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Thu Sep 06, 2018
Trip Name
Freeport High School Band and Choir-Orlando, FL-03-26-2019
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Freeport High School Band and Choir
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Trip Notes
( Print Note )
( E-Mail Corporate )
Freeport --> WDW 1015 miles / 20 hours non-stop 11/2/17: > SN met with Chaz and Tom today about a March 2019 Orlando trip. > They really want this to be fairly identical to the 2015 trip. > 2015's trip included the following: * Buena Vista Suites * Performing Arts on Stage: Marching Band and Concert Choir performance. Choir would like to perform at EPCOT. * 3 day Hopper pass * Heading to FL: Breakfast at Ryan's and lunch at Golden Corral * Planet Hollywood dinner * Combination of Disney Dining Cards and Meal Coupons * Overnight security * Heading home: Breakfast at Golden Corral and lunch at Ryan's > Charter choice first preference is Myer's but they will certainly look at other quotes. > Can we provide them with an estimated increase in cost over 2015, possibly percentage-wise? > They need this by mid-late January! 01/11/18: > BJS sent Slack to SN - Should Freeport ask about their TO for Orlando, we have been awaiting release of the Disney & Universal rates for 2019. We expect to have them within the next few weeks. As soon as they are in house, we will be able to run the numbers and provide them, with guaranteed rates. > SN will advise the group accordingly so she is proactive and not waiting fro them to call us. > After BJS reviewed the notes care3fully and also their trip and rates in 2015, BJS has asked SN to discuss with the directors the possibility of departing on Wednesday and getting to Orlando on Thursday morning at 7 or 7:30AM so they can go to the HUB for breakfast & shower and then get to the parks on Thursday when they open. > This idea should help keep this trip closer to the 2015 rates - there will definitely be an increase for sure, since ticket prices are over $100 more than they were in 2015, but taking out a night at the hotel and some meals on Wednesday and still keeping them in the park for 3-days, it makes sense. > CH, AS SOON AS SN has their decision on leaving either Tuesday or Wednesday, please work on IOG and secure BVSuites and CQRs while BJS is at Summit so if Disney rates are available while we are away, it can be completed as soon as I return. Thanks! > Dates on Bible, etc. will need changed if they decide to go this route. ____ SN ____ ____ CH ____ 1/12/18 > SN spoke to Chaz about the possibilities regarding leaving on either Tuesday or Wednesday and emailed the details of that conversation so he could share with Tom. 1/17/18 > SN EM'd Chaz to follow up regarding a decision about the above concerns. > EM received from Chaz: > After speaking with Tom, we would like to consider using your proposal for a Wednesday departure. Including the Hub for showering on the Thursday morning, is that following possible: > Thursday (after the Hub): lunch at Planet Hollywood and Downtown Disney time, then Animal Kingdom, followed by Rainforest Dinner at the latest possible… then hotel (around 8ish?) > Friday: Magic Kingdom day, with marching band parade (hopefully first thing in the morning) > Saturday: Epcot in the morning (with the choir performance first thing), followed by Hollywood Studios (leaving afterwards). 01/31/18: > BJS and SN discussed several options and decided it would be best to do up three IOGs and run some preliminary rates in order for SN to share with the directors in person and get them to better see where all of these options will take them as far as rates are concerned in order to let them make a decision on what is most important to them - park time, trip closest to the same price as 2015 trip, eating at Planet Hollywood and Rain Forest Cafe, etc. > BJS completed IOGs and ran rates - these are not guaranteed, but will definitely be close and allow them to make a more educated decision. > BJS put Sextuple rate on the bottom RH corner of all three IOGs. > SN, please review and then give BSJ a call so we can discuss any questions you may have and or any other options you may want / need to disucss with the directors. > From BJS via Slack: Freeport - set a meeting to see the two of them together in person so you can walk away with their decision . . . it may be somewhere between one of those three depending on if they want to add the First Ride Breakfast Opportunity, etc. Remember, there are no guarantees on Disney Performance Days or Locations and I did not include any transportation funds for charters in Orlando for the CCIS IOG, but depending on performance day and location, it may be required. I did include Ground Transportation $, based on what I see as their perceived needs, on the other two. Check the QUOTE Forms and you will be abel to see where / what / how much I included and when it was for. All estimates were based on 144 - 160 total trip pax, comps were 1:25 paid and 1 Student Watchers security guard / coach. Also, CCIS IOG and rates did not include hopper in order to have lowest possible budget number. the other two were with hoppers. If they want to add the hopper to the CCIS IOG, it is a $46 upgrade. Or a $46 downgrade if they take it out of the other two IOGs - 3-night or Chaz’s. > 2015 trip duplicated in 2019 is $200 more at the sextuple rate. That is the 3-Night IOG and rates. Chaz’s IOG is only $30 less. The CCIS IOG gets them thew closest to the 2015 rate and even it is more than 2015 because of the huge increase in Disney ticket rates. Also, in 2015 the buses could get away with an extra hour here or there and in 2019, because of electronic monitoring, they cannot do that, so even the duplicate 2015 trip now requires extra coaches (= extra money) on Wednesday that we would not have hired in 2015. 02/05/18 > SN met with Chaz and Tom to discuss the 3 options of IOGs created for their next Orlando trip. > Going from the "IOG 2-night Chaz", they would like to make the following changes: *Thursday - After The HUB, go to Animal Kingdom, lunch via $15 Dining Card or Coupon, the DTS to Epcot, dinner via $15 Dining Card or Coupon, stay to see Illuminations, Hotel Check-in (eliminate Rainforest Cafe and Planet Hollywood) * Friday - Band performance day (TBD by Disney PAOS) * Saturday - Disney Springs for Choir performance, and have all students be at Disney Springs, Hollywood Studios. - This issue with this, which they were told, is that the actual time of performance is TBD by Disney. 02/06/18 > Based on sharing the above information with BJS, the following points were made and suggested to Chaz: If the band performance ends up being in Magic Kingdom, it would be better if it was on Saturday since then they can get by without having to hire local charters, if they have an equipment truck. Choir would then be on Friday and they’d have use of their busses since it is not a travel day. Of course, none of this can be guaranteed and we are at the mercy of WDW. > SN also asked if they were taking an equipment truck down based on the above. 02/20/18 > SN received EM from Tom: Stephanie, After discussing with Chaz, we would like to just go back to the original format (leaving Tuesday evening). We know that will cost more money, but we feel it is the best option for our students and our particular needs. At your earliest convenience, can you please send us a price for such a trip (I believe that was one of your options provided when we discussed things.) That way, we can provide something to the board to initiate the appropriate planning measures. > This would refer to the IOG labeled "Chaz" 2/27/18 > EM from Chaz: As I know that we have exactly one year (to the date) to send in our performance information (in order to get the desired parade time), I would like your proposal as soon as possible. Please let me know what I need to gather together for you, as I’m really hoping for the morning performance time at Magic Kingdom. Plus, I would like to send out formal Disney information no later than March. It has been pre-approved by our board already. 3/9/18 > Disney application information sent on 3/8 and 3/9 to both Chaz (BD) & Tom (CD). > BJS reviewed and updated IOG as needed based on the Tuesday evening departure from school. > Discussed 1st Ride Experience with SN in place of lunch at Rain Forest Cafe, and it was a mutual decision that this is a much better option, so BJS made that modification. > Also, not doing the meal stops en route at specific restaurants (Golden Corrals, etc.) w/ reservations. Too many factors and I get too many phone calls in the middle of the night saying we are running ahead of schedule or behind and we need you to adjust our reservations for breakfast in South Carolina or where ever! $10 Meal Credits for these. We have reasoning as to why and if they’d rather not have the meal credits, we don’t have to include them. > IOG is complete. > CH, please check with Jennifer re: rooms at BV Suites. > CH, CQR to Myers, Anderson, BMT, and Barons please. > Please make attachments as needed. Thanks! __x__ CH _3/15/18___ 3/21/18: > BJS reviewed and updated attachments as needed. > BJS ran rates. > BJS updated IOG to show the need for the local charter on arrival evening in Orlando. CH is adding this into the main charter company rates. > Comps = 1:25 Paid > Tier 1 = 144 - 160 > Tier 2 = 127 - 143 + $20 > Tier 3 = 110 - 126 + $20. > CH, please add the charter quotes to the system and ready for TO - old school. > TO was promised to SN by the close of business today. __X__ CH __X__ 3/21/18: > BJS reviewed and touched up TO as needed. > SN, ready for you to send to Chaz - this is within $10 of where we projected on all those IOGs a few months ago. > We have it to him within the 48-hour time frame we promised on Monday - LOL! > Remember, he will complain about the meals en route not being reservations, but you and I already discussed all this. > Please check daily to see of the BMT and Myers quotes have been received. Check with CH in a few days if they are not in there. Thanks! 4/2/18 > Anderson is their charter choice. 5/9/18: > BJS set dates for K, etc. > Breaking into 4 payments. > K will be due 5/18/18. > First Payment ($100pp) Due: 6/15/18 (#6428, $16,000.00) > 2nd Payment Due: 08/30/18 (#6429, $47,204.98) > 3rd Payment Due: 12/21/18 (#6430, $47,204.98) > Final Balance Due: 2/8/19. > System only allows three payments, so not sure how to notate this. > Also, please note - 90-days out is 12/25/18, since this is Christmas Day, BJS moved the due date to 12/21/18, the Friday before Christmas. > BJS completed TO K version & IOG K Version. > CH, ready for E-Agreement - please send within the next 24-ours - thanks! ____ CH ____ 5/10/18 > EM received from Chaz: Hi Stephanie, I received online due dates for payments, but we aren’t collecting money until September/November/January. I cannot sign a contract with the due dates presented. Please adjust. Thanks! Chaz 5/21/18 >Both Client and BJS signed E-Agreement >As this client is now UNDER CONTRACT, please review all and proceed as needed _____ CH _____ _____ HMS _____ 5/22/18 > KMH received check #1457 for $3,000.00 9/6/18 > KH sent GLH
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