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Toronto, Ontario, CN
Toronto, Ontario, CA,
Torrington, CT, CT
Totonto, CT
Townsend, TN
Towson, MD
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Washington, MD
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Washington DC, DC
Washington DC, VA
Washington, D.C., DC
Washington, DC, DC
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X, PA
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
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Start
Date:
Time:
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Time:
Contract
Due
Received
Deposit
Due
Received
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First Payment
Due
Received
Final PAX
Due
Received
Final Room List
Due
Received
Hotel Info Form
Due
Received
Balance
Due
Received
Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
6/5/07: > Kennedy Space Center, Wednesday AM, followed by beach piucnic and time at Ron Jon then onto Hotel and evening at Downtown Disney. > Palomino Suites. > 3 days at Disney, then 1-day at Universal (Sunday) departing for home on Sunday PM. > Wants MMDays with You're Instrumental Workshop + a 1-day festival participation for the concert band at Universal. > Transportation is on own. > All-Inclusive Meal Plan. > Clear Spring to Cocoa Beach = 945 Miles = 16 hrs non-stop > Cocoa Beach to Orlando = 60 miles / 1.5 hrs > Orlando to Clear Spring = 920 miles / 15 .5 hrs, non-stop 6/5/07: > BJS completed an IOG and then emailed to Abbie so she could review. > They absolutely cannot leave until after school - which is 7PM inb her book, so 7PM it is. > Delete Downtown Disney and just have a late lunch in Cocoa Beach, some Beach Time and Shopping at Ron Jon Surf Shop and then onto Orlando for hotel check-in and Pizza Party that night at hotel. > Mentioned wanting to add Medieval Times and Sleuth's Dinner Theatre, so BJS said sure and then asked if the $600-700 budget she provided was to include transportation. Fortunately, she said it did not - thank goodness!!! > BJS revised IOG, secured the Buena Vista Suites and called Med Times and Sleuths. > BJS made attachments as able and then ran rates. > BJS completed PTP and then called Abbie for her fax # since she needs this for this afternoon's meeting at 4:30PM. Had to LVM at 3:10 PM. Also sent EM telling her to call so I have a chance to get her on the phone and go through it with her. 6/5/07: > Spoke with Abbie and faxed her PTP, IOG, Added Value and Reference List - then went through everything. She seemed pleased, including GPS and Bonus Comp Program. > Meeting is this afternoon and I asked her to cal me tomorrow with an update on how things went since we are holding space with our vendors. > Will wait and mail hard copy once we see how it was accepted and if they are going to proceed. 6/6/07: > Rec'd email from Abbie: I will be leaving the office today early, around 1:00. Here are the few questions that were asked. In the package that you have sent it has that we get 3 double complementary rooms. If we pay the make our deposit by June 15th, do we get an additional 5 rooms complementary? You also said that this deposit is 1/3 of the total package cost, correct? In place of the Magic Music Fest (the competition performance) would we be able to participate in the Heritage Music Festival? We would also like to find out about combining the Universal Studio & Islands of Adventure. This is a start. I think the main item of concern is the music festival. 6/6/07: > BJS replied via email as I returned after 1PM . . . Sorry I got back from my appointment after 1PM and just received your email. Here are the answers to your questions - we can then talk tomorrow when you return to the office . . . 1. Please think of the comps as "packages" representing people, rather than rooms, since there is more to the package than just the room. 2. Yes, you receive three (3) comp packages based on the proposal and then an additional five (5) bonus comp packages if we receive your deposit by June 15th. This would give your group a total of eight (3 + 5) complimentary packages. If deposit is received by July 15th, you'd receive a total of seven (3 + 4) complimentary packages, and so forth down to five (3 + 2) through September 15th. 3. You mentioned the Magic Music Fest as the competition performance; however, Magic Music Days is actually the performance program run by Disney. It is a non-competitive performance opportunity in the Disney Parks. This is also the portion of the package which provides your group with their 3-day Disney Park Hopper Admission. We included festival (competition) participation with the All-Star Music Festival and their program includes admission to Universal. When you call on Thursday, we can discuss switching to Heritage Festivals . . . 6/7/07: > BJS called and 10:35 LVM asking her to call so we can discuss Heritage Festivals, etc. 6/7/07: > Called again 2.50PM, but she was in a meeting at the present time - did not LVM. 6/7/07: > Called and LVM at 3.40PM, will be at my desk this afternoon until 4PM, please call if you have a chance, otherwise please call tomorrow AM. 6/8/07: > Abbie called and we discuused several more options, including Heritage. She has no preference and actually likes what we already put together but the BD has another BD tell him to go with Heritage :-( I expalined our issues with Heritage and we will see. > BJS emailed the following . . . Per our conversation earlier this afternoon, information on Festival Disney can be found via the link provided below. We will take care of all the arrangements with Festival Disney, but this will give you a comprehensive set of information to provide to the new Director. I can't imagine anyone doing a festival better than "the Mouse" himself! http://disneyyouthgroups.disney.go.com/program/show/19?CMP=OTC-YouthFesDisGenVanity I have also included a link to the Pirates Dinner Adventure which I mentioned would provide nice variety to Medieval Times. If they'd prefer Dixie Stampede, that is fine as well, just let me know how you want to proceed and we will plan accordingly. http://www.piratesdinneradventure.com/florida/index.html An updated IOG is also attached based on the option we discussed this afternoon, including Festival Disney and either Dixie Stampede or Pirates Dinner Adventure. I also made Dinner Sunday at the Hard Rock Cafe (located at Universal) via a Universal Meal Voucher. I appreciate your sharing this with the committee and please know that we will work with you in every way possible to provide your group with a trip of the highest quality and an outstanding value! I look forward to hearing from you soon. > Group really wants to get this settled and overnight the initial payment to us so we'll have it by Friday and get the 5 Bonus Comps!!! 6/13/07: > Per Abbie, go with Dixie Stampede and PDA rather than Medieval Times. > Add B-fast at P-Hwood abd Rain Forest Café. > All-American with 1-day Hopper. > Your Instrumental and Perfomance on two disfferent dates. > Set Reservation at HRC with Gold Menu for Dinner on Saturday PM. > BJS to work up revision and get to her NLT Monday AM. She will send check as soon as we have it settled. 6/15/07: > Rec'd EM from Abbie with some questions, BJS to call on Monday. 6/18/07: > BJS spoke with Abbie and we discussed her questions, etc. as well as Park Hopper options at Universal. They want to see PTP Revision with the 2-day Park Hopper Admission from All-Star Music Fest included. BJS suggetsed that they may want to skip going to 6/20/07: > BJS made changes as requested, but did NOT make changes to attachments in system. At this point I will make these once they have settled on the inclusions, etc. at tonight's meeting. > BJS did update the rates on the Bible screen. > BJS completed and emailed PTP Rev 1 as well as IOG revised - see text of EM below: Attached please find "Pre-Trip Planning Proposal Revision 1" for tonight's meeting. This revision contains the additional items we discussed over the past few days. I have also included an updated IOG reflecting these changes as well. The changes between this proposal and the original provided on June 5th include the following: Replacing two Breakfast at the hotel with a breakfast at the Rainforest Cafe and Planet Hollywood. Replacing Sleuth's Mystery Dinner Theatre & Medieval Times with Pirates Dinner Adventure and Dixie Stampede. Replacing Dinner at Universal via a Universal Meal Voucher with Dinner and a set reservation at the Hard Rock Cafe Universal Citywalk. Upgrading from the All-Star Music Festivals' 1-day / 1-park Universal Admission to a 2-Day Park Hopper. These changes created a $75 increase in per person rates. Should your group have any budgetary concerns due to these changes, please feel free to contact me following this evening's meeting and we can discuss the many options available to you. For example, as you and I discussed on Monday, reverting back to a 1-day / 1-park Universal Admission will create a savings of $30 per person. Since breakfast is already included at the hotel, replacing one or two of the attraction breakfasts (Rainforest & Planet Hollywood) with the hotel's breakfast will create additional savings as well. Obviously, the choice is yours and we are happy to make whatever arrangements you prefer! As for deadlines, payments, etc: The 1st Payment, in order to receive the 5 Bonus Comps, will be due as soon as we have your confirmation on the package inclusions. Hopefully we can have this settled by the end of the week and the check can be mailed to our office at that time. As for the amounts, we divide the payments into three equal amounts based on the projected numbers provided at this time. Based on 90 total participants (65 students & 25 adults) the First Payment will be $23,866.15 (1/3 of 65 students at the sextuple rate and 1/3 of 25 adults at the double rate). The 2nd Payment will be due 90-days prior to departure (12/26/07). Your Room List, Final Participant Guarantee Form, Hotel Information Form and Charter Company Information Form are due 60-days prior to departure (01/25/08). Your 3rd and Final Payment is due 45-days prior to departure (02/08/08). The Final Invoice will reflect the guaranteed number of trip participants at the various occupancy types as well as a credit for your group's Complimentary Packages (at this point you will receive a total of 8 comps, 3 from the standard package inclusions as well as 5 as a result of our Bonus Comp Program). All of the details and forms, etc. will be provided in your Group Leader's Notebook / Contract which I will complete and send as soon as we get your final go ahead on the package inclusions. A number of the forms, etc. can also be found on our website, www.ccistravel.com. I will call in a few minutes to confirm your receipt of this email and the attachments and to see if you have any questions or concerns which I may be able to answer prior to your meeting. 6/20/07: > BJS called at 3PM and LVM asking her to call to confirm receipt and understanding of IOG and PTP Rev1. BJS continued to call until 4PM, but did not leave additional messages. . . Maybe she'll call from her car on her cell. 6/28/07: > Vickie called (Abbie's co-hort) and said that she was also making plans and it appeared as if they were going to go with All-Star Music Festival. Their rate was $605 (not all-inclusive) nor did they tell them what hotel they'd be stayting at, but after some long discussion, she agreed to allow me to put together an apples to apples comparison for her consideration as well as an all-inclusive version. > BJS completed and emailed to Vickie late this evening (8:19PM) PTP Rev 3 and Rev 4. Revision 4 was all inclusive starting at $639pp quad. > BJS made no changes to attachments. 6/29/07: > Vickie called BJS on cell (en route to Dee's B-day Party) and she said they have decided to go with CCIS, Revision 4 - All-Inclusive at $639 pp quad. > BJS said great and we would complete Group Leader Handbook and mail the week of 07/09/07. > She wants to know if we could get them a discount coupon at Ron Jon Surf Shop in Cocoa Beach and I said we would be happy to ask . . . This is not a deal breaker. 6/30/07: > Rec'd EM from Abbie Rhodes, her mother died this morning at 5AM. > Vickie will now be handling the trip. > BJS sent condolences email to Abbie when I first saw email (7/9/07) following vacation. 7/9/07: > BJS sent email to Vickie offering 2 additional bonus comps if she could send $10,000 deposit by 7/15/07. This would give them a total of 7 rather than the 5 if 1st payment is received by 9/15/07. 7/9/07: > BJS sent email to Vickie - who does she want to be the official contract contact, Band Director or herself and the boosters. Either way is fine with me, I just need to know so I can complete the CN. 7/9/07: > BJS began to update attachments, will finish tomorrow . . . 7/16/07: > Rec'd check #834 for the Boosters for an Advance Deposit. > Group will now receive a total of 7 comps inclusive. 7/17/07: > BJS mailed CN via USPS 2-day service to Joel's attention at the HS. > Included CCIS folio as well. > K due 9/15/07 along with balance of first payment, $9,836.50. > Also included 2nd Payment INV #4491, $19,836.50 due 12/26/07. > Cover letter said All-Star Application wil lbe forwarded to his attention as soon as it is received from their office in FL. > BJS also mailed CCIS folio as thank-you gifts to Abbie and Vickie. > BJS included copy of Deadline Schedule with Vickie's. 7/18/07: > BJS mailed All-Star Application to Director. 8/10/07: > BJS mailed revised 1st & 2nd Invoices to Vickie, as well as updated Statement 8/27/07: > Rec'd MMDays Application materials. > BJS sent email to Joel and Vickie thanking them and letting them know they were received. 9/13/07: > Rec'd signed K, All-Star Application and check #849, $9,170.00 for the balance due on the First Payment. > BJS mailed fully signed copy of K back to Vickie's attention. 9/26/07: > Vickie's cell - 240-675-9975. 10/5/07: > BJS placed MMDays performance and wkshop on IOG. 12/27/07: > Rec'd check #877, $15,762.00 as Second Payment. 1/23/08: > Rec'd RL, FPGF< HIF & CCIF from Vickie via email. > Total Pax = 75 (58 + 17) > Rooms / Pax 02 Qt/ 10 16 Q / 64 00 T / 00 00 D / 00 01 S / 01 TOTALS = 19 ROOMS and 75 Pax (58 + 17). > Per CCIF, group also needs two (2) Rooms for the Drivers. > BJS updated IOG and Bible with these numbers. > BJS placxed order for 58 CAV dvds. > HMS, as these numbers are now GUARNATEED, please review and proceed as needed. Thanks! ____ HMS ____ 1/23/08: > BJS mailed Final INV and STATEMENT. > Had six comps rather than seven since numbers are below minimum. > TOTAL DUE ON ACCOUNT = $9,543.00 due 2/8/08. 2/6/08: > Rec'd check #881, $9,543.00. INV #4585 and Final Balance - PIF. > ACCOUNT IS PIF. > Gross Receipts = $44,475.00 3/15/08: > BJS mailed USPS 2-day service 2 CCIS coolers to Vickie's attention. 3/17/08: > BJS emailed advance copy of FI to Vickie. 3/18/08: > BJS emailed REVISED FI to Vickie - thanks to Disney MMDays change!!! 3/19/08: > BJS maiedl FI Packet via FX SON for Thursday arrival.
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