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Mon Nov 27, 2017
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Loudoun County High School Band-Orlando, FL-11-08-2017
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Loudoun County High School Band
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Trip Notes
( Print Note )
( E-Mail Corporate )
Leesburg, VA to Orlando, FL = 890 miles / 15-hrs non-stop 1/11/17: > BT entered dates for BJS to update last year's TO with his new dates. > BT meeting with boosters and Darron next Thursday. > After that, will add more detailed notes and any changes, but essentially the exact same trip already proposed with an additional night. 1/24/17: > BT got the following from Kurt re: Nov. trip: It looks like we have settled on the following: > Depart Thursday Nov 9th, flight from TBD to Orlando (MCO) - Dulles departure desired. > Return Monday Nov 13th, flight Orlando (MCO) to TBD > Parade in Disney > Multiple days in Disney > One day at Universal > Bus(es) to get to Disney parade (if required) > Bus(es) to get from Disney to Universal and back > I would say to assume 100, with 88 being students (quad occupancy), 10 being chaperones (dual), Band Director (single room), Auxiliary/Colorguard Director (single room). > So 88 + 12. > BT asked about total budget for the trip - will advise. Days off of school is not an issue for this trip. 1/24/17: > Update to note above - budget is about $1200 per person. > Also, the guys driving their trailer, Kurt and one other, may not stay for the entire time (depending on when the parade is). For ex., if parade is on Saturday, they may drive to get there Friday night and leave on Sunday. Sounds like they wouldn't purchase package and would make their own arrangements. 2/10/17 > Kurt/Darron reached out regarding their TO for Orlando in November. > Kurt is being proactive which is nice compared to Darron. > We did say we would need to get them under K and/or have a deposit due in February. Can I tell them when to expect something? 02/16/17: > BJS completed IOG. > BJS made preliminary attachments. > Please review and proceed as needed. > BJS ran rates. They are higher than what we proposed for 11/16 due to the addition of another night and day as well as the increased disney rates from 16 to 17. > CH, please send specs to ATG for air quotes / schedules. > Once All Star Resort (Music preferred) availability has been confirmed, we are ready for TO. Hopefully it can include an air option even though we know SW will not be available for several months. _x___ CH _2/21/17___ 02/21/17: > BJS sent EM to BT with TO - Orlando TO attached – 1. Air is what we have right now and are holding without commitment at this point. S-west and JetBlue do not have their schedules open yet for their dates. As soon as the schedules open, the Air Travel Group will see if fares and schedules are more favorable. They are also checking Reagan National & BWI, knowing that Dulles is definitely their preference. 2. I would suggest that we do a contract ASAP, without the air. Air can be added as a see what is going to be best for their group – our package rates are guaranteed. 3. As far as air goes on the IOG, it is general for now - will adjust once we know what they end up with. 4. I would really like to encourage this (and every group going forward) to use Tilly for their payments. With a group such as this, that has a history of being a little squirrelly, I believe Tilly would be best and give us a true picture of what is really going on. If you have any questions, we can talk tomorrow. I have a meeting at 10AM. 03/11/17: > BJS sent EM to BT - Can we get the CCIS Package portion of this to Contract in the next week with the understanding that we will do air as a Contract Addendum? We will continue to hold the flights we have from Dulles, but will continue to check with other carriers as schedules are released. S-west for example, is only ticketing through 9/29/17 as of this morning. Please advise . . 3/11/17: > BT contacted Kurt/Darron re: note from BJS above. > Their plan is still to fly, but obviously need to wait for more quotes to come in. > Couple of questions from them re: tour package: 1. wondering why they need the two buses on property to get to the parade? It sounds like last time all the kids were in that park (same as parade location), they simply met at some pre-arranged point where Disney personnel took them “back lot”. At that time, the trailer with their uniforms and instruments met them in the back lot, they put their uniforms on right there (no rooms required), got their instruments, and reversed it at the other end. > They think they have to go back to their hotel to get to these buses and it will take more time. Obviosuly, the buses will meet them at the park and BT will clarify this in response. Am I correct that PAOS requires these coaches? 2. They believe they could get by with one bus for Universal, having it make two trips to the park in the morning and two returns in the evening. Assumption is they are paying for the bus for the day anyways. > All other aspects look fine. 3/16/17: > BJS replied to Kurt's questions - Hi Kurt! Brett is on a bus to Atlanta with his band, so he forwarded me your note re: the questions you sent over the weekend. Your idea to have the equipment truck meet you back stage at Magic Kingdom will work depending on the parade time. Some parades at certain times of year require the students to be back stage close to park opening, so this would not be an option if this were the case. Based on your travel dates, I do not see this happening, but one n never knows with Disney. There have also been parades scheduled for EPCOT, and if that is the case, coaches would be required. We will just have to wait and see the parade assignment to make a final determination. Obviously, we won’t charge you for something that is not required. If you are OK with a shuttle to Universal, that will also shave a few dollars off the package rates. We are happy to make this change if you so direct. I hope the meeting goes well and we continue to await additional air options. Thanks, BJS. 3/16/17: > Kurt's reply - Thanks Bryan. Given we are looking at a November trip, when would they generally let us know parade location/time? Late summer? One month before? And good point on making the determination later with the buses. Better to get them reserved and cancel than risk not being able to get them later. Cheers, Kurt. 4/17/17: > BT reached out to Kurt/Darron again as they have been unresponsive since about 3/16. I suspect they are probably stalling to see if Southwest comes up cheaper. As we are coming up on them releasing the November dates, I reached out again. > Here is Kurt's response: Brett, Just got back from spring break. Yes we are still interested, and certainly look forward to seeing what other airlines have to offer. When is our “drop dead” date for committing to Florida portion? Cheers, Kurt > Last we heard, they said the package looked good. Please advise on how to respond. 4/25/17: > BT got the "go to K" directly from Darron for Orlando. > Darron even called me to make sure we are all set since Kurt has been handling the bulk of everything. > I explained about how we are waiting for Southwest to release flights then they will need a deposit quickly. > I stressed that it's important to get a deposit from him soon so we can be prepared to move quickly with air deposits as necessary. 5/4/17: > When asked about whether or not they want to use Tilly - Kurt replied - I guess we assumed we would handle the collection and tracking of individual payments (we now use Charms), and making group payments as scheduled/required. 5/12/17: > BJS sent EM to Kurt - Kurt: We are preparing the band’s E-Agreement and I need the booster’s official group name and mailing address. Can you please provide these to me at your earliest convenience so we can complete the necessary documents? Thanks, BJS. 05/12/17: > BJS completed IOG and TO K versions. > Waiting for booster info and then we can proceed with K prep.+ 05/15/16: > Per Kurt, Loudoun County HS Band Parent Organization is the official name, so that is who the contract will be with. > School address is the mailing address. > Invoices will be sent to the same. > Kurt will be the main contact / Trip Coordinator - BJS added to / updated system. BT is getting his cell number. > BJS ran rates for 3 tiers and included them in TO K Version. > BJS completed 1st & 2nd Payment INVs. > CH, please make K between CCIS and the "Loudoun County HS Band Parent Organization" with Kurt Hassler as the Contact. Include Disney PAOS Application on the Deadline Schedule (HMS sent to BD on 5/4/17 electronically) > Email Agreement today if at all possible. > Air Transportation will be invoiced separately once it is finalized. Please make note of this in the contract as well. Thanks! ____ CH ____ 5/16/17: > BT sent K version of TO to Kurt. 5/18/17: > BT attended LCHS booster meeting at Kurt's request - just to be on hand to answer questions as he sent the TO to all of the parents. > Quote of the evening from Darron - "I don't think you really needed to be here". Love it. In the end, I think he really appreciated that I was there. > Some concern from Kurt that current airfare may be cost prohibitive. Hoping other airlines come in soon and cheaper. He mentioned that we will quote for charter bus if none of the options work, lots of groans from parents. Darron seems to think it will happen whether it's plane or bus. Might struggle to get some adults if bus. > BT explained highlights of inclusions - GTV w/ geo tracking, all-inclusive meals, etc. Not many questions. One lady asked about performance day, heard park closed early. BT explained that we don't actually know performance day until a few weeks before. > They are working on collecting deposits from folks in early June so they can make our first deposit. 05/24/17: > E-Agreement received!!! > BT, as BJS mentioned yesterday, SW flights are over $700. > Good News, United flights have gone down. Originally $531, they are now $465 for the same schedule out of Dulles. We are holding these 96 seats and will advise about deadlines as soon as we receive and review the air agreement. > Please share this info with Kurt. Thanks! _5/24/17__ BT __5/24/17__ 5/24/17 > CH printed E-Agreement for BJS to sign > As this group is now UNDER CONTRACT, please review all and proceed as needed. > MES, please mail GLH per SOP _x____ MES GLH sent out USPS 052417 priority _____ HMS _____ 5/26/17: > Per HMS, BT reminded Darron/Kurt about video links for Disney. 6/4/17: > Darron emailed BT over the weekend re: K: Hey Brett We am no longer able to sign off on contracts alone. Is there any way you can send a contract that has a signature line for : Loudoun County Public Schools Michelle Luttrell, Principal, Loudoun County High School Let me know Thanks! Darron > BT sent him the unsigned PDF K and instructed him that principal can strike through "Band Parent Organization" and write in what they need to, initial and write in their title, etc. and return it to us. > Hopefully this will suffice for his admin. 6/13/17: > BT got a call from the booster treasurer. She wanted to let us know that she is sending deposit check tomorrow as they were waiting for a couple more payments to clear. > She was concerned they would miss the payment deadline. I assured her that it would be fine and appreciated the update. 6/14/17: > BT got email from Kurt: Brett, Looks like we have received enough interest from marchers (and their parents) to make the trip viable. We currently have 66 marchers that have committed and paid their deposits to us, as well as 5 chaperones that have done the same. We will definitely not be in the 100 participant category, and I would say probably looking more like 80-ish (marchers and adults) Although I am not sure where the contract stands now that LCHS has reviewed it and submitted back to you, but we (the BPO) are still planning to make the first payment this week. Do you have any status update on that (contract)? Do you have any update on flights? We obviously would like to get some information out to parents on this part of the expense. I will send a separate email with video links for submission to Disney. Cheers, Kurt Hassler > BT informed him that we received an updated K from the county and have been in touch. All status quo with flights for now. 6/21/17 > CH rec'd deposit ch#1096 $26,840 8/7/17: > BT received the following email from Kurt: Brett, We think the $531+ for airfare is rather high for our members/families. We would like you to pursue coach buses and get back to us on what that means to the itinerary and final cost. If you have any questions, please do not hesitate to contact us. Cheers, Kurt > I know I communicated during TO presentation that coaches for a trip like this would likely be in the $200 range per person. > IMO, a revised IOG with what the trip would look like with coach travel along with an estimate of cost difference would suffice for them to make a decision on if they want to make that change. > Please advise. 8/8/17: > BT got the official word from Kurt and Darron that they will be cancelling airfare and going with buses. > We will need to complete a revised IOG and send CQRs out for charter quotes. > The approved motor coach list for Loudoun County is on pages 3 and 4 of this document: https://www.lcps.org/cms/lib4/VA01000195/Centricity/Domain/111/CharterBusServices%20R13034-R2%20Eff%202-1-15%20to%201-31-16.pdf > They will now be departing Wednesday afternoon/evening, staying on property for 3 nights, and departing Orlando on Sunday evening to arrive back to school on Monday afternoon. > Darron was concerned (more for him than the kids) about arriving and going straight to park. We went back and forth about the HUB, but have not received a firm response on when exactly they can depart on Wednesday. I told him I needed to know either way. Will advise. 8/9/17: Darron says he would have to depart “after 4”, so HUB would likely not work? 8/14/17 > MES received check #1098 for invoice #6213 in the amount of $26,840.00. 8/17/17: > BJS updated IOG to REVISED K Version - this is the one for going by bus since that is now official and plane tickets have been canceled. > BJS updated dates and times. > BJS updated and made attachments as needed. > CH, please send out CQRs - BT provided list if needed. > CH, please cancel the 4th / last night at the hotel. __x__ CH _8/18/17___ 9/7/17: > Charter choice - 1. Gunther, 2. Adventure by Dawn. > Would rather not to Eyre since it is so much higher than the others. > Please advise if a quote comes from Venture and is in the ballpark of the other 2. 9/12/17 > CH reviewed all forms rec’d on 9/8/17 (RL, FPGF, HIF & FAF). > Total Pax = 80 PAX (70 + 10). > RMS / PAX 15 Q / 60 02 T / 06 05 D / 10 04 S / 04 TOTALS = 26 ROOMS and 80 PAX (70 + 10). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will sent RL pack to Hotel > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 80 bags and 160 tags. ___x__ MES 09/14/17 Bags/Tags sent via FedEx ____ HMS ____ 9/14/17: > Per HMS, BT offered Darron to switch to the MK parade on Saturday b/c of a cancellation. > He will take it! > BT copied this note to the performance attachment as well. 9/17/17: > BT registered group for Travel Protection and sent group specific link, info sheet, and plan document. 9/23/17: > JAF emailed Final INV #6264, $29,086.00, and made due 10/6/17. 10/4/17: > Kurt wants to do Universal on Sunday for their trip. > BJS updated IOG and attachments accordingly. 10/10/17 > MES Check #1252 was received in the amount of $29,086.00 on invoice #6264. 10/30/17: > BJS sent Cashier's Check to Kurt with Bank Request Form via FXSON. 11/1/17: > BJS EM'd final itinerary to Kurt et al . . . 11/15/17: > Post trip email debrief with Kurt: > Trip went smoothly, thinks everyone is done with buses for a while. > followed the basic schedule from a parks perspective, but really added a lot of flexibility to it. > Darron/Kristy held daily meetings where the kids decided when they wanted to eat breakfast, get to the parks, how long in the parks, etc. > Groups, with chaperones, were allowed to leave the park early to go back to the hotel, or Downtown Disney (Friday night). > We only utilized Disney transportation, so our charter buses had multiple days off. > We got back to Leesburg around noon Monday, so we simply gave everyone their $10 lunch money back to them when they got off the buses. > Disney parks were PACKED! 5 hour wait time for Pandora. > Universal was way less crowded and kids seemed to have a better experience there overall due to being less crowded, and way shorter wait times. > Backstage Disney went very smoothly. > Barb, our guide, was very helpful and pleasant to interact with. > Disney All-Sports is really showing its age. 11/16/17: > BT spoke with Darron post trip briefly at VMEA. > He said it went well, he was tired. > He never stopped by the booth - typical Darron.
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