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Bible (Basic Trip Report)
General Trip Information
Updated
Wed Apr 18, 2018
Trip Name
Highlands High School Band and Choir-Orlando, FL-04-25-2018
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Highlands High School Band and Choir
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Trip Notes
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Highlands HS --> WDW, FL 1008 miles / 17 hrs non-stop 05/05/17 > SN has been communicating with Matt via EM regarding next Spring's Orlando trip for the marching band, jazz band, concert band, and show choir. > Depart after lunch 4/25, return home early evening 4/30 > 2 days Disney, 2 days (park to park) Universal > Parade performance for the marching band and show choir performance at WDW > Jazz Band and Concert Band perform at Universal > Nice dinner out, somewhere on City Walk like last time, if that works best. > Dining card/meal voucher combination > Definitely need security and escort > Matt sent the following notes regarding numbers in each ensemble and crossovers and chaperone numbers: * We'll plan for 5 comps right now (me, my 2 staff members, the choir director, and the school nurse - required now). * 12 Chaps should cover the group across 3 buses. * Marching Band is around 115 * Jazz Bands are around 25 each, with overlap between the two groups. * Concert Band is around 75. * There are currently 33 kids in the Show Choir. Around 15 of them are also in Band. > Budget: Even with the conversation about the price increase, he'd like to stay under $900 if possible. > Time frame: Matt would like this by the 2nd week of June, before break! 5/30/17: > BJS asked SN to clarify numbers as they don;t add up. > SN spoke with Matt and he says 152 (135 + 17). > BJS updated number on IOG and Bible. > BJS reviewed IOG and made adjustments, mainly because of Both Friday & Saturday night being Grad Bash nights at Universal which means an early close both nights. He asked for a nice dinner so I did Medieval Times on Friday night after their performance day at Universal. > Park days are in order to give them the most bang for their buck and to try to avoid local charter charges on Sunday. > BJS updated attachments as needed. > BJS ran rates for all 3 tiers. > CH, please send CQRs to all the regulars from western PA & OH. > Ready for TO. We can send charter quotes as they are received. > SN, When compared to 2014 trip, reasons for increase . . . - this one has 2 days at WDW and 2 Days at UO - was 3 + 1 on the last trip. - Disney prices have gone up nearly 80% since 2014 - Since both Fri & Sat are early closing days at UO due to GradBash, we added Medieval Times for a dinner attraction. This could be replaced with time at Downtown Disney and a $20 meal credit instead and the savings would be $20 / person. ____ SN ____ __X__ CH __X__ 6/1/17: > BJS sent Em to SN - Highlands HS TO is ready; however, we requested 6 charter quotes - 1 is in, 2 are sold out, and we are awaiting 3 more. Please contact Matt and we will print it once we know when you are meeting with him. Thanks. > SN and Matt will meet early Monday morning, however if we have anything we can show him in the meantime, via EM, he would like that as well. 06/05/17 > SN met with Matt to discuss TO. Disney price increase was discussed as well as how a one day, one park pass for Universal is only available to Florida schools. Matt will discuss with Michael and will get back to us ASAP as they want to go to K soon. SN will continue to check on new bus quotes if/when they arrive. 07/05/17 > SN spoke to Matt today and they have decided not to go to Universal. Instead,they only need a Disney 3 day pass (not sure of hopper or starter), so they will return on Sunday 4/29 (instead of Monday 4/30). No Medieval Times, but if it is possible to fit in a dinner at Disney Springs, that would be good too (definitely not necessary and they may want to save a couple dollars by not doing that). > Matt sent video links to HMS (copied SN) for his Disney application and says he will remind Michael about his Disney application as well. > Performances, therefore are only a parade performance for the Marching Band and a Disney Springs performance for the Show Choir. 7/5/17: > BJS sent EM to SN - Stephanie: > We will build K version of TO with the 3-D Starter, but show that it can be upgraded to a hopper for an additional $42pp. > We will also remove the Universal portion of the trip and they will arrive home on Sunday instead of Monday. 7/6/17 > BJS suggested they could possibly do a Friday-Tuesday trip, which could open up possibly better performance times and possibly time for a dinner on Sunday or Monday too. SN LVM with Matt about this and asked him to let her know if this was something he wanted to do. > Matt thinks this might be good if the hotel and bus company were both available. He feels if they do a dinner together, then he'd prefer to do it on the last night they are there, prior to departure. If that isn't an option, then it is not a big deal since we already have a workable trip that meets their needs well. > Matt also texted preferences from the Choir Director regarding park visits , etc, by day' The text follows, word for word as received: > Day One: Hopper Epcot - Variations performance at Disney Springs - Animal Kingdom (with nighttime river of lights) > Day Two: One Ticket Magic Kingdom - Marching Band performance (with nighttime fireworks at castle) > Day Three: Hopper Magic Kingdom - Disney Hollywood Studios (with fantasmic) > Matt asked if they could mix and match single park and hopper tickets, which they cannot. 7/11/17: > BJS sent EM to SN (CH and HMS) - Stephanie: 1. Saw your notes about them liking the idea to go Fri – Tues if the hotel and bus can accommodate. BV Suites is good with that, we are waiting on an answer from the bus company. CH, please advise as soon as you have the answer from Myers. SN, if they (Myers) are good with it, are we to definitely make the change? 2. Saw where they mentioned their park preferences – as you mentioned, they cannot mix park hoppers and single park tickets – they will all get one or the other. Going from park to park on arrival day and departure day will require the use of the DTS since their drivers have to have their off hours when they arrive in Orlando and before they depart. The other option is to have us hire local charters for those days. 3. In the list of their park desires – I see no mention of when the Show Choir would perform . . . just saying. BTW, choir performances are at Disney Springs and require use of a bus as the DTS cannot be used for the performers at Disney Springs. Thanks! BJS 7/11/17: > Matt says via text message that he will keep the dates "as is" but will get back to us on whether he needs the hopper or the starter. They understand that show choir performances are in fact at Disney Springs, but I will let him know the necessity of using charter buses to get choir performers to Disney Springs. 7/11/17: > BJS updated IOG accordingly and named K Version. > BJS updated attachments, INCLUDING HOTEL, DISNEY and UNIVERSAL. Did NOT update Bus dates and times. > CH and HMS, please review and proceed as needed. > Hotel K needs to be revised since it is now just a 2-night stay. > Bus rate needs revised and we also need the K since this is now a day shorter than it was when originally bid by Myers. > BJS revised rates and completed for all 3 tiers. > CH, not sure why the Bible shows 4-56's with Myers, but unless you know something I don't, they should only have 3-56s. Please update and then affix new Bible once you have their revised K. > CH, ready for TO - K Version, once you have the revised rate from Myers. Please advise as soon as complete. Thanks All!!! __x__ CH _7/24_ __x__ HMS __7/13/2017__ 7/24/17: > TO K version, PP and PDF are in DB and ready for client. > Significant rate savings and charter coaches from Myers are also a bit less than the previously quoted trip. 7/25/17 > SN texted Matt, to schedule a time to go over the updated TO. 8/7/17 > SN and Matt corresponded via text about going over the TO together. SN had mailed the hard copy to him. > Matt said he would be able to talk Wednesday or Friday 8/18/17 > SN LVM about TO status and if they are ready to proceed. 8/23/17 > SN called Matt and he was currently busy but will be able to talk later today or first thing tomorrow morning. 9/7/17 > EM received from Matt indicates that they are ready for a contract so they can send us a deposit, EXCEPT Matt says they are likely anticipating higher numbers than originally thought and would like to base this trip now on 3 full buses, or 168 participants. They do not feel they would have enough to justify a 4th bus, but do feel they could fill the 3rd. > Will new pricing need to be established for this amount of participants? > SN and BJS spoke and suggested we try to get 4 or 5 more rooms, preferably doubles but a kings could be acceptable too. 9/7/17: > BJS updated count in system and on IOG and Status Schedule to 166 (140 + 20 + 1). > BJS reminded SN that they need to save two (2) seats for the one (1) Escort. > Rates will remain the same, but if they get over 150 paid pax, they will get a 6th Comp Package. > CH, please check with BV Suites and see if we can add 4 or 5 more rooms - if not, we can probably make it work with what we got, but a few more would be nice, even if they are kings. > Since this is going to K, please review and proceed as needed. BJS wants to have E-agreement sent NLT 9/14/17 if possible. __x__ CH _9/7/17___ ____ HMS ____ 9/11/17: > BJS reviewed TO K Version and good to go as far as the document is concerned. > K due: 9/20/17. > 1st $, INV #6255, due: 10/20/2017, $31,655.00. > 2nd $, INV #6256, due: 01/24/2018, $48,183.50. > CH, ready for E-Agreement - please send by close of business Tuesday. Thanks! __x__ CH _9/11/17___ 09/18/17 > 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 _____ 10/23/17 > MES Check #2448 was received in the amount of $31,655.00 on invoice #6255. 10/24/17 > MES received TPL. 2/7/18 > EMs exchanged regarding questions of park choices and transportation issues originating from a text from Matt: Hi Matt, Regarding all the transportation issues on your departure date: Unfortunately, you cannot utilize the Disney Transportation System from your hotel to the park since they only service Disney resort properties. Your charter bus drivers require nine consecutive hours off before departure, which is why they will not be available to transport anyone during the day. Additionally, Disney transportation does not provide access to the areas of the park where the choir performers will need to be transported, therefore charter transportation is required. Exactly how many choir students will be involved? > Hello Stephanie, > > Thanks for the park info. We'll take a look at this and try to come up with our preferences by the end of the week. I'm a little (maybe more than a little) surprised by the added cost for the local charter. Did I miss this somewhere in our contract? > I understand that performing groups need to arrive at venues "backstage", and not via main gates. This is also our departure date. Would it not be possible for ALL of our kids to take Disney Transportation from our hotel to our chosen park for the day? (You mentioned the non-chorus kids taking Disney Transportation over to Disney Springs to meet up with the chorus for their performance.) Could we not all take DT to the park, allow the chorus to take one of our buses to Disney Springs, the non-chorus kids take DT to meet up with the chorus, and then we'd all board our buses afterwards to go home? > I'm just trying to wrap my head around how this was missed in the planning & pricing process. Again, if this is covered somewhere in our contract and I'm simply not catching it, please let me know. Thanks! > - Matt > Hi Matt, > Lots of good questions in your text and I'll try to cover everything here. > Park hours: > Magic Kingdom 9am - 9pm > EPCOT 9am - 9pm, Illuminations - 9pm > Hollywood Studios 9am-9pm, Fantasmic - 8:30pm (Keep in mind that there is still quite a bit of construction in this park!) > Animal Kingdom 9am-8:30pm - Rivers of Light - 8:45pm > If you can give us your park preferences, that would be fantastic! So you know, Animal Kingdom is a different park from the last time you went, now that the new Pandora section is open and Hollywood Studios is still undergoing some transformations. > Regarding the choir performance at Disney Springs: They will need a local charter to get to Disney Springs. If you want the rest of the students to watch the performance, we'd suggest using Disney Transportation to get there and back to the park, which is what we would recommend. Keep in mind also, that there are more choices for meals in the parks with the coupons than at Disney Springs. Also, just so you are aware, the local charter is going to be roughly $650 per bus per 5 hour minimum. > In the meantime, if you could give me your park preferences, that would be very helpful! Thanks Matt, and I hope your daughter is feeling better tomorrow! 02/11/18: > EM receive from Matt regarding park preferences and additional charter cost: I completely understand the policies regarding driver hours, Disney transportation, etc. I'm used to that. I guess I'm just surprised we hadn't discussed the additional cost (if even an estimate) before now if we knew that would potentially happen. If it's not outlined in the contract, I may get some push-back from parents for having to pay for it now. As far as park selections go, it looks like......... > Day 1 - Epcot (w/ Illuminations) > Day 2 - MK (marching band performance + Happily Ever After) > Day 3 - Either Animal Kingdom or Hollywood Studios * * Since we'll be using a local charter for the chorus, the question will be whether we can use DT to transport everyone else (band kids) from the park to Disney Springs for their performance. * I agree that it is easier to feed the masses in a park vs. Disney Springs. Depending on the performance time for the Chorus, we may want to hold the band at the park to feed them, or just keep them there altogether. * The other question is whether or not we can stay at our Day 3 park until close to see either River of Light or Fantasmic before departure. If the band stays in the park, that should not be an issue. If the chorus comes back via their local charter, that should also not be a problem. 2/11/18: > BJS replied - > How many kids in Choir? I need to know how many coach(es) for the Saturday local charter. > I need their park choice for Saturday and whether or not the Band will be going to hear the choir at Disney Springs. This is their choice - I don't really care, but I would say Hollywood Studios, one of their choices is no longer a full day park due to construction and Animal Kingdom is since Pandora has opened. > Either park, they can stay until the show is over. > Only the choir will have a charter so anyone else going to Disney Springs will be via Disney Transportation. 02/12/18 > KMH received check #2482 for $48,183.50 02/21/18 > SN reviewed all forms rec’d on 2/20/18 (RL, FPGF, HIF & FAF). > Total Pax = 155 PAX (137 + 18). > RMS / PAX 26 Qt / 130 01 Q / 04 02 T / 06 07 D / 14 01 S / 01 TOTALS = 37 ROOMS and 155 PAX (137 + 18). > The group will be traveling on 3 buses > This group is scheduled with an escort 02/25/18 > CH reviewed all forms processed by SN (RL, FPGF, HIF & FAF) > Total Pax = 156 PAX (137 + 18 + 1). > RMS / PAX 00 St / 00 26 Qt / 130 01 Q / 04 02 T / 06 07 D / 14 02 S / 02 (includes escort) TOTALS = 38 ROOMS and 156 PAX (137 + 18 + 1). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL to Hotel on 3/9 – PCCF due on 3/8 > 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 155 Bags and 310 tags > JAF, Ready for Final Invoice > The group will be traveling on 3 buses > Comps 1:25 - 5 at the double rate > Pricing is as listed below in red > Escort is already included in package rates and should not appear on the invoice. ___x__ JAF _2/26/18____ _____ KMH _____ ____ HMS ____ 2/26/18: > JAF created final INV # 6387, due 3/9/18, $ 41,608.50. Mailed & E Mialed. C to KH. > Choir performance at Disney Springs involves a total of 37 students so only one charter will be needed. 2/27/18 > Answers received from Matt via EM regarding park choices and whether they will be in Disney Springs as a band to watch the choir perform: * Park choices: Epcot = Day #1, MK = Day #2, Hollywood Studios = Day #3. I let the kids vote and this is what they chose - so be it. * As far as the Band kids going over to Disney Springs..... this will come down to what time we'd need to leave Hollywood Studios in order to be there in time to watch the Choir perform, and figure out whether we'd eat before or after their show, and whether we'd eat at the park or Disney Springs. I'll need your guidance on that, considering the timeline and food availability for another 113 people. 3/11/18 > CH secured private charter for their Performance in Disney Springs on their departure day. > JAF, please send an invoice for $550 for Transportation in Orlando on performance day. __x__ JAF__3/12/18__ 3/12/18: > JAF created INV # 6404, due 3/12/18, $550.00. Emailed. C to KH. > BJS said to ignore this invoice. 03/12/18: > Matt sent EM complaining about the invoice for the bus in Orlando (again). > BJS is tired of the bullshit and doesn't have time for this - CCIS will pay for the damned bus. > Ignore INV #6404 for $550.00. 3/12/18: > JAF sent "paid" invoice "CCIS, INC Courtesy Adjustment" for the $550 invoice. 3/14/18 > Highlands breakdown: Choir = 39 Students (Choir only = 13) Band = 124 Students (Band only = 98) Crossover = 26 Students Total = 137 Students 03/16/18 > KMH received check #2485 for $41,608.50 3/26/18 > The next booster meeting is April 9th. They would like to provide a final itinerary. Matt is requesting any final information by the 6th. > Dinner on the last day at Hollywood Studios. 04/16/18 > KMH sent FI box via fedEx
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