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Central Dauphin High School Band-ZNew Orleans, LA-'2012-04-04'
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Trip Notes
( Print Note )
( E-Mail Corporate )
Harrisburg to New Orleans = 1030 miles = 17.5 hrs non-stop 5/3/11: > BJS completed IOG. > BJS called Dave and asked him to go ahead and schedule PTP mtg for sometime Thursday afternoon or later. 5/4/11: > BJS faxed CQRs to Bailey Coach, Bieber Transportation and Wolf. > BJS sent em to Dave to let him know of the co changes. > BJS asked Dave to confirm PTP Mtg date and time ASAP. 5/4/11: > BJS completed IOG, made attachments, then ran rates. 5/5/11: > BJS completed PTP Pack and emailed to Joanne, Dave, Matt (BD), WAH and JAF. > BJS mailed complete packet with Shagg (golf towel, maglite, post-its, luggage tags, etc.) 5/6/11: > BJS sent emial asking her to confirm receipt of PTP and she did. 5/6/11: > Dave is meeting with Joanne and her committee on Tuesday, 5/10/11 at 6PM (Starbucks). 5/10/11: > Want more details on Rotary Service project opportunities. > Why we use local tour guides "certified" so they know the local area. > Reference for a school that traveled to New Orleans with CCIS. > 8 Comps remain regardless of signing date. > Night time being safe . Out in New Orleans. > Can Preservation Hall accommodate their entire group? > Thursday - too much time between check in and Pizza Party. Need an planned activity to fill this time. > Step on Tour = one guide per bus. > Want a price to include all meals. > Pool at Hotel? > Joanne needs answers by the end of the week. The committee is to review this week end. May not sign until Fall. 5/13/11: > BJS answered Joanne's questions from the meeting with Dave earlier this week. I understand from your meeting with Dave Dietz earlier this week that your trip planning committee is meeting over the weekend to further discuss the band's proposed trip to New Orleans. Dave has shared with me the questions which came out of the meeting at Starbucks, and I have provided answers / comments below. > Service Project: I am a Rotarian, and as such, I have made contact with several New Orleans' area clubs and asked for specifics regarding service projects they have currently underway or planned for next Spring. I have suggested that your group is looking to serve for a few hours during their trip to New Orleans in April, and they are going to provide me with options. Rotary is just one of the many options available to us, but as a large international organization, it is a great place to start. > Tour Escort / Guides: CCIS uses certified International Tour Management Institute tour guides and escorts. They are graduates and certified through this San Francisco based program. Having local guides, from New Orleans, is far superior to having an escort from PA travel with you, for the locals are obviously more familiar with their home area. You will have one tour escort with you for your entire stay in New Orleans and then for the Guided City Step-On Tour, there will be one guide for each motor coach. > New Orleans' Client Reference: Quite honestly, New Orleans is not one of the more popular destinations for student groups; however, during our 18 years of being in this business, we have had a few groups make the trip. Most recently, it was the Stone Bridge HS Band from Loudoun County, VA. Mr. David Keller is the Band Director and his email address is: dkeller@loudoun.k12.va.us > Complimentary Packages: Eight Complimentary Packages, at the Double Package Rate, are included in your rates. Any additional Complimentary Packages would come as a result of our Early Sign Bonus Comp Program. > New Orleans' Nighttime Safety: New Orleans is as safe as any large city; however, due to the city's inherently liberal night-life, we do not recommend having students out after dark unless they are participating in planned and closely supervised activities. All of the activities we have suggested for your group are well planned and supervised. > Preservation Hall: Due to space limitations, Preservation Hall cannot accommodate your entire group at one time; however, it can be included as a part of your Guided City Step-On Tour on Saturday afternoon. In place of Preservation Hall on Saturday night, I would like to suggest that following dinner at Michauld's, your group do a New Orleans' Ghost Tour! We do these in several cities and the students really seem to enjoy them! > Check-In Time / Pizza Party Fill-In: Following check in, to replace the down time as you requested, I would like to suggest the your group goes to Adventure Laser Tag. In addition to Laser Tag, your group's package will include a Pizza Dinner with unlimited Soft Drinks, plus Bumper Cars and Mini-Golf. > All-Inclusive Meal Plan: An All-Inclusive Meal Plan is the best way to go, for the students can literally go on the trip without in cash in their pockets - except for souvenir money, and the parents love it since they will know exactly what the trip is going to cost from the onset of our planning. We would use $10 Meal Credits for the meals en route. These are actual $10 bills handed to each trip participant as they disembark the coach in the restaurant parking lot. These allow you the flexibility of eating where ever and when ever you wish during your trip. Some groups will have us make set reservations for specific restaurants along the way; however, over the past 18 years, we have learned that the meal credits work best. For example, if you are running ahead of schedule and arrive at the restaurant at 5:30 AM for your 7:00 AM breakfast reservation, your group will sit in the parking lot for 90-minutes waiting for your reservation. We are happy to do which ever you'd prefer, but most groups have really come to like and understand the convenience of the Meal Credits. I have added meals to the attached IOG for those which occur during your stay in New Orleans. These include Lunch Thursday from your choice of eateries at the Riverwalk Marketplace Mall, via a $10 Meal Credit; Pizza Dinner Thursday at Adventure Laser Tag (in place of the hotel pizza); Lunch Friday at The Bubba Gump Shrimp Company; Lunch Saturday at Ralph & Kacoos in the French Quarter (authentic New Orleans cuisine); Lunch Sunday at your choice of Papa John's or the Aquaria Grille located in the Aquarium of the Americas. > Hotel Pool: There is a pool at the hotel. It is an outdoor pool that is open from 9AM - 10PM daily. > The rates for the package based on the items listed above, including the All-Inclusive Meal Plan, etc., would be as follows: Quad: $599 Triple: $649 Double: $749 Single: $1,009. > Remember, to these rates you will need to add transportation. For example, if you were to select Bailey as your charter company, using their quote of $11,250.00 / coach x 3 coaches = $33,750.00 divided by 127 people paying for transportation, (135 - 8), this is $265.75 / person for transportation. Add this to the Quad Package Rate of $599, which most of your students will fall under, and you have an ALL-INCLUSIVE Package Rate of $864.75. If I understand your spreadsheet correctly, this is just a few dollars more than what the other companies were offering and CCIS has now included all 15 Meals - while they were including just seven. We also have our long list of Added Value Programs which they do offer. > Please remember to see the updated IOG (Itinerary Outline Graph) attached. I hope this information helps with your planning. Please do not hesitate to contact Dave (717-580-6908) or me (800.432.5095 x:201) if you have any additional questions or concerns. I look forward to our work together. 5/17/11: > BJS answered more of Joanne's questions - It is great to hear that things are progressing. Here are the answers to your questions: > Payment Plan - Waiting until September to make your initial payment will not be a problem and I understand your desire to wait until the Freshmen are all involved. However, in order to secure all of your group's arrangements, we will need to have a contract in place prior to September, for our courtesy holds on your group's arrangements will expire by then since we will have had many of these items on hold for 5 months by that time (April 2011 - September 2011). I trust you can understand and appreciate this circumstance. We can easily get the Contract / Group Leader's Notebook to you before the end of the month, with a signed Contract being due on June 24th. We would then adjust the Payment Schedule with a First Payment Due 9/15/11. In order to prepare the Contract / Group Leader's Notebook, we will need your charter company selection. Please advise at your very earliest convenience. > iPad2 incentive requires that we receive your group's Final Participant Guarantee Form, Room List and Hotel Information Form no later than February 3, 2012. > $140 / $150 - this was the result of operator error! To get the discounted rate, I had to manually override our system and I added / typed incorrectly. I apologize for my mistake and appreciate your letting me know. The rates should have reflected a $140 increase across the board. The correct rates are Quad: $599 (as presented), Triple: $639, Double: $739, and Single: $999. > Bus Fees / Tolls are all included, as well as driver's accommodations and gratuities. > Comps. Our policy is to include no more than three comp packages for any group. Any comps above the initial three are then built into the package rates; HOWEVER, group's that can take advantage of our Early Sign Bonus Comp Program, receive those comps on a truly complimentary basis. > I hope this helps. Please do not hesitate to contact me if you have any additional questions or concerns. 5/18/11: > Rec'd EM from Joanne - Byran, There has been a major change for our 2012 band trip: We decided last night it would be in the best interest of the students and committee members to change our destination to Florida. We are looking at Orlando - Universal Studios, Sea World, and a water park. The dates will not change, but we are toying around with the option of flying vs. busing. Sorry for the time spent on NOLA. Do you think you could work something up for an Orlando trip? Again, we would be looking for two performance opportunities. Thanks, Joanne 5/18/11: > BJS sent response to Joanne - > Absolutely, Orlando is a great destination and the most popular for student groups! Harry Potter has really revived Universal and pairing it with SeaWorld is a nice alternative to the typical Disney trip that most everyone does. Universal has a performance program, STARS, and it will lend itself nicely to your group. > I will start with air fares and flight schedules so you will have some idea of how these rates may effect your total budget. Once those are in hand, you can decide if you want to continue to pursue the trip via air or by bus. > Dave or I will be back in touch shortly. Do not hesitate to contact either of us in the interim if you have any additional questions or concerns. 5/18/11: > BJS sent hotel specs to Jennifer Robinson and Air Info Request to Sheli Sterk. > BJS sent Em to BMG to let them know NOLA was out and to please advise Hampton Inn & Suites NO Convention Center accordingly. > BJS started new trip for ORLANDO.
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