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General Trip Information
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Thu May 31, 2018
Trip Name
James Wood High School Band-Orlando, FL-03-14-2018
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Time:
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Time:
Contract
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Final PAX
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Final Room List
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Hotel Info Form
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Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Winchester, VA to WDW = 903 miles = 15.5 hrs. non-stop THIS GROUP HAS A $3000 CREDIT DUE TO TOMMY FUCK-UP ON THEIR 2016 TRIP TO GATLINBURG! 2/13/17: > Depart JWHS at 6:00 PM on Wednesday, March 14, 2018. Return to JWHS on Tuesday afternoon, March 20, 2018. > Desire is to participate in Festival Disney and apply to perform (parade and choir concert) on Monday, departing for home on Monday evening following the fireworks. > Approximate numbers would be about 130 students and about 30 adult chaperones and 3 or 4 staff members....approximately 164 total. > As far as competition performance ensembles...Jeff's best guess at this point would be.. Concert Band Wind Ensemble Jazz Ensemble Indoor Drumline Indoor Color Guard Mixed Concert Choir Women's Choir Men's Choir?? Chamber Choir?? > BT spoke with a rep at Disney re: the FD ensemble allowance policy. Right now the 2017 policy is up, 2018 is, of course, subject to change. BT will make this EXPLICITLY clear to Jeff. BJS and BT were correct in that it's the number of performer packages PER DISCIPLINE. > Jeff wants a parade for Marching and and performance for choir on MONDAY. BT read the Multiple Category policy, which states "If an ensemble would like to participate in Festival Disney and a Disney Performing Arts performance on a Monday, Tuesday, or Wednesday; the ensemble will be scheduled based on application acceptance and availability." > So this is good news for Jeff. BT clarified with Disney that they are already accepting applications for PAOS 12 months out. So we could get this application in early. > BT will clarify the policies as they exist now to Jeff and see how he would like to proceed. 4/6/17: > BT got an email from Jeff inquiring about his Dinsey TO. What is status of new TO's going out for trips next year? > Jeff had never responded when I sent the Festival Disney policies re: ensemble sizes, so I sent the updated 2018 policies and asked him to provide ensemble sizes so we can figure out if FD will work for them. The policies are identical to 2017. 4/6/17: > Jeff already responded with instrumental numbers. Should be ok for 2018 guidelines: CB - app. 50 WE - app. 45 Jazz - app 20 Indoor Drum - 20 Indoor Guard - 20 Total instrumental numbers for next year should be about 110, so we should be okay. > Choir - best guess at this point: Mixed Choir - 25 Women's Choir - 20 Chamber Choir - 12 > Per BJS, BT will plant seed about 3 day Disney, 2 day Universal - or 4day/1day, and doing parade on Sunday b/c of bus issues. 4/6/17: > Jeff will "really have to think about the park suggestion". They have always done all Disney and has worked well. Whatever. > He's fine with Sunday parade if it works out so Monday could be a relaxing day in the park. 04/18/17: > BJS completed IOG. > BJS sent EM to Jeff - Jeff: First of all, what a beautiful daughter the two of you have!!! I am loving the pics on FB ☺ Secondly, I had a few questions as we are finishing up your Orlando proposal – · Do I remember correctly from 2014, that you would prefer not to go back to the Buena Vista Suites Hotel? I lost some of my files and I seem to remember that you would prefer to stay elsewhere. We continue to use that property for a great majority of our groups, but something is sticking in my brain about your trip there in 2014 and I wanted to confirm before looking elsewhere. · Are you aware that Disney prices have sky-rocketed in the past few years? I ask, for I don’t want you to have ‘sticker-shock’ when you see the rates. For example, the price of your 4-Day Festival Disney Premium Park Hopper Pass has increased $125+ per person since your last Orlando trip. Of course, pretty much everything else has increased as well, but not by the percentage of Disney, thank goodness. · Am I correct to assume that you will be taking care of transportation on your own, per standard operating procedure? BTW, I attached your group’s IOG for your review. Please advise as soon as you have a moment on the hotel, etc., and we will get this finished up. Thank Jeff, BJS. 4/19/17: > Jeff emailed BT and BJS re: BJS questions. 1. Buena Vista Suites is good for me. I cannot recall off the top of my head any problems we had there last time we were there. We have stayed there in the past and we can continue to do so this time around. 2. It does not surprise me that the prices for Disney have gone up so much. I know that in my conversations with Brett, they have had many changes to their music programs as well. It is all good. We have prepared the parents for the fact that this trip will run $1000 per student. I want to stick with the full on Disney Trip. It is the one trip that the students talk about for years to come. 3. Can you do something for me this time? Can you look into transportation for me? I know that I have done this in the past, but between you and me...Schrock is not what it used to be and I think it may be time to move forward. Thank you!!! > BT asked him about charter choices since he now wants to have several options. His response: We have used Schrock Tour and Travel for many years. I usually take care of the charter contract myself, but there have been changes in the business and it is not what it used to be. I would prefer to look elsewhere. I am just looking for a dependable and hopefully somewhat reasonable company. I do not have a preference and I am not aware of any vendor list we should be using. Since the Band Boosters pay for this. I want to have some options for them. 04/30/17: > BJS updated IOG and made his attachments as able. > We need to get TO to Jeff NLT the end of day Tuesday (5/2/17) if at all possible. > CH, please attach hotel (RROC) and breakfasts at the hotel. > CH, please send updated IOG out to he CQR companies so they will see they will have the 9-off hours on the 15th. I adjusted school depart time and park assignments to make this work. > HMS, please attach AYCE Terrace Buffet at Planet Hollywood and then give back to BJS so he can complete rates. __X__ CH __X__ __X__ HMS __X__ 05/02/17: > BJS reviewed attachments and then ran rates for all three pax points. > CH, ready for new format TO. Thanks! __X__ CH __X__ 05/03/17: > CH completed TO and BJS reviewed then sent to BT. > BT emailed to Jeff. > BJS and BT reviewed and discussed ways in which to help budget, if needed. > BJS mailed TO hard copy to Jeff. 05/11/17: > BJS asked BT to follow up . . . 5/11/17: > BT followed up - Jeff's response: Hello Brett, I received your email and hard copy, thank you. We have a bit of sticker shock with the coach costs. The trip costs are very reasonable, much like we were expecting. We are talking about it and I hope to have a decision for you very soon. Jeff 05/13/17: > BJS sent EM to Jeff - re: Low Cost Option Savings. Jeff: Brett forwarded me your email about the package rates and charter transportation. I have been thinking about your trip and have prepared the attached IOG for your consideration. It will save a minimum of $166 from the Quad Package Rate and even more for the lower occupancy options. Your charter rates should also drop. The main difference is going from a 4-Day Premium Ticket to a 4-Day Starter Ticket. This would eliminate the water park on your arrival day in Orlando, but if you could leave just a bit earlier on Wednesday, we can send your group to The HUB when they arrive Orlando on Thursday morning. The HUB is a relatively new inclusion that will give your group a Full Breakfast Buffet and hotel rooms to shower and / or freshen up before heading off to the park. Nearly all our Orlando trips that travel through the night have been doing this for the past 18 moths or so and it has been a huge success. One no longer needs to go to a water park to give the kids a bath after being on a bus all night! This change also makes the trip a full day shorter, creating additional savings, but your group will still have 4-full park days! If you’d like, a park hopper can also be added for an additional $42/person. Rates for the attached IOG are as follows, for your thoughtful consideration: Quad = $709 Triple = $759 Double = $919 Single = $1209. Don’t forget, we will also be issuing a $3000 credit to your group’s final invoice. Please let Brett or me know your thoughts on this option. If you’d like, we can send it out for charter quotes to the companies who provided the original quotes and will also send to a few more companies to see if we can find something more competitive. Happy Mother’s Day to Rachel – have a great rest of the weekend! Thanks Jeff, BJS. 05/16/17: > Per Jeff - Bryan, Thanks for your note. I spoke with Tom and we are in agreement that we want to keep the trip as is for the time being. We are very pleased with the cost you provided for the actual trip. Our main concern is the cost of the transportation. I do not know if this is a normal quote for you for coaches but the cost seems very high from what we have done recently. I think that we are going to look around in our area here at transportation costs and see what we can find. If we decide to go all in with you I will let you know very soon. I can tell you now we will definitely be doing the trip with your quotes. They were much better than both Tom and I thought they might be. Jeff 05/16/17: > BJS repliy - Thanks Jeff, I appreciate the info and the commitment. I really didn’t study the quotes, but now that I have looked at them more closely, they don’t seem out of line for the length of your trip. While looking on your own, remember, you will need to add in the cost of driver rooms which is approx. $700 / coach, allowing for an extra night on each end of the trip due to driver hour / DOT regulations. Keep me posted and we will proceed accordingly. All the best, BJS. 05/24/17: > BJS rec'd EM from Jeff - Good Morning Bryan, I would like to request that you get a contract ready for me for our original IOG, NOT including transportation. I am meeting with my new Booster President on Friday afternoon. I know that may be pushing it a bit, but if you have something ready for me by then that would be great! Let me know if you need anything from me. Thanks! Have a great Memorial Day weekend! Jeff. 5/24/17: > BJS replied to Jeff and cc'd BT, CH and HMS. Thanks Jeff, this is great news. We will do our best to have the E-Agreement to you before the end of the day tomorrow (5/25/17) so you can have it for your meeting on Friday. Have a great Holiday Weekend as well. Bryan. > Go to Contract!!! > BJS updated system to show Transportation as ON OWN and marked the attached charter companies as INACTIVE. > BJS updated IOG K Version. > Since this is going to K, please review and make sure all is good to go. > HMS, be sure to look at notes on the Disney Performing Arts On Stage Add-On Performance attachment. > Jeff is meeting with his Booster President on Friday and feels that he can get the Agreement back to us in very good time if we can have it to him for that meeting. BJS would like to be abel to send it to him tomorrow (5/25/17) before the end of the day. ____ HMS ____ ____ CH ____ 5/25/17: > Divided payments into 4 rather than 3. > June 30, Sept 15, Dec 14, and Jan 26. > Transportation is on own, so they will need a CCIF. > BJS sent to CH to send E-agreement. > BJS also sent TO PDF K version to Jeff so he will have it for tomorrow's meeting with the Booster president. Jeff: Attached is the Contract Version of your group’s Trip Orchestration. Christi is working on your E-Agreement this afternoon and will email it to your attention before she leaves the office this afternoon. Hollie will also be sending the Festival Disney & Performing Arts On Stage (PAOS) Application as e-documents in the next few days. Remember, we did not include the PAOS Parade in your rates, for we will wait to see if the band is accepted and if that is the case, we will bill you as a line item for the exact number of parade participants ($26pp). Remember, during the Spring, PAOS Parade acceptance is not based as much on the quality of the group as it is Disney’s scheduling limitations. Thanks again and let Brett or I know if you have any questions or concerns. BJS. 5/30/17: > BT reminded Jeff about K and Disney application. > He responded that he received them and will get them done. 6/1/17: > Jeff called - > Booster Treasurer was concerned about paying $36k by end of June - I told him to tell her to relax and pay what she can at that point. We have worked with them for 20-years, we are not worried about their ability to pay. > Was wondering why we put the Sunday PAOS Magic Kingdom Parade as the 1st choice instead of Monday. BJS explained that this was to try to avoid a Monday performance and the possibility of having to use local Orlando Charters that particular day since their drivers had to be off-duty. Monday is the 2nd choice of days. The band will have an equipment truck, so a Monday BAND performance may not require local charters. All to be determined by Disney. > Tom Law, the Choir Director, has decided that he now wants the Choir to do a PAOS performance also, so just like the Band, the Choir will also be doing Festival Disney and a PAOS Performance. We will only charge on the final invoice if they are accepted and only for the actual number of performers. > BJS and Jeff discussed how the Choir's addition of a PAOS performance will require a bus since these take place at Disney Springs and a charter bus is required. If it is Sunday, they can use their bus; however, if it is Monday, a local charter will need to be hired. > If both the Choir and Band cannot perform on Sunday, best case scenario would be Choir on Sunday (since they can use their own bus) and Band on Monday (since they have the equipment truck). > HMS, please send Tom Law the Disney PAOS Application materials and update attachments or at least the attachment's notes as needed. Thanks! > BJS updated IOG to show the addition of the Choir's PAOS performance. ____ HMS ____ 6/2/17 > CH printed E-Agreement for BJS to sign. > As this is now UNDER CONTRACT, please review and proceed as needed. > MES, please send GLH per SOP. ___X__ MES 06/05/17 Mailed USPS Priority _____ HMS _____ 6/13/17 > MES TPL received. 6/14/17: > BT informed Jeff of FD Disney options for color guard per HMS. > He replied that he would like to compete with the parade band. Thinks this is better than the workshop option for the color guard. 6/15/17: > Jeff responded that he's been going back and forth about this. He has decided he wants to go with the color guard workshop and take his chances with the add-on parade later in the weekend. > BT confirmed that he no longer wants parade band in FD, wants the color guard, wants the extra PAOS performance if available. > BT added the above note to the FD performance attachment for HMS. > ALSO....I am sure you may not be aware. Tom Law is no longer our Choir Director. If, for the time being, please forward all questions, band and chorus to Jeff while they look for his replacement. He just found out last week. He does not know how this will affect his program and the groups they are bringing. > He is thinking that possibly they may pull the extra performance application for the Choir, but needs to wait. 7/11/17 > MES Check #1995 was received in the amount of $9,000.00 as a deposit on Orlando trip in March 2018. Note sent along with check said another payment will be coming in mid-August. 9/7/17: > HMS, Jeff spoke to Jason (new CD) and he wants to do a performance. > Please send the application. His contact info is updated in the system. 9/17/17: > BT registered group for Travel Protection and sent group specific link, info sheet, and plan document. 9/20/17: > Jeff called BJS. > Choir has backed out of trip. All future trips from James Wood will be BAND ONLY!!! Chaoir has never been anything but trouble, said Jeff, and BJS agreed. > New number for band only trip is 115 (90+ 25). > BJS updated Bible, IOG and Status Schedule accordingly. > BJS also changed group name to James Wood HS Band (deleted and Choir). > Transportation is on own and he is aware that their bus capacity is 110. May have some adults go in personal cars or school vehicle and equipment truck drivers of course, who are also chaperones, swo they will get a complete package. > BJS to send invoice to Choir for $300 for the 3 Festival Disney fees at $100 each. > BJS assured Jeff rates would not increase by more than $10pp. Comps are 1:25 paid, so that is taken care of. BJS to complete a thorough review of rates this weekend and confirm final change with Jeff early next week. > CH, please advise hotel accordingly and release rooms as needed at the hotel. > HMS, please advise WDW accordingly, as well as Planet Hollywood, etc. _x___ CH _9/20/17___ ____ HMS ____ 09/21/17 > MES Check #2006 was received in the amount of $10,000 as a deposit on the Disney trip with a note saying a larger amount would be coming end of next month. 9/30/17: > BJS sent Em to Jeff - Jeff: I wanted t let you know that I had a chance to review the numbers and the increase due to the with-drawl of the choir will be just $10 per person across the board and we are working with a maximum of 115 going forward. Have a great rest of the weekend! Bryan 10/23/17: > Per Jeff's request, BJS emailed and mailed INV #6309, $300.00, due 11/22/17 for the three non-refundable Festival Disney Fees which we paid on the choir's behalf when the choir was traveling to Orlando with the band. > BJS also realized that BJS fucked up telling Jeff in late September the rates would only go up by $10 pp. HE HAD TIER PRICING AND I DID NOT REALIZE THIS. IT SHOUDL HAVE GONE UP AT LEAST $20 PP, BUT TOO LATE NOW - DAMN - NOT USED TO THE TIER PRICING. IT IS GREAT WHEN I REMEMBER THAT WE PRESENTED A TRIP THAT WAY! > BJS went ahead and adjusted the rates in TPMS by the $10 pp BJS sent to Jeff. 11/6/17 > MES check #11405 was received in the amount of $300.00 with the note: "Choir no longer going, but we paid their registration fee, so this is to cover that - 3 at $100.00 each." 12/04/17 > KMH received check #2022 and #2045 for the amount of $10,000.00 1/5/18: > Jeff is unable to take site visit. > He said he did not want to reschedule at this time. 1/17/18: > BT reviewed all forms rec’d on 1/17/18 (RL, FPGF, HIF, CCIF, & FAF). > Total Pax = 105 PAX (84 + 21). > RMS / PAX 18 Q / 72 05 T / 15 09 D / 18 00 S / 00 TOTALS = 32 ROOMS and 105 PAX (84 + 21). > The group will be traveling on 2 busses 1/18/18 > CH reviewed and verified all forms that BT processed > Total Pax = 105 PAX (84 + 21). > RMS / PAX 18 Q / 72 05 T / 15 09 D / 18 00 S / 00 TOTALS = 32 ROOMS and 105 PAX (84 + 21). > The group will be traveling on 2 busses ON OWN. They have requested CCIS arrange for driver rooms. > Comps are 1:25 paid – 4 comps at the double rate > This group falls below Tier 3 pricing and I do not see where the $26 pp was added to their rates for the Disney PAOS Parade Performance. Therefore, We will hold off on final invoice until BJS returns from SYTA Summit. > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH marked Apple Watch INACTIVE as the group's forms were late. > CH will send RL to Hotel on 1/26/18 as their PCCF is due on 1/25/18 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > HMS, please order disney tickets, etc. ASAP > KMH, Please set up the group's GTV > KMH, please notify The ARC to send 105 bags and 210 tags ____ HMS ____ _____ KMH _____ 01/19/18 > KMH recieved check #2064 for $15,000. 1/26/18 > CH processed PCCF dropping one student and two adults > REVISED Total Pax = 102 PAX (83 + 19). > RMS / PAX 17 Q / 68 05 T / 15 09 D / 18 01 S / 01 TOTALS = 32 ROOMS and 102 PAX (83 + 19). > CH updated Bible numbers, IOG, and Status Schedule and printed. > Please review and Proceed as needed > KMH, please update the number of PAX on the GTV app _____ KMH _____ __X___ HMS _1/30/2018____ 2/1/18: > BT got the ensemble numbers from Jeff per HMS. > Symphonic Wind Ensemble 37 performers > Concert Band 42 performers > Jazz Ensemble 17 performers > Indoor Color Guard 24 performers > Marching Band 83 performers > The concert band, wind ensemble, jazz ensemble, and color guard all have doubles. Listed is the number for each ensemble for each performance. The marching band is the TOTAL number of students for the band/guard to perform in one ensemble. 2/11/18: > BJS reviewed all numbers and updated attachment cost as needed and noted accordingly. > NO Apple Watch since late. > Will not charge cancellation fee, but will only get three (3) comps instead of 4. > Quoted $885 based on 115 pax and they are now at 102, but BJS reviewed and we are OK, so in an effort to keep his boosters happy, since there are some who are already questioning many of his decisions and his principal is questioning our hotel choice, we are not making any additional changes. > BJS emailed Final Inv #6367, due 02/26/2018, $42,539.00 - THIS IS INCORRECT! 02/11/18: > BJS updated Final Invoice and resent - forgot to give the $3000 credit from Gatlinburg Trip hotel screwed up with festival company! > Invoice 6367, due 02/26/2018, $39,539.00. 02/11/18: > 3rd time is a charm!!! > JAF reminded me it was a $2000 credit and we issued a $2000 refund check in May 2016 following the Gatlinburg trip, so . . . > BJS emailed Invoice #6367, due 02/26/2018, $40,539.00. 02/20/18 > KMH received check #2090 for $40,539.00 02/28/18 > KMH sent cashiers check with BRF. 3/5/18: > Per BJS, BT shared lunch question on Friday of their trip b/c of FD schedule. > Jeff wants to go with the Earl of Sandwich lunch option in lieu of $15 Dining Card. 03/06/18: > BJS and CH finished Final Itinerary with Earl of Sandwich replacing the $15 Disney Dining Card for Friday's Lunch since there is no where convenient for them to use the card at Contemporary Report or the Boardwalk. 3/6/18: > BJS emailed Final Itinerary Booklet to Jeff et al. > Final Itinerary Packet to be mailed to school tomorrow via FX Ground. 3/12/18: > Jeff sent receipt form - all good. > BT put in in Dropbox. Trying to schedule pre-trip brief. 3/12/18: > BT had quick pre-trip brief with Jeff. > Only question: will he get an official Earl of Sandwich form, or should he just use the form that he sent us since it was kind of last minute? > If so, I told him I would send as a PDF. 4/26/18: > BJS replied (again) to the Band Booster President . Ms. Cody: I apologize for the delayed response, but I am currently in Orlando and will not return to the office until early next week. I do hope Sara is doing well and am sorry to hear of her unfortunate accident. I am not sure if you are aware, but our office is an hour north of Pittsburgh, PA and I am not available to just stop by. For that reason, I have reviewed all of the invoices, payments received, your group’s Trip Orchestration, and Contract, and all is in order. I have attached the Trip Orchestration and Final Invoice to this email for your convenience. The final invoice is the easiest place to see the entire trip’s financial history as it shows all package types based on the room list submitted by your group, and the corresponding rates, complimentary packages, payments received, etc. The Trip Orchestration shows all inclusions and the package rates. Upon my review, I actually see where according to the tiered pricing provided in the Trip Orchestration (pg. 19), your group actually had fewer participants (102) than the chart accommodated (116). I spoke with Jeff about this and told him we would honor the tier two pricing (Quad = $885) even though, had we continued the math on the chart to get to 102 trip participants, your package rates should have actually been $20 per person higher. I hope the information I provided has helped. Sincerely, BJS
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