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Thu Sep 06, 2018
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Black Water Middle School Choir and Art-Orlando, FL-04-25-2019
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Black Water Middle School Choir and Art
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Trip Notes
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( E-Mail Corporate )
Conway, SC to Universal Orlando = 497 miles = 8.5 hrs. non-stop DISCOVER STUDENT TRAVEL FISHING (for approval and to get colleagues on board) 5/22/18: > This is Joe's new school in SC. He's a die hard CCIS fan, so he's NOT getting multiple quotes. > It's designated as fine and perf. arts school. Principal is a former CD and she is totally on board with a trip - eventually wants to get the whole department to travel. > BT listed as fishing b/c Joe is trying to convince his colleagues (with principal's help) that the trip is a possibility. Some won't get on board until they "see something". > I had showed him Ocean Lakes Universal trip. With him being closer, maybe doing few nights, he thinks this could work. > Joe's choir is 150. Orchestra would likely go on the trip too. But for now, he thinks 70 + 7 is realistic. > Budget is MAX $600 incl. trans. DST is fine. > BT tried to sell them on Univ. Stars and even workshop but principal wants them to have a festival. > We landed on this weekend b/c MITP lists a festival in Universal and I was thinking it could be the least expensive option. Not sure how Music USA compares. > Off property, suites is fine. > Depart late Thursday night. Bfast and shower at HUB (if feasible) or just bfast en route. Friday and Saturday in Universal. > Depart Saturday night and return to school early Sunday am. > Approved charter companies: Sunway Charters 212 Bush Dr. Myrtle Beach, SC 29579 843.294.2100 https://sunwaycharters.com/ > Another approved charter co. - "but are not the best" - MBF Tours out of Pawley's Island. > Hoping we can give him a non-guaranteed FISHING quote so he can share with principal and colleagues. 6/6/18: > BT started IOG and then BJS completed. > BJS ran rates old school to get out fishing quote & entered rates below starting at $399 sextuple. > Original plan was to come home Saturday night, arriving school Sunday AM, but since competition day is Saturday and they will need their coaches +++ most hotels do not want to sell a one-night stay, discussed with BT and decided we could get close to budget with a 2 hotel night stay. > BJS reached out to MITP for 2019 FO rate in Orlando and it is not yet available. Per Beth, 2018 rate was $38 in Orlando, so BJS used $45 to be safe for this 2019 fishing quote. > Used $129 rate at BV Suites for the quote. 6/7/18: > CH trained KH on completion of TO. > BJS reviewed and made a few adjustments as needed and then also made PDF. > Went ahead and included IOG since Joe says he is not fishing - BJS figured it may also help get the other colleagues on board and allow his principal to see the full scope of the trip. > BT sent to BT - > BT, please share with Client and lets see if we can keep this thing moving and finally get a K from this guy! > May have to drop back to one night and drive through Saturday, but this is a better trip and lets see what he thinks, but we know there will be challenges here with Transportation since they will need their coaches on Saturday, and also with finding a hotel to sell just a single weekend night. > Based on NGT $7000 / coach x 2 coaches / 70 paying pax, trans will be $200pp and if we add that to the sextuple rate, we are at $599, right at his $600 max. 6/19/18: > BT followed up with Joe after he and BJS presented TO to him on July 11 GTM. > He just found out they are getting a new principal next year, so he is trying to figure out how the process is going work now. He has a call in today to see what needs to happen. > Holding pattern for now. 7/3/18: > FYI - Joe was told he has to wait to meet with new principal before he can move on anything with the trip. And the new principal has not been hired yet. > Holding pattern continues. 8/18/18: > Good news, Joe met with new principal yesterday and trip is a go! > He will need full TO to give to him before K can be signed. > IOG is firm as is. There was mention of "art students" going and possibly doing one of the Univ. Stars educational tours, so I am double checking on updated pax count, etc. Will advise ASAP. 8/20/18: > Update from Joe. > Orchestra dropped from trip, so he is now projecting a one bus trip. They are, however, going to start a waiting list for a second bus. > Updated numbers 50 + 5 = 55. > 30 singers - MITP. > 20 art - Universal workshop/tour. They want to do the Special Effects tour. > 5 adults. > Is it possible to request 2 buses. Joe has over 100 in his choir, he's just trying to be conservative since it's first trip at new school. > Ready for full TO. > BJS and BT discussed - decided not to drop official number at this point since we can always drop later and this is easier than adding rooms and / or a 2nd bus. 8/28/18: > Quick note for full TO, BT spoke with Joe and he wants the 2 lunches in Universal included. Whatever is least expensive, voucher or dining card. > Lunch en route on the way home is still on own. 8/28/18: > BT completed MITP registration for choir. 9/4/18: > BJS updated IOG and made attachments as needed. > BJS ran rates and they increased by $30 per person since they added two (2) $15 UO Gift Cards for lunches at UO. BJS updated rates in system. > SN, we need charter quotes (two would be great - one would suffice)) from - Sunway Charters 212 Bush Dr. Myrtle Beach, SC 29579 843.294.2100 https://sunwaycharters.com/ > OR - Another approved charter co. - "but are not the best" - MBF Tours out of Pawley's Island. > Please call these two companies first and see if they have coaches available. If they do, we will need to add them to the system (see me on how to do this). Once added, we will need to send them a QCR (again, see me on how to do this). > Once complete, return to BJS mail box so he can complete TO - Rev1 with charter quote(s). Thanks!!! ____ SN ____ 9/5/18: > BJS and BT discussed - feel we better get a K from Holiday since that is the only company that seems to have any coaches left in the Carolina's for this group. BJS asked SN to go ahead and request the charter K. > BJS completed TO Rev1 and alerted BT that he can now share with Client. We need the Go to K ASAP!!! > Remember, he may be just one bus, and he has rates for that (Tier 3) in his TO, but we based everything on the original number of 77 since it will be easier to release than add later should he need them.
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