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Wed May 06, 2015
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Calvert Hall College High School Music Dept.-Orlando, FL-03-19-2015
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Final PAX
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Final Room List
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Hotel Info Form
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Contract Status
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
1) From School to BWI via Dillion or similar bus company 2) Charter plane depart in morning 3) Buena Vista Suites - 6 to a room for students 4) All meals on Disney and breakfast at hotel. 5) Marching Band 70-90 participants - want to march at Magic Kingdom for Magic Disney Days 6) Festival Disney: Concert Band two groups 40 and 60 students : Jazz Ensemble 3 groups - 20 each : Choir two groups one is 50 and other is 15. 7) Park Hopper 8) Epcot but not an entire day, Hollywood Studios - full day 9) If parks close early, then students need something to do like DOwntown Disney so that they are tired and will sleep at the hotel. 10)Could have an additional 40 parents and families go and they would be on commercial planes. 11) Old budget for air and trip for 5 days was $1500 per student, so getting rid of one day should be lower. 12) If flights on charter are cheaper on different days, might be able to change dates around if lower fare. 3/13/14: > BJS and CJ discussed numbers and comps. > Based on projections, group will receive 6 comps based on 1:25 paid + 2 ESBCs if we receive deposit buy 06/19/14 which will be 9 months prior to departure, so a total of 8 comps. > We also discussed the possibility of a Tag Along trip for the additional family members. 05/4/14: > BJS sent GTM invites to Brian & CJ - Brian: 1. Please join my meeting on Monday afternoon, May 5, 2014, beginning at 4:00PM, by going to www.gotomeeting.com. 2. Click on the JOIN MEETING button near the top, right hand portion of the screen. 3. When prompted, enter the Meeting ID: 903-732-317 and then click CONTINUE. 4. If you are asked for a Meeting Password, it is Orlando (with a capital O). This may not be required. 5. Dial the Conference Call Number: 1-571-317-3131. 6. When prompted, enter the Access Code: 903-732-317. I look forward to meeting with you soon! 5/5/14: > Met with Brian via GTM. > Pleased, but administration has told him to leave no sooner than after school on Thursday, 3/19/15 and then they can come home on Monday, 3/23/15. > Discussed the Miami Air discounted fares and they may have to fly both ways starting at 9PM. > He doesn't really love this idea, but understands if it keep the charter fare low. > BJS to check with hotel and Miami Air on these changes and then provide a revised PTP and rates, hopefully by the end of the week. 5/6/14: > BJS revised IOG and made the necessary changes in the system. > Sent Ems to BV Suites and Miami Air. 5/6/14: > Rec'd EM from Brian - Hey Brian, I know you’re putting together the updated price together, but as I put some paper work together for my parent meeting tomorrow evening, I was wondering if you would have an idea of how much the extra hotel night would add to those package numbers you gave me yesterday. Also, does the quotes you showed yesterday include all the fees associated with Festival Disney and Performers on Stage? Thanks again, Brian 05/06/14: > BJS went ahead and ran the revised rates as if all will be confirmed, and then sent response to Brian - Brian: I am still awaiting responses from the Buena Vista Suites hotel and Miami Air; however, if the BV Suites has the availability for the 4th night, based on the REVISED IOG attached, the Per Person CCIS Package Rates would be as follows, based on 152 – 168 total trip participants: Sextuple = $619 Quint = $649 Quad = $689 Triple = $739 Double = $849 Single = $1,159. Yes, all of the required Disney fees are included in these rates. Remember, these rates do NOT include any ground or air transportation. As soon as I have confirmation on the hotel and rates / schedules from Miami Air, I will advise. I hope this helps, Bryan 5/6/14: > BJS EMd and mailed INV #5603, $12,189.00 for the Miami Air Deposit to Brian. > Once hotel and ground transportation are confirmed, the CCIS CN will follow. 5/7/14: > BJS EMd updated IOG to Brian so he would have it with the correct flight times, etc., for this evening's parent meeting. > BJS also updated IOG and attachments as needed and then Jude began work on charter quotes for both MD and FL. 5/21/14: > BJS completed PTP packet, including all transportation info. > BJS completed CN and will mail on 5/22/14 in the AM for arrival on +/- Tuesday, 5/27/14. > BJS discussed RegOnline with CJ so she can discuss with Brian as soon as he receives his contract notebook. > BJS em'd K packet to CJ and JAF. > K and First Payment due 06/19/14, $26,781.00. > CJ checked with Brian on the Miami Air deposit check and we should have it any day now as it was sent out. > Second payment due: 09/19/14 > Third Payment due: 12/19/14 > Final Balance due: 02/02/15. > Also included partially completed Disney PAOS Add-On Performance Application. CCIS will complete Festival Disney Applicaton on-line, as soon as we have his signed K back in house. > Jude, please get K from Hunt Valley / Gunther for the MD school / airport roundtrip transfers (4 coaches). > Jude, please request K from ESCOT for the 4-56 passenger coaches in Florida. ____ JM ____ 05/28/14: > rec'd check #12116, $12,189.00 for Miami Air Charter Deposit. 6/23/14: > Rec'd signed K, Travel Planner Letter, Disney Add-On PAOS Performance Application with picture - however, note said video link would be sent to us once he got back frm vacation in July. > Rec'd First Payment Check #12347, $26,781.00. 08/18/14: > Brian called and LVM for BJS - asked for return call today between 3:30 & 4PM. > BJS returned call at 3:40PM, to cell phone, had to LVM, then received EM that he had a student get hit with a flag, so he will call in the morning. 8/19/14: > BJS reviewed fioles - still need video link for the PAOS Add-On Performance Application. > Also need the info sheet stuff for the Festival Disney ensembles. 8/19/14: > Brian called - wanst to see if we can offer Disney tickets to folks accompanying their group but not travel with us. BJS said yes and we will do a ticket order form. > Administration has scheduled their largest fundraising gala of the year over their trip weekend. He does not want to have to move anything since they screwed up, but he told them he would ask us, so BJS has sent an email to Miami Air and if they can switch, I will check with Jennifer at the BVS. > Brian is going to email me the video link for the parade. > Brian gave BJS the needed information for the On-Line Application for Festival Disney. 8/19/14: > Per Miami Air, trip cannot be changed without making schedule and rate changhes to their air package. > CJ is telling Brian that the change is not an option and he will be fine with that. > BJS completed Festival Disney Application on line for 8 ensembles (2 choirs, 2 bands, 3 jazz ensembles, and 1 string orchestra). 8/25/14: > Per Brian Ecton via CJ - Please disregard trying to move. I had to at least ask, but will will continue with the dates like previously discussed. No need to change anything, which makes my life easier. 9/3/14: > BJS sent Tag Along Disney Ticket Order Form to Brian. Due with all other forms on 01/16/15. 09/25/14: > Rec'd check #12936, $26,781.00. 12/14/14 >CAJ - waiting to hear from Brian about exact numbers for additional air fare space for his trip. 12/17/14: > Rec'd EM from Cj - Bryan - Just got of the phone with Brian - Items we need to address - Total of 190 pax 1) Student count - 125 2) Adult count - 65 3) Need to now exact seats for Miami Air - then will need commercial tickets for the seats that they don't have seats. 4) Miami Air - equipment manifest sheet 5) Miami Air seating chart sheet 6) Verify you received their DVD for Magic Music Day Parade. Thanks - Cindy 12/22/14: > BJS sent EM to CJ - Cindy: I know Brian from Calvert Hall was asking . . . the capacity of the Miami Air Charter is 168 seats. I have also requested the Passenger Manifest and Equipment List from Miami Air as well and will send your way as soon as received. I have sent the request to the Witte Travel Group Desk for 19 additional seats via commercial carrier for this group’s overflow and will advise as I know more. Thanks, BJS. > Sent 2nd email to CJ - 22 additional seats, not 19, and yes, got the DVD and WDW is reviewing per my call to them on 12/18/14. > BJS sent the following QUESTIONS: ? Do I need hotel accommodations for all of the 190 pax listed below? ? If not all 190, how many and what is the breakdown of students and adults? ? Do we need Ground Transportation for all of the 190 Pax listed below? If not all 190, how many? Please call Brian’s cell and advise ASAP. Thanks, BJS. > Once we have these answers, will update IOG, Bible and reservations as needed. 12/22/14: > Rec'd questions from both Brian (CJ) Cindy - Sorry, I just got your message. Today was the first day of our Christmas break and was out with the family all day. We would need arrangements for everyone. Also I never got an updated spreadsheet for the equipment manifest, which is why I never sent it. I can send what I have, so just let me know. Also for the itinerary, would need to attend mass on Sunday morning like we did last time. 12/23/14: > BJS replied to CJ - Cindy: 1. Higher numbers are always a nice, but they can create a challenge as well . . . I have called the hotel to see if they can accommodate this higher number. Awaiting call back and I will advise. IF they cannot handle all of the extra adults there, we will need to come up with an alternate option. 2. Passenger Manifest and Equipment List Templates are attached. Both of these can come back to me with all of the other forms on 01/16/15. Please let Brian know that the 12/19/14 date was an error on my part as the Equipment Manifest should have been the same date as all of the other forms, 01/16/15. Thanks, BJS >Rec'd Check #13840 in the amount of $73,627.20 12/29/14: > BJS sent EM to CJ - #1. I have spoken with the Buena Vista Suites and we cannot add to our original room block of 42 suites as they are SOLD OUT over this group's travel dates. Based on the group's original number of 168 (155 + 13), we requested 31 suites for students (155 / 5 students in each suite) and 7 suites for adults (13 / 2 adults in each suite) = 38 suites + 4 additional suites for extras as needed. Now with just 125 students, we can put up to six in each suite (2 on each bed in the bed room and 2 on the sleep sofa in the living room), that will use a minimum of 21 suites, leaving 21 suites for adults. With 65 adults, unless they are going to put more than 2 in each room, we are short more than 20 suites. All of this being said, I know it is the Holiday and no one is in school, I also realize the group's RL is not due until 01/16/15; HOWEVER, if Brian can complete even a tentative Room List, we need to know how many additional rooms we need at a second property, hopefully somewhere nearby. I cannot begin to approach other properties for rooms until I know how many we are looking for . . . #2. Here is the information for the extra 22 seats on the airline - I can get 22 seats on Southwest on this schedule: WN #799M 19 MAR BWI / MCO 830P / 1050P WN #2968M 23 MAR MCO / BWI 910P / 1120P The price is $305.00 per person, includes all known taxes and fees. Important Deadlines: • NONREFUNDABLE Deposit of $50.00 per seat due no later than January 5 • We can reduce the number of seats without penalty until 01/16/15, as long as they don’t go below 10. • Names due by January 16. > Please share this information with Brian ASAP and advise BJS as to his answers ASAP. Thanks! ____ CJ ____ 12/29/14: > BJS updated IOG & BIBLE to reflect new number of 190 total pax (125 + 65). > Group also wants to add MASS attendance on Sunday morning, so BJS called PAOS to see if their Parade Add-On Performance has been scheduled yet. If not and they can do it on either late Sunday afternoon or evening, that would allow them to go to Mass on Sunday AM. Had to LVM. 12/29/14: > BJS sent EM to CJ - Cindy: Please see below from Larry at WDW. I spoke with him just a few moments ago concerning this and they have not yet heard from Brian. Their question relates to the size of the marching band listed on the application (80 students) versus the video they submitted which shows +/- 31 students. They need to speak with Brian concerning this, so please ask him to call the Disney Performing Arts On Stage office directly ASAP. They cannot continue processing his application for the Parade Add-On Performance until they speak with him. Thanks, BJS. > Larry sent the original request for a Call back on 12/23/14. 12/31/14 >CAJ - Per Brian - I just spoke with Larry and I believe we got everything worked out regarding the parade performance. Below is a breakdown of rooms: Chaperones: . 2- Double . 1- Triple Students: . 20- Sextuplet . 1- Quad Parents/Family: . 5- Single . 7- Double . 5- Triple . 5- Quad Grand Totals= . 5- Single . 9- Double . 6- Triple . 6- Quad . 20- Sextuplet Brian has a total of 189 for the trip. He believes the plane seats 172, but he needs to reserve 2 of those for our double basses. Which means he needs 19 of the additional flights. 01/14/15: > BJS sent the Southwest Passenger Manifest form to Brian. Due 01/19/15. 1-14-15 >Rec'd Hotel Info. Form 1-15-15 >Rec'd Final Pax, Rooming List, Air Passenger Manifest 1-16-15 >Rec'd Airline Equipment List 1-19-15 >JM processed Hotel Room List Packet to include: 19 Sx/114 1 Qnt/5 pax 6 Q/24 pax 6 T/18 pax 11 D/22 pax 5 S/5 pax TOTAL 48 ROOMS/188 pax (123+65) __X___BJS__X___ _____HMS_____ 1-27-15 >Rec'd Check #14091 in the amount of $1285.00 for Tag Along Order for Disney Tickets. 02/01/15: > BJS emailed and mailed final inv #5735, $90,783.20, and made due date 2/13/15. > Also mailed and sent Bank Request Form with original of invoice. 2/6/15 >CAJ - HI Bryan, left voice mail for both Brian Ecton Cell: 443-564-3191, and Nick Marini Cell: 410-456-5134 and also left voice mail at the music department at Calvert Hall requesting who the group leader is for the 22 folks taking SouthWest Airlines and their cell number also. I will let you know when I hear back. Cindy 2/6/15 >CAJ - Group Leader for SouthWest Travel is Morrisann Wilson Cell 410-935-7767. Per Brian. 02/17/15: > Rec'd check #14250, $90,783.20. > Pending no changes, account is PIF. 03/3/15: > Brian sent EM and asked for BJS to call. > BJS called cell and LVM at 2.50PM. 03/11/15: > BJS emailed Final itinerary and QR Code half sheet to Brian, CJ, JAF, JM and HMS. 03/11/15: > BJS sent EM to CJ - Calvert Hall’s Final itinerary Packet BOX is going our FEDEX tomorrow (it will be overnight mail since it weighs nearly 20#). Jude will copy you on the shipping information so you will know when it ships and when it arrives. A copy of Brian’s 2-page Receipt Form is attached. Please go through this with him, was well as the FINAL ITINERARY, once the box arrives. We are now calling this the Pre-Trip Briefing. Thanks, BJS. 3/16/15 >CAJ - pre-trip briefing is at 3:15pm today with Brian.
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