/16___ ____ TPW ____ 9/18/19: > SN: I can ask about performing at Universal, but I know Dave is pretty much all about the kids having as much time in the parks as possible, so I suspect the Disney performance is enough. 9/19/16 > Dave says that to keep trip correspondence only with him for now, so he will continue to be the primary contact. > He says to get a "hopper pass" for Universal when SN described the benefit of a park-to-park pass in reference to access to both Harry Potter sections via the Hogwarts Express. 9/24/16: > BJS reviewed and updated attachments as needed. > BJS ran rates and entered in system. > CH, ready for TO - we can add charter quotes as they arrive. > SN, go ahead and schedule meeting with Dave and the CD for sometime this coming week, Wednesday afternoon or later. __X__ CH __X__ 9/28/16: > CH completed TO and all quotes are in. > BJS sent to CH so she can share with Directors. She is meeting with them tomorrow morning. We discussed some cost saving measures, in case they want cut it a bit. 09/29/16 > SN met with Dave Withrow to review TO. Overall, he is pleased. He would like to save a little money, if possible, and SN discussed the cost savings options with him. > Dave asked if any of the other ticket options would be of any savings. > We suggested going to a standard 3-day pass and adding The Hub for breakfast and shower. > Dave would like to know if a 3-day hopper (not premium) plus The Hub, would be a significant savings. > Or can they get a 4 day ticket and use 2 on the first day, along with going to The Hub? > Myers is their charter choice. 10/5/16: > Answers for SN to share with Dave re: ???s from 9/29/16 meeting. > Estimated Savings for the following options - - 3-Day Standard Disney Ticket + HUB = +/- $45 - $50 savings per person - 3-Day Hopper + HUB = +/- $5 -$10 savings - 4-Day Standard + HUB = +/- $5 - $19 savings. > Sn, please share with Dave and advise as to how we are to proceed. Thanks! 10/27/16 > Following a phone call with Dave yesterday, he prefers the first option: 3-Day Standard Disney TIcket + HUB = +/- $45 - $50 savings per person. 11/09/16 > Text received from Dave Withrow says "No chorus at all. Probably only one bus now" SN replied, asking if he felt he truly needed one bus only and limit it to 55 or if he thought he would still have more. 11/10/16 > Dave says via text that he could have 65-70 and would like to see the costs based on this. This would mean 2 buses would still be necessary. 11/11/16 > Reminder that on 09/29, Dave did make Myers his charter choice! > SN also LVM regarding the status of their PAOS application. 1/15/16: > BJS updated trip to just the band. > Total pax is now 55 (50 + 5). > BJS adjusted attachments and asked TPW to alert hotel so block can be reduced accordingly. > BJS updated IOG to show 3-Day Standard Disney Ticket + HUB. > Based on 135 pax, savings was going to be $45 - $50pp, but with just 55 pax, savings is $30pp across the board. > Comps are now just 2 instead of 4 and CAV dvd has also been deleted. > BJS updated rates below, sextuple is $799. > BJS completed TO Pack K Version. > BJS prepared and sent 1st Payment INV. > CH, please reduce coaches to just 1 bus. > CH, ready for K. PLEASE NOTE - just two payments total, so be careful with deadlines, etc., when prepping K. > Please TEXT BJS when K is ready so BJS can review and send to TPW for E-agreement. Thanks! __X__ CH _11/16/16___ ____ TPW ____ 11/16/16: > CH completed K and then BJS reviewed and sent to TPW for E-agreement. > TW sent E-Agreement 12/1/16: > BJS spoke with SN re: WDW needing a new video. > BJS asked about K status - she sent him a reminder earlier today. 12/07/16 > SN LVM with Dave regarding K and new video for WDW. 12/09/16: > Hollie's friend Laura uploaded a video to YouTube and sent HMS the link. 12/11/16: > BJS sent the video to WDW. > We are still in dire need of the group's signed Agreement. 12/22/16 > CH printed E-Agreement for BJS to sign > MES processed GLH > As this group is now UNDER CONTRACT, please proceed as needed. __x___ CH _12/22/16____ _____ HMS _____ 12/28/16 > MES Check #731 received in the amount of $19,527.50. 1/12/17 > SN spoke to Dave Withrow this morning: forms are late, but forthcoming. > Breakdown of numbers are as follows: 39 total participants, 4 sextuple rooms, 1 quint, 2 triples, 2 doubles. > They have a check ready to go, but will, of course, need a final invoice and realize with the reduced numbers that this could influence how much is owed at this point. 1/24/17 > SN LVM on Dave's cell regarding forms and informed him that we need them by 3pm tomorrow at the latest. 01/31/17: > BJS sent EM to BD - Jim: I know Stephanie has been reaching out to you for more than a month trying to get your Final Participant Guarantee Form, Room List, Hotel Information Form, and Food Allergy Forms. Unfortunately, we can no longer extend these deadlines as our vendors are now requiring them from us before the end of the day today. Please fax or email all forms to my attention no later than 3:00PM so we have time to process the forms and get them to our vendors before the close of business this afternoon. Thank you for your quick attention to this matter. BJS. 2/2/17 > CH processed forms received on 2/1/17 (FPGF, RL, HIF, & FAF) >> Total Pax = 38 PAX (33 + 5). > RMS / PAX 01 St / 06 04 Qt / 20 02 Q / 08 00 T / 00 02 D / 04 00 S / 00 TOTALS = 9 ROOMS and 38 PAX (33 + 5). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH sent RL pack to Michelle Hoehns at the Hotel > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 38 bags and 76 tags. _x____ MES 2/6/17 Bags and Tags sent via FedEx ____ HMS ____ 02/08/17: > BJS reviewed numbers and made the following changes to keep rates as published. > No USBands membership. > Comps down from 2 to just 1. > So late on forms, no Apple Watch. > BJS emailed Final INV, #6149, due 2/17/17, BALANCE DUE $23,540.50 02/14/17: > Treasurer called and spoke with BJS - he g ave her the total due and then sent her to SN so she could email her a copy of the actual final inv. 02/15/17: > Completed Tutti review of Final Itinewrary and then emailed to Dave et al - Dave: 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 winter weather, etc. Your complete packet, including all tickets, meal coupons, dining cards, meal credit cashier’s check, etc., will be delivered 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 2/20/17 > MES Check #738 (INV #6149) was received in the amount of $19,540.50. 2/22/17 > MES Check #00085034 was received in the amount of $4,000.00.
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