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Tue Apr 17, 2018
Trip Name
Mt. Lebanon High School Band and Choir-Orlando, FL-04-11-2018
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Trip Notes
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Mt. Lebanon HS ---> WDW, FL 979 miles / 16.5 hrs non-stop 04/26/17 > SN spoke to Jason in Erie at PMEA about a combined band/choir trip to Orlando in April 2018. > They anticipate 225-250 PAX > Band: PAOS, including parade performance and "You're Instrumental" workshop. > Choir: Festival Disney > Stay on property, either Pop Century or French Quarter > Yes to security > Early morning character breakfast before the park opens - Jason suggested Animal Kingdom, so they could ride Expedition Everest. > Dessert party before Illuminations at EPCOT. > Budget: try to stay around $1000 or under if possible. 05/16/17 > Jason EM'd asking when to expect a TO as they need to wrap things up soon for approval before June. 05/19/17: > BJS reviewed IOG and updated as needed. > BJS had taken care of hotel request earlier this month with Teresa Vlasic. See notes in hotel attachment. > This trip is one day longer than the usual Wed - Sunday scenario. They are going W - Monday, so it should give them time to do all they were hoping for, > BJS made attachments and then ran rates for all 3 tiers. > Sn is scheduling TO presentation meeting for next week, anytime after lunch on Wed so we can get in a few charter quotes. > BJS asked CH to send CQRs to Barons, Anderson, Mlaker, Lakefront, Fullington & Lenzner. > TO will need to be completed in time for pick up next Wednesday morning. ____ CH ____ 5/22/17: > BJS reviewed TO and made necessary updates. Awaiting charter quotes and SN will pick up TO on her way to mtg with Jason on Wednesday AM. > BJS also sent EM to SN - Stephanie: Please review and share this information with Jason when you meet with him on Wednesday. This is a $28 event and is included in their package – I think it important that they know what they are getting for $28pp. Disney Theme Park Dessert Experience at EPCOT, Hollywood Studios, or Animal Kingdom to include Mickey Shaped Bon Bons, Fresh Fruit Salad, Peanut Butter Candy & Salted Caramel Cupcakes, Water Station, and assorted 2-Liter bottles of Coke, Diet Coke, and Sprite (1-hour of service). Add Coffee and Hot Chocolate for an additional $5 per guest. Here is similar information for the Theme Park Breakfast, a $30pp event, also included in their current package - Theme Park Breakfast Buffet, including an Attraction Experience, in EPCOT, Hollywood Studios, or Animal Kingdom. Your buffet will include Glazed Donuts, Cinnamon Rolls, Scrambled Eggs with Cheese, Hash Browns, Bacon, Fresh Fruit Salad, Orange Juice, Chocolate Milk, Coffee, Decaffeinated Coffee, Selection of Teas, and a Water Station. Add Mickey Waffles with Warm Maple Syrup for an additional $5 per guest. IF they feel they need to make some cost saving changes, this is where I’d start – delete the Dessert and save $28pp and have breakfast at the hotel Food Court and save $18pp. Thanks, BJS. 5/25/17: > BJS completed TO PP based on Festival Disney for everyone! MADE NO CHANGES TO THE SYSTEM; OTHER THAN THE RATES WHICH NOW START AT $779 QD, - WILL WAIT TO SEE HOW THEY ARE GOING TO PROCEED. > Reduced rates across the board for the 225 - 250 tier by $10pp, so Q is now $779. > BJS sent EM to SN - Stephanie: The “all” Festival Disney TO PDF and the TO PP are in Dropbox. PLEASE send this to Jason tonight or tomorrow morning so he will have it before the weekend and then tell him you plan to come to the school on Tuesday to go over it in person and discuss the PAOS Add-On Parade Performance, reminding him that there is now a Parade in EPCOT as a part of Festival Disney. You can also speak to him about the addition of Workshop(s). Both of these are mentioned as Additional Inclusion possibilities, including rates, in the TO. At that time, you can also have the conversation with him about what they are getting (menus) for their money with the included Dessert Experience and the In-Park Breakfast / 1st Ride Opportunity and the up-grades / menu enhancements available. FYI, our contract and deposit to WDW for the Pop Century Resort were actually due today, so we cannot let this go on for weeks or the rooms will be released and we don’t want to let him take the convenient way out and just decide to go with whatever the Choir Director may have gotten from someone other than the BEST (us of course). Let me know if any questions or concerns. Thanks and I hope you bet on a winner at Churchill Downs! BJS. 05/26/17: > SN sent message - Jason wants to know what staying at one of the Disney Port Resorts would do to his rates? > BJS replied - Of course, what Disney calls the Moderate Resorts, which include the two Port hotels (Orleans & Riverside), would be about $70 additional per night / room. With three nights, it would be an up-charge of $53pp Quad. Triple would be an additional $70pp, Double an additional $105pp, and Single an additional $210. 06/07/17 > Texts between Jason and SN indicate that they will in fact be using CCIS for their Orlando trip! > They want to use Port Orleans/French Quarter for accommodations > They will be getting their own transportation. CH reminded SN to let Jason know that they will have to they need to add the cost of the driver rooms (one room per driver) to their quote and they need to include one night on each end of the trip for early check in and late check out. SN texted this information to Jason. 06/16/17 > CH called SN, informing her that French Quarter is available but at a significantly higher cost than Pop Century. ($171 vs $110). SN LVM with Jason, asking what he'd like to do, stressing that a decision is time sensitive! 8/9/17: > BJS updated rates in system to show the Port Orleans French Quarter based on the up-charge numbers we provided to Jason on 5/26/17. > BJS created TO K Version. > BJS emailed 1st Payment INV #6229, $71,425.00, due 9/18/17 and 2nd Payment INV #62330, $71,425.00, due 01/10/18. > CH, ready for E Agreement. Please note - Transportation is on own, so please add CCIF to the Deadline Schedule as well as the Festival Disney Application. > HMS, since this has gone to K, please review and proceed as needed - they are only doing Festival Disney, so BJS marked PAOS INACTIVE. Also, be sure to check with Teresa Vlasic to make the arrangements for the Theme Park Dessert prior to IllumiNations in EPCOT and the Animal Kingdom Expedition Everest Breakfast and 1st Ride events. Thanks! ____ CH ____ ____ HMS ____ 8/17/17 > SN EM'd Ethan and cc'd Jason, asking for confirmation that the choir is participating in Festival Disney. 8/18/17 > Choir will be doing Performing Arts on Stage, according to EM received from Ethan LaPlaca, CD 10/24/17: > According to HMS, Band is doing PAOS Parade & You're Instrumental Workshop and Choir is doing PAOS Performance & Disney Sings Workshop. She still needs several pieces to their Disney Application s in order to submit! > BJS did TO And IOG FINAL K Versions. > BJS redid 1st Payment Invoice #6229, due 11/07/2017, $71,425.00. > BJS redid 2nd Payment Invoice #6230, due 01/10/2018, $71,425.00. > CH, please redo K and send E-agreement NLT 10/25/17. K is due 10/31/17. > Transportation is ON OWN, so CCIF needs to be included on Deadline Schedule. > HMS is still trying to get all their Disney PAOS Application Materials, so list is as ASAP!!! ____ CH ____ 11/1/17: > Rec'd signed K. 11/7/17 > MES Check #1017 was received in the amount of $16,154.00 11/14/17 > Jason EM'd saying they have an equipment truck and two drivers, for whom they will be handling all hotel arrangements, since they will be arriving earlier than the rest of the group and leaving after the performance. > Jason is asking if they can also have park tickets and meals - essentially a package, minus the hotel. The potential problem lies in the fact that they may not need all the days since they will likely leave after the performance. 12/19/17 > EM received from a parent of a special needs student: Hello Stephanie- I am a parent/chaperone for the trip. Due to my son's medical needs, he and I are flying to Disney. I wanted to see if we could touch base about the hotel in order for me to book and extra room night at the hotel and not to have to switch rooms. Can you give me a call at your earliest convenience. My cell is 412-680-0859. Both Jodi Kubit and Jason Cheskawich are aware that I was reaching out to you about this. Thanks much, Lisa Silverman 412-680-0859 > SN forwarded this to CH and BJS and asked if we can book on their behalf or if they need to handle this arrangement themselves. 12/19/17 > CH was able to get an extra room and needs to know if there are any special accommodations needed (wheelchair accessibility, etc) for this student. > Additionally, driver rooms are available at Pop Century and All-Star Sports > SN LVM with Jason about both issues. 12/20/17 > SN EM'd CH and BJS regarding the above: I LVM with Jason about the room and the student yesterday but he has not called me back yet. In the meantime, the parent of the special needs student emailed saying there is ANOTHER family, doing the same thing or at least planning on the same thing. The first special needs student who needed the additional night needs a CPAP machine, which is the main reason why an over night bus trip won't work well. The second one I am hearing about is a child with cerebral palsy. I'm calling Jason back ASAP because while I don't question this student's need per se, I think we need to hear these things from HIM and not various parents, etc. I don't want a situation where other parents start contacting us needing/wanting/requesting/demanding things. 02/06/18 > EM received from Jason and questions forwarded to CH via Slack: Let me call you later. Long story. We need to get 1 additional kid room, and we will then pull 2 other kids from another room. Basically we just need another room. Also, one of our staff members is fighting cancer and is feeling under the weather. Is it possible for him to check into his room earlier on Thursday? If not, he would be willing to purchase 1 additional night so he can rest the morning/early afternoon of our arrival. Thanks! Jason" 02/11/18 > SN reviewed all forms rec’d on 02/09/18 (RL, FPGF, HIF & FAF). > Total Pax = 202 PAX (185 + 17). > RMS / PAX 45 Q / 180 01 T / 03 08 D / 16 03 S / 03 TOTALS = 57 ROOMS and 202 PAX (185 + 17). > The group will be traveling on 4 busses > In addition to their FAF, they have a large number of "other" allergies to a variety of things which were submitted on an additional document called "MTL Attachment to Travel Agency Food Allergy Form" 02/14/18 > CH reviewed all forms processed by SN (RL, FPGF, HIF & FAF). > Total Pax = 202 PAX (185 + 17). > RMS / PAX 45 Q / 180 01 T / 03 08 D / 16 03 S / 03 TOTALS = 57 ROOMS and 202 PAX (185 + 17). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH sent RL to Hotel > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > KMH, Please set up the group's GTV > KMH, please notify The ARC to send 202 bags and 404 tags > JAF, Ready for Final Invoice > Bill a line item for 4 driver rooms - (4 drivers * 5 nights = 20 rooms nights) @ $138 / room / night. > Comps 1:25, 7 at the double rate > Tier 2 Pricing, as listed below in red ___x__ JAF ___2/15/18__ _____ KMH _____ ____ HMS ____ 2/15/18: > JAF created final INV # 6372, due 2/23/18, $ 156,776.00. Mailed & E mailed. 3/1/18 > JAF, I have made arrangements for two families to check in one day early due to students with special needs. Please send an invoice to Mt. Lebanon for one room night for the Silverman Family for $193.00 and one room night for the Handelman Family for $193.00. Thanks! 3/1/18: > JAF created additional invoice # 6394, due 3/9/18, $390.00. Mailed & Emailed. C to KH. ( Rounded to $195 per BJS general protocol. ) 03/13/18 > KMH recieved check #3513 for $390.00 04/02/18 > KMH received check #1034 ffor $43,946.00 > Check #3681 for $112,830.00 04/02/18 > KMH sent cherisher's check via FedEx. 4/4/18: > BJS emailed Final Itinerary BOOKLET to Jason and Ethan et al . . . > BJS included reminder for him to send the Itinerary Booklet to his charter company today and also that the Cashier's Check / BRF needs his immediate attention. > FI Box to be mailed this afternoon via FX Ground to Jason's attention at the school. 4/4/18: > BJS sent INV #6421, 04/11/2018, $384.00. This is for the 12 late add Disney Workshop participants. 04/04/18 > KMH sent FI Box Via FedEx Ground
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