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Trip Notes
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BWI to MCO - FLYING Glen Burnie, MD to WDW Resort = 902 miles = 15.5 hours non-stop 5/6/17: > BT met with Theresa (BD) and Michelle (Booster Treasurer). Seems like Michelle will act as trip coordinator. > The group really wants to fly and stay on property. They have been telling students "about $900". It sounds like they have some flexibility here, but will bus and do a shorter trip if it's way over this. FYI - the mentioned our friend Ian at Arundel who ditched us last year (they didn't know that we had done a trip for him so I stayed quiet. According to them, his trip was $800ish with flights. > BT explained about flying and how this far out there will be some guesswork involved. Used Loudoun as example of how we are handling and will switch to charter quotes on package if necessary. > Depart Wednesday am from BWI. 4 park days, return Saturday evening. They are off school that Friday so kids will only miss two days of school. > They want String Orch. to do PAOS and Marching Band to do parade. If they can fly and do the 4 park days, would like to combine the 2 groups for a workshop. Asked how much extra to do this. > VERY interested in online payments. Would like to get started in June if possible. June 8 is last day of school, would like TO before June 5 if possible. They have a meeting with incoming students and want to get them on board. > Theresa has looked at the PAOS application. They already have videos of groups and are taking a couple more this weekend. These two really seem to have their shit together. > IF flying will break the bank, they would do a standard charter trip. Depart Wednesday afternoon, go to HUB, 3 park days, PAOS (no workshop), depart Saturday night and return Sunday. Not opposed to off-property if this happens. > They felt like flying and only doing 3 days "would feel rushed" - but their backup plan of bussing and doing only 3 seems more rushed. IMO - I think if they could fly and do 3 park days within their budget, it would probably work better than the bus trip. 05/24/17: > BJS reviewed and updated IOG as needed and then ran SAMPLE Quote to see where it would be based on flying and Wed am - Sat pm scenario. > Rates, for the IOG are $625, 665, 795, and 1,055. These include no transportation other than Disney's Magical Express and the DTS (Disney Transportation System). BT, you can see the QUOTE and IOG in Dropbox to know exactly what has been included. > We know air can be anywhere from $250 to $500 or more - I see no reason to proceed until you share this information with them and get their direction on how we move forward - air or bus. If bus, it would be the typical Wed afternoon - Sunday afternoon scenario I suppose, but I am tired of guessing and supposing, so ask that question is f they decide that air is not in the picture. > The sooner you (they) get back to us, the sooner we can proceed with getting their official TO. Thanks! > BJS also sent EM to BT - Brett: See notes in system. Let me know if any questions. Keep in mind when talking to them, they will need some local charters in Orlando for performance day and possibly the workshop. Also, adding a workshop is $32 per person. Thanks! _5/24/17__ BT _5/26/17___ 5/26/17: > BT shared IOG, rates, and air quote from CH of $292 (AA out of DCA) for thier info to see how they want to proceed. > Also let them know that SWA opens these dates on 6/22. 5/31/17: > BT heard back from Theresa and MIchelle re: decision based on the IOG and rates I shared with the flights out of DCA. > At first, they balked at DCA b/c they are so close to BWI. BT explained that these rates were very good even though the airport is not the most convenient. I explained that we will still seek SWA rates when available and try to get them out of BWI, and pressed for the max air cost (based on the rates we shared) that would work for them. I explained how we build trips and gave her an idea of charter cost and said we hoped this would give them enough info to make the fly/bus decision. > Today, they got back to me after their discussion: > They would like to move forward with the trip based on flying. They are keeping our fingers crossed for SWA flights and understand that the one we quoted out of DCA is an excellent price. If that turns out to be the best option, they would need to bus there from their school for the flight and probably back after their return. > With the quote provided airfare in the range of $300-$350 would be the max range. So if SWA (or any other carrier) can get them out of BWI, they would likely choose that. > They have a few questions for their upcoming parent meeting: Is there list of what restaurants accept the food cards and vouchers? Will magic bands be issued before the trip? And will they be able to make fastpass and possibly dining reservations ahead of time? BT will explain about magic bands and fast passes. Not sure what she's talking about with dining reservations if all meals are included. Maybe if adults want to do something on their own? Will find out. Do we have a list of the meal coupon restaurants I can share with her? > They have the materials needed to complete the performance application. She asked if they do that directly with Disney or through ccis. BT will clarify that Disney app will come from us. HMS, feel free to send whenever TO is complete or sooner if possible. 6/12/17: > BT had in person TO presentation meeting with Theresa and Michelle TODAY at 1:15. > Shard TO via ppt. and printed a hard copy. Please mail "nice" TOs to Theresa at her home address as she is now out of school for the summer: Theresa Bange 8013 Brasshorn Ln. Glen Burnie, MD 21061 > Great meeting, they are on board. > Theresa "not thrilled" about being on two separate flights, however, she understands these are good fares and they will deal with it. Main concern is how to split up kids, plus she is the only teacher on the trip. Might have a student with a faculty parent who wants to go. They are crossing their fingers for flights out of BWI, but I tried to temper their hopes for cheaper or similar airfare. > Do we have an update on deadlines for current flights? How much wiggle room do we have to wait for other options? > Would like to build in $1000 allowance for truck rental, they have drivers. They may have a company that sponsors them and will do a truck for cheaper, will advise if they come up with lower price. > They also have a local motor coach company that is a school sponsor and will ask them to give them a price for airport txfrs in case they have to go to DCA. Maybe cheaper than what we can get? > One question about parks: If both groups perform on same day in different parks, want to make sure kids from one group can come see the other group w/o a hopper. Obviously, we won't know performance times and days for a while, but will this be an issue? Is it possible to request performing on different days? > Likely go to K over the summer - July? - will have to forward the eAgreement to the school board contact. But they basically already have approval, just have to give dates and destination essentially. They really want to see what the other airlines come back with before go to K. > Working on video/photo links. Should have something soon. > Talked about SYTA scholarship opportunities and Travel Protection - sound interested, BT will forward the SYTA info. Recommended having folks sign something that says they were made aware of Travel Protection. > Definitely want to do Tilly. Talked about completing rate worksheet once airfare is locked in. 6/23/17: > BT shared SWA flight info with Michelle and Theresa per CH and spoke with Michelle today. > We talked about being able to release 10% of the seats without penalty after deposit. > They have decided the following: > They are comfortable with booking 120 seats split between the two flights. They would have to sign the Ok to Pay form as they can't get a check done in time. > They are figuring $334 + $625 for quad rooms makes the total $959. They still need to still get a price for truck rental. Just looking quickly it could be $2000. We had originally discussed adding a $1000 allowance. > I think most parents want to start paying deposits as soon as possible, so will need to go to K and get Tilly set up. > Michelle also has the following question: "I was told by a friend who worked for them a few years ago that they offer 1 complimentary fare for every 30 booked. Can we find out if that's the case and we will have a little money from that?" > I assume if this was the case, Air Travel Group would already have figured that into their price. Please advise if different. 6/27/17: > They want 120 airline tickets at this point. > Per BT, they are taking care of their own School / Airport Transfers in MD. > They want us to include $1000 for an Equipment Truck. BJS added as misc. wildcard. 6/29/17: > BJS completed TO Contract Version and included updated pricing for all three tiers. Basic increase as $10 or $11 for each tier due to inclusion of Equipment Truck Rental Allowance. > Also include the air for SW from BWI since that is what they have elected. > Airline Deposit OK to Pay will be sent either today or tomorrow as an electronic document for signature. > BT, please send TO K Version to group leaders. Do Rate Worksheet as well so we can get their Tilly set up and operational ASAP. This is important as we are expending $ we don't have for their non-refundable airline deposit, so I would like the first payment to be due before the end of July. Also, when you are working on the Rate Worksheet, remind them that they may need charter transportation in Orlando for Performance Day. May not need it - will depend on Performance location(s) and times but they do not want to be caught off-guard and without sufficient funds should they need it. I am expecting that they will probably need a bus for the Orchestra Performance since they are usually at Disney Springs and it is required by Disney that they have their own coach(es) for that performance. 7/4/17: > BJS completed 1st and 2nd Payment Invoices, #6225 and #6226, respectively, each for $41,365.00 and due 7/31 and 11/29. > BJS spoke with BT on 7/3/17 regarding invoices and Tilly - will be 6 equal payments, first due 7/31/17 and the 6th due the end of December. > BJS sent EM to CH and cc'd BT and JAF - Christi: Ready for E-Agreement – make sure it goes out on Wednesday (7/5) /and both Michelle Fowler and Theresa Bange need to receive copies – Theresa, the Director, is the Signatory. Make E-Agreement due 7/14/17. Remember to add Disney PAOS Application Materials (due ASAP) to the Deadline Schedule as well as Airline Passenger Manifest (due based on ATG’s requirements or the same as our RL, HIF, FPGF, etc., whichever comes first). Also, make sure John knows that we are ONLY paying this deposit if we have the group’s OK TO PAY which is due back to us by 12 Noon on 7/5/17. Make sure he also knows we are paying by AMEX. Brett will be working with these ladies through their Rate Worksheet in the next few days and first monthly payment of 6 will be due 7/31/17. Thanks, BJS. 7/6/17: > BT had rate worksheet/Tilly meeting via GTM with Theresa and Michelle. > Michelle will be administrator for Tilly. > BT will add completed rate worksheet to Dropbox. > They based it on 118 pax paying for transportation and they built in cushion for 1 charter bus if needed on performance day plus a $4.41 per pax surplus to make the overall cost an even number. > Student quad = $985, Adults double = $1155, Adult single = $1415. > 6 payments starting on July 31. > Student = $164.17 per payment > Adult Double = $192.50 per payment > Adult single = $235.83 per payment 7/6/17 > CH printed E-Agreement and put on BJS for signature upon return to the office. > CH set up Tilly and emailed BT the information for the group leader and the flyer to share with trip participants. > As this group is now UNDER CONTRACT, please review all and proceed as needed. > MES, please send GLH per SOP. __x___ MES 7/12/17 mailed USPS Priority __x___ HMS __7/27/17___ 8/03/17 > MES TPL received and filed. 9/17/17: > BT registered group for Travel Protection, sent link, info sheet, and plan doc. 10/26/17: > Per JF and BJS, BT informed Michelle and Theresa of the Tilly shortfall on first invoice. > Michelle wrote back yesterday: "I'm sorry I didn't realize that not many were using Tilly. We will be sure to get more frequent payments to CCIS." 11/13/17 > MES Check #5157 received in the amount of $11,473.00. 12/11/17: > Michelle informed me that they mailed another check for $12,000 toward their trip last week. She wanted me to confirm when it arrives. 12/11/17 > KMH received check #5165 for $12,000.00 12/30/17: > BT reviewed all forms rec’d on 12/22/17 (RL, FPGF, HIF & FAF). > Total Pax = 101 PAX (78 + 23). > RMS / PAX 15 Q / 60 05 T / 15 11 D / 22 04 S / 04 TOTALS = 35 ROOMS and 101 PAX (78 + 23). > The group will be traveling on 2 busses. TRANSPORTATION TO AIRPORT IS ON OWN > All forms and 2 flight manifests are in their Dropbox folder. 2 Pax on rooming list are not on flight manifest b/c they are driving equipment truck and are marked in comments section of rooming list. > FAF was blank for me - she sent in another format to me and copied HMS - not sure if it was readable for HMS, but it was not for me. I have asked that she take a photo of the paper form and text it to me. Will add it when received. Perhaps it is worth adding the FAF as a 4th tab on the forms spreadsheet and having the AE complete the fillable form?? 12/30/17: > FAF received and saved to Dropbox as JPG. 1/2/18: > BT completed Disney Youth Questionnaire and placed in Dropbox. > CH - please review and let me know if I did everything correctly as this was my first one. 1/9/18 > CH reviewed and verified all forms that BT processed > Total Pax = 101 PAX (78 + 23). > RMS / PAX 15 Q / 60 05 T / 15 11 D / 22 04 S / 04 TOTALS = 35 ROOMS and 101 PAX (78 + 23). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH updated the prices to TIER 2 as this is now the price point based on the final numbers. > CH sent RL and Youth pre-arrival questionnaire to Hotel > CH sent Air passenger Manifests for 2 flights to Andrea. The group is releasing more that the 10% allowance therefore they will lose their $50 deposit for 10 seats on one flight and 11 seats on the other flight. > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > HMS, Please order Disney Tickets ASAP > KMH, Please set up the group's GTV > KMH, please notify The ARC to send 101 bags and 202 tags _____ KMH _____ _____ HMS _____ 1/16/18 > JAF, ready for Final Invoice Please note: CH updated the prices to TIER 2 as this is now the price point based on the final numbers. The airline deposit of $50 was non-refundable therefore they lose this on the 21 seats they released. The group is purchasing 99 seats at full price ($334) + $50 per seat for 21 seats. Airline comps are not passed on to the client. Comps are 1:25 paid (3 comps) 1/17/18: > JAF created Final INV #6356, due 1/26/18, $ 56,178.82. Emailed & mailed. 1/22/18: > BT got the following email today from Michelle: Hi Brett, Theresa had contacted you about a student who cannot attend the trip and you directed her to a change form. We cannot locate that form. Can you help us out please? Thank you, Michelle > BT looked at the PCCF and saw that the due dates were 12/29/17 through 1/11/18. > BT found the following email that was sent by Theresa on January 3 at 6:44am: Good morning Brett, Please remove Alex Shrestha from the list. He just notified me yesterday of not being able to travel. > BT replied on January 3 at 7:41am: Theresa, As your forms have already been submitted and the forms due date has passed, you will need to use the Participant Count Change Form in your Group Leader Handbook to make any official changes. > Theresa replied back one minute later "Ok thank you". > BT spoke to CH. She advised to send Michelle a copy of PCCF, have them submit it by tomorrow, and we will review. NO PROMISES. > BT informed Michelle that the PCCF should be in the forms section of the GLH, but I also attached it to the email. I also asked if the student purchased Travel Protection by any chance. > She replied: Hi Brett, Unfortunately that form is not in our binder. We both went through it page by page. Thank you for letting us submit it tomorrow. No insurance was purchased. Take care, Michelle > I find that surprising and frustrating. I did inform her that I did notify Theresa by email on January 3 that the Participant Count Change Form is the only way to make changes after the forms are processed. Now here we are almost 3 weeks later and I could have easily emailed it to them. 1/24/18: > Per CH, BT shared park days on IOG with the group. > Approved for Final Itinerary. 1/26/18 > CH processed PCCF deleting one person > REVISED Total Pax = 100 PAX (77 + 23). > RMS / PAX 14 Q / 56 06 T / 18 11 D / 22 04 S / 04 TOTALS = 35 ROOMS and 100 PAX (77 + 23). > CH updated Bible numbers, IOG, and Status Schedule and printed. > Please review and Proceed as needed > KMH, please update the number of students on the GTV app _____ KMH _____ _____ HMS _____ 01/29/18 > KMH received check #5175 for $56,178.82. > Account is PIF. 02/05/18: > BJS reviewed financials and since everything had already been ordered and received by the time we received notification of a drop, and they paid account in full, we are going to go ahead and send them everything and then following the trip, they can return any unused Disney admission tickets and Disney Meal Coupons which we will then return to WDW for a refund following their standard procedures. Once we get the refund from Disney, we will pass it along to client. > BJS prepared Bank Request Form and sent to JAF. Cashier's Check will be for 101 pax so that is one less thing we'd refund and she will get the cash for the 101st pax. 02/0/18 > KMH sent cashiers check and bank requet form via FedEx. 2/22/18: > BT had pre-trip briefing with Michelle. all good. > Her only concern is that the Disney Magic Express Luggage tags are not there. These come directly from Disney I assume, as it is not an item on our checklist. I feel like Emmaus had these earlier than one week out. Need to check status. 3/2/18: > Mailed Welcome Home card. 3/28/18: > BT had post trip debrief with Michelle and Theresa. > overall really good trip. > one major disappointment was Disney fucking up the luggage tags. Hotel was not so "Disney magical" and told them "put your luggage over there". > Every single drawstring backpack fell apart. Take a look at the quality? Some broke before they even left school. They advertised those to the pax to use it as a carry-on and a bunch of kids had to buy a bag at Disney. "Way too many bags fell apart". Great idea - better quality bags. > Directions provided for backstage at Magic Kingdom - those directions were wrong. "Disney didn't update them?" - construction and road closures. This was a disney thing, not us. Had time, but it was little bit stressful. > Other than that, it was a great trip. > No other insight about the lady who disputed the credit card charge. "Doesn't think she's out for a scam - she's very honest person". 2 or 3 others had legit problems with Tilly. One guy - the payment didn't show up on their end. He paid, brought them his receipt. His name was on the final report when she printed it though. > Next year - kids want to take a trip. Much smaller scale. Once she gets through state festival and spring concert. Would like to stay under $500 - 1 or 2 night "around here." Cleveland/Sandusky or Williamsburg? Not a fan of competing/festivals. Clinic experience is good or even just performance in a park. > Touch base in mid May.
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