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Thu Sep 12, 2013
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North Allegheny High School Choir-Orlando, FL-04-09-2014
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Trip Notes
( Print Note )
( E-Mail Corporate )
8/27/13 >SMN entered new trip into system following 2 conversations with Ernie Pontiere and BJS. Per WAH conv with Ernie Pontiere. > 168 total pax = 135 + 33 > 24-hour ESCORT throughout trip. > Orlando via chartered air (or Sanford) or possibily even Melbourne if they go to Cocoa Beach. > ALL ON ONE PLANE - Prefers Miami Air. > Boxed Breakfast to eat a airport prior to boarding plane. > CCIS provides transportation from HS to airport and then at end as well. > Overflow, if adults, will be placed on commecial airlines, we will need to take care of this when and if necessary. > Upon arrival - go to Cocoa Beach directly from Airport. > Get 15 rooms for changing at International Palms, Cocoa Beach > About 1:30 pm depart Cocoa Beach for Orlando hotel. > Prefers the Rosen Plaza Hotel. > "Family System" groups on least amount of floors. > Pacino's Restaurant for Dinner on Wednesday night. > Dinner followed by Disney Quest. > Security at the hotel (3 guards / night). > Thursday, 6:30 AM Wake up followed by 7:30AM - B-fast at hotel. > Then Rollins College for Clinic with Dr. Sinclair around 9:00 AM - 12PM. > 3 Day MMDays Park Hopper for the remainder of Thursday + Friday & Saturday. > Chamber Choir to sing Thursday afternoon in Magic Kingdom. > Concert Choir Performance on Friday in the Park (requests Main Stage in EPCOT) late morning or early performance preferred. > Saturday, Holloywood Studios and then around 2 or 3pm - return to hotel for Pool Time (2 pools - one rented entirely for them) with Pasta & Salad Dinner Buffet at Pool. > Kareoke / DJ / Pizza Party at hotel pool that night from 8pm - 11pm (resevre on of the hotel pools just for their group.) > $25 Disney Dining Cards for meals. 8/27/13: > BJS sent specs to Robyn at Miami Air. 8/29/13: > Per Ernie to SN, thinking 130 - 140 will be max. > BJS updated system to 140 (125 + 15). > With these numbers, concerned about charting since there will be so many empty seats. > BJS told SN to reply that we'd request commercial as well and then he can compare convenience vs price. > BJS sent conf request to BMG. > BJS sent Commercial Air Request to Jana at Witte Travel. 8/30/13: > Ernie called and LVM - BJS forwarded to SN and she will give him a call. > Trying to set GTM for PP Presentation for next Friday, 09//06/13. > Got back another 15 or so kids yesterday, so numbers are close to where we started. > BJS updated IOG and BIBLE to 165 (140 + 25). > Wants to keep Charter Flight and NOT considering Commercial, so BJS sent EM to Jana at Witte to let her know we do not need a quote. > BJS sent Em to BMG to tell them to keep block at 55 DDs. Also asked for $15 private B-fast. > IOG is as complete as it can be at this point, JM and HMS, please make attachments and updates as needed and return to BJS Green Box when complete. > JM, please see me regarding charter bus transportation in Orlando. Thanks! __x__ JM __8-30-13__ ____ HMS ____ 8/30/13: > BJS sent GTM Invitation. Friday, 09/06/13 at 12:15PM. 9/4/13: > BJS completed PTP and have listed two hotel options as well as two flight options. > BJS ran quotes the old way since system cannot produce the multiple options we want to present. > After learning from Melissa that the Rosen already has them booked, as did Miami Air (or so they implied), BJS decided to forget GTM and PP Presentation and just send him a more basic PTP requiring a call to action on his part no later than 5PM on Monday, 09/09/13. > BJS shared cover letter and PTP Packet with both Marty & Stephanie for their input and both were more than fine 9/5/13: > 6AM, BJS sent email to Ernie with Packet and cover letter, also mentioned that there was no reason to meet on Friday. He has what he needs and basically, we need a decision. 9/5/13: > SN spoke with Ernie - several questions which BJS and she addressed in the following email response - Ernie: 1.See Revised IOG attached. (We revised the IOG BUT made no changes to the system and will hold off until we know we have the job). a.Cocoa Beach time shortened b.Hotel check-in 3PM c.Dinner at Pacino’s at 6PM d.Disney Quest Wednesday evening after dinner e.Performance Location / Request Noted (Downtown Disney Stage and back to back) f.8:00 AM return flight on Sunday including Breakfast on board. g.Deleted Sunday’s Lunch and Dinner since you will be home by then. 2.Disney Dining Cards. a.We will do a $25 card for both Thursday & Friday (our system here in house requires we break it into two meals so it shows that all meals are included, but we will order $25 cards as needed). b.Saturday will be a $10 Card for lunch in the Park. The group has two other meals at the hotel after returning from the park on Saturday, so a $25 Card is not necessary for that day. 3.Disney PAOS (Performing Arts On Stage. a.Application Packet attached – please complete and return to my attention ASAP. b.Disney will not assign performance times and locations until the Application is complete and accepted. c.Having been honored to attend the Disney Recognized Youth Travel Planner Symposium just a few weeks ago, I can honestly tell you that no tour operator can guarantee performance days, dates or times, as this is entirely a Disney Performing Arts decision. We can & will request (and our requests are usually granted), but none of this can be done before Disney has received your group’s completed application. 4.Student Watchers Security. a.We will have one guard / floor / sight line. 5.CCIS Package Rates will drop $16 per person across the board with these changes, regardless of your hotel choice. 6.Remember, the 8:00AM airfare will remain as published ($116,934.48 = $700.21 / seat). 7.Please remember, we will need a decision on your hotel choice by 5:00PM, Monday, 09/09/13. I personally inspected the Radisson hotel earlier this year, and the renovations are quite nice. I would not put our groups there if they were not and I never put a group there back in the days when you last stayed as it did not meet CCIS standards. Please advise Stephanie if you have any additional questions or concerns. Thanks again, BJS 9/6/13: > Ernie called and LVM in BJS box! > BJS received after hours and then sent email response to his question (final price) as well as IOG and PAOS Application packet - said he couldn't open one, so I sent both as PDFs. Ernie: Just got back in the office from a late afternoon of meetings and received your voice mail message. Please see below for the last email we sent yesterday with answers to your questions from your conversation with Stephanie earlier in the morning. The two attachments were the Revised IOG (Itinerary Outline Graph) and your Disney Performing Arts On Stage Application Packet. In this email, I have sent both as PDF files, so they should pose no problem in opening / viewing. As to your question regarding price, based on the Quad Package Rate, here is where things are at this point: Radisson Resort Orlando Celebration $609.00 - CCIS Package Rate $700.21 - Miami Air Charter (8AM Sunday Return – based on exactly 167 paying passengers) $1,309.21 Sub-Total Rosen Plaza Hotel $673.00 - CCIS Package Rate $700.21 - Miami Air Charter (8AM Sunday Return – based on exactly 167 paying passengers) $1,373.21 Sub-Total To both of these, Ground Transportation will need to be added in Pittsburgh & Orlando. I hope this helps. If you have any additional questions, please do not hesitate to contact Stephanie on Monday morning (724.822.6633). Thanks again and have a great weekend, Bryan 9/11/13: > Used us again - Dirk was able to lower his price by $150 or more pp in the last 48 hrs, so he is sticking with him. Shit and flies - they stick together! <---- [SMN - love it - ] > BJS alerted Melissa at BMG, Robyn at Miami Air, Tom at the RROC and Evelyn at Horizon coach.
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