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Spring Grove Area High School Music Dept.-Orlando, FL-02-12-2015
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
Dbl
Trip
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Sext
Start
Date:
Time:
End
Date:
Time:
Contract
Due
Received
Deposit
Due
Received
Partial Deposit
First Payment
Due
Received
Final PAX
Due
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 )
3/19/14: > 03/19/14: > Per DD conv with Kyle. > Leave 02/12/15 as early as 4AM. > Wants park time on arrival day. > BWI is the airport of choice. (+/- 90 minutes). > Arrive back at school 02/16/15 NLT 6PM. (no park time on this day) > All right with Motel / All Star Resort > Rates from other companies, $617.00 without travel and another company quoted +/- $1100 with travel. > B-fast with a Meal Coupon at the Resort and Dinner in the park witha Disney Meal Coupon. > NO lunches. > Disney Performing Arts On Stage for Band, Choir & Orchestra. > Needs proposal ASAP. > As for comps, per Kyle, he would estimate 8 just to make sure the directors, nurse, and any other music department faculty member would be covered. > Wants Escort and DD has volunteered. 03/23/14: > BJS completed IOG and made attachments. > Sent EM to Heidi Williams to see if she can do any better with rates at All-Star or at least confirm rates for their 2015 dates. > BJS sent EM to Dave after running preliminary numbers - Dave: Just ran the preliminary numbers for Spring Grove and based on the following, our rates would start at $569 Quad (not including transportation, other than the Disney Transportation System for airport, hotel, and park transfers): 119 – 132 total pax, including 8 comps at the double pkg. rate Disney PAOS (Performing Arts On Stage) Participation 4-Day Standard Park Admission (upgrade to Hopper for $18pp) 4-Nights at Disney’s All-Star Resort Breakfast each morning in the Resort’s Food Court, via Disney Meal Coupons (4) Dinner each evening in the Park, via Disney Meal Coupons (4). iPad Group Travel Video Escort (Dave Dietz) CCIS Scholarship Director’s Site Visit CCIS Rewards Program, etc. I may even be able to do better than this as I had a lengthy conversation with David Smith (our main man at WDW) of Friday afternoon and he said if there are any groups we need special help with when it comes to prices at their resorts, to let him know. I sent the specs off to David’s assistant Heidi Williams this AM and have asked to see if they can do any better on the room rates for this particular group, so we shall see. That being said, I want to hold off on publishing anything yet to the group until we see if we can go even lower. As it stands now, we are already $48 less than the $617 rate he shared with you late last week. Call me today or tomorrow morning so we can discuss our options for meeting with him . . . 03/28/14: > Just before PP GTM, BJS reduced rates by $6 across the board in order to get below $550, so we are now at $549, 609, 759, and $1,149. Also updated rates on Bible screen. > BJS and DD met with Kyle and did PP via GTM (from parking lot of The Hershey Lodge while we were at PMEA). > Seemed pleased, said we were one of the lower quotes, and he would get back to us by Monday of next week after sharing our info with his colleagues. > DD is to follow up on Tuesday INW / decision. 03/28/14: > Less than an hour following our GTM, Kyle sent the following EM to Dave - Hi Dave, I spoke to Dan and Brian about CCIS's proposal and they both agreed that it looks great and is the best proposal we've seen! We would like to move forward with the Orlando trip with you. Before we move forward with any contracts with CCIS, we will need administrative/school board approval of the trip. Can you send me the trip proposal with the rates and the itinerary via email so that I can include it in the proposal to our administration? Thanks so much and we look forward to travelling with you! Kyle Showalter Spring Grove Area School District High School and Middle School Symphonic Band Director High School Marching Band Director A.P. Music Theory Teacher 717-225-4731 (x7606) showaltk@sgasd.org 03/30/14: > BJS emailed PTP Pack to DD so he can pass along to Kyle in order for it to be included with their Field Trip Request Form for the School Board. > As soon as they have the official word, we can complete the CN and begin to look at air options & ground transportation in both PA and FL for the group. 04/28/14: > Per DD, client has received Board Approval and we can now proceed with the Contract. 05/12/14: > BJS completed K Packet as well as three (3) partially completed PAOS Application packets. > K, Disney Applications and First Payment, $24,996.00, are all due on 06/12/14. > JM, please process CN per SOP and mail via 2-Day Priority this afternoon. Thanks! __X__ JM _5/12/14_ 05/27/14: > rec'd Travel Planner Letter. 06/11/14: > Rec'd signed K as well as all of the Disney PAOS materials. 6-12-14 >Rec'd Check # 2181 in the amount of $24,996.00 6/13/14: > Rec'd deposit check in the amount of $24,996.00. > As this group is now UNDER CONTRACT and Deposit has been received, please review and proceed as needed. Thanks! > Air from S-West is to go on sale 07/21/14, so we still have the transportation portion of this trip to deal with. __x__ JM __6-23-14__ ____ HMS ____ 07/21/14: > BJS sent EM to DD re: Southwest Airlines inventory release date - Dave: I just received word that Southwest pushed back the date for February 2015 inventory. It was supposed to be today, but is now August 4. I’ll note it and check it on that date. Please share this information with the Directors at Spring Grove. 8/4/14: > BJS sent EM to DD re: Southwest Airlines. Southwest opened their schedule today and will confirm 132 seats together – this schedule/price: 2/12/15 Leave BWI at 10:05am / Arrive Orlando at 12:40pm 2/16/15 Leave Orlando at 3:10pm / Arrive Baltimore at 5:15pm 16 seats at $693.20 per person, includes all known taxes and fees. ($11,091.20) 116 seats at $779.20 per person, includes all known taxes and fees. ($90,387.20) $101,478.40 / 132 seats = $768.78pp. (High fare; I know, but that is the best they can offer and it is a holiday weekend) Southwest is holding these arrangements through 8/15/14, at which time a $50per person deposit will come due. Southwest has an earlier flight 7:00am and a 1:15pm return flight – if the group uses these 2, all tickets are at a fare of $789.20. US Airways is approximately $100 per person less, but they fly out of DCA and the group will split up between 2 flights. Jet Blue also has nonstop service out of DCA and I’m waiting on a quote from them. Since these commercial rates are so high, I have also sent Charter requests to Miami Air and Allegiant and will advise as soon as I hear back from either of them. Please share this information with the group and we will continue to update over the next few days. 8/15/14: > BJS and DD spoke - will plan on being at Regan by 5AM on departure day, 2 hours before the first flight. 8/22/14: > BJS spoke with DD re: ground transportation for performance day (02/13/15) at Disney. > All three groups are scheduled for 2/13/15 at Waterside Stage; HOWEVER, times have not yet been assigned. Without the times, we cannot guarantee a ground transportation cost at this point. In the interim, DD will share with the group that ESCOT has a 4-hr minimum at $400 / 55. 8 hrs = $800 / 55 and 12 hrs = $1200.00. > DD is also calling PAOS to check on the length of the actual stage performance time. 10/14/14: > Per DD - He now has 121 flying and 2 driving the equipment truck. > DD trying to add notes 11/14/14: > Rec'd check #2218, $24,996.00. 12/11/14: > BJS sent EM to Kyle - Kyle: > Attached are the Passenger Manifest for all three of your group’s flights. > Please note that we have assigned you, Brian, and Dan to different groups and this is noted at the top of the first page on each Manifest. > The Manifests come from Witte Travel’s Group Desk, for they are our airline partner. > Please return to the completed forms to Witte Travel as directed on the forms, no later than the close of business on Monday, 12/15/14. > Please copy both Dave and me on the emails when submitting to Witte. > I think the information is pretty self-explanatory, but if you have any questions, do not hesitate to contact me. > The forms are fillable PDF files. Thanks again, Bryan 12-12-14 >JM processed Hotel Room List Packet to include: 22 Q / 88 pax 03 T / 09 pax 08 D / 16 pax 08 S / 08 pax (includes Dave Dietz, Escort) TOTAL 41 ROOMS / 121 pax (94 + 26 + 1) _____BJS_____ _____HMS_____ 01/13/15: > Rec'd Park Choices from Brian B. 01/14/15: > JM, Ground Transportation in both PA and FL is your main job for the day! > We need the following - 1. School to Airport Transfers on Thursday, 02/12/15 and Monday, 2/16/15. The school is near Harrisburg, PA, so call whoever you have the best relationship with in that area (see some of Dave's other clients from this year in the same area - Central Pennsylvania - for ideas if no one comes to mind). > 3 55-passenger coaches from Spring Grove, PA to Reagan Washington National Airport in Arlington, VA. > 2/12/15, Load at 2.15AM, Depart School at 2:45AM and arrive airport at approx. 4:45AM for their first flight departures at 6:30AM. > Return trip will be on Monday, 02/16/15, 2 55-passenger coaches, picking up at Reagan Washington National Airport in Arlington, VA at 2:15pm and then returning to the school once all 74 passengers are on board PLUS 1 55-passenger coach picking up at Reagan Washington National Airport in Arlington, VA at 6:30pm and returning to the school once all 45 passengers are on board. 2. Ground Transportation in Orlando on Friday, 02/13/15. I would contact Evelyn Burdick, with the same charter company we used for Warwick Valley HS Choir. If she is not available, ask her for recommendations. > 3-55 passenger coaches to pick-up at the All-Star Resort - MUSIC, loading at 8AM for an 8:30 AM departure to the Downtown Disney Pre-Show Area. Stay with group through performances (3, the last one beginning at 12:30PM) and then take group back to All-Star Music and then from Hotel to Hollywood Studios. Coaches will be done with service at approx. 4:00PM, once the group has been off-loaded at Hollywood Studios. > All other transportation in FL will be by either Disney's Magical Express and the Disney Transportation System. > I am not interested in multiple quotes, just get someone who can do the job and have a contract and rates to us ASAP - THANKS!!! I need this in order to get the group their Final Invoice. _x___ JM ___1-15-15_ 01/18/15: > BJS emailed Final INV #5730, $80,241.22, due 01/30/15. 01/19/15: > Rec'd EM frm Kyle - they are doing their own Ground Transportation in PA, so we need to remove this from the Final Invoice. > Also, he wants to add Student Watchers. BJS asked How many guards / night and once we have this answer, I will send an updated Final INV. > BJS sent EM to JM to cancel the ground transportation K with Conestoga Tours for the HS / airport transfers. 0/19/15: > Per Kyle, just one guard / night. > BJS emailed and mailed REVISED Final INV #5730, $74,927.22, due 01/30/15. 1-30-15 >Rec'd Check #2240 in the amount of $71,248.90 02/10/15: > Rec'd call from Kyle, Michael Walker, (Chaperone - single package) did not pass his clearances, so he will not be going on the trip. > BJS told Kyle to send me any unused Tickets and Meal Coupons, etc., we would try to get refunds. > BJS also sent EM to Eric at WDW and Jana at Witte - Eric & Jana: Just a quick note to let you know that just a few moments ago, we received word from the school that one of the Chaperones for this group, Michael Walker, did not pass his clearances, so he will not be traveling to Orlando with the group. Eric, he was in a single room at the All Star, so please release his room if you are able. I am sure the question will come up, so I would ask that you provide me with any refund information you can for the room and or the air portion of the trip. Thanks, BJS.
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