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General Trip Information
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Mon Jun 04, 2018
Trip Name
Carlynton High School Band-Orlando, FL-04-27-2018
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Number of
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Youth
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Sext
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Date:
Time:
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Date:
Time:
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Contract Status
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Trip Notes
( Print Note )
( E-Mail Corporate )
Carlynton HS ---> WDW, FL 983 miles/16.4 hours 03/30/17 > SN met with and communicated via EM with Todd regarding a 2018 trip to WDW and Universal. > Dates: 04/28/18-05/04/18 by bus OR arrive home 05/03 if flying > They have done this trip before and want to keep it very close to last time. > Visit all 4 WDW parks in 3 days, visit two parks in one day. Says he would like this as a park hopper > You're Instrumental workshop for Cougarettes > Auxiliration workshop for color guard > Marching parade performance > One day park-to-park Universal > Equipment truck will be driving separately > Would like to take his wife and 3 year old daughter. Is there a price different for tickets to the parks for a small child? > HUB would be a possibility for the first day instead of just stopping for breakfast. > Security > They are getting 3 proposals, so this is not a CCIS only bid. > SN has a copy of their last itinerary from 2013. > They'd like to keep it in the range of $1000, AND explore flying, but SN did tell Todd that this sort of trip in the budget described is really not possible. SN shared prices that both Knoch Band and Orchestra got this year as a matter of comparison to show the wide range of rates airfare can bring. > TO wanted sooner than later and would like to have everything in place before the end of the school year. 5/28/17: > SN confirmed the dates we have on system are correct, via Bus, 4/28/18 - 5/3/18 (Saturday - Thursday). 06/26/17: > Todd needs the TO ASAP. BJS told SN she could have it for him by late Wednesday. > SN informed Todd, to which he responded that this was great. 6/27/18: > BJS reviewed attachments and updated as needed. > BJS ran rates for Tier 1, Tier 2 & 3. > CH, ready for TO. > Comps will be 3 at the Triple rate so he, his wife and daughter can be the comps. > There is no discount for Disney tickets for a 3-yo child. > TO is complete and SN is picking up for delivery. 06/29/17 > SN had a GTM for a TO presentation with Todd. He likes everything he sees, although his parents are still asking about airfare. He says they will be making a decision in the next two weeks. Todd especially liked the Complimentary FAM trip. > Cougarettes are, in fact, a dance team, and should have Disney Dancin as their workshop. 07/11/17: > BJS sent EM to SN - I see where he said they are making a decision in the next two weeks and that’s about now . . . he also continues to mention air – what, if anything, does he need from us on this? Does he understand that air will definitely impact his budget? If someone else is being considered for this job and they gave him air specifics, then I feel we should be doing the same. 7/18/17 > SN LVM for Todd regarding trip status. 7/25/17 > SN LVM regarding trip status. 8/15/17: > BJS sent Hope Everything is OK EM - Hi Todd! I am reaching out for I know we prepared a Trip Orchestration for the Carlynton HS Band and Stephanie Nicol met with you several months ago to share the trip plans. Since that time, Stephanie has made several attempts to reach out to you via various forms of contact, including email, phone and text. 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. Wishing you all the best! Sincerely, BJS 8/21/17: > BJS received EM from Jennifer saying that the BV Suites has this group booked with two different tour companies, CCIS and someone else. > BJS called Todd's cell and he actually picked up! > He said the Boosters' Committee was still considering quotes but he could not wait for them any longer so he committed to CCIS!!! > BJS informed Jennifer at BV Suites. > Myers was the least expensive charter quote, but Anderson was about $300 more / coach. He asked for BJS opinion and BJS told him that he could not recommend one over another, but I did tell him that most directors in the area, when faced with the same decision, would probably select Anderson. He said that would be his choice then. > CH, if Anderson no longer has coaches available, please check with Myers. Anderson is now SOLD OUT, so CH is checking to see if Barons has coaches and if they do not, we will try to get K from Myers. > We are trying to get this K to Todd within the next 24-hours. 8/24/17 > SN EM'd update regarding charter company status to Todd. 8/30/17 > SN received EM from Todd and spoke to him shortly thereafter: * -They would like to leave a day earlier on April 27th. * -They are electing to not have the trip escort come along * -And the parents are dead set on flying. Even with airfare, they'd like to not exceed $1300 if possible. 9/5/17: > BJS spoke with SN to get more specifics on they want to fly and leave a day earlier . . . > SN is checking to see if they can miss all day on Friday or are the boosters thinking Friday evening flights. > BJS will create new IOG once we know the flight schedule. > Since they are flying, BJS sent msg to SN to see if they should stay on Disney property to take advantage of DME and DTS. > BJS moved bus IOG and TOs to the reject file to avoid confusion. 9/6/17 > SN spoke to Todd and they CAN miss all of Friday, since that was a day off school anyway. > Additionally, they are find with checking out Disney properties and utilizing DTS. > Todd also says there is interest in a parent trip, so he is going to survey his families to see how much interest there actually is. With this in mind, do we have a minimum number for a tag along trip? (40 per BJS). > BJS changed trip dates above to preferred parameters, early Friday AM flight (PIT / MCO) on 4/27/18 and early Tuesday morning flight 5/1/18 (MCO / PIT). > BJS removed package rates from TPMS since these will obviously change. > BJS started an IOG and called it IOG - Fly > CH, please check with ATG on flights ASAP. > CH, please check with WDW re: All-Star & / or Pop Century for rate and availability. We currently have them at the BV Suites and this was based on the trip by bus and slightly different dates - do not contact Jennifer yet, lets wait and see how this all pans out with the flights, etc. > BJS made no changes to attachments as we will wait and get flight info settled first and then proceed with other changes / adjustments. ____ CH ____ 9/11/17: > BJS emailed and mailed Airline Deposit INV #6257, $3,750.00, due 9/20/17. > SN sent message to Todd to let him know it is on the way and what a great deal they got on the fare, less than $300pp. 9/17/17: > BJS reviewed IOG - AIR and then updated attachments as needed and ran new rates and entered in system. > CH, on Monday, please check with WDW re: hotel rate and availability and if they are available, please ask for K from WDW and cancel rooms at BV Suites. You can tell Jennifer that they had to change their dates and they are flying, so staying on property. I marked all of the bus companies in PA and the BV Suites stuff INACTIVE so I could generate the new rates. > CH, ready for TO - Air. OLD Version is fine since they are getting ready for K and they have already had a pretty new version when they were going by bus and we can't get their pictures to work anyways. __x__ CH _9/19/17___ 9/19/17: > CH confirmed All-Star Music for the group and then completed TO-Air. > BJS reviewed and then sent to SN for her to share with Client. > At this point, we should be ready for K - BJS will confirm with SN. 9/25/17 > EM received by Todd indicates Angela Zenone, booster president, will be the primary point of contact for the trip. EM address is in TPMS and SN requested an extension and cell number from Angela as well. 09/25/17 > MES Check #2314 was received on invoice #6257 in the amount of $3,150.00. Note: Invoice Qty was change from 75 to 63 dropping the invoice amount from $3,750.00 to $3,150.00. 9/25/17 > SN spoke to Angela today regarding questions she had and requests for the trip. > Currently, they have You're Instrumental and Auxiliration, but they want to add Disney Dancin'. They will not have the 20 person minimum for either Auxiliration or Disney Dancin' and SN suggested just doing one of the workshops to give them more time in the park and save them money, but she insisted that is what they indeed wanted to do. -- They will be billed on the final invoice an up charge of $32 per participant between the actual number and the required 20 PAX minimum. > Charters for the workshops and associated costs: This will be factored in once they have workshop times and locations? -- No way of estimating the cost until we know what their actual usage will be. > At the airport: If anyone in the group who has been pre-screened, do they still have to wait with the entire group through the regular TSA line? -- CH will get answers and get back to SN ** They CAN use their prescreen status 9/27/17 > EM received from Angela says they want Disney Dancin instead of Auxilirations. > 43 instrumentalists and 11 dance/auxiliary. 9/30/17: > BJS updated IOG and TO to K Versions. > Count will stay 75 until forms deadline even though they only paid an air deposit for 63. > BJS updated Disney Dancin' attachment. > Comps are three (3) at the TRIPLE rate, regardless of tier. > Disney Application deadline should be listed as received. > BJS set due dates for K and Deposit. > JAF & CH, Keep in mind we already sent them an invoice for the Airline Deposit and received a check on 9/25/17 for $3,150.00. CH, please make sure financials on K are marked accordingly. JAF, on the second payment INV, please use 63 as the total number of airline tickets and deduct $50 off the balance due on each ticket on the 2nd Payment INV. Air is $287.85 less $50 (in hand) = $237.85 / 2 = $118.93 as amount due on 2nd Payment INV. > BJS sent to JAF for Invoice prep and then CH can complete E-Agreement for sending to client NLT Tuesday. > Angela Zenone, Booster President, is the group's main contact. __x__ JAF _10/1/17__ ____ CH ____ 10/2/17: > JAF created & emailed 1st Payment INV # 6279, due 11/10/17, $23,325.00 > 2nd Payment INV # 6280, due 1/26/18, $30,817.59 > CH, ready for E-agreement. Please send out NLT 10/3/17. _x__CH_10/2/17__ 10/2/17 > Angie EM'd asking for a breakdown of the current invoice. SN replied, after conferring with BJS, that the final invoice would have the breakdown of package types and funds received, etc.. 10/5/17: > Per SN - TC says . . . "We cannot sign this agreement without knowing the total cost. If the workshop is in a park, why can't we use Disney transportation. We need to give an amount to the participants, so they know how much they are each paying us. We break it up in monthly payments. We also only have 54 students and 7 or 8 adults. Still verifying the 8th. Please send new totals." <---- That said, should we just build in an amount anyway? I told her the other parts regarding not being able to utilize DTS, so I'm already repeating myself to her about that. > BJS replied to SN - "Sure, we will happily rework the numbers and charge her more. I will rework the numbers with 1 (one) charter buses required for all three events and then if they don’t need it, we MIGHT give some of it back - or we will consider it our PIA fee!!!. I will also redo the contract so they will have no more than exactly 63 pax accounted for. I will do my part this weekend and it will be resent to her next week sometime. 10/12/17: > At client's request, BJS updated all numbers and paper work 63 max (54 + 9). > BJS added ground transportation on Orlando based on what we see as maximum need. > BJS revised rates and there are now no tiers > 3 comps regardless at TRIPLE package rate and rates are based on 57 - 63 total pax. > BJS revised INV 1 and 2 and emailed to client et al. > BJS revised TO K Version as needed. > CH, please revise E-agreement and resend NLT 2PM tomorrow afternoon. ____ CH ____ 10/16/17 > 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. _____ CH _____ ___X__ HMS _10/29/2017____ 10/24/17 > MES received TPL. 11/13/17 > MES Check #2324 was received in the amount of $20,781.00 on invoice #6279. 01/26/18 > KMH received check #2336 for $28,273.59 02/18/18 > Pre trip meeting for parents and students is April 17th and 7pm. They would like a representative from CCIS there if at all possible. If not,they'd like all trip materials mailed to the school at Angie Zenone's attention. 2/21/18 > SN reviewed all forms rec’d on 2/21/18 (RL, FPGF, HIF & FAF). > Total Pax = 61 PAX (54 + 7). > RMS / PAX 11 Q / 44 02 T / 06 05 D / 10 01 S / 01 TOTALS = 19 ROOMS and 61 PAX (54 + 7). > The group will be traveling on one flight 02/25/18 > CH reviewed all forms processed by SN (RL, FPGF, HIF & FAF) > Total Pax = 61 PAX (54 + 7). > RMS / PAX 11 Q / 44 02 T / 06 05 D / 10 01 S / 01 TOTALS = 19 ROOMS and 61 PAX (54 + 7). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH sent RL and Pre Arrival Questionnaire to Hotel > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > HMS, Ready for Disney Ticket Order > KMH, Please set up the group's GTV > KMH, please notify The ARC to send 61 bags and 122 tags > CH will sent to JAF for Final Invoice after securing private charters. > The group is flying and has released 4 more seats than allowed. Therefore, they forfeit $50 deposit per seat (4*$50 = $200) > Comps Firm at 3 at the Triple rate > Pricing is as listed below in red _____x JAF __4/3/18___ _____ KMH _____ ____ HMS ____ 3/6/18 > Invoice should be to the attention of Angela Zenone. > EM received after their booster meeting: Universal closes at 6:00pm Saturday, April 28th - instead of dining card at Universal can we just get stipend? We would like to take the group over to Disney Springs for dinner and shopping. Since we are getting charter bus to Universal can they drop us off at Disney Springs and we can use Disney buses back to hotel? Will you send a printed itinerary that we can copy and give to the participants for bus pick up times and work shops? Also what parks we are going to on what days? Are you coming to our meeting April 17th at 6:30pm @ Carlynton High School Cafeteria or can you send a slide show for us to show? When will you be sending all the tickets/bands/gift cards? Can we get a parking tag for the equipment truck at our hotel and when it goes over to Contemporary for musician's workshop? 3/7/18 > EM received from Angie Zenone about park choices: Friday, April 27th -Flying out of Pitts land in Orlando - magical express to Music hotel leave bags head to Hollywood Studios till 3:00 pm - then hop over to Animal Kingdom until close at 8:30 pm then back to hotel for night Saturday, April 28th - Universal Studios & Adventure 8:00am till close 6:00pm - then transportation to Disney Springs (Downtown Disney) for dinner & hanging out. We can take Disney transportation back to Music Hotel. Closes at Midnight back to hotel for night Sunday, April 29th - Musicians picked up at Music hotel to workshop 7:00am at Contemporary Hotel - need transportation to and then either back to hotel or Epcot/ rest of the group to Epcot then Dancers need picked up at Epcot for workshop at 1:00 pm at Saratoga Hotel and back to Epcot to meet back up with group. Park closes at 9:00 back to hotel for night Monday, April 30th - Magic Kingdom park opens at 9:00am - parade - park closes at 9:00pm All day at park, then back to hotel for night > Friday - Hollywood Studios and Animal Kingdom > Saturday - Universal Studios/Islands of Adventure > Sunday - Epcot > Monday - Magic Kingdom 3/12/18 > Breakdown for workshops and parade for Carlynton: You're Instrumental (workshop) - 43 Disney Dancin (workshop) - 11 Parade - 54 students - 2 Directors - (there will be 5 chaperones but they are not marching, just following along) 4/3/18 > JAF ready for Final Invoice > The group is flying $287.85 per seat > Comps Firm at 3 at the Triple rate > Pricing is as listed below in red ___x__ JAF __4/3/18___ 4/3/18: > JAF created Final INV. # 6416, due 4/10/18, $24,076.26. Mailed & Emailed. C to KH. 4/3/18: > BJS rec'd email from Angela - Booster parent, re: final invoice. This invoice is incorrect. We only have 59 people flying. Also what is the transportation release seat fee of $50 charge times 4??? $200 Please send correction as soon as possible. Angie 4/4/18: > BJS reviewed with CH and they do have just 59 air passengers, so BJS corrected that. > As for the $200 - BJS explained that the $50 deposit they paid in September for 63 seats was non-refundable, so since they have just 59 air passengers, that leaves 4 deposits ($200) that they are charged for. > BJS emailed corrected INV #6416, Balance due = $23,500.56. Remains due 4/10/18. 4/6/18 > Carlynton's pre-trip meeting is scheduled for 4/17 at 7pm at the high school. 04/13/18 > KMH receieved check a passive aggressive note and #2345 for $23,300.56 04/13/18 > KMH sent Cashier's check via FedEx. 04/17/18: > BJS emailed Final Itinerary BOOKL:ET to Todd, Angela et al . . . > Final Itinerary BOX to be sent upon receipt of the WDW tickets. 04/17/18: > BJS sent EM to Angela and Todd - cc'd JAF and SN. Angela: We are in receipt of your most recent payment and the letter asking for a “professional courtesy waiver” of the $200 non-refundable airline deposit. Unfortunately, we are unable to provide you with this waiver as the deposit was non-refundable, as stated on the invoice, and we are unable to recover it from the airline. I appreciate your understanding and look forward to receiving the balance due on your group’s trip, $200.00, prior to your departure. Sincerely, BJS. 4/23/18 > KMH received check #2349 for $200.00 5/25/18 > CH called Student Watchers to request a refund for $500 due to complete no shows the 1st and last night ($300) and guards that left at 3:00 AM on nights 2 and 3 which equated to 8 hours of missed time ($200). > JAF, please send a check to Carlynton High School Band for $500. 5/25/18: > JAF sent refund of $500 on ck # 10907.
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