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General Trip Information
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Thu Mar 20, 2014
Trip Name
James Wood High School Band and Choir-Orlando, FL-03-19-2014
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James Wood High School Band
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OR
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PAX
Youth
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Received
Final PAX
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Received
Final Room List
Due
Received
Hotel Info Form
Due
Received
Balance
Due
Received
Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
5/23/2013: > ORL > Disney - Festival Disney and DPAOS for both the band and choir > Band groups - concert, symphonic, Jazz (2 groups) and Color Guard > Choir groups - concert, women's, men's, chamber > Meal Coupons good > Disney Market Place - Planned dinner there Would love HRC > Wants Parade Band and Concert Choir on Monday, preferably Magic Kingdom > try to schedule performances so that they are not on top of each other. (I can see you smirking! He knows there are a lot of groups but asked that Disney try.:.) > Doing buses on own > no budget given - wants to see this and will tweak as necessary. 5/23/13: > BJS sent EM to DSC after reading her notes. . . I would never encourage this many ensembles to do both Festival Disney & PAOS. Last year Our lady of Good Counsel did both and their kids ended up with less than 12 total hours in the park over their three days in Orlando. Parents were calling here and calling WDW complaining and wanting their money back since the kids had so little park time. He needs to be aware of this and should really consider doing just one or the other. You said something in your notes about some performances on Monday – please check this – based on the dates in the system they are to arrive home on Monday, so they cannot be performing on Monday. Please update notes as needed. 5/24/13: > The group will leave the parks/ORL on Monday evening the 24th after the fireworks in Magic Kingdom. Returning to Winchester on Tuesday, just like the 2010 trip. > This is the same trip he did in 2010 and is what he asked for and wanted. I did not encourage. However, I told him Disney had tightened up on some of their rules on # of groups, so he may have to back down on one or two. He asked we do what we can. So I did. 05/28/13: > BJS completed IOG and sent specs to BV Suites. > Rooms and Rates are good, so since Transportation is on own, BJS made the rest of the attachments and then ran rates and completed PTP as a word doc and sent Pack to DSC so she can share with Jeff. > Our rates increased 15% since same trip in 2010, upion review of numbers, Food was biggest culprit, increasing 20% while Disney and Hotel each increased by 10%. 06/03/13: > Per DSC, Jeff is ready for K. > The K has to be dated 08/15/13 or later and the first payment due date is to be 08/30/13. > HMS, as this is going to K, please review and proceed as needed. Thanks! > Transportation is on own. __X__ HMS _6/5/13_ 8/28/13: > BJS completed Contract 9/2/13: > BJS completed Festival Disney Registration on-line. > BJS completed PAOS Application Packet (partially) and included in CN so JM can mail on Tuesday, 09/03/13. 9/11/13: > Rec'd Jeff's (Band) PAOS Application for the Add-On Parade Performance on 9/10/13. > BJS sent EM to Jeff to let him know it has arrived and reminding him that signed K and first $ are due 9/20/13. > BJS asked Jude to mail Application to Disney. We will send the Choirs when and if it is received. > Also rec'd Travel Planner Letter. 9-16-13 > Received K. 10-7-13 >Rec'd Check #1469 from James Wood HS Band Boosters Assoc. for $15,000.00 10/30/13: > Rec'd Choir's PAOS Add On Performance application materials. 11/7/13: > Rec'd SVRF from Jeff. 1.20.14 >Sent Jeff and email that we received his check. 01/16/14: > Rec'd EM from Jeff - Bryan, I need you to make the change. I need the Jazz 2 to be changed to marching indoor drumline. That should make my 5 performances Symphonic Band, Concert Band, Jazz Ensemble, Indoor Color Guard, and Indoor Drumline. I must have forgot to include the parade competition in the original paperwork. No worries, we are marching the parade on Monday (3/24). I have also attached my room lists. There are 4 pages total. 1 page student male, 2 pages student female, and 1 page adult I think that is everything you need from us right now. You should be receiving a nice sized check in the very near future. I forgot to turn in the second invoice to my Boosters in December and with the crazy weather it got paid late. My apologies. 01/16/14: > BJS sent Em to Jeff - For Disney, I need to know the: > number of performers in the Indoor Drumline > Drumline’s name > Status of their performance – Competition, Rating Only, or Comments Only > Drumline Director’s name. Got the forms, including the room list and Final Participant Guarantee Form, as well as your guests’ name for next Friday’s dinner. I will also keep an eye out for the check from the Boosters. Bryan 01/20/14: > Rec'd check #1587, $37,035.00. > Rec'd FPGF, HIF and CCIF (needs 3 driver rooms) on 01/14/14 and then RL on 01/16/14. > JM, please process per SOP and update all screens / reposts and IOG as needed, and then send RL to hotel and return correspondence file to BJS so he can prepare Final Invoice for client. BJS will then send along to HMS so she can review and proceed as needed. Thanks! _x___ JM _1-22-14___ ____ BJS ____ ____ HMS ____ 01/21/14: > BJS sent EM to CJ - Cindy: I realize Jeff is out of school with snow, but he probably knows the answers I posed in the email below. I originally sent this email last Thursday, but have not yet received a response and his Drumline cannot be registered for Festival Disney until we have these answers. Also, since his numbers are now FINAL & GUARANTEED, I need to know exactly how many students will be participating in EACH the following Add-On Performances: Marching Band Parade on Monday, March 24, 2014 at 10:00AM in the Magic Kingdom Concert Choir Stage Performance on Monday, March 24, 2014 at 3:30PM in EPCOT’s Future World. Thanks!!! BJS 1-22-14 >JM processed Hotel Room List Packet to include: 16 Septup/96 2 Qt/10 2 Q/8 7 T/21 5 D/10 TOTAL 32 Rooms/145 Pax _____BJS_____ ___X__HMS_1/28/14____ 2-6-14 >JM reprocessed Hotel Room List to include Clare Bright: 16Sept/96 pax 2 Qt/10 pax 3 Q/12 pax 6 T/18 pax 5 D/10 pax TOTAL 32 Rooms/146 pax _____BJS_____ _____HMS_____ 02/24/14: > BJS emailed and mailed Fina lINV #5538, $50,626.00, made due 3/10/14. 02/24/14: > JS forgot to issue credit for Meal Credits en route, so reissed invoice for $46,246.00, still due 03/10/14. > BJS sent to Jeff along with Bank Request Form. 03/10/14: > Rec'd check #1588, $46,246.00. > Pending no changes, account is PIF.
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