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General Trip Information
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Mon Dec 17, 2012
Trip Name
Montour High School Band-Bahamas Cruise-04-24-2013
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Trip Notes
( Print Note )
( E-Mail Corporate )
Pittsburgh to Port Canaveral = 990 miles / 16.5 hrs non-stop 10/4/12 >SM spoke to both Kelly Hammond and Nancy Maslakowski this week about planning an upcoming trip. Kelly apparently had been putting me off and informed me she has been speaking with Tom Presto about either a 4 day Bahamas cruise (wants to keep it under $900-950) or a 4 day NYC trip (under $650-700). No set dates have been established, but the latest was the last weekend in April. Nancy informed me that she had no idea about who Kelly was trying to use for this trip and thinks maybe this stemmed from her involvement with the Ambridge band when she was assistant director. Nancy says the parents DO NOT want a cruise. She says the band festival next weekend has been all consuming and she and I will talk soon after, but that she will talk to Kelly today about this. She also says that the parents WILL insist on more than one bid, so this is NOT over at all. Nancy says they are happy with Kelly, but that there is a slight lack of dialogue in some matters (this being a great example). 10/10/12 >SM EM to Kelly and Nancy, wishing them luck this weekend at the band festival and looking forward to continuing work on their next trip.. 10/17/12 > EM received from Kelly Hammond about questions regarding the trip, which appeared to perhaps have originated from another travel company. > BJS completed IOG and answered all questions for a meeting happening tonight. > SM spoke with Nancy also, who seemed unaware that the trip was approved and said parents had reservations on the feasibility of such a trip, financially, with it already being so far into the school year and no definite plan. 10/18/12: > SM sent follow up email to both Kelly and Nancy regarding last night's meeting. > BJS also followed up. > Kelly replied - Rec'd packet and will call Stephanie this weekend with questions. Also wanted to knwo when we would have charter rates to her. > SM is responding and telling her next week on the bus quotes. We will send them as they are received. > JM, on Friday AM, please send CQR for 2-55s to Myers, CSE, Lakefront Lines, and Anderson. You will have to oint out that this trip is basically a group delivery to & from Port Canaveral where they will be on a cruise ship for five days. I know it shows ion the IOG that way, but let's face it, know one reads! NOt sure if this will make much difference in the price, but worth noting none the less. Thanks! __x__ JM __10-19-12__ 10/19/12 >SM spoke with Nancy regarding questions about soda purchase and other student purchases on the ship. "Coke cards" will be available through Royal Caribbean after the confirmation of their trip. Prices are as follows: $25.90 for travelers under the age of 17 and $37.40 for travelers age 17 and older. Any other purchases on board will need to be made with a sea pass card which students will either need cash or a credit card with the STUDENT'S name on it to utilize. 10/24/12: > BJS sent PPBCC pdf along to SM so she can share with group and get their charter decision. > Sent second email re: we need to get their Go To Contract . . . 10/25/12 >SM sent email to Kelly and Nancy regarding the above correspondence from BJS 10/31/12 >SM EM to Kelly and Nancy, received the following from Kelly : I spoke to the seniors last Thursday and said I'd give them a week to decide which trip they want. I will be asking them this Friday and making a final decision that night. I haven't had a chance to look at bus prices yet. I'm sorry. I'll let you know ASAP! Thanks! Kelly They have changed their minds perhaps on the cruise? 11/5/12: > Per SM em from Director - they want to do the cruise. > Charter Choice is whomever is the least expensive (Cleveland SE) > BJS told Jude to go ahead and ask for a Charter Contract (2 coaches). 11/6/12: > BJS spoke with SM re: bus choice and to have her EM Kelly re: we will prepare CN accordingly. > Also asked SM to call Nancy, the Booster Treasurer, to see if this is indeed the case and they are moving forward witht he Cruise. > BJS sent EM to Megan at Cruise Festivals to see if they still had space available for this group of 95 - 105 pax. 11/6/12 >EM received from Kelly and accompanying reply: Hi Kelly! So glad to hear the cruise is on! To answer your questions: Based on the three quotes we received, Cleveland Southeast is the least expensive charter company so we will request a contract from this company. Regardng any fuel surcharge, Anderson is the only company in the area that has been passing a surcharge along to its customers for the past two years, so the fact that you will be using Cleveland Southeast should alleviate any last minute fuel surcharges. We will complete your Group Leader's handbook and forward it to your attention. Have a great evening! Stephanie ----- Original Message ----- From: "Montourschools.com" <hammondk@montourschools.com> To: <stephanie@ccistravel.com> Sent: Monday, November 05, 2012 2:31 PM Subject: Cruise It looks like the cruise is the choice. I still haven't looked at bus quotes in detail. I really just need the least expensive one that does not include any last minute cost up charges. You can feel free to choose your recommendation. Also, is there any way you can give me a total price for everything, including transportation and all fees, etc. I heard last year there were a lot of last minute fees that added up and the parents ended up having to pay for it out of their fund. I want to make sure this doesn't happen this year. Thank you. Kelly 11/12/12: > BJS sent EM to Kelly & Nancy and cc'd SMM - Kelly (& Nancy): I have confirmed that space is available for the Cruise Festival for the Montour HS Band; however, the space is not guaranteed, nor will it be held until Cruise Festivals receives the group's completed application and $100 application fee. A partially completed Cruise Festival application has been scanned and is attached, as well as an Invoice for the Application Fee. Please complete the highlighted portions of the Application and return it to my attention, with a $100 check, made payable to CCIS, Inc., for the non-refundable Cruise Festival Application Fee. We will then you’re your Application and the required Application Fee on to Cruise Festivals. Once your group has been accepted / confirmed, we will complete your Group Leader / Contract Notebook. Thank you for your quick attention to this matter. Should you have any questions, please contact your Account Executive, Stephanie Maharg (724.822.6633). 11/15/12 >SM called and left a message with Kelly to see if she received the above message. Response received from Kelly to BJS: Did you get my email inquiring about a final student price including everything? We are not allowed to sign any contracts until the school board approves it at the next meeting at the end of this month. Also, we need to know an exact price to tell parents. Thank you. Kelly SM replied, stating that the application fee is necessary to hold the reservation and that the final student pricing is dependent on the number of students going. Realizing this number cannot be 100% certain at present, it was recommended to add an additional $15-20 per student. "Coke cards" must also be purchased for soft drinks and sea pass cards must be purchased for on board transactions. "Coke cards" will be available through Royal Caribbean after the confirmation of their trip. Prices are as follows: $25.90 for travelers under the age of 17 and $37.40 for travelers age 17 and older. Any other purchases on board will need to be made with a sea pass card which students will either need cash or a credit card with the STUDENT'S name on it to utilize. 11/30/12 >SM spoke to Nancy yesterday and today regarding the school board meeting last night. Nancy says that Kelly is still trying to push the trip through with the other company (Tom Presto) and is wondering if he is offering some sort of kick-back. Apparently, he has reduced his price to be more competitive with ours. SM reminded Nancy that he was more than willing to take more of their money before seeing our price. Nancy said that the trip was NOT on the school board meeting agenda last night, so as far as she can tell it is still up in the air. Nancy is sending another email, copying me and Kelly both, regarding the calculations since Kelly does not believe that our price includes all that Tom's does. Nancy resent her calculations to me and copied Kelly since Kelly did not respond to my call letting her know that everything was in order with the numbers. My brief response follows: Hi Nancy & Kelly Yes, Bryan and I reviewed everything and your numbers are all correct! Your spreadsheet was very concise and detailed. Just as reminder, in order to guarantee space on the cruise, the $100 application fee must be turned in soon. Remember, this is not a fee that CCIS requires, but one that the cruise line needs to ensure your place on the ship. If you have any more questions, please contact me as soon as possible so we can continue working on your trip! Thanks! Stephanie 12/4/12 >SM received the following EM from Kelly Hammond last night: We have officially decided against the cruise. The school board was very concerned that the students would not be covered by their insurance out of the country and also that if a student were to get sick on the island, they could not be flown back to the states for treament without a passport. We have been throwing around a few ideas this week as we as a staff have been discussing. We wanted to get your ideas as far as performance opportunities and approximate cost. We are thinking of NYC again, D.C./Baltimore, Boston, Nashville, and Virginia Beach/Busch Gardens. It kind of depends also on what we will do next year. If we keep it smaller this year then we can take a larger trip next year, maybe even around Christmas time. Just some thoughts. Let me know what you think. Thank you Kelly Hammond In my reply, I asked if the dates would remain the same and Kelly responded that she anticipated they would.
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