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Thu Sep 06, 2018
Trip Name
Muhlenberg High School Band and Choir-Orlando, FL-11-23-2018
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OR
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Trip Notes
( Print Note )
( E-Mail Corporate )
8/30/17: > SN and Dave Luckenbaugh spoke this morning about their next trip to Orlando with the band and choir in 2018. > Dates: 11/23-11/27 > Flying, as they did last time, and no restriction on time of day of travel. > They need to cut costs and discussed the following things which would differ from last time: * Stay on property, but at a less expensive hotel(All Star instead of Caribbean?) * Standard ticket instead of park hopper for Disney * One dining card for $20-25 instead of the dining cards + meal vouchers. * No special breakfast + first ride, unlike last time. > They DO want to keep the refillable cup, like last trip. > Band would like a marching performance and choir will want to do the Candlelight Processional > They would still like to have an Escort > Last time, including airfare, they ended up charging the kids around $1400 and they would like to get the trip under that, if possible. 11/2/17: > BJS reviewed notes and updated IOG as needed. > In 2015, they used the DTS and DME throughout as they had an equipment truck. Will plan on same for 2018. They used charters for one morning because they did the First Ride Breakfast in the park and DTS was not available at that time of the morning. Not doing that this year, so no need for charters in Orlando. > Also, in 2015, they got to the airport in PA on their own - nothing built in for HS to airport transfers - sticking with the same plan this year, unless they tell us otherwise. > 2015 also included a $1000 allowance for a pizza party at band camp - they want to keep cost down, so BJS did not include this either for 2018. > Air will not start to become available until mid-December 2017. Southwest etc will be several months after that. > There 5-Day hopper in 2015 was $175 and a 5-Day Starter is $303.00 in 2018. They want to save money and all the things they took out to try to save money in 2018 have been eaten up by the rise in Disney ticket prices. That being said, BJS told CH to work with Andrea on mid-day or afternoon return flight so they can get by with a 4-Day ticket and if needed go to Disney Springs on the last day prior to going to the airport. > BJS made all remaining attachments and then ran rates. > BJS completed the TO. 11/6/17 > SN spoke to Dave and Bill this afternoon. The only requested change so far is to remove Planet Hollywood altogether. They do not want to replace it with a meal credit or anything else. > They will let me know by Thursday if the trip will be approved so they can go to K. 11/12/17: > BJS completed IOG Rev1 & TO Rev1 (removal of lunch at Planet Hollywood) and updated rates accordingly - they dropped $25pp across the board. > BJS sent SN Slack letting her know it is completed and she can share with the school tomorrow and hopefully get the go to K. 11/20/17: > BJS sent EM to SN - we need update on their approval / decision or if they need us to make any changes. 1/3/18 > CH followed up with the Air Travel Group RE: update on search for flights > Southwest and Frontier are not selling their travel dates yet and rates with other airlines are not discounted yet. We should be able to get them a decent rate out of PHL after southwest and frontier open these dates for sale. > If they fly out of any of the smaller airports, they would need to split the group over different flights, and possibly even out of different airports. We are also pricing charters, but it looks like there is a good chance they will be too pricey. > SN, please check with the client if they would be willing to split the group to fly out of different PA airports. We can at least secure flights for them, even if they are not ideal, until southwest and frontier open these dates for sale. Keep in mind, this is the week after Thanksgiving so fares may be higher than we'd like to see. ___1/4__ SN__x___ 1/4/18 > SN LVM regarding the above flight possibilities 1/17/18: > BJS completed TO K Version - Took TO Rev1 and renamed it basically since there are no other changes. > BJS set due dates. > JAF, ready for 1st & 2nd Payment Invoices. Air will be invoiced separately once flights are determined. > CH, ready for E-agreement as soon as JAF is completed with Invoices. > Thanks all, BJS. ___x_ JAF _1/17/18___ ____ CH ____ 1/17/18: > JAF created 1st Payment INV # 6357, due 2/28/18, $29,940.00 > 2nd Payment INV # 6358, due 8/24/18, $29,940.00. > CH,ready for E-agreement. ____CH____ 02/06/18 > SN spoke to Dave Luckenbaugh: Dave has been out for a couple weeks with the flu. E-agreement status: They have a lack of band students signing up. They already extended the deadline until today, so he will have a better idea of what is going on by tonight. 2 questions: Would he be able to wait until the end of this month if he were to extend this deadline for his students a little further? Would they be able to push this trip back a year? 3/7/18 > SN spoke to Dave this afternoon and they will be able to go to K, however his numbers will likely be lower than originally anticipated. They are looking at around 90, but he will let me know a more definite number tomorrow. (they are off today, due to bad weather) 3/8/18 > Disney application info sent. 4/2/18 > BJS received signed contract, printed and signed. > As this group is now UNDER CONTRACT, please review all and proceed as needed. > KMH, please print two copies of the fully executed contract. One for the corresponding file and one for the client. NO GLH _____ KMH _____ _____ HMS _____ 04/09/18 > KMH received check #18416 for $29,940.00 5/21/18 > SN re-sent Disney application info. 6/25/18 > SN spoke to Dave today and his updated numbers are 90 students and 12 adults (2 directors and 10 chaperones) + escort. 102 + 1 8/14/18: > HMS asked SN to check with CD - Choir does not appear on Disney WEEKLY Update and they are to be doing Candlelight. > SN was asking about most recent flight schedule / update, so BJS copied from ATG email on 7/26/18 and told her to see notes in ATG attachment. 8/21/18 > SN spoke to Dave - the choir was accepted in Candlelight Processional and SN requested that Disney be notified of CCIS doing the travel arrangements so we see the choir on the Weekly Reports. 8/30/18 > Dave EM'd asking why they did not get a direct flight to MCO this season and also why they were split between more than one flight. I suspect this is price driven, but asked BJS for confirmation. Dave shared that their school demographic is becoming more and more lower income, so price was definitely a factor in the success of this trip from the start. 8/31/18: > SN, Your assumption is correct. Schedule was selected due to fare / price concerns. Per notes in ATG attachment, Southwest was not a good fit due to fare and the fact that their travel dates are close to Thanksgiving Holiday. 9/6/18 > KH sent GLH
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