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Fri May 06, 2016
Trip Name
Kettle Run High School Music Department-Orlando, FL-03-18-2016
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Trip Notes
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Nokesville to Orlando, FL 840 Miles / 14 hrs non-stop. 01/19/15: 1) No longer has bus service firm available and wants to fly. 2) Budget is $900 pp with transportation. 3) Will drive down all instruments and some luggage. 4) On property only - does not want Buena Vista - wants theme park resort this time. 5) Require performance for the Marching Band, Choir and Orchestra. 6) All meals 7) Cirque du Soleil 8) Planet Hollywood type dinners 9) Not sure which park - Disney or Universal 10) Would need airport transfers. 1/29/15 >CAJ - Matt is meeting with the booster on Feb 6 to discuss Disney properties, flying and budget. 01/29/15: > CJ - Great, keep me posted. Before that meeting I would be sure to have the conversation with him about how group air fares are always significantly higher than advertised rates. We don’t want a parent showing up and giving everyone false hope telling them how they just got a $200 RT fare for their family. This won't happen for a group. . . Thanks, BJS. 1/29/15 >CAJ - I have spoken with Matt in regards to airfare and pricing. He is aware. 2/9/15 >CAJ - Spoke with Matt and parents are ok with flying and staying on Disney Property as long as they have security overnight for the students. Matt would like a proposal as soon as possible since his parents want to get a jump on payments since they want to fly this time and spread the payments along form spring until the final payment with as many payments as possible. 03/13/15: > Per BJS conv with CJ a few weeks ago, Matt is aware that he cannot fly and do this trip for $900. > BJS sent specs to WDW for All-Star rooms; however, in looking at the dates in the system, this would be a 6 day trip with 5 nights at a Disney hotel. Even with a budget of over $1000pp, a trip of this duration is going to be very expensive. > BJS is assuming that the dates in the system were for if they went by bus, so it could end up being an early Tuesday AM flight. > BJS and CJ discussed and then BJS completed IOG and EM'd to CJ - Cindy: I have created and attached an IOG to this email. Please send it along to Matt for his CAREFUL review of the days, dates, and content. Please make him aware that: - we hesitate to do too many Planet Hollywood style meals since we know this trip is already going to be over budget - not knowing when Disney will schedule their three performances is another real challenge when trying to make dinner reservations at specific restaurants - once we hear back from him, I can finish up pricing. Thanks, BJS. 3/18/15 >CAJ - Have emailed Matt, left voice mail twice and text twice on his cell phone to contact me about the IOG I have emailed him for the 2016 Disney trip. Have not yet heard back. 3/19/15 10:16am >CAJ - Matt is in assessments and parent issues. He did receive my email and yours and will look it over tonight. He said he might need to change dates due to Easter and the school break and will let us know tomorrow. Cindy 3.25.15 >CAJ - this was sent to Bryan per Matt, but I also asked him to send it to me since email has been weird. Bryan, Thank you for your patience. Our break starts after school Friday, March 18 and runs until Easter Monday, March 28. I'd like to be back by Wednesday, March 23. Outside of that, things look good! 03/25/15: > It appears as if we had the date #s correct, just the wrong month!!! > BJS updated the IOG and Bible with the correct month - March 2016, not April. > BJS sent EM to Teresa at WDW with the corrected dates to check on hotel rate & availability. > BJS checked and Cirque is currently showing on Tuesday - Saturday nights at 6 and 9pm. > BJS attached the Disney Performing Arts on Stage portion of the trip. > JM, please make attachments as able. Use $15.25 for the $15 Disney Dining Cards and $19 for the Disney Dining Cards WITH Dessert, and $13 for the Disney Breakfast Coupons. > JM / HMS, call Planet Hollywood and see if we can get the Dinner Reservation per the IOG. If we'd need to move it 30 - 60 minutes earlier, that would be fine. > Group will use Disney's Magical Express and the Disney Transportation System as much as able. We will get ground quotes in Orlando once we get closer and schedules or at least performance days are confirmed. _x___ JM __3-26-15__ __X__ HMS _3/26/15_ 04/12/15: > BJS ran rates and also sent air specs to Jana Kissel at Witte as we should be getting close to air being released for these dates. > BJS sent to CH for PTP prep. 04/14/15: > BJS EM'd PTP Pack to Matt and CJ - Matt: Attached please find the Pre-Trip Planning Proposal for the Music Department’s up-coming trip to Orlando. This proposal is based on the information you provided to us a few weeks ago. Your careful review is very much appreciated. Please note, air for your travel dates is scheduled to open at the end of this month, so as soon as I can get the group rates and schedules, I will share these with you. Do not hesitate to contact your Account Executive, Cindy James (571.437.5723) if you have any questions or concerns. We look forward to once again providing you and your group with a wonderful group travel experience. Sincerely, BJS. 04/30/15: > Per EM from Matt - Bryan, After much discussion with my booster group, they'd like to take the bus again! Can you please help me by arranging that, please? Thank you kindly! Best, Matt 05/07/15: > Per Matt - 1. Does not have to be a Disney property but not Buena Vista Suites. Every trip there had been problems. I think my parents would have my head if we went back. 2. No preferences as long as they are county-approved and nice buses that are newer with current technology and amenities (working tv, power plugs) 05/15/15: > Charter company options for trip by bus - from Matt - - Academy Express LLC 7920 Gainsford Ct., Bristow, VA 20136 PH: 800.322.7733 FX: 888.539.5207 Dena Ennis, dennis@academybus.com - Blue Ridge Coach Lines Inc 9397 Shady Ln., Culpeper, VA 22701 PH: 540.825.7777 FX: 540.825.7412 David Messick Jr., davidmessickjr@comcast.net - Franklin Charter Bus LLC 9550 Franklin Farm Rd., Delaplane, VA 20144 PH: 540.270.9347 Mark Franklin, msfranklin64@yahoo.com - James River Transportation 915 N. Allen Ave., Richmond, VA 23220 PH: 804.342.7300 FX: 804.342.7373 Craig Treanor, ctreanor@jamesrivertrans.com - Pro-American Tours LLC 1195 Emmett Rd., Etlan, VA 22719 PH: 540.923.5095 FX: 540.923.5094 Curt Gausman, curt.gausman@gte.net 06/17/15: > BJS confirmed with Teresa that Pop Century is good. Asked for updated K with 3 nights (checking put on 3/22/16 and asked for the 3 driver rooms to have early check-in at 11am and late check-out at 10pm). > BJS completed IOG. > JM, please secure charter quotes from companies listed above. > Please review and update attachments as needed. > BJS asked John L. about Cirque tickets . . . _x___ JM __6-17-15__ 06/18/15: > BJS completed revised package rates and then updated PTP. > BJS entered the one charter quote we have thus far - James River - the only one outstanding is Franklin. The other three will not drive thru the night. 06/18/15: > BJS sent EM to Matt with PTP Rev 2 (bus). Hi Matt! I hope this finds you and your family doing well and beginning to enjoy your summer Attached is the revision for the Music Department’s trip to Orlando in March 2016. This revision is based on the all-bus scenario you requested when the boosters decided flying was not going to work. Please note that we have been able to continue to include accommodations at Disney’s Pop Century Resort. I think your students will find it a real treat to stay “on-property” at Disney! As you will see, we have requested charter quotes from all five of the companies you provided; however, three of the companies are no longer providing service for through the night trips. We did receive a quote from James River and are awaiting receipt of an additional quote from Franklin. If you have any other companies that we should consider from the Fauquier County List, please advise ASAP and we will pursue quotes from them as well. Brett Taylor, your new Account Executive, is attending a saxophone camp in North Carolina all next week and will then be in Mexico with CCIS on our Research Team (customer referral) trip, through July 1st. Since Brett will be out of the office, I will be handling his accounts until I leave for Mexico on Thursday afternoon (6/25/15), so please feel free to contact me once you have had a chance to review the attached. Again, Brett will be back in the office on 07/02/15 at which time he can be reached via phone (301.442.5839) or email (brett@ccistravel.com). Thanks Matt. Please give me a call or send an mail if you have any questions or concerns. I look forward to hearing from you soon. All the best, Bryan. 06/23/15: > BJS called Matt and LVM. 07/7/15: > BJS sent EM to BT asking him to please follow up with Matt ASAP and see if we can get this to the Contract stage ASAP. 7/7/15: > BT spoke to Matt (on vacation). He received the new PTP, all looks good. Needs to wait for school to start back to get commitment from students before going to contract. Usually has this done by Sept. 1. > Created calendar event to follow up in mid-August when school starts back. 07/15/15: > The remaining bus quote has arrived, this one from Franklin, and it is considerably less than his other option, James River. > Since 3 of the 5 bus companies are not going to provide quotes since they are not doing through the night trips, these 2 are his only options. > BT, please share with Matt the two quotes and see get him to make his charter choice. Once we have this, I will go ahead and send the Group Leader Handbook his way, for as we discussed last week after you spoke to him on vacation, we know he won't have numbers until after school starts, but we have been working on this trip and holding space for his group since the winter. I see that school starts on August 17th, so we can have it in his hands in the next few weeks and then have the contract and first deposit due at the very end of August. Final numbers are not due until January 12th, so we have plenty of time to make adjustments in his numbers . . . > I will also include their partially completed Disney Applications in the Notebook so they can get to work on them as well. > Please advise ASAP so we can get the buses secured. Thanks! 7/15/15: > BT spoke to Matt and confirmed they will go with Franklin Bus > I told him to look for CN in a few weeks and first payment will be due end of August, he said that is OK. 07/15/15: > BJS sent EM to Mark at Franklin asking for K for 3-55s. > HMS, as this is going to K, please review and proceed as needed. CN to mail NLT 07/22/15. Thanks! __X__ HMS _7/15/15___ 7/17/15: > BT received email from Matt requesting iPad instead of Bose headphones if possible. 07/20/15: > BJS updated attachments so it would be iPad instead of headphones. 8/19/15: > BT spoke with Matt re: CN. When can he expect that? > Matt also asked if they could do Blizzard Beach or Typhoon Lagoon in place of Wet n' Wild. 8/25/15: > BT emailed with Matt re: water park > He DOES want to visit a water park (Blizzard Beach) on the first day of the trip. I told him about the possible rate increase and he said to go ahead. Perhaps no need for b'fast and shower at W&W if they are going straight to a water park. Please advise. 08/25/15: > BJS revised IOG and called it the K version. > By changing from a 4-Day Standard to a 3-Day Premium Pass, they can have admission to a Disney Water Park the first day they arrive in Orlando and then a 3-Day Pass with Hopper privileges for the next 3 days. > Since he wants a Disney Water Park on the fist day, no need to have b-fast and a shower at Wet n Wild, so we can leave 2 hrs later on Friday and get to Orlando at 10AM when the water park opens instead of 8AM. Breakfast on Saturday morning will be en route via a $10 Meal Credit. > BJS sent IOG to Brett so he can share with Matt for his review and final approval and then BJS will revise rates, Bible and attachments as needed in order to get this K out the door! 08/27/15: > Matt called office and spoke with BJS as BT was on the road in Winchester. > Fine with IOG as Brett sent it to him on 08/25/15. > He realizes there will be a price increase. > Asked BT to send him the Rate Worksheet and BT did this. 08/31/15: > BJS updated attachments so we can get him his revised rates and the Contract. > HMS, please be sure to cancel Subway and B-fast at Wet n' Wild (BJS marked INACTIVE, but you still need to cancel). > BJS updated depart school time - JM, please advise charter company accordingly and send them the updated IOG. > BJS ran revised rates and they increased by $10 pp across the board. > BJS completed K version of IOG and PTP. > BJS sent PTP Pack K Version to BT so he can send to Matt. > BJS sent to CH for K prep. __x__ JM __9-1-15__ ____ HMS ____ 8/31/15: > BT sent revised PTP to Matt 9/1/15: > TW em E-agreement. Due 9/8/15. 09/01/15: > Rec'd signed K. > As this group is now UNDER CONTRACT, please review and proceed as needed, including mailing the Group Leader Handbook. > First $ Due: 10/09/15. __x__ JM _9-2-15___ __x__ TW _9/2/15___ __X__ HMS __9/8/15__ 10-12-15 >Rec'd Travel Planner Letter. 10/16/15: > Rec'd band booster check #1975, $11,000.00. This is just a portion of the group's First Payment. Total due on the 1st Payment INV that went out with the K is $30,660.00 > As we now have t least some $$$ from the group, please review and proceed as needed. Thanks! > TPW, be sure to go ahead and send the balance of the Hotel Deposit to WDW as they were expecting it in mid-October. _x___ JM __10-19-15__ __x__ TPW _10/19/15___ __X__ HMS _10/21/15___ 10/30/15: > Info from Elisabeth as requested by TW. > BT forwarded email to TW with choir video. > Elisabeth confirmed that choir and orchestra will perform together, no problem being 50/50. > The dresses and tuxedos in the video are what they will wear in Disney. > Her choir may be a bit larger than stated, I told her to advise of updated numbers. 12-18-15 >Rec'd Check #2002 in the amount of $33,167.00 1-11-16 >Rec'd Final Pax form, Hotel Info form, and Room Lists. >JM processed Hotel Room List Packet to include: 21 Q/84 pax 6 T/18 pax 4 D/8 pax 5 S/5 pax 36 Rooms/115 pax (94 + 21) __X___BJS_01-15-16_ __x___TPW__1/15/16___ ___X__HMS__1/19/16___ 01/15/16: > BJS emailed and mailed Final INV #5941, $71,120.00. Due: 01/30/16. 01/15/16: > BJS took call from Matt - wants to cancel 3rd coach. The overflow is flying and or on equipment truck. > BJS called Franklin Bus and LVM - they would like to cancel the 3rd bus. > Asked then to call back and speak with Jude if we are able to do this. I see where JAF has already paid the balance in full and the DDD is listed as 01/06/16. BJS alerted the Director to this fact and told him we would have to see what they say . . . 1/19/16: > BT received EM from Matt thanking us for Morton's dinner. > He mentioned the February 5/6 is District Band. He is the District Rep. and mentioned something to Bryan about mentioning CCIS to the 40 directors or so in attendance. He then mentioned sponsoring a breakfast. How can we make this a reality? > Not sure if we can do that on this short notice. I'm booked that weekend. > He also wanted to know when they would receive their Magic Bands/Park Tickets. From what he understands, there is a bit of time needed to sync/register with each kids' ticket. > I told with with all of his trip package about a week prior to departure. Let me know if it's something different. > Matt also spoke to Disney Perf. Arts re: Choir/Orchestra Performance - they told him 3/20 @ 11a - Disney Springs Stage (didn't catch the name of the space...Waterside Stage maybe?) 2-3-16 >Rec'd Check #2016 in the amount of $61,037.00 02/08/16: > TW sent ticket order to John @ RY. (See Receptively Yours attachment.) 3/9/16: > BT spoke to Matt re: itinerary and parks of choice: > Saturday - as is on IOG (Water Park), Disney trans to Downtown Disney for dinner, Disney trans. to hotel. > Sunday - Magic Kingdom (perf @ 11am @ Disney Springs) > MOnday - Epcot (perf @ 10:30am - Future World in Epcot) > Tuesday - Hollywood Studios, Disney trans. to Downtown Disney for dinner at Planet Hollywood, Cirque. > Pretty straight forward, I don't see any driver issues. Only thing we discussed was potential of going to hotel to check in on Saturday before dinner. Disney trans. for both...but might not be able to get luggage. He said they will likely keep it as is. 3/10/16: > JNM, please call Franklin Coach to see if it would be possible for the group to have access to the coaches to get their luggage on Saturday afternoon at +/- 5PM. I know the drivers are off duty, but are they willing to give the group access so they can get their luggage of the buses at the hotel? If not, no big deal, we understand completely. IF they can give them a key or whatever they would need to get their stuff of the coaches, that would be great as they might use Disney Transportation to go to the hotel and check in around 5PM and then head over to Disney Springs for the evening, again using Disney Transportation. Please advise BJS as soon as you have an answer. Thanks! _x___ JNM _3-10-16___ 3-10-16 >JM spoke with Mark Franklin, who will be on the trip, about getting into luggage bays when group returns from the water park. He said he will give them his cell number and he can assist or they will leave bays unlocked. 3/10/16: > BT spoke to Matt re: hotel check in on 1st day and dinner on Tuesday. > Saturday will stay as is on IOG - Water Park, dinner @ Disney Springs, then hotel check-in. > Tuesday - they want to stay in Hollywood Studios as long as possible, eat dinner there, then head to Cirque. > BJS updated IOG accordingly and sent to CH for final itinerary revising. 03/11/16: > BJS completed FI and then TPW and BJS proofed FI. > BJS emailed and Mailed FI Packet via FX for delivery on Tuesday. 3/28/16: > BT had a quick Trip de-brief with Matt. > All went well, really liked Disney property. They had all of their Magic Bands labeled and ready to go, kids had to set them up. But very easy. > Only change, no Cirque show on last night - kids falling asleep. Maybe first night next time? > B/C of ease of Disney trans., wants to look at flying next time. $ shouldn't be a factor for his demo. 03/28/16: > So you know . . . typically no Cirque shows on Sunday or Monday, so for this particular trip, it was either Saturday - the day the arrived after having been on the bus all night, or Tuesday, their last night in Orlando. If they fly, should allow more options since the overnight travel will not come into play. 03/30/16: > Rec'd Tour Evaluation - all 5s and nice comments. 04/29/16: > Rec'd the following from Matt - would like us to return to Orlando for a refund - 8 - $15 Disney Dining Cards 14 – Disney Meal Vouchers (w/o Dessert) 12 – Disney Breakfast Coupons. > BJS sent EM to Jahn at RY to check on the proper return procedure.
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