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General Trip Information
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Tue Mar 13, 2018
Trip Name
South Allegheny High School Band-Orlando, FL-11-16-2017
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South Allegheny High School Band
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OR
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Time:
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Contract
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Deposit
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First Payment
Due
Received
Final PAX
Due
Received
Final Room List
Due
Received
Hotel Info Form
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Received
Balance
Due
Received
Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
South Allegheny High School --> WDW, FL 973 miles/16.2 hours 10/26/16: > SN has been in contact with Jess regarding another Orlando trip in 11/2017 > 11/16 - 11/22 > 100 students, 15 adults > $10 meal credits en route > combo Disney meal coupons/dining cards > 3 days Disney > Parade performance and You're Instrumental and Auxiliration workshops > Universal one day park-to-park pass > Blue Man Group > NO Hard Rock Cafe. Can the students stay in the park longer instead? > Yes to security > She still would like to know pricing for All-Star Resorts & Buena Vista > Budget - she'd like to keep it within $100 of price from last time > *** She says she is getting additional quotes*** 12/01/16 > Jess EM'd asking how soon to expect a proposal for this trip. 12/02/16 > SN replied, offering to meet the week after next. 12/15/16 > Jess would like to have a TO meeting right after the break, January 3rd-5th. > She will be getting a preliminary letter out to parents 2 weeks after and needs to have it figured out by then! > TO meeting scheduled for Thursday, 12/22 12/22/16: > SN spoke to Jessica Kovacs regarding her TO. > She definitely would like to upgrade to the Disney Park Hopper and only have the one day/one park ticket for Universal > She will meet with her booster group regarding which hotel option they prefer and will get back to us after the holidays. > Jess asked about the Art of Animation, but I recall that another group wished to stay here (Montour?) and that particular property is not student group friendly, but rather geared towards families. Is this correct? 12/25/16: > BJS fixed attachments to meet requests from SN mtg with client on 12/22/16 - 1D/1P at Universal and 3D-Hopper for Disney. > SN, you are correct - Art of Animation is set up for families with small children, not teenagers. Disney's Pop Century Resort is another option and the rates would be the same as All-Star. > RATES WILL NEED UPDATED. RATES BELOW ARE BV SUITES AND THE OLD TICKET CONFIGURATION. WILL WAIT AND FIX THIS ONCE WE HAVE THEIR HOTEL DECISION. 1/9/17 > EM received from Jess states they will be going with CCIS again this trip! > They will definitely use the Buena Vista Suites again. > Jess asked if there were any additional bus quotes, but it appears the other companies from whom we requested quotes never responded. > She would like 3 day park hopper for Disney and to make sure the Universal tickets are park-to-park passes as long as the parks are open long enough (past 6:30). Over her dates, it looks like the parks are typically open until 7-9pm. > Not sure if she will do the workshop and is considering this for every other trip. 01/17/17: > CH has all charter quotes in system. Thanks, Christi. > Please secure the K for the rooms at the Buena Vista Suites. > Stephanie will need to share the quotes with the BD and then get back to us with their final charter choice. > SN, is the group interested in using Tillyinc.com to collect payments / register trip participants? It is now up and running! > Will also need to know if they are doing the Workshops or not. > As soon as these answers are in hand, we can proceed with the K version of her TO and the E-Agreement. __x__ CH _1/17/17___ 1/18/17 > Myers is their charter choice - CH, please secure coaches from Myers. > No workshops this time - it was listed as an option. > One additional hotel room will be needed for the equipment truck driver who will arrive one day ahead of the group. - CH, please make certain this one (1) extra room night, as well as the driver room nights pre and post group block as included on the K from Jennifer at thew BVSuites. > Jessica asked if Tilly would be collecting on a per student basis or for the entire group - BJS and SN discussed. > Disney Dining Cards: Would it be possible for the adults to have single cards with the total amount on them, rather than individual ones? (ex. one $45 card, vs three $15 cards) - BJS and SN discussed, could do a $45 dollar card for everyone, but would really prefer not to get into order different cards for the students and adults. > Questions regarding park tickets: Will the students have the opportunity to do the magic bands even though they aren't on disney property? If so, is there a way to do fast passes for the whole group online? Is there a way to still do a ticket entrance and not have their entrance to the parks on the magic bands, but have fast passes on them? Magic bands are for guests staying at the Disney Resorts. They are available for purchase. Magic Bands are not required for Fast Pass - these can be done with their ticket and using the My Disney Experience App on their phone. SN to share Disney FastPass sheets with the Director. > CH, please advise BJS as soon as Hotel andCharter Ks are in house. Thanks! __X__ CH _01/18/17___ 01/18/17: > Rates will need updated before we create TO K Version since there have been some changes. The $769 Sextuple rate in the system is no longer accurate. 01/26/17 > SN received EM from Jessica asking when to expect a contract. I see that rates need to be changed before we have an updated TO K version. 1/27/17 > BJS requested update on whether they would be using Tilly before moving forward with their K. Jessica says they are not going to be using Tilly. 02/05/17: > BJS reviewed notes and updated rates as needed ($16 increase across the board). > BJS updated IOG and TO to K Versions. > BJS created INVOICES - decided there would be a total of 4 invoices for this trip since it is going to K relatively early - Invoice 6145 due 03/13/2017 $11,500.00 Invoice 6146 due 05/31/2017 $27,630.00 Invoice 6147 due 08/17/2017 $44,491.50 Final INV due 9/29/17 $TBD. > CH, ready for K andE-Agreement, please make certain this is emailed to Jessica no later than close of business on Monday (2/6) if at all possible - thanks! > CH, BJS also needs to see if Disney forms are in Adobe Sign and if they are, we need to update and then send to director accordingly. ____ CH ____ 02/06/17 > SN sent K version to Jessica 02/13/17 > SN spoke to Jess today regarding increased numbers, which is a great "problem" to have! Jess says to expect 110 students and 17 adults. 2/21/17 > CH printed signed E-Agreement for BJS to sign. > Now that this group is UNDER CONTRACT please review and proceed as needed. > MES, please send GLH per SOP ___X__ MES 2/22/17 via priority mail _____ HMS _____ 3/22/17 >MES first payment received. Invoice #6145: Check #4400 in the amount of $11,500.00. > TPL letter received. 6/13/17 > MES Check #4422 received in the amount of $27,630.00 invoice #6146. 7/6/17 > SN EM'd Jess all necessary forms. 9/12/17 > Jess indicated via text that they will need an extra night in a room the night before for the parents that drive down with their equipment truck. 09/14/17 > MES Check #4464 was received for invoice #6147 in the amount of $44,491.50. 9/15/17: > BJS rec'd EM from Jessica with the following updated Room info - > 95 Students @ Quint Occupancy > 16 Students @ Quad Occ > 16 Adults @ double occ > 2 Adults @ single occ Student Rooms MALE STUDENTS-----5 ROOMS OF 5 STUDENTS & 3 ROOMS OF 4 STUDENTS TOTALING 37 MALE STUDENTS FEMALE STUDENTS---14 ROOMS OF 5 STUDENTS AND 1 ROOM OF 4 STUDENTS TOTALING 74 FEMALE STUDENTS ADULTS---2 ROOM OF 1 ADULTS, AND 8 ROOMS OF 2 ADULTS 9/23/17: > JAF sent final invoice # 6626 for $55586.50 due 9/29/17. 9/25/17 > CH reviewed all forms rec’d on 9/15/17 (RL, FPGF, HIF & FAF). > Total Pax = 129 PAX (111 + 18). > RMS / PAX 00 St / 00 19 Qt / 95 04 Q / 16 00 T / 00 08 D / 16 02 S / 02 TOTALS = 33 ROOMS and 129 PAX (111 + 18). > 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 send 129 bags and 258 tags. ___X __ MES 10/18/17 email request was sent to ARC for bags and tags. ____ HMS ____ 10/10/17 > MES Check #4490 in the amount of $$55,586.50 was received for final invoice #6626. 10/30/17: > Per SN, they have an Equipment Truck - WDW was wondering. 11/3/17: > BJS EM'd FI to Jessica et al . . . > SN will deliver complete FI packet late next week. 11/7/17 > EM received from Jessica indicating that they do NOT want the underclassmen exploring CityWalk and prefer that one bus leave with those not attending the show and the other two buses stay for those who are attending Blue Man Group. They did this on their last trip, she says, and prefer it this way. Can we notify the charter company accordingly? 3/13/18: > JAF sent refund of $337.05 for returned park passes and meal coupons. ($366.87 less postage for returning $29.82 ).
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