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Fri Sep 12, 2014
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Knoch High School Band-Orlando, FL-04-14-2009
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
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Trip
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Sext
Start
Date:
Time:
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Date:
Time:
Contract
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Received
Deposit
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Received
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Received
Final PAX
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Received
Final Room List
Due
Received
Hotel Info Form
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Received
Balance
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Received
Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Saxonburg to Orlando = 1,000 miles / 16.5 hrs non-stop 8/26/08: > BJS called and spoke with Will (Willard) Burns - a member of the Knoch HS Band Parent Association Exec Board member. > Looking to get a proposal in order to get some ideas for their Orlando trip - no real experience in traveling with group and not really sure what exactly they may like to include other than the MMDays Package and Workshops. > All-Inclusive Meal Plan sounded good. > Marching Band (parade) & Orchestra (stage) will perform. > Workshops for Band, Orchestra, and Band Front to be included. > Any charter company will work well. > 3 or 4-day Park Hopper Pass (can show rate to upgrade to Premium Park Hopper). > Will's address is: 108 Frankstowne Lane, Butler, PA 16002 > Will's Phone: 412-232-5990 (work) > Will's Email = burnsw@upmc.edu > Rick Hayden is Band Director > Bonnie Myers is Orchestra Director > BJS sent email to Directors - but it never went through!!! Dear Rick & Bonnie: I had the pleasure of speaking with Mr. Willard Burns of the Knoch HS Band Parent Association a few minutes ago regarding the Band & Orchestra's up-coming trip to Orlando for participation in the Disney Magic Music Days Program. I am looking forward to having the opportunity to work with the two of you and your parent organization on the Disney Trip. As former Music Educators, CCIS has specialized in Music Group Travel since our inception in 1993 and are dedicated to providing our client's with the highest level of quality, value, customer service and detail. We also have several Added Value Programs which make your experience with CCIS unique to all other travel companies. Please visit our website, www.ccistravel.com, for additional information and do not hesitate to contact me if you have any questions. I look forward to having the opportunity to meet in person over the course of the next few weeks! 8/28/08: > BJS mailed packet to Rick Hayden (BD) and then copied identical packets to Bonnie Myers (OD) and Will Burns (Booster). Included pocket folder with cover letter, ADP / Reference Sheet, Sample PTP and Final Itinerary from 2008 Season, Hi-liter / pen combo //and CAV dvd. 8/29/08: > BJS called Will and LVM - how many comps do you need built in to PTP? 1 / 10, 1 / 15, 1/20, just let me know. > Can also ask about Tour Escort & Hotel security if I get to talk with him. 8/29/08: > Per Will's VM, they require just 6 comp packages for group leaders, 3 for the directors and 3 for the Band Front / Auxiliary advisors. 9/1/08: > BJS completed PTP - just need charter quotes in order to deliver to client. 9/2/08: > BJS completed optional IOG with 7PM departure time on first day (Tuesday, 4/14/09) - deleting Disney Water Park and just doing a 3-day hopper rather than 3-day Premium Hopper. Savings is $30 per person across the board for all package rates. 9/3/08: > BJS called and LVM for Will - have PTP complete and need to schedule appointment to meet in person with he and the directors so we can go over the Proposal. 9/4/08: > BJS called - no answer - did not LVM (10am) > BJS called - no answer - did not LVM (12:30pm) 9/4/08: > BJS called and spoke with Will. > He is very busy and has little time to talk. > Thought he sent me an email after I called yesterday - but I never rec'd it. > He is really not handling this from here on out and will be in touch with the committee chair who is. > They will schedule a meeting so we can come out and present our proposal. > Someone will be back in touch . . . 9/6/08: > Will called and spoke with BJS. > PTP Meeting set for Wednesday, September 10, 2008 at 6PM in the Knoch HS Band Room. > Enter school thru 2 glass doors tot he right of the steel Auditorium emergency exit door. Band Room is on left at the end of the 1st hall on right. > Plan on 4 main packets (B & O Director, Comm Chair & Will). > Bring along 5 additional copies of the PTP itself. > Other companies will be making their presentations at the same time, so we are asked to keep it brief for the allotted time for all three companies is 1 hour - yikes! 9/8/08: > Will called at 9pm and spoke with HMS - meeting has been canceled and he will call to reschedule. 9/10/08: > BJS called to try and get more info and confirm that tonight's meeting was indeed canceled. > Spoke with Will - yes, it has been canceled but he has no idea when it will be rescheduled for. > Will's email address = burnsw@upmc.edu. 9/10/08: > BJS and Wayne delivered PTP to school and met with Rick Hayden for about 45 minutes. > Reception was cool at first, but he really seemed to warm up to us and lked what we had to say / present. > Other company had proposed All-Star Resort and said they could use Disney Transportation for everything except Performance and that this would save them money. > I explained that they'd also need their own trans for the Workshops and the actual savings would be minimal since the busses from PA already in Orlando and just sitting there! > All-Star Resort would also be quite expensive since the dates are over Easter Break. > Not sure where this will go - understood our frustration in working with Will who did not have the answers we needed such as number of comps, wanting All Star Resort, inclusion of Security and Escort. > Offered to get check on All-Star Resort if they are serious . . . > Offered to comp an additional adult at dbl rate. > BJS left copies for Committee Chair and Orchestra Director. > We shall see - who knows. > BJS emailed thank you for your time note when I returned to office. > BJS emailed copy of PTP info to Will so he wouldn't feel like we by-passed him. 9/16/08: > BJS sent email to Rick to give him my cell number so he can call at anytime day or evening should they have any questions. > BJS mailed complete packet to Will. 9/23/08: > Rec'd email with request foir revised bid from Dick Beamer, Disney Trip Coordinator . . . Transportation > In both bids (band or band & orchestra) we will require (3) coaches. We ask that the transportation bid be separate from the remainder of the per person quote. > All expenses related to the transportation should be included with the exception of the driver�s gratuity, which the band boosters will handle directly. > Buses and drivers should be available during the entire trip. > Bus drivers should have origin to destination service and support. (ie. If a bus breaks down, the bus driver should have reasonable access to a coach in order to prevent significant interruption or delay) Per Person Participation > Please quote two options based on the itinerary and following criteria. > Band only (95) Students (quad, triple, and double Occupancy), (10) paying adults (double occupancy) and (6) complementary advisors (double occupancy) > Band & Orchestra (30) additional students (quad, triple, and double occupancy) and (4) additional adults (1 complementary and 3 paying) (double occupancy) For this option, it is understood that the groups would travel together on the (3) coaches however, the prices need to be separate based on the number of complementary advisors. > Meal Stipends and vouchers are to be provided for all students, adults, and advisors. > (2) Security personnel shall be provided each night. > Workshop participation shall be provided for all students. > Professional tour escort shall be provided. > Please feel free to delineate any inclusions unique to your firm or that you feel we have omitted. > Proposals must be submitted no later than Friday, September 26th to me at the following e-mail address. rbeamer@zoominternet.net 9/23/08: > BJS sent thank you for opportunity email and asked about P H-wood and Contemporary Resort Menus / Price Points. 9/24/08: > No response from Dick Beamer, so BJS called and talked with Dick. > Dick's Work # 724-352-5151 ext 7905 (at Penn United) > Our Planet Hollywood Menu looks great and he likes it. > Really liked the idea of the Pirates Dinner Adventure as an attraction dinner rather than the Contemporary Resort. I explained that we could provide them with Dinner and a show for a price comparable to a hamburger & pasta dinner at the Contemporary. 9/25/08: > BJS emailed several PTP Revisions to Dick Beamer. > We shall see . . . 10/1/09: > NO word from group, so BJS sent email to Dick Beamer - Dick: Just a quick note to see if your group has made any decisions or has any questions regarding the Band & Orchestra's up-coming trip to Orlando. We are happy to make any additional changes you may wish in order to provide your group with the trip best possible trip, at an outstanding value. I look forward to hearing from you soon! 10/6/08: > BJS sent another email - as stil no response. 10/8/08: > BJS called Dick Beamer. > Their final decision meeting is tonight but it looks about 95% sure they are going to go with another company. > All three of the final quotes were very similar, but seemed to have a histiry with the other company. > Did say that Rick was very impressed by what we have to offer and hopes we can work together in the future. We shall see.
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