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General Trip Information
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Fri May 06, 2016
Trip Name
Blue Ridge High School Band and Choir-Orlando, FL-04-08-2015
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Trip Notes
( Print Note )
( E-Mail Corporate )
HS to Universal = 1,135 miles / 19 hours non-stop DATES ARE FLEXIBLE Dates: April 7 - 12, 2015 (travel dates are flexible) Destination: Orlando, Florida Ensembles Traveling: HS Chorus Concert Band (several students participate in both ensembles) Total Traveling (Approx) 100 students 10 adults Events already scheduled: Friday, April 10 10am - Noon Concert Band Clinic at the University of Central Florida Music Building Saturday, April 11 7pm (time approx) - All traveling to attend UCF grand opening at new Orlando Performing Arts Center Travel: It is our preference to fly. The closest airports to our school include: Wilkes-Barre Scranton (AVP) - Allegiant Air direct Hamburgh (HAM) - Jet Blue Direct Allentown (ABE) - Several Airlines A bus ride is (with one meal stop) is approximately 20 hours. Fun Activities: Blue Ridge rotates trips between Disney and Universal, 2015 is a 'Universal Year.' Two days at Universal (park-to-park option not necessary) Possibly one day (or partial day) at Wet-n-Wild One day, usually the day of arrival, at the beach. Cocoa, Daytona, etc. In the past, we have had a cookout at a hotel at the beach, that was able to give a us two changing rooms and beach access. Sample Itinerary Tuesday April 7 Travel to Orlando Free time at the Beach Check in to Orlando Hotel Wednesday April 8 Universal Orlando Thursday April 9 Universal Orlando Friday April 10 Concert Band UCF performance Wet-N-Wild Saturday April 11 Choral Performance Shopping, free time (downtown Disney?) UCF Concert at Orlando Performing Arts Center Sunday April 12 Travel Home Trip Cost Trying to keep the cost under $700.00, which may mean trimming the length of the trip. Rooming Quad Occupancy for Students Double Occupancy for Adults Single Occupancy for two directors 7/22/14: > BJS and DD spoke about this group and the fact that his dates are "flexible". Since he already has some things set at UCF on both Friday & Saturday, it really may not be as flexible as one would think, but Dave is going to see if we fly, is he willing to arrive in Orlando on Thursday and if he goes by bus, would he consider leaving on Wednesday so they arrive in Orlando on Thursday. > We also discussed budget and with an all-inclusive budget of $700, flying is most likely out of the question. As soon as we have the flexible date decision mentioned above, BJS will contact Allegiant Air and see where their fares begin. From there, we should be able to make a determination as to plane or bus. > DD is also going to find out which hotel they stayed at during their most recent trip to Orlando in 20__? 7/22/14: > DD spoke with Vince. > Travel every year, every two years is Orlando. Has done this trip twice with this particular band. VA beach on the off years. > Last time, 2013, stayed at Clarion at Downtown Disney Area on Hotel Blvd. > OK with our suggested dates if need be. > Has always gone by bus before. Made a comment that he feels bus is almost as expensive as air. > Price is utmost concern, low income neighborhood. > That being said and with a $700 total budget, and all the ground transportation they are going to need in Orlando, there is NO WAY they can ever fly with this budget. WE are not even going to pursue. > Can leave any time as needed in order to accommodate trip requirements. > Tuesday will be travel with through the night, arriving Orlando on Wednesday (Universal), Thursday (Universal), Friday (UCF & Wet n' Wild), Saturday (UCF, Downtown Disney, & PAC opening), then depart for home, arriving Sunday. HOWEVER, since they are driving through the night, the last day on Orlando should be a park day without any use of their buses, so this entire trip should shift to a Wednesday - Monday scenario. Thursday & Sunday would be the Universal Days. > DD is getting some more answers from Vince - > is the Choir doing a performance on Saturday AM at UCF? > Are the band and choir doing performances at Universal? 7/22/14: > Per DD, NO performance at Universal for the Band. > The group has done nothing as far as a Choir performance, so it can be with Universal STARS. > BJS and DD came up with the following . . . > Wednesday - depart school as needed and drive through night. > Thursday, Cocoa Beach (10AM) with picnic lunch and then to hotel for check-in and then evening at Downtown Disney with Disney Meal Coupon for dinner. > Friday - 10AM - Choir to Wet n Wild while band is at UCF for Clinic and then they join choir at Wet n Wild for the remainder of the day. Dinner at NASCAR Cafe. > Saturday - Universal (Choir performance) and then to UCF for PAC opening Concert. > Sunday - Universal (unencumbered so driver's have off hours) and then depart for home, travel overnight. > Monday PM - arrive school. 7/23/14: > Per Dave, charter company preferences = Fullington & Elite. 8/12/14: > BJS completed IOG. > JM, please send CQRs to Fullington, Elite and Susquehanna Trailways. > JM, please make all attachments as able and then pass along to HMS for any holes / questions. > BJS has already sent to two hotels. > PTP Meeting with client to be the week of 9/2/14. __x__ JM ___8-21-14_ __X__ HMS _8/29/14___ 8/28/14: > BJS sent GTM invites - Vince: 1. Please join my meeting on Thursday afternoon, September 4, 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: 337-890-285 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. Use your microphone and speakers (VoIP) - a headset is recommended. Or, call in using your telephone - dial the Conference Call Number: 1- (213) 493-0602 6. When prompted, enter the Access Code: 337-890-285. Thanks, I look forward to meeting with you soon! 9/2/14: > BJS completed rates and then sent to CH for PTP & PP prep. 9/4/14: > PTP GTM at 4 PM this afternoon including Vince, Amy, BJS and DD. > Appeared to go well - Vince is going to talk to a few more local bus companies and see if he can do any better on the charter rates. > BJS to send a partially completed STARS application to Amy so she can complete and return to us ASAP. > BJS sent PTP Pack via email to all attendees. > DD to follow up early next week and hopefully we can get the Go to K in the next 7 - 10 days. They do need to send it along to their Principal in order to get his approval. 9/5/14: > JM mailed hard copy of PTP to Vince's attention. 9/15/14: > Rec'd EM from Vince - Hi Bryan, I am wondering if we can change the itinerary the following way: > Meal voucher for Wet N wild (in place of a catered meal) > Meal voucher Saturday Night for dinner (in place of Nascar) We are trying to get the cost down to $500/pp with the understanding that buses are going to be close to $300/pp. Thanks, Vince. > BJS sent along to HMS for her to check on, make changes and advise. > BJS then replied to Vince - Vince: I am having Hollie check on these changes and will advise as soon as she has the answers back to me. Am I correct in assuming that you are going to contract your own buses? > Vince immediately replied to BJS - Bryan: We're actually going to go with the Susquehanna Quote you gave us. > BJS replied - Great, then I will have Jude request the Contract from Susquehanna. __x__ JM __9-16-14__ 9/16/14: > Net change to make the meal changes he suggested is just $3pp. > BJS sent EM to Vince to see if he still wants us to make the changes. 9/16/14: > Per Vince, really needs to get our package to $500 or less. > BJS suggested cutting the day a Cocoa Beach. 9/18/14: > Vince replied - Bryan, Ok, we've talked through everything and we think this is our best option: Wednesday - departure as previously scheduled Thursday - Cocoa beach as previously scheduled Friday - Universal / Band at UCF Saturday - Universal / STARS performance/ leave after the concert Sunday evening - Arrival. 9/18/14: > BJS replied - Great! Let me run the numbers, make the revisions and get an updated charter quote from Susquehanna. I should be able to have this all to you next week as I am on the road through the remainder of this week. Aloha! 9/22/14: > BJS revised IOG based on request from 9/18/14 and called it IOG Rev1. > BJS updated attachment s accordingly and then ran revised rates. > BJS entered rates in system and then completed PTP Revision 1. > BJS sent PTP Rev 1 to Client - revised charter quote to follow. > JM, please send Revised IOG to Susquehanna for their review and a revised rate. Please let me know as soon as you have their revised rate - it should be a bit lower as we have cut a day from the trip. Thanks! __x__ JM __9-23-14__ 9/23/14: > BJS emailed REVISED PPBCC to Vince from Susquehanna. > BJS spoke with Vince during GTM re: Hawaii and he said that he is good with all the changes and once he shares with CD and the principal, we should have the Go To K by the end of this week! 9/23/14: > Go to Contract based on Rev 1. 10/1/14: > Since NASCAR is closing 10/31/14, BJS updated IOG to show Hard Rock Cafe in its place. > HMS, please update attachments related to NASCAR and HRC as needed. > As this is going to Contract based on REV 1, please review and proceed as needed. CN to mail NLT 10/6/14. Thanks! __x__ JM __x__ __x__ HMS __x__ 10/9/14: > BJS sent to CH for K processing. > BJS EM'd Vince the Choir's Universal STARS application. 10/9/14: > CN mailed, due with 1st $ on 11/7/14. 11-24-14 >Rec'd signed contract, letter on school letterhead, and check #17455 for $17,760.00 01/05/15: > Rec'd HIF via email. Form set no due until 02/06/15. 01/13/15: > EMs back and forth between Vince and BJS - > Confirmed that the Band is still doing the clinic which they arranged at UCF at 10AM on Friday morning - Vince confirmed. > No PAC performance on Saturday night, so the group will just stay at Universal on Saturday until they head for home at 9PM. > BJS reminded Vince that we still need the Choir's STARS application materials. Band is NOT doing STARS, just the choir and the CD has never sent us the completed Application. > BJS updated IOG accordingly. __x__ JM FYI ____ HMS FYI 1-19-15 >Rec'd Check #17495 in the amount of $14,000.00. 01/26/15: > DD, we still need the choir's Universal STARS Performance Application and supporting materials. A partially completed packet was sent via email in October. . . > I emailed Vince about this on 01/13/15 (see above). > Performance spaces are finite, so at this late date, I do not know whether they will get a performance spot or not . . . 2-5-15 >Rec'd Final Pax form and Room Lists 2-6-15 >JM processed Hotel Room List Packet to include: 18 Q/72 pax 3 T/9 pax 3 D/6 pax 2 S/2 pax TOTAL 26 Rooms/89 pax (83 + 6) __X___BJS_02/17/15____ _____HMS_____ 02/17/15: > BJS emailed Final INV #5743, $29,489.00, along with Bank Request Form. > Made due date: 03/06/15. 02/13/15: > BJS Sent EM to Vince re: Universal App needing clarification - Vince: Please see below from Universal STARS regarding the Choir’s application. Can you please have Amy send me the information they are requesting ASAP? Thanks, Bryan. From: STARS (NBCUniversal, Orlando) [mailto:STARS@UniversalOrlando.com] Sent: Thursday, February 12, 2015 5:49 PM To: bryan@ccistravel.com Subject: STARS Application- Blue Ridge High School Good Afternoon Bryan, We have received your STARS performance application and the approval process has begun! The link that was provided on the Application is not valid, please send another link to verify. Also, I was unable to read Amy’s last name on the application. Please allow 1-2 weeks to receive confirmation of your groups selection. If you have any further questions please let us know and we will be glad to assist! Musically Yours, STARS TEAM. 02/23/15: > BJS sent another EM to Vince - Just checking on this. We need to get this taken care of or the Choir may not be able to perform. Thanks, Bryan. 03/11/15: > Rec'd check #17540, $29,489.00. > Account is PIF.
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