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Mon Mar 23, 2015
Trip Name
Academy for the Visual and Performing Arts Choir-Orlando, FL-03-25-2015
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Toronto, Ontario, CA
Toronto, Ontario, CN
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
Dbl
Trip
Quad
Quint
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 )
From Academy VPS to Orlando, FL 785 miles / 13 hrs non-stop 9/22/14: > Per CJs conv with Booster Parent. 1) Bus 60 students 6 adutls 2) Festival Disney 3) Only want to stay on Disney - but the least expensive lodge since they are only their to sleep per Angela. 4) All meals 5) Budget - $500-600 6) Will get more info from Angela - Booster Parent. 9/23/14: > BJS reminded CJ that the first dates in earlier March are significantly cheaper since the All-Star is nearly $100 less per night. > Per CJ - Boosters are meeting tonight to make a decision on dates. 10/3/14: > BJS Called CJ and LVM - need to know their decision on dates so we can get this thing knocked out ASAP . . . 10/3/14: > Per CJ - Note are in the system and the dates are correct. They have to go these dates because of a school rain dance that they must attend. Per Angela - Band Booster in charge. 10/3/14: > BJS completed IOG and made some attachments. > JM, please send CQR to Venture, Newton, Fun Tours and James River. This group is projecting 66 pax (I know, killer number). See if anyone has any larger coaches available and / or a combination of two coaches that might make this more economically feasible. > After sending CQRs, please review the attachments I have already made and then make the remaining attachments and return to my desk. Thanks! __X__ JM __X__ 10/4/14: > BJS reviewed and updated attachments as needed, then ran rates for Disney's All-Start Resort. These are the rates entered below, starting at $545 quad. > Also ran some rates, without making any calls or confirmations, using the Buena Vista Suites, in order to show the group how staying off-property can effect their budget in a positive way. These rates, pending availability of course, would be: Sx = $489 Qt = $499 Qd = $519 Tp = $549 Db = $609 Sg = $779. > CH, please prepare PTP based on the All-Star Resort, but include the Option of staying at the Buena Vista Suites as you have done in a few recent PTPs. > NO PP required. > Charter quotes will come - leave them all in there for now with $0.00 and I will add on Monday or as they arrive. Thanks! __X__ CH __X__ 10/7/14: > BJS completed PTP Pack and sent to CJ so she can share with client. 10/7/14 >CAJ - have sent PTP to Don and Angela. 10/8/14 >CAJ - Hi Cindy- spoke to don and we are going with the Buena Vista Suites Quad Occupancy $519.00. we will possibly need two buses with 70/75 traveling. he said to please send contract. 10/8/14: > BJS called BV Suites and they are SOLD OUT. > BJS called Embassy Suites LBV South and they are also SOLD OUT. > BJS called Raddisson Resort Orlando Celebration adn Tom has the rooms if they want them. > BJS updated attachments and ran rates based on the RROC, with 65 - 75 total pax including 2 comps. > Quad rate is $525. > The rates in the system are the rates for the RROC. > BJS called CJ and discussed - she will spoke with TC this afternoon as she is meeting with Dr. Krudop later today to make final decisions and decide on charter company. 10/9/14: >CAJ - spoke with Angela and they want Newton Bus - waiting on Don for hotel choice. She is waiting on him. 10/10/14: >CAJ - Response from Angela from Don - Okay Cindy we are a go for the Raddison! He agreed about the doors. whoop whoop lets go!! LOL!! 10/14/14: > As this is going to K, please review and proceed as needed - thanks! > Newton is their charter choice. ___10/21/14_ JM __X__ __10/21/14__ HMS _X___ 10/24/14: > BJS sent to CH for CN prep. 11/10/14: > BJS called Don's cell and LVM - please call me today so I can complete your Festival Disney Application on line as space in the festival is getting tight. 11/14/14: > Per CJ, they have decided to do transportation on their own. > The group is going to mark through transportation on the contract and then we we receive, BJS will do the same. > BJS updated the forms section of our website so when they LOGIN, they will now have access to the Charter Company Info Form. It will be due with the other forms on 1/23/15. If any of the forms are late - no iPad. > JM, please cancel the K with Newton, make Newton INACTIVE, then add on own as their transportation company and mark it as under contract. _x___ JM ___11-14-14_ 11/18/14 >CAJ - Hi Cindy The appropriate people have signed it and is handling the contract. Thanks Angela D Germano 12/1/14 >CAJ - Call the school at 7:15am. Don is teaching first block. Let message for him to call me. 12/3/14 >CAJ - Don said March 19. 20. 21. 12/4/14 >CAJ - called Dons cell, and his school and could only leave a voice mail on both about the email I sent in ref to Disney. 12/11/14: > BJS updated IOG and attachments to show Disney Performing Arts On Stage instead of Festival Disney. 12/14/14: > BJS reduced package rates by $20pp across the board since PAOS is less expensive than Festival Disney. > BJS prepared Contract Inclusion Addendum and then BJS signed, scanned and emailed to CJ so she can have Beth McOsker signed and return along with the signed Contract this week (it was due 11/21/14). 12/15/14 >CAJ - emailed both Don and Angela about getting all the paperwork signed. Angela said it was sent to the schools folks back in November, so she is checking on it today. 12-23-14 > Rec'd signed contract and Addendum. 12/24/14: > Rec'd check # 1796, $13,210.00 from FOTA. 12/31/14 >CAJ - He did receive my message and said that he has to wait until next week to get new videos. He said that the ones he originally sent are the most appropriate ones that he had available. 1/12/15 >CAJ - From Don on the status of the much needed videos for Disney: Probably tomorrow. I haven't heard back from any parents who may have filmed the Saturday night performance. Worst case scenario...I'll record tomorrow during class and send you like to all four videos, plus pictures of the groups in concert attire. In harmony, Don 1/13/15: > Rec'd updated video links from Don and BJS forwarded on to WDW. 1-22-15 >Rec'd Charter Co. Info. Form 1-23-15 >Rec'd Final Pax and Hotel Info. forms 1-27-15 >Rec'd Room Lists 1-28-15 >JM processed Hotel Room List Packet to include: 9 Q/36 pax 2 T/6 pax 1 D/2 pax 1 S/1 pax TOTAL 13 Rooms/45 pax (40 + 5) __X__ BJS _2/2/15_ _____HMS_____ 1/29/15 >CAJ - Don and Angela would like to know the final cost of the trip, as we have raised some money through fundraisers to help set off the cost of the trip and I want to be able to let everyone know what they need to pay. 01/29/15: > Final Invoice will be sent no later than Tuesday of next week. 1/29/15 >CAJ - From Angela - Booster Parent: Is there anyway Brian can give us an estimate, We have the last payment scheduled for the Students on Monday. I hate to rush anyone, but I would like to try to prevent a bunch refunds that need to go back to the students. Tuesday is the 3rd and we have to have our final payment in by February 6th, and I am not sure that this can be accomplished in 3 days. thanks for your help. Angela D Germano 01/29/15: > Tell her not to worry, I would never expect the payment to arrive with just a few days of them receiving the final invoice. I will adjust the due date accordingly. We have worked with this group long enough to not be worried about whether or not they are going to pay. 02/02/15 > BJS reviewed numbers and since they are 20 below K minimum, in order to try and keep package rates unchanged, deleted iPad, GTV dvd and comps will be just 1 instead of 2. > BJS emailed and mailed Final INV #5738, $8,580.00 adn bank Request Form. Made due 02/17/15. 02/17/15: > Rec'd check #1813, $8,580.00. > Pending no changes, account is PIF. 03/17/15: > BSJ emailed Final Itinerary and QR Code sheet to Don and Angela, et. al. CCIS staff as needed. 3/23/15: >CAJ - Pre-Trip briefing is at 9:00am today. 3/23/15: >CAJ - Don has everything he needs for his trip and is ready - except for the rain in their forecast.
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