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General Trip Information
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Mon Jun 18, 2018
Trip Name
Madisonville High School Band-Orlando, FL-06-02-2018
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Trip Notes
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Madisonville, TX to Hampton Inn Mobile East Bay / Daphne = 531 miles = 9 hrs. non-stop Hampton Inn Mobile - East Bay / Daphne to WDW Resort, FL = 491 miles = 8.5 hrs. non-stop Embassy Suites Lake Buena Vista South to Holiday Inn Express - Pascagoula / Moss (Central Time) = 540 miles = 11 hrs. non-stop Holiday Inn Express - Pascagoula / Moss to Madisonville, TX = 488 miles = 7 hrs. non-stop BJS Revised Return trip (10/28/17) to better satisfy driver hour regulations. Was going to stop in Biloxi, MS but hotel rates are really high, so decided on Mobile, AL. Total trip = Orlando to Madisonville = 1030 miles / 17.5 hrs non-stop Orlando to Pascagoula, MS (Central Time Zone) = 535 miles / 9 hrs non-stop Pascagoula, MS to Madisonville, TX = 490 miles / 8.5 hrs non-stop 10/23/17: > BT and BJS came up with quote and IOG based on Stephanie's itinerary. We poked some holes in it, but came up with a quote of about $950 + bus for all she asked for. > BT spoke with Stephanie and had a GREAT qualifying convo about the trip and she was very open to our ideas. > She does have 2 other quotes plus she WAS contemplating doing it herself. Our ballpark quote was cheaper than her other bids and right in line with what she was thinking. Plus she really liked the stuff we sent her, the all-inclusive nature of our trips, and our ideas about how to make the trip work a little better. She gets to make the final decision on everything regarding the trip. She said we are number 1 right now. > She really loved the idea of GTV, so I think this needs to be a standard CCIS trip - especially since she likes our idea of staying in one hotel off property and loves suites hotels. Plus if cost is lower than our original estimate, we could include the meals en route that she originally planned to do on own. > BT updated the IOG to a regular CCIS IOG and saved to Dropbox with all of the changes we discussed. > 85 students in marching band + 25 adults. Disney PAOS parade - already confirmed for the Monday 6/4. > She got one charter quote - BT added to Dropbox. It does NOT include driver rooms. She is fine with us sending a CQR to them so we have an accurate quote for the updated IOG + driver rooms. She would rather us handle the transportation. One other bus company in her area we can seek a quote from = B/CS Buses - local company in Bryan/College Station, TX for comparison. > Depart school at 8am - can leave earlier if feasible. We talked about her inaccurate timing. Stop doesn't have to be in Pensacola, but seems like a good "more than halfway" point. Reason for hotels on each end is she did a trip to San Diego once and the 30 hour bus ride was miserable. > When I told her she wouldn't get to Orlando on Monday until dinner time, she agreed that going to park doesn't make sense. Dinner and explore Disney springs is fine. Now only need a 2-day Disney ticket! > She is open to off property - LOVES suites hotels. I'm thinking BVS for this group, but she has stayed in an Embassy Suites as well and that would be fine. The reason for originally wanting on property was so the "bus drivers wouldn't have to take them anywhere". Why the hell not, you're paying them! If it saves you $$ to stay off property, why give them the whole week off. She agreed. Plus b'fast in included...DUH! > She loved the idea of doing $15 Disney dining card for lunch and meal coupons for dinner. > For Universal meals - she liked the idea of making the Wednesday night dinner a meal coupon or dining card. She asked if Universal does something similar to Disney. She does want to do a dinner together before BMG on Thursday night. I suggested NBC, Hard Rock, or Margaritaville. She is fine with any of these, but mentioned NBC being right near BMG - they're all right there. > Depart Friday morning for New Orleans - hotel. Again, doesn't have to be NO, but seems like a good spot distance wise. > Arrive at school late afternoon on Saturday. > BT added to White Board and put date of Nov. 3 - end of next week. 10/28/17: > BJS updated IOG as needed and made attachments as able. > BJS discovered BT's SAMPLE Quote had two nights at each hotel en route and then just 3 nights in Orlando. Was still a total of 7 nights, but the rates at the hotel in Orlando are higher, so it was not a wash. > CH, will be one (1) night near Pensacola, FL; five (5) nights in Orlando, FL; and then one night on the way home, somewhere near Pascagoula & Biloxi, MS. Mobile, AL could also be an option, but would prefer to get a little farther West than that so we can get home the next day before a dinner stop would be required. > Suite properties en route would make EVERYBODY'S life easier, then we would have one room list for the entire trip, but I doubt this will happen. > There is a Hampton Inn at Trent Lott International Airport that has 69 rooms - that may work if they have the availability. Also some other hotels in that area that might be acceptable - Holiday Inn Express & Suites, Hilton Garden Inn, etc. > Make a few phone calls to these properties and see if they can accommodate. If nothing working quickly, send it to BMG. > Same with Pensacola for the trip to Orlando - all we need is a hotel along the interstate for a quick overnight in both instances. > Looking for a budget of $100 or less and breakfast needs to be included - a continental breakfast is fine. > BJS will adjust IOG as far as timing goes, etc., once we have all hotels settled and THEN we can send it to the bus company for a quote - BUT discuss with me before doing this (re: might someone tip off one of the Texas companies she already has a quote from?). ____ CH ____ 11/2/17: > BT scheduled GTM with Stephanie for TO presentation on Monday 11/6 at 2:30pm. 11/3/17: > BJS ran rates. > CH, ready for TO - New Style for BT's GTM with client on Monday afternoon. > Comps = 1:25 PAID. > Tier 1 = 99 - 110 > Tier 2 = 88 - 98 (+$20) > Tier 3 = 77 - 87 (+$20) > Transportation - just put in standard quotes are available upon request wording per SOP since the quote from her company was so screwy. > As for the hotel near Pensacola, just be creative! ____ CH ____ 11/4/17: > BJS updated IOG to show hotel in Pascagoula on the return trip and correct travel times. > BJS realized yesterday, after reviewing the quote the client provided for coaches, that is it completely wrong. Wrong school, dates, state, travel days, etc. Who knows! To will not have any transportation figures - we will wait until we have a commitment from her that she is using CCIS and then we will work on coaches. I am guessing they will be about $13,000 or more per coach - not the $13k+ she sent us for both coaches combined since there were so many issues with the quote she provided. 11/6/17: > BT had GTM with Stephanie - very nice meeting. > She seems very excited about what I shared with her, very impressed by the detail. > Talked about the bus quote. She said the reason she got a quote from that company was because she knows one of the drivers and he stays or lives near her. She didn't even realize they were in LA, but she is going to follow up with them since it's clearly the wrong quote. She thought it seemed cheap. > I expl. why we waited and that once she chooses us, we will seek charter quotes. She was fine with that. > She is speaking with other tour companies tonight and meeting with her booster president tomorrow to make a decision. > I told her to please reach out if she has any other questions or comments after she meets with other tour companies. If there is something that we could do to make her choose us, please give us the opportunity! She said absolutely. 11/20/17: > BT spoke with Stephanie. > She will do charter on own as advised per BJS. Sent CCIF, she will get it back. We will be responsible for driver rooms. > She's also interested in site visit - sent that form as well. > No changes - ready for K! > Issue with school board was one of the member's daughter's is her student. Has never had to jump through that hoop before. All good now! > She will be at TMEA, we should do lunch or dinner with her. > HMS - remember, she is already been accepted to Disney. So we need to get that transferred over to us. Please advise. 11/29/17: > Stephanie negotiated with Gaten's for motor coaches, the one in Louisiana. They matched her other quote so she is going with them as she knows a driver there or something. > So she is doing charter ON OWN and CCIF for them is completed and in Dropbox. > She is ready for K. 12/1/17: > BJS marked Transportation as on own and under contract. > BJS completed TO K Version and IOG K Version. > This is a new client, so it is in the new style, not old school. > Comps are 1:25 and tiers are listed in the TO K Version. > BJS set due dates. > JAF, ready for 1st and 2nd Payment Invoices. Keep in mind, Transportation is on own, so nothing to add on the 2nd or final Invoice as far as that s concerned. > CH, ready for E-agreement as soon as JAF has the invoices completed. Would like E-Agreement to go out on Monday 12/4/17 if at all possible. > Director has already submitted the Disney App and she has gotten confirmation of their performances. > BT, if the BD has not yet contacted the PAOS office to let them know we are their travel planner, SHE needs to do that ASAP. __x__ JAF _12/2/17___ ____ CH ____ 12/2/17: > JAF created 1st Payment INV. #6334, due 1/8/81, $37195.00 > 2nd Payment INV. #6335, due 3/2/18, $37195.00 > CH, ready for E-agreement. Would like E-Agreement to go out on Monday 12/4/17 if at all possible. ___CH___ 12/11/17: > BT registered group for Travel Protection and sent info. 12/18/17: > KMH printed fully executed contract and TO > KMH processed GLH per SOP > As this group is now UNDER CONTRACT, please review all and proceed as needed. _____ CH _____ _____ HMS _____ 1/11/18: > BT received TPL and placed in Dropbox. 01/29/18 > KMH recieved check #14391 for $20,000 1/29/18: > BT got an email from Stephanie asking about online payments - said she "read it somewhere". > As her final balance is due on April 17, are we too late at this point? 3/6/18: > BT got a call from Stephanie this morning. > As we know, she is doing charter ON OWN with Gaten's. She said she got another quote from US Coachways that is "way cheaper" and asked if I knew anything about them. > I told her I would do some homework. Looks like they are a national company, likely a broker? Any thoughts for me to share with her. My gut says you get what you pay for. Thanks! 3/8/18: > FYI - Madisonville has changed charter companies. > BT put updated CCIF in Dropbox as charter has always been "on own" for this group. 03/15/18 > KMH received check #14490 for $17,195.00 3/21/18: > BT got an email from Stephanie today. She wanted to let me know that her total pax count is 75 right now, which falls just under Tier 3. She is still scraping to get a few more folks before room list is due on 4/2. > BT explained how we extrapolate the tiers, so 75 pax would be $20 more than Tier 3 pricing and hopefully she can find a few more folks between now and 4/2 to stay in Tier 3. 4/2/18: > BT reviewed all forms rec’d on 4/2/18 (RL, FPGF, HIF, & FAF). > Total Pax = 75 PAX (59 + 16). > EN ROUTE RMS / PAX 12 Q / 48 05 T / 15 06 D / 12 00 S / 00 TOTALS = 23 ROOMS and 75 PAX (59 + 16). > ORLANDO RMS / PAX 08 Qt / 40 05 Q / 20 01 T / 03 06 D / 12 00 S / 00 TOTALS = 20 ROOMS and 75 PAX (59 + 16). > The group will be traveling on 2 buses. > Client understands they will be in Tier 4 pricing and has planned accordingly for this. 4/10/18: > CH reviewed all forms process by BT (RL, FPGF, HIF, FAF, & CCIF). > Total Pax = 75 PAX (59 + 16). > EN ROUTE RMS / PAX 12 Q / 48 05 T / 15 06 D / 12 00 S / 00 TOTALS = 23 ROOMS and 75 PAX (59 + 16). > ORLANDO RMS / PAX 08 Qt / 40 05 Q / 20 01 T / 03 06 D / 12 00 S / 00 TOTALS = 20 ROOMS and 75 PAX (59 + 16). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH updated rates to Tier 4 – Q $1,009, T $1,099, D $1,289, S $1,859 > CH sent RL to Hotel > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > KMH, Please notify the ARC to send 75 Bags and 150 tags > JAF, Ready for Final Invoice > 48 Q pkgs, 15 T pkgs, 12 D pkgs > Transportation is on own and CCIS is making arrangements for 2 driver rooms to be billed as a line item for a total of $1,295 per bus. > Comps 1:25 - 2 at the double rate > Pricing is as listed below in red ____x_ JAF _4/10/18____ _____ KMH _____ ____ HMS ____ 4/10/18: > JAF created Final INV. # 6424, due 4/24/18, $43,202.00. Mailed & Emailed. C to KH. 4/25/18 > KMH recieved check #14557 for $43202.00 5/2/18 > KMH sent cashier's check via UPS ground. 5/25/18: > BJS emailed FI BOOKLET to Stephanie Schmidt et al . . . > KH mailed FI Box via UPS Air for arrival on Wednesday morning NLT 10.30AM. 5/30/18: > BT had pre trip brief with Stephanie. > She is all set and excited. > Said "this is the most organized information she has every received for a trip" and has "never felt this prepared"!. > Very cool - hopefully will turn into referrals and long lasting relationship! 6/15/18: > BT had trip debrief with Stephanie. > everything was great. Very impressed "easiest trip in 32 years". > 1st hotel didn't have the handicap room, but fixed it right away. They were great, she would use them again. Their breakfast was awesome. > Last hotel was "kinda sketchy". Nice people. But one room had ants, they moved them. A/C not working in the hallways. Avoid that one in the future. > Other than that, trip was fantastic. > Every 4 years, big trip. Every 2 years - SA for the march in the fiesta something or other parade - cinco de mayo. She usually does on her own, but it definitely not opposed to working with us since all went so well. Probably a smaller scale trip, but keeps the connection. > BT told her about our idea of hosting some kind of event in her area. > She is definitely willing to help! > She is hosting a USBands event on Sept. 29th. Anticipating 18 bands. DeKaney showcase (BJS went to that) is the week after that. I'm thinking directors more focused on the adjudication than listening to us. > Dallas would be better than Houston. Traffic isn't as band. > She's game for anything. This is new territory for her, but she seems excited. > 110 club dinner type thing sounded good to her. > Her region is central TX. Region 8. Waco, Belton, Careen, Gatesville, Troy, Robinson, etc. She would know these directors the best. She knows they travel. Would need to be in a place central to them all which sounds like Waco. > Waco is 1.5 hrs from her and her region is 4 hours one end to the other. Waco has some nice restaurants to host an event like that. (Plus BT will get to meet Joanna Gaines...drool). They are the largest small school region . She would feel most comfortable asking directors in her region so this seems like the way to go. > I told her we typically do this even in Jan./Feb. to avoid marching season, etc. But if she thinks we could make it happen the fall, that would be great. > She will look at her calendar and think about when would be a good time. We want to get materials together and announce when school starts.
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