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General Trip Information
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Wed Aug 15, 2018
Trip Name
Independence High School Band and Choir-Orlando, FL-03-23-2019
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Independence High School Band and Choir
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OR
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Final Room List
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Hotel Info Form
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Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Independence HS ---> WDW, Orlando, FL 1044 miles / 17.5 hrs non-stop DISCOVER STUDENT TRAVEL 12/13/17 > RFP received for a Spring 2019 band and choir trip to Orlando. > This is going out for multiple bids. > Need to submit TO NLT 1/17/18 > Information from director follows: Trip Dates: Saturday, March 23 - Thursday, March 28, 2019 ❖ 6 days/5 nights (2 travel nights on motor coach + 3 hotel nights) Destination: Walt Disney World Resort (Lake Buena Vista, Florida) Requested Hotel: ❖ Property with interior hallways with clear lines of sight ❖ Availability for keeping rooms blocked on no more than two floors in total ❖ Hotel breakfast buffet with accommodating space for our group ❖ A verifiable record of work with student groups and quality (i.e. 2- or 3-star property) ❖ Private security firm for overnight hours (required) Motor Coach Provider: ❖ Company with a verifiable record of success with student groups, safety, professionalism, on-time travel, and few major maintenance issues Included Adult Trips: 4 Adults in Double-Occupancy Rooms > Wants 2 tiers of pricing: 105 + 10, as well as 90 + 10 > Specific itinerary requirements to include: Day 1 - ❖ Depart Independence High School (6001 Archwood Road, Independence, Ohio) by motor coach ❖ Travel to Florida ❖ Include $20 cash back for meals en route Day 2 - ❖ Arrive Orlando, Florida ❖ Spend day at Universal Studios Resort, Florida (1 day/2 theme park pass) ❖ Include one meal (either meal coupon or $15 equivalent meal) ❖ Evening #1 at hotel Day 3 - ❖ Breakfast provided at hotel to comfortably accommodate our size tour ❖ Day at Walt Disney World Magic Kingdom Park ❖ Parade performance by IHS Marching Band (pending acceptance and availability) through Disney Performing Arts ❖ Include one meal (either meal coupon or $15 equivalent meal) ❖ Evening #2 at hotel Day 4 - ❖ Breakfast provided at hotel to comfortably accommodate our size tour ❖ Day at Walt Disney World EPCOT Park ❖ Choir performance at Disney Springs Waterside Stage (pending acceptance and availability) or equivalent ❖ Include one meal (either meal coupon or $15 equivalent meal) ❖ Evening #3 at hotel Day 5 - ❖ Breakfast at Rainforest Cafe (on Walt Disney World Animal Kingdom Park Property) ❖ Morning/Afternoon at Walt Disney World Animal Kingdom Park; Afternoon/ Evening at Walt Disney World Hollywood Studios Park (Transfer between parks by Disney Transportation mid-afternoon) ❖ Include one meal (either meal coupon or $15 equivalent meal) ❖ Depart for Independence, Ohio Day 6 - ❖ Travel to Ohio ❖ Include $20 cash back for meals en route > As they want to travel between two parks on their 5th day, they will probably need a park hopper > Additionally, they require 5 references, complete with contact information > What "sets us apart" is requested too, including any honors or awards. > Again, TO needed NLT 1/17/18. 1/8/18 > BJS requested that SN get in touch with Dr. Schatt to set up TO meeting, this Friday or later. > SN LVM and EM'd Dr. Schatt, requesting an appointment. 1/9/18: > BJS reviewed and updated attachments and then ran rates. > CH, ready for TO, new style. This is a DST trip, so prepare accordingly. > SN is meeting with client on Friday at 1PM via GTM. > I think an old school TO would also be helpful so they can have an easy to read itemized list of inclusions which SN can send to him following the GTM. > Please advise BJS when complete. Thanks! > Tier 1 = 104 - 115 > Tier 2 = 92 - 103 (+$20) > Tier 3 = 80 - 91 (+$20) __x__ CH _1/11/18___ 3/6/18 > SN received EM from Matt informing that we can go to K > Anderson is their charter choice > What would the price difference be, between the 1st Ride + Breakfast experience and a Rainforest Cafe breakfast? He just wants to know in case anyone asks since the Rainforest Breakfast was on the original request he sent us. 03/07/18: > BJS set due dates - K due 3/19/18. > Since trip in a year out, we will do 4 payments, the first will be a deposit of $100 per person and made due 4/19/18. > The other three payments will be 1/3 of the remaining balance, with buses also divided into three payments of 1/3 each. > TPMS does not accommodate for more than 3 payments - this needs to be changed for the Voyager launch. 3/12/18 > EM received this morning requests the following changes in the TO: 1) The addition of an on-the-ground tour director in Florida. 2) The change from the First Ride to the Rainforest Cafe. 3) The elimination of the FAM trip. (As nice as this might be, I do not want to have this item factored into our final decision and mis-viewed by my administration or parents.) 4) Is it possible to divide the approximate transportation cost for the four comp. trips across all traveling members? 3/12/18: > BJS reviewed notes from SN above (3/12/18). > BJS made adjustments to attachments as needed and then updated IOG and TO accordingly. Called them IOG Rev1 and TO Rev1. > SN, send new file TO Rev1.pdf to Client and advise him of the following - > Ignore the K version of the TO and E-agreement and Invoices we already sent. We will send new once we 100% sure he has what he wants and there are no other changes. > Rates are now Guaranteed since we have 2019 Park rates and we have included the Escort on location in Orlando. > Also, since they decided they'd rather go to Rainforest Cafe than do the 1st Ride Experience with Breakfast, I did Rainforest as a dinner instead of a breakfast since B-fast is already included at the hotel - no reason to pay for a breakfast if they can get it for free! > Have him review the TO Revision I and make sure this is what he wants. > Also, advise ASAP re: Tilly for his group, once it is reconfirmed that we are indeed doing this trip and not Bob Rodgers (ARGH)! 3/13/18 > SN sent the Revised TO to Matt 3/19/18 > EM received from Matt Schatt: Hi Stephanie, I wanted to thank you for all of your assistance and correspondence regarding the 2019 IHS Music Spring Tour. On Friday, I was requested to not sign the e-agreement presented on behalf of Independence High School due to concerns with sections 2(b), 2(f), 3(b), 3(c), and 5(h). Despite countless hours on this process since December, including myriad correspondence and thoughtful decision-making, concerns regarding our liability, especially in the event of individual student cancellation later in the process, continued to be issues. On a personal level, I think we got along famously and would have created an outstanding trip. Your expedient correspondence, professional materials, and positive attitude were second-to-none. This, of course, goes beyond the price and value we would have received. It would have been my pleasure to travel with your company next year. In the end, as band director, I can only provide a recommendation on provider and we will now proceed in a different direction. While I understand, and have attempted to make the case, that much of the contract is probably standard practice, other contracts appeared less restrictive and I met with resistance. My sincerest personal thanks to you for your time and assistance. I would recommend CCIS to other schools in the future. Regards, Matt 3/23/18: > SN has reached out to Matt re: our ability to adjust terms based on the school system's requirements, but no response. > My only thought, since the cancellation of individual students late in the process was mentioned as a key concern . . . maybe he didn't realize they don't guarantee any numbers until 60-days out, they already have the tiered pricing if their numbers are low, and they all have the ability to purchase CFAR trip protection. > Please review and cancel all as needed, including the update of any schedules. As expected, they are going with Bob Rodgers and may have had them under K all along based on the number of tip offs we had from our vendors, namely the hotel and bus co. ____ CH _____ ____ HMS ____ > EM received from Matt Schatt: Hi Stephanie, As promised, I passed along the information to my administration and other stakeholders earlier this week and we had the opportunity to discuss the proposal recently. Despite your thorough explanation of the modifications/changes that would be needed to the contract, there continues to be passionate concern regarding our future liability and I am being requested to not use CCIS for 2019. Moreover, the addition of a tour director and the transportation cost for chaperones have some parties concerned that our cost will be in excess of $1000 per student for these standard provisions -- a threshold that we were desperately trying to avoid surpassing. I am very sorry that I have to be the one to pass along this information to you. I attempted to fulfill my role in this process to the best of my ability; whether or not I was successful is in question. Thank you for your patience with us. Regards, Matt
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