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General Trip Information
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Mon Jul 02, 2018
Trip Name
Poland High School Band-Orlando, FL-03-23-2018
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Number of
PAX
Youth
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Hotel Info Form
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Contract Status
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Poland Seminary HS --> WDW, Florida 1041 miles / 17.4 hours 02/14/17: > SN spoke with Jeff Hvizdos this morning about an Orlando trip for the marching band March 22- 27, 2018. > They usually handle trip arrangements themselves, but now want to leave this to a travel planner to maintain transparency. > They want to keep to their usual itinerary, which is as follows: > Depart after school on 3/22 in order to arrive by noon on the 23rd. > First day in Orlando, they spend a short time in a park (Animal Kingdom or Hollywood Studios) and have time at Disney Springs. > The next two days would be spent in either Magic Kingdom or EPCOT, depending on the day of the parade performance. > Last day is to be spent in a park, depart around 10pm to arrive back in Poland by 6pm the next day. > They have always made the trip all-inclusive for the students so all meals are already covered. > Last time, they stayed at the Champions World Resort in Kissimmee and contracted nighttime security. In 2015, their students paid $680. > They anticipate around 120 students and 15 adults. > TO wanted by mid-April to be board approved early May. > Students get out for the school year on May 31st and they would like to get money collected by then. 4/4/17: > BJS was preparing IOG and has a few questions for SN... 1. Above SN speaks of the First Day, Next Two Days, and then the last Day. Is the Last Day the 2nd of the next two days? Do they do 3-days in the park or 4? If 4, the arrive home date would be Tuesday, March 28, 2018. 2. I see on lien that the school calendar for 2017/18 has been approved, please make certain trip dates have not moved, for I see that their Spring Break is the week of 3/27/18. 3. To be in Orlando by 12 Noon, they need to leave school NLT than 4PM. Above the departure time is listed as 5PM. Is 4 PM a problem? If the leave any later, it could have a snowball effect on the rest of the trip when it comes to park hours and Driver hours and with the stricter electronic monitoring of driver hours, we can't cut things too close. > Please get these answers / confirmations and also go ahead and set up at date for the TO presentation early the week of 4/17. 4/12/17: > BJS completed IOG. > BJS made attachments as able. 4/18/17: > BJS asked SN if she had meeting scheduled for TO presentation? > Reply - not yet . . . > BJS completed Disney PAOS and Park Tickets attachments as well as sent specs to BV Suites and made a few other attachments. > CH, please complete attachments and send CQR to Barons, Anderson, Lenzner, Lakefront Lines and Great Day. > BJS asked HMS to check with Ashley at Planet Hollywood to see if they can do dinner on 3/23/18. > SN to present TO at some point next week. ____ CH ____ 04/24/17: > TO Presentation mtg is scheduled for Thursday, 04/27/17, so SN needs TO NLT 4/26/17. 04/27/18: > SN had successful meeting with both BDs. > Dates have to be shifted by 1 day later, now departing on Friday, 03/23/18 and arriving home on Wednesday, 03/28/17. > BJS updated the trip dates on the IOG and in the system. > BJS did NOT make changes to the dates on any of HMS's or CH's attachments, but BJS did make changes to the dates on his attachments. > CH and HMS, please update ALL of your attachments and make contacts / adjustments as needed. > CH has sent this change to BMG re: hotel to make sure TownePlace Suites Orlando Flamingo Crossings can accommodate. (Maybe since we are a few nights at the beginning of the week) - doesn't hurt to ask. > CH has sent out to all charter companies and they availability and rates are the same - the quote from Lakefront Lines came in and Anderson is still the least expensive. Barons and Great Day are both still sold out. > Please put Red Fiel back in BJS's mail box as soon as all is updated and ready for an update TO. Thanks! _x___ CH _5/2/17___ __X__ HMS __X__ 05/03/17: > BJS completed TO Revision. > BJS scanned to SN and then emailed SN - Stephanie: Just scanned to your email the Revision for Poland HS Band to Orlando – Everything stayed the same with the following exceptions: 1. Hotel is still a TownePlace Suites by Marriott, but the Flamingo Crossings property was unavailable over their new dates, so we placed them in the brand new (opening June 2017) TownePlace Suites by Marriott - Sea World. This is also a very convenient location to WDW. 2. All the bus quotes are in – the date change did not open any new options. Lakefront Lines quote is also included. 3. Hollie will be sending the Disney PAOS Application electronically to the director as an Adobe Sign document from CCIS Travel. Please rename and email the PDF to the director. A hard copy will be in tomorrow’s mail as well. Thanks, BJS. > BJS mailed hard copy to Jeff's attention. 06/01/17: > Nothing more from Jeff after several attempts and a stop by by SN, so BJS sentr the following EM - Hi Jeff! I would like to take a moment to introduce myself, I am Bryan Stevenson, the CEO & Founder of CCIS Travel. I understand you are friends / colleagues with many of our long-time clients in the area, including Bob Matchett at Seneca Valley and Todd Stefan at North Allegheny. I hope you have had a chance to speak with these fine gentlemen and outstanding directors about their experiences with our company. At CCIS, we are a family where everyone is treated with utmost respect and honesty. We run our business by the Golden Rule, always remembering what it was like when I was a director many years ago traveling with my students and how we were, or in most cases, unfortunately, not treated by so many of the festival and travel companies. I know we prepared a Trip Orchestration for the Poland HS Band and Stephanie Nicol met with you the last week of April to share the trip plans with you. Immediately following that meeting, we adjusted your travel dates by moving the trip’s start date to one day later and sent the updated Trip Orchestration to your attention. Since that time, Stephanie has made several attempts to reach out to you and has stopped by the school when returning from a trip to Jackson Milton High School, another one of our clients. We are hoping that everything Is OK and you have not had a family emergency or some unforeseen issue, for I can see based on Stephanie’s notes that you were always quick to reply. Your lack of response has us a bit perplexed, for we were under the impression that you were quite happy with everything we presented and we were hopeful that by this time we would have your group under contract for next year’s trip. Please let us know if you are still planning to travel to Orlando and if there is anything we can do to make CCIS your travel partner. I can guarantee you that you will be nothing but satisfied with the value, detail and customer service we provide. We have been making student travel dreams come true for 24 years and have developed amazing relationships with both our clients and vendors by treating everyone as they would like to be treated. Thank you for your time and I look forward to hearing from you soon. BJS. Wishing you all the best, 06/05/17 > Jeff Hvizdos responded to SN as well as the EM with his Disney application, stating Nick had surgery in May and is out for the rest of the school year, leaving Jeff overwhelmed with handling his and Nick's schedule. He says he is working on the trip and will come to a conclusion this week. > SN replied that we are very sorry to hear Nick was out for the rest of the year and that we certainly understand how much work he must have right now and that we are committed to doing whatever we can to make the trip meet their needs. 06/26/17 > Jeff EM'd on 6/13 saying he would be in touch soon. No response as of yet, so SN EM'd Jeff saying: Hi Jeff, I hope all is well with you this summer so far. Any update on your trip status and is there anything I can do to assist in the process? If you have questions about utilizing a travel company with arrangements with Disney or anything else regarding your upcoming travel plans, please contact me anytime! I'm always happy to help! You can always reach me by email, but don't hesitate to give me a call or even text: 724.822.6633 Thanks Jeff and enjoy the afternoon! 7/6/17 > SN LVM and EM'd Jeff about the trip status, as well as let him know she'd be in his area on the 11th if he would like to discuss his trip in person. 7/18/17 > Jeff contacted SN via EM to ask what the next step is in moving forward with his trip. > SN responded by asking for his order of preference in charter companies and that a contract would be made available in the form of an e-agreement, if there were no changes. SN offered to discuss anything regarding the trip at his convenience. 7/23/17 > Jeff requested via EM to use the least expensive charter company. > CH responded to SN via EM that Anderson (the cheapest) was sold out and that Poland's charter company would be Lakefront. > SN replied to Jeff's EM, letting him know. 8/9/17: > BJS reviewed and made TO K Version. > Set due dates and prepared and emailed Invoices: #6227, 9/18/17, $31,140.00 and #6228, 12/22/17, $49,480.50. > CH, please send E-Agreement today of at all possible and if able, attach the TO K Version for the CIA. On the CIA page, you can say - see Trip Orchestration Contract Version attached. Thanks! ____ CH ____ 8/15/17 > SN reminded Jeff via EM that he needed to notify WDW that we were his travel planner. He did so right away and confirmed via EM 9/8/17 > SN just spoke to Jeff and he will be sending the agreement over ASAP. He will likely get the first payment to us by the very beginning of October. 9/18/17 > MES printed fully executed contract and TO > MES processed GLH per SOP > As this group is now UNDER CONTRACT, please review all and proceed as needed. __x___ CH _9/20/17____ _____ HMS _____ 9/25/17 > MES Received TPL. 11/6/17 > MES Check #4987 was received for $31,140.00 on invoice #6227. 01/02/18 > KMH recived check #5002 for $49,480.50 1/17/18 > SN sent EM reminders on 1/5 and 1/12 and LVM on 1/17 regarding forms. 1/21/18 > CH processed forms rec'd 1/19/18 (RL, FPGF, HIF, FAF) > Total Pax = 108 PAX (94 + 14). > RMS / PAX 12 Qt / 60 06 Q / 24 06 T / 18 03 D / 06 00 S / 00 TOTALS = 27 ROOMS and 108 PAX (94 + 14). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL to Hotel on 2/5/18 as the PCCF is due 2/2/18 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > KMH, please set up the groups GTV > KMH, please notify the ARC to send 108 Bags and 216 tags > JAF, Ready for Final Invoice Comps are 1:25 paid – 4 comps at the double rate CH updated rates below in Red to Tier 3 Pricing (96 – 108) __x___ JAF _1/22/18____ _____ KMH _____ ____ HMS ____ 1/22/18: > JAF created Final INV. # 6362, due 2/5/18, $18,593.50. Mailed & emailed. 02/06/18 > KMH recievd check #5013 for $18,593.50 2/25/18: > BJS sent BRF to JAF. 02/27/18 > KMH sent cashiers check 03/08/18: > BJS emailed Final Itinerary Booklet to Jeff at at. > KH is mailing box today via FedEx Ground. 3/19/18 > EM received from Jeff says he would prefer going to Animal Kingdom upon arrival on Saturday 3/24 and Hollywood Studios on Tuesday 3/27(to watch Fantasmic before departure). I thought this scenario might have been from his original TO request, but it doesn't appear to be so. 6/1/18 > Post trip debrief: Really, everything with the trip was great, as far as the CCIS/DST portion of the trip was concerned. The hotel was very nice and the organization of all trip materials was greatly appreciated. > The one BIG problem, was Lakefront. It was clear from Jeff's description, that Lakefront put inexperienced drivers for the first part of the trip. They switched who was going to be the lead driver at the very beginning and the second driver almost immediately got very lost, before even leaving Pennsylvania. > This same driver got lost around Charlotte as well, setting them back nearly 90 minutes. As a result, they had issues when it came time to do their driver change, since they were already off with their hours at that point. > The next set of drivers were fine for the rest of the time in Orlando. > Coming home however, their relief drivers were VERY slow, resulting in the necessity of an additional driver change at CANTON, OH, which is only about an hour from home! > This made their home arrival almost 3 hours late! > Also, the AC was broken on one bus and the outlets did not work. > They are an every-other-year traveler, with "smaller" trips in the off years. They are open to suggestions, including Chicago, Nashville, and Williamsburg.. 7/2/18: > BJS asked Ch to reach out to Lakefront regarding this group's experience and their reply was, "They apologized for the poor quality of service, but no refund will be given.". > I have directed CH to NOT request quotes from Lakefront unless absolutely necessary. We have had just a few experiences with them in the past couple years and all have been subpar.
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