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Trip Notes
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Warren to Orlando = 1,045 miles / 18 hrs Non-Stop 9/7/07: > Considering air - flew out of Youngstown on Miami Air. > Sending instruments via truck. > 172 total pax on plane ($413pp) remaing 13 chaperones and students on commercial flight (26 pax). > Left earliy Thursday (7am flight) returned at 8PM Sunday flight (in & out of Sanford or MCO). > Could depart Wednesday eveing if needed (preference) > Total budget around $800 is goal. > Needs compasison for all coach. > Coach preference = Campbells, Anderson, DO NOT USE: Carnation. > MMDAYS (3 Day Premium Park Hopper with Water Park & Disney Quest). > Parade Band + Clinicis You're Instrumental & Dusney Dancin' (run concurrently). > Comps 1:15 Adults. > Disney Resort (All-Star Resort). > If by coach, date would be Monday March 24 (Spring Break) 12 noon thru night then water park Tues - Friday nght at hotel, checkout Saturday Am and then depart for home on Saturday following last activity and arrive home Sunday early afternoon. > Current proposal B-fast and 1 one other meal per day ($15 Disney Dining Card). > Getting quote from Kaliedescope. 9/17/07: > BJS emailed Nancy to schedule PTP Appt for Monday, 9/24/07 anytime between 11:30 am & 3:30 pm. 9/21/07: > BJS sent appointment confirmation email to Nancy for 12:15pm on Monday, 9/24/07. Will meet with she and her assistant BD, Greg Rezabek. 9/23/07: > BJS completed IOG for April, Basic Air Trip, and then made attachments and ran rates. > Also completed IOG for March Dates, by bus, All-Inclusive. A much better deal, for even with bus they should be less than $800, all-inclusive. > BJS left IOG for Bus Dates in March to do CQRs to the 4 attached companies. > BJS also ran rates for Air April trip, but just 3 nights at hotel. > BJS delivering PTP tomorrow with Lucia, Appt at 12:15pm. Taking 2 CCIS back packs from old stock for Nancy and Greg, her Assistant, as well as CCIS folio for Greg. I had mailed Nancy's earlier with other schwag. 9/24/07: > BJS and Lucia met with Nancy & Greg at Howland HS. > Very pleased with our proposals. > Have decided to go by Bus and trip will be in April, 1PM Wednesday, 4/2/08 and retrun on Monday, 4/7/08. Traveling thru the night on Wednesday & Sunday, so just three nights in the hotel. > Add hotel security, one guard / floor. > Stay off-property to save $$$. > Want to see Rev with All-Inclusive Meal Plan and then an IOG without lunches and no meals en route. > BJS called HMS and told her to hold off sending CQRs as their dates and IOG were changing. 9/25/07: > BJS completed IOGs based on revisions discussed at meeting yesterday afternoon. > BJS compelte rates and the PTP Revision 1 as well as an IOG with rates that included no lunches or meals en route. > BJS emailed and faxed Director. > BJS updated Bible, BJS updated attachemnts to match All-Inclusive IOG. > HSM, I suspect we will have a Go to K in a day or two, so proceed as you see fit.You may want to wait until we have the Go to K to make any arrangements other than requesting charter quotes. Thanks! ____ HMS ____ 9/26/07: > HMS spoke with Anderson Coach and Esther mentioned that she was quoting this trip for someone else already - ARGH!!!! > BJS called Nancy and LVM - wanted to make certain she received the revisiosn I emailed and faxed yesterday and that I had a few questions for here. Mainly, I need to see what is going on with other quotes, etc. Is she USING us or is she really using us? 9/26/07: > BJS sent PPBCC for Lakefront Lines quote via email. > Noted that we had quote from Anderson; however, it had added expneses and would be higher than Lakefront. > Also mentioned that we were still awaiting quotes from Campbell's and Cleveland Southeastern Trails. 9/27/07: > BJS called and LVM for Nancy on her cell phone - please confirm receipt of all I have been sending her, let her know she doesn’t have to use our busses and we need to know re: All-Star Resort, etc. 9/27/07: > Nancy called and spoke with HMS - distraught over her daughter's engagement break-up and has not even opened the emails, etc. She is on her way to Pittsburgh now to confort her. > She may or may not be in school tomorrow, if not, she WCB on Monday. > HMS told her not to worry about it, she had more important family matters to deal with. > BJS mailed a copy of the BV Suites brochure. 10/2/07: > OK, I AM JUST ABOUT DONE WITH HER!!! > BJS and Lucia stopped by the Band Room at HHS after meeting with Choir Director. Obviously, Nancy did not really seem at ease speaking with us. > She shared what she can do it for on her own and made copy of her chicken scratch figures for me to take. > BJS explained that we were not a non-profit and yes, she most like could do it for less on her own, but I would take her notes and see what we can do. > It sounds as if they definitely want to fly. > BJS ran numbers and we can offer the following a dn sent the following email - - - Nancy: Thanks for taking the time to share with Lucia and me your ideas and figures for the Orlando Trip. After reviewing what you provided, I can offer the following on a per person basis (pending availability): 4-Nights Deluxe Suite Accommodations at the Buena Vista Suites Orlando 4 Full Hot Breakfasts at the Hotel 4 Dinners (Three $15 Disney Dining Cards and One Dinner at Planet Hollywood) Disney Magic Music Days 3-Day Premium Park Hopper Pass (including Water Park & Disney Quest) Disney Workshop (You're Instrumental or Disney Dancin') The per person rate would be $349 (based on sextuple occupancy) for the items listed above. Since the rates you were using for Security and Transportation appear good, quite possibly even better than I can confirm, I would encourage you to go ahead and make these arrangements on your own. I also noticed that your figures did not include hotel taxes or any complimentary packages, so in order to provide a fair comparison, I did not build in any comps; however, unless your group is tax exempt in the State of Florida, taxes would be required and therefore I have included them in the $349. I did not pursue rooms at the Howard Johnson which you are considering since I am unfamiliar with the property, and based on your review, I feel it may not meet our company standards. That being said, I elected to keep your group at the Buena Vista Suites. If you are interested in this package, please advise as soon as possible so we can proceed to the contract stage. I will also provide rates for the various occupancy types if you decide to move forward. As a courtesy to CCIS and our vendors, should you decide to make your group's arrangements on your own, please advise as well, for we have a number of vendors holding significant space for your group and in order to maintain our relationships with our vendors, we need to alert them of your plans as soon as possible. Thank you for your thoughtful consideration and understanding. I hope you will select CCIS as your travel planner and find value in the quality service we provide. I look forward to hearing from you very soon. TO BE CONTINUED . . . I guess :-) 10/5/07: > BJS called Nancy after sending email asking for decision the night before . . . > BJS LVM. 10/5/07: > Nancy called, said she had not received any of my emails since we were there on Tuesday. > BJS resent and she still didn’t have it. > BJS faxed to her attention and she will go to office and get it and then give me a call. 10/8/07: > Rec'd email from Nancy, they have decided to go another route . . . > BJS reviewed and canceled all as needed. 10/9/07: > BJS sent email response, "I wish you well . . ."
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