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General Trip Information
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Mon Mar 19, 2018
Trip Name
Ocean Lakes High School Band-Orlando, FL-03-21-2018
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Final Room List
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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 )
VA Beach to Orlando = 775 miles / 13 hrs non-stop DISCOVER STUDENT TRAVEL Trip 6/21/17: > BT has been in touch with Nicole (new parent trip coordinator). She informed me that Ryan will no longer be BD. > They do not have a new BD yet, but Nicole is trying to have everything lined up for an Orlando trip similar to last time. > Universal Studios with new Volcano Bay. Universal Stars. > Budget is "$500" - BT sent 2016 trip and expl. that that trip 2 years ago was more than $500 with transportation. > She has approx number of pax - 60 to 70 kids and 8 adults - but is not sure how participation will be since Ryan is leaving. > They definitely want US to handle charter transportation this time! > She responded today with the dates that Ryan had submitted to me earlier. > They wouldn't be able to finalize the contract until new director is in place. She figures it's only appropriate that have a say in the decision. Hopefully they'll have a idea who that will be in the next couple weeks. > She would like to have a type of schedule and price to present new BD with when they start just so that maybe they're more apt to buy into the trip right away if that makes sense. It's her son's senior year and her last year as being president so she really wants to make this happen for the kids. > Perhaps it would be best to do a JPP sometime in July when new BD gets hired - perhaps BT can go meet both in person - since there are some question marks with new director. > BT added trip to white board and we can discuss in early July. 7/5/17: > BT spoke with Nicole today re: their trip. > Apparently they hired a new BD and she met him briefly. He's a first year teacher, graduated from JMU. He's eager and likely open to doing what the kids want to do. > Very beginning stages of hiring process, so no email yet. Nicole will forward to me when available. > As she would like to have something for him in mid-July that shows she has been working on it, this is what worked last time, etc. - BT suggests a JPP. > They don't have exact numbers yet and this will likely be a guess until school gets started. 7/12/17: > Per convo with BJS, we have decided to go ahead with a full TO for this group so when new BD arrives it is already done. > BT will reach out to Nicole and try to set a date in early August for in person presentation with new BD. 7/29/17: > BT got email from Nicole after replying to her about the Ohio trip idea from the new BD. I informed them that Cedar Point not opening until May. > New BD is Michael Parker, updated his info on client page. Still waiting for cell and school email. > Nicole is meeting with him again today, but seems to think May would not work for their trip. Thinks they will stick with the original plan and will advise after her meeting. > She wants to schedule meeting during week of Aug. 7. I'm shooting for Friday August 11. If still Orlando, would like that to be TO presentation. > Will advise asap of any updates and confirmation. 7/31/17: > BT got confirmation from Nicole that they are go for the Orlando trip with these dates. > We are meeting in person with new BD for TO presentation on Friday, Aug. 11 at 11am. 8/7/17: BUDGET GROUP TRAVEL > BJS completed IOG, made attachments and ran Tier 1 rates. Tier 2 rates = $16 additional per person and will be based on 63 - 70 pax. Comps = 1:25 Paid. > NO Apple product - there will be a yet to be determined Group Leader Thank You gift (of significantly less value). > GTV will be an optional inclusion, at $10 per person. > Trip Souvenir will be a plastic CCIS Luggage Tag (not a sport bag). > No USBands > CCIS Rewards, Site Visits and Scholarship are the same. > Comps = 1:25 PAID > BJS discussed with BT - how this is a BUDGET trip and he can up sell the extra meals as their budget permits. > CH, ready for TO. Since this is a new director, please do the full monty! ____ CH ____ 8/11/17: > BT had in person TO with new BD (Mike Parker) and Nicole Cigich (parent coordinator). > Great meeting, Mike is very cool and eager. Nicole was actually a part of the trip that Sharlynn was in charge of. So she fully understood the issues they had b/c of Sharlynn forcing the issue with Legacy Coach. > The love the trip, very excited about the 3 parks at Universal. I expl. about leaving meals out so they could see what the trip would like within their budget. > Had a long discussion about adding meals. Nicole feels very strongly that they need to bill the trip as all-inclusive like last time. They want to add $10 meal credits en route and $30 worth of Universal gift cards for lunches in the park. It can be one gift card. So this adds $50 to package. > We discussed adding of GTV. They like the DVD and GPS tracking, but leave off until now. > Transportation cost (still one quote) is an issue. So... > We had a long discussion about "fill the bus". I had some Universal Youth Programs materials, so we looked through. I explained about finding another teacher who might like to join the trip to help fill it. They will brainstorm on this front - perhaps something for seniors. > Obviously, still waiting for remaining charter quotes. Nicole gave BT a copy of their approved charter list. BT scanned to Dropbox just in case their are companies you think we should send CQRs for. > Discussed Tilly and Travel Protection at length. Sounds like they might be interested in Tilly. Nicole in charge of the money, so she likes the idea of accessing the report. > Once we have remaining charter quotes, need to send updated TO (PDF and hard copy). 8/14/17: > BT sent new charter quotes and PDF copy of TO to Nicole and Mike. > Got this email from Nicole: Thank you for the pdf of our trip, we are excited to kick this off. I have talked to a couple of parents who are nervous about the price. Questions they are asking are, would there be a possability of reducing the price if we cut the trip by one day. Or how much is the HUB cost? If we go to the water park that day, possibly this would not be a necessity. Thank you for your help. But we are afraid we may be out pricing families. > They were dead set on adding in the meals = $50. > BT replied that difference in cost betweeen HUB and meal credit for bfast is "about $5/pp" based on researching price in the attachment. > Told her I would do some math on shortening the trip by a day, but it hardly seems worth it for one hotel night and 2 days in park. > BT looked at their quote sheet in Dropbox to research a bit. Removing HUB and replacing with $10 MC, removing 1 dinner, and removing one hotel night saves them about $56. Not sure what 2 day Universal P2P would save them...probably negligible? Bus cost may go down a bit. The would only need to add $40 in meals instead of $50. I won't share any of this with them until I hear back from you verifying my research and they tell me they are seriously considering it. > Asked her "how much is too much" and reminded them that filling the bus is their best bet for reducing the overall cost. 8/15/17: > Per convo with BJS, BT will advise Nicole/Mike of negligible cost difference of shortening the trip as it creates multiple issues with bus driver hours and hotel. > One option could be to remove 3 dining coupons for dinner and replace with $20/day gift cards. This would be a savings of about $30. > Will also remind them that their 2016 student rate was $459 + bus. Of course, Legacy was cheap and they got what they paid for. 8/15/17: > Response from Nicole (she loves me): Hey Brett thank you so much this is the exact information I needed today to share with the parents to have them see that cutting certain things doesn't necessarily cut a huge chunk of money so your email was perfect. I really appreciate the time you took to research it for me and it will help me sell this better and when they ask questions have real true answers so we are going to start with the one bus and then a sign up waiting list for the second bus. I'm hoping to get a flyer together tonight to start giving out to the kids once Mr. Parker and I put our heads together one more time. > I'm confident they will get this done, even if it ends up only being one bus this time. > Trying to get charter choice - Newton is cheapest, would make sense. 8/16/17: > Venture is charter choice. > They would like to request wifi/outlets if possible. I told her, as always, there are no guarantees. > They definitely want to lose the 3 dining cards for dinner, and instead do $60 in Universal Gift cards to cover lunches and dinners in the park as I suggested. $10 MC for 2 meals en route. > Ready for revision. 8/17/17: > BJS completed IOG Rev1 and made the necessary changes to attachments. All this was was replacing some UO Dining Cards with Gift Cards and adding a breakfast and dinner en route via MCs. > BJS ran rates for Rev1 (increased by $26 across the board) and entered in tpms, starting at $425 Qnt. > BJS created TO Rev1 and sent note to BT that he can send to client. 8/18/17: > BT sent revision to Nicole and Michael. > They are ready for K and will send out for approval. > I asked if K should be between school or booster. Will advise on her response. I believe in the past it has been through school for their shitty approval process. 8/27/17: > Nicole advised that K should be between CCIS and the Band Parent organization: Ocean Lakes Band Parent Association 885 Schumann Dr. Virginia Beach, Va 23454 > Note the address is the same as the school. 9/7/17: > Nicole asked for status of K so it can be submitted to the county for approval. Please advise. 9/7/17: > BJS prepared TO K Version PP and PDF. > Set due dates; K = 9/18/17 > BJS prepared 1st INV #6247, due: 10/18/2017, $11,396.00 > @nd INV #6248, due: 12/20/2017, $21,694.00 > CH, ready for E-Agreement. Please make K between CCIS and the Ocean Lakes Band Parent Association, making Nicole the Contact and EM to Nicole. Thanks! __x__ CH _9/8/17___ 9/17/17: > BT registered group for Travel Protection, sent link, info sheet, and plan doc. 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 _____ 10/30/17 > MES Check #1988 was received in the amount of $11,396.00 on invoice #6247. > TPL received. 1/10/18: > Per note with their 2nd invoice payment - total number going on the trip has changed to 46 students and 5 adults and they will only be needing one 55 passenger bus. > Nicole states that she "talked to Brett" about this, but BT has no record of a conversation where she gives me a specific revised number. There was an email in December where she mentioned the invoice being based on 75 pax and they will not have collected enough since they don't have that many going. 01/10/18 > KMH received check #2023 for $9,000.00 1/19/18: > BT reviewed all forms rec’d on 1/19/18 (RL, FPGF, HIF, & FAF). > Total Pax = 51 PAX (47 + 4). > RMS / PAX 08 QT / 40 01 Q / 04 02 T / 06 00 D / 00 01 S / 01 TOTALS = 12 ROOMS and 51 PAX (47 + 4). > The group will be traveling on 1 bus. 1/21/18 > CH reviewed and verified all forms that BT processed > Total Pax = 51 PAX (47 + 4). > RMS / PAX 08 Qt / 40 01 Q / 04 02 T / 06 00 D / 00 01 S / 01 TOTALS = 12 ROOMS and 51 PAX (47 + 4). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL to Hotel on 2/2/18 as the PCCF is due 2/1/18 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > KMH, please send 51 DST luggage tags and one DST Water Bottle > BJS, Please review for final invoice pricing Comps are 1:25 paid – 1 comp at the double rate Only 2 tiers of pricing – Final numbers fall below the tiers. _____ KMH _____ ____ HMS ____ 02/07/18: > BJS reviewed numbers. > They had two tiers of pricing and they are below both tiers. > Option 1 = Delete the Two (2) $10 Meal Credits en route and rates will be Tier 2. > Option 2 = Add $20 to the Tier 2 Prices and nothing changes. > BT, please advise ASAP so BJS can prepare and send Final INV accordingly. Thanks! __X__ BT ____ 02/11/18: > Still no answer on question from 2/7/18, so BJS sent Message to BT - OK. I am just going to do the Inv based on Tier 2 pricing and the two $10 Meal Credits en route will be deleted. All the same to them - if they want to get the $10 meal credits, they can just take up the $20 pp and get them themselves. Saves me having to deal with a Bank Request Form and Cashier’s Check anyway. > BJS updated rates in system to the Tier 2 rates and made the two $10 Meal Credits en route inactive and updated IOG accordingly. > BJS emailed Final INV #6368, due 02/26/2018, $12,602.00. 02/27/18 > KMH received check #2035 for $12,602.00 03/06/18: > BJS emailed Final Itinerary Booket to Nicole, Michael et al. > Final Itinerary Box to mail today via FX Ground to the school, attention Michael Parker, Band Director. 3/19/18: > BT had pre trip brief with Nicole and Michael. > All good, have all materials. > They said they got a call from Travis/HUB, but didn't see a sheet with instructions. Does that come directly from him? I told them I would check, but they will reach out to him as well. > I asked about weather on Wednesday. They seem to think it will be mostly a rain event down there, but will check with admin. tomorrow on their policy just to make sure.
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