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General Trip Information
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Fri Dec 14, 2012
Trip Name
H-B Woodlawn High School Music Department-San Juan, PR-04-10-2013
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H-B Woodlawn High School Music Department
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Trip Notes
( Print Note )
( E-Mail Corporate )
6/1/12: > Rec'd RFP from Bill - > San Juan and possibly a side trip to Ponce, Puerto Rico. > We’d like to have the chance to perform (Band, Choir & Orchestra)> Want to be educated on the music of Puerto Rico. > Local Sight-seeing > Rainforest > Beach Time! > Will need to coordinate with locals to borrow larger instruments. > In his email to me from earlier this same day, he said he had a proposal from another company around $1,000.00. > ON the RFP he said his proposed All-Inclusive Budget was $650 - $749 / pax. 6/3/12: > BJS sent specs to BMG as well as Miami Air & Witte Travel. 6/13/12: > FLIGHTS - > Jet Blue schedule is only open thru 02/13/13. > AirTran flys out of BWI to San Juan, schedule is only open into Feb/March 2013. > Southwest partners with Airtran out of all Three DC area airports. > Per Sheli on 06/04/12 - > United Airlines offers 1 non-stop flight per day from Dulles to San Juan. > This aircraft holds approximately 170 passengers so if they would give us 50% of the plane that would be 85 seats. > Their published rate are running approximately $375.00 to $470.00 based on availability. > Here is their schedule: UA 699Y 10APR Washington Dulles / San Juan 815A 1210P UA 700Y 14APR San Juan / Washington Dulles 1254P 446P > Air Tran is currently offering non-stop service from Baltimore to San Juan, however their schedules are open only through January 4. > All other schedules are currently connecting flights and their rates are similar to the United rates. > I hope this is helpful. Please let me know if the group is ready to request space and pay deposit. 7/11/12: > BJS sent EM to Bill and cc'd CJ - Bill: I am just checking in to let you know that JetBlue and the other carriers we are waiting for have not yet released their schedules beyond February 13, 2013. I check it each morning and as soon as I see that the calendar has opened, I will be in touch with their Group Sales Office to get rates and availability. As we discussed a few weeks ago, at this point, since the air portion of the trip has the most impact on your total budget, we will need to see where this falls before proceeding further with your plans for Puerto Rico. Please advise ASAP if there are any new developments on your end. Thanks and I hope you are having a great, albeit HOT, summer! Bryan 7/17/12: > BJS sent EM to Bill and cc'd CJ. Bill: AirTran extended their schedule; however, they only extended through March 8, 2013, so we are still in a holding pattern – argh!!! They are not extending their calendar any further until September 2012. Is San Juan something you feel comfortable waiting until then to proceed with? I know your $1,000 maximum budget is going to be quite a challenge and will only come close if the fares and flight schedules are outstanding. The other carriers’ fares which are currently available, are encumbering at least half of your budget. If you are willing to wait, we can ride it out and see what happens with the fares at the start of the school year. Should we need to move to an alternate choice, such as Chicago which you mentioned earlier, we can always put this together with ease in the Fall. Just let me know at your convenience and we will proceed as you direct. 7/24/12: > BJS sent another EM update to Bill - Bill: I continue to look at availability on flights between DC and San Juan for your dates in April. • The non-stop Jet Blue service for April 10 will not accept groups. • United Airlines offers non-stop service, but their flights are heavily booked. Looks like United’s available rate is over $900.00 at this time. • Other airlines with connecting service to San Juan are running $400-$600. As always, rates are subject to availability when we book reservations. I'm sure the group would need to be split over several flights and airlines. • While we continue to wait for AirTran to open their April calendar in September, I am going to check with the Spirit Air Group Department as they offer flights between Reagan National & San Juan, via Ft. Lauderdale. I will continue to provide updates as they become available. 7/24/12: > BJS completed Spirit Air's Group Travel Form, scanned and emailed to groups@spirit.com. 727/12: . BJS sent EM to Bill - Spirit Air can offer the following for San Juan from BWI: Group Rate of $522.38 per passenger (air ticket only) including all airport taxes and airport fees for 100 passengers on the itinerary listed below. Flight Itinerary BWI/FLL/SJU 04/10/13 NK 301-897 7:00 AM – 2:06 PM SJU/FLL/BWI 04/14/13 NK 898-240 3:10 PM – 10:50 PM At the moment, this is definitely the best we have seen. The catch is, they can only offer 100 seats, so we’ll need to find +/- 65 additional seats on other airlines. They also require a $5 per person booking fee within 5 business days of group request in order to guarantee the seats and rate. As we continue to get closer to the start of the school year, and as much as I would love to send your group to Puerto Rico, if the budget truly is set at an absolute maximum of $1,000 per student, because of the air fare being more than half of the budget, I hate to admit it - being ever the optimist that I am, but it may not be possible this year. Please let me know what you think and as I mentioned in my previous email, we can continue to wait for AirTran to release their schedules and fares in September and then make a final decision on destination at that time. 8/3/12: > rec'd EM from Bill - Hi Bryan, Thanks for the update information, and for your honesty. My optimism continues to carry us through as well, and I feel great that we have started process so early, so that we can either continue to work through it, or if need be, switch to plan B. I discussed your comment with my colleagues, and we do feel that if we can't the trip cost low enough, then we will have to go to plan B (Chicago). Increasing our trip cost from $600 to $1000 is already very significant, for which have already heard some feedback from our parent community. To go much higher than that is really not wise. Fingers crossed that something works in our favor as we have already created the buzz. Here again, though, I think that we have started early enough that if we need change course in September/October, we can do so. Thanks again for all your coordination. I look forward to your continued thoughts, and hopefully good news :-) 8/6/12: > BJS replied that we will contionue to follow and see where we end up.
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