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Fri May 06, 2016
Trip Name
Jackson Milton High School Band & Choir-Orlando, FL-01-17-2016
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Jackson Milton High School Band and Choir
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Trip Notes
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( E-Mail Corporate )
Windham to JMHS = 18 miles / 30 minutes JMHS to LBV = 1040 miles / 17.5 hrs non-stop 9/29/14: > BJS completed IOG and then JM sent CQRs and made attachments. > BJS ran rates and will wait until tomorrow to send PTP so we will hopefully have some more charter quotes. > Also sent EM to Jennifer at the BV Suites to see if we can save the group some considerable $ by staying there. 9/29/14: > Per Jennifer - rate at BV Suites would be $109 + 12.5% 9/30/14: > BJS removed iPad and GTV since we are being bid and we know competitors did not include. GTV will be listed as an option at $10 / student. > Rates in system and current attachments are fir All-Star, but BJS also ran rates for BV Suites (start at $589pp - Sextuple). > BJS sent to CH for PTP prep and she will show both properties. 9/30/14: > BJS sent PTP to Derrick - Derrick: Thank you for your patience! We have finally received the 3rd charter quote for your group’s up-coming trip to Orlando and the complete Pre-Trip Planning Proposal is attached for your careful review. As you will see, I have gone ahead and included two hotel options, Disney’s All-Star Resort and the Buena Vista Suites Hotel – a Disney Good Neighbor Hotel. The All-Star is on Disney property; however, you must be aware that its’ design is that of a 4-story motel, with exterior corridors and all rooms opening to the outside. The Buena Vista Suites is an all-suite hotel with all interior corridors. Breakfast at the Disney hotel will be in a food court with a meal coupon, while the Buena Vista includes a Full Hot Breakfast Buffet. The choice is obviously yours, but I feel you need to be aware of your options and the savings the Buena Vista Suites can offer your students. As Kay recently toured both properties, she will be able to give you additional insight. I would also point out that although Disney and Universal have not yet released their 2016 rates, the rates I have quoted in our package are guaranteed and unlike other companies, any increase in their rates will NOT be passed on to you and your students. As you have traveled with us in the past, you know how we work with the charter companies and leave the charter choice up to you. As you will see, the rates vary by nearly $2,000.00 / bus, so it is important that you have a choice of carriers and know who’s coaches you will be traveling on. Please advise as to your choice at your very earliest convenience so we can get these coaches secured. Do not hesitate to contact Kay or me if you have any questions or concerns. Thank you again for the opportunity to be of service to you, your colleague at Windham HS, and all of your students. As CCIS has once again been recognized by the Disney Corporation as one of the Top 40 Youth Travel Planners in the World, I know you will not be disappointed with our level of expertise and the high quality and value we provide. I look forward to our continued work together. Sincerely, BJS. 9/30/14: > BJS also sent EM to KW telling her to review what I sent and confirm Derrick's receipt of the packet. 10/7/14: > BJS sent follow up email - Hi Derrick! I was wanting to check in with you to see if you received the detailed proposal I sent over early last week and to see how the response was from your colleague at Windham? Please touch base with either Kay or me at your earliest convenience so we will know if you need us to make any changes, additions, or deletions. Thanks so much, BJS. 11/13/14: > KW rec'd Em from Derrick - Hi Kay, Thanks for getting with me. Its been a rough couple of months here, actually. I'm sorry I haven't taken time to get with you concerning our student travel. I haven't been well, and I've actually missed more school this year than I have in the last several combined. Thankfully, I'm on the uphill climb now. Unfortunately, our combined efforts with Windham have hit some (unresolvable) snags--negotiating specific travel dates, and honestly their boosters are so singly focused (only fundraising to take the kids on a trip) and not as willing to compromise on itinerary points to create a manageable trip cost, we have decided to not pursue traveling together. That ends the bad news, though :-) The good news is that now I'm back in control of the entirety of the trip for our students. Our boosters would like to move forward with the trip plans such that we can submit our proposal for final approval to the school board and begin releasing more information to the students, collecting deposits and fundraising. There are a couple of changes that we would like to make to the last proposal--mainly because we were attempting to work with Windham: 1. I would like to change the Thursday Universal Studios ticket back to a Disney ticket for a total of 4 days in Disney. 2. Perhaps the final dinner on that Thursday, we could do a meal at Planet Hollywood before departing for home? 3. I would stay off property at the Beuna Vista Suites to take full advantage of the included breakfast 4. I am fairly certain we will only travel with a similar number of students as our previous trip. Therefore, I really need a more specific quote for a total of 54 participants 50 + 4 (including chaperones) and 2 directors. 5. Perhaps the largest adjustment is that I would now prefer a performance in a concert band setting (but not the adjudicated event) rather than the marching parade. I know there are several stages throughout the parks that offer performance opportunities including Downtown Disney. 6. Also, I will need your recommendations as to a possible performance detail: My assistant here, Mellissa, thought our choir could be included in the band performance if we chose a piece for choir with band accompaniment. Is that permissable? We would be willing to include such a selection in our audition material. Let me know what you think, and I'll look forward to moving ahead in our travel plans. Our students seem very excited! THANK YOU! Derrick 11/13/14: > BJS replied to KW - > This is good news – glad he has decided to go it alone. I know he was uncomfortable with the director and especially the parents at Wyndham. > Please let him know that we will get a revised proposal to him after the Thanksgiving Holiday. I will contact Disney about the combined number – not sure if they will allow this or not, but doesn’t hurt to ask. Bryan 03/15/15: > BJS updated IOG and all attachments as needed. > Sent specs to BVSuites to make certain rooms are available and get rate. > As soon as Jennifer responds with rate, ready to complete Jackson Milton only PTP. 03/16/15: > Hotel rates are confirmed, so BJS ran package rates, completed PTP Pack and emailed to Derrick. Derrick: Attached please find the Proposal for your group’s up-coming trip to Orlando. Your careful review is very much appreciated. This proposal includes the changes you requested since Wyndham has pulled out of the trip. Please note, the bus quotes are those from the original proposal. If you can make a selection from the 4 companies provided, we will make certain they still have a coach available and the rate will be honored. Should you have any questions, do not hesitate to contact your Account Executive, Marty VerShaw (773.230.7648) or via email: marty@ccistravel.com. Thanks Derrick, Bryan. 04/15/15: > BJS sent EM to Derrick - Derrick: I hope this finds you well. A month or so ago I sent the revision for your group’s January 2016 trip to Orlando. Did you ever receive it? I believe Marty has been trying to contact you as well to see if you were ready to proceed based on the information I sent. Please advise ASAP and if you need me to resend it, please let me know and I will do so. Thanks, Bryan PS: The Client Appreciation Day and Golf Outing is May 16th. I hope you and your wife can join us once again! 05/14/15: > Derrick called. > He has been out of touch as his wife has had a cancer scare that came about just since we saw him at the OMEA in Cleveland in February! She is doing much better now and it looks as if everything is on the up and up. > He is ready for K. > JM, Lakefront is his charter choice. > The group's K and $100pp first $ will be due 6/19/15. > Second $ due 8/21/15 and then the rest per the system. > Bus will be on the last two invoices only. > As this is going to K, please review and proceed per SOP. CN, with Disney application packet is to mail NLT 5/22/15. Thanks! __x__ JM __5-19-15__ __x__ HMS _5/27/15___ 05/27/15: > BJS completed CN and mailed via USPS 2-3 Day Priority Mail. > K, 1st $, Disney Application, etc., all due 06/19/15. 06/19/15: > Rec'd Signed K, TPL, and check #2326, $5,100.00. > As this is now UNDER CONTRACT and First $ has been received, please review and proceed as needed. Thanks! _x___ JM _6-23-15___ ____ HMS ____ 10/2/15: > BJS sent EM to MVS asking him to check in with Derrick as his payment was due 8/21/15. 10/19/15: > Rec'd check #2351, $6,525.00. 11-17-15 >Rec'd Final Participant Form, Hotel Info Form, Room Lists >JM processed Hotel Room List Packet to include: 5 SX/30 pax 2 Qnt/10 pax 1 Q/4 pax 3 D/6 pax 2 S/2 pax TOTAL 13 Rooms/52 pax (38 + 14) 12-2-15 >JM did REVISED Hotel Room List Packet to include: 4 SX/24 pax 3 Qnt/15 pax 1 Q/4 pax 3 D/6 pax 2 S/2 pax TOTAL 13 Rooms/51 pax (37 + 14) __X___BJS_12/3/15____ __X___HMS_12/17/15____ __x___TW__12/10/15___ 12/3/15: > Rec'd check #2391, $22,950.00. 12/3/15: > BJS emailed and mailed final inv #5928, $4,652.75 and made due 12/15/15. 12-21-15 >Rec'd Check #2396 in the amount of $4,652.75
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