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General Trip Information
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Tue Jun 28, 2016
Trip Name
Upper Dublin High School Band-San Francisco, CA-05-12-2016
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Trip Notes
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A hurry up call on this proposal: Not a performance trip Wants a worthwhile cultural experience music,drama and dance students involved. Symphony or equal event. Educational but fun things as well. Sample San F.for first time visitors. Cost: $1200 - $1300 direct flights (Phila)? likes all inclusive explore the difference in cost of staying in the city vs outside. 03/24/15: > HMS did the research and then completed IOG. 03/25/15: > BJS ran rates on the old form since attachments are not in the system. > BJS completed PP and sent to DD and SN so they can go through it with the client at PMEA on Thursday. 03/26/15: > DD met with Chris at PMEA - > Presentation over, went well Stephanie was big help > Revisions: > 5 comp. singles > Visit / Tour Google headquarters > Preferably in town hotel & estimate how this will impact bus costs > Final number not to exceed $1200 > What is CCIS' s final deadline for decision to go or not > Needs revision prior to 4/ 16 > Preferably the Thur.before > Needs a solid price including bus costs 03/30/15: > BJS and DD discussed. > DD is going to get with BD and explain that until air fare is released, we cannot guarantee any trip prices and there is no way we can guarantee $1200 maximum. > He is also going to explain how the 5 single comps are adding nearly $100 or more to each package, so that is not helping keep the prices within his budget. > Ground transportation rates will not be affected by his hotel choice. > As for a decision date, we can wait until air is released, but everything will be based on availability at that time as we cannot confirm and or sign any contracts at this point if the trip is still up in the air and he decides to wait for air to be released in June or July at the earliest. 4/1/15: > DD conversation w/Chris Horn : > 4 single comps. including air & ground transp. > stay outside city > google is a must > alt. show or other entertainment as an alt to symphony (not a requirement,only if avail. dance and drama students along on trip) > cut as much as possible such as travel video, headphones some lunches to keep cost down. > needs a ball park figure and updated itinerary by 4/12. Will be taking to board that week for approval. 04/12/15: > BJS completed revision I and then emailed to Chris - Chris: Attached please find your group’s Pre-Trip Planning Proposal – Revision I. This revisions is based on the information you shared with Dave Dietz a few weekends ago at the PMEA In-Service Conference in Hershey. A few notes about the Revision – 1. We have built in a total of four (4) complimentary packages, all at the single occupancy rate. 2. The complimentary packages include transportation – both roundtrip air and ground transportation in San Francisco. a. Air transportation for these comps is based on no more than $500 per person. b. Ground transportation for these comps is based on one (1) coach, at no more than $4,750.00 for that coach. c. Should final purchased fares be less than these, your package rates will be adjusted accordingly. 3. The first air fares and schedules will not be released until 9 – 11 months prior to travel, so it is impossible to know or even project what the fares will be. I can tell you that group fares are almost always higher than individual fares. I have checked with several airlines and see where individual fares for the same weekend in May 2015 are starting at $338rt. I share this with you only for your information, for fares change every-day, sometimes every hour! Remember, group fares are almost always higher. 4. Tours are NOT offered at Google; however, the campus is open to the public, so we have allowed an hour for some time to spend “on campus”. If you or someone from your group has connections with an employee at Googleplex, they may be able to help secure a more personalized visit, including access to some of the buildings. 5. We have listed Saturday night’s event as “Client’s Choice” of a Show or Concert with a budget of up to $75 per person. Many of the performing groups and theaters have not yet released their 2015–16 season calendars, so it is impossible this far out, to know what exactly your options may be. As with transportation, should the actual purchased tickets be less than the $75 included in the budget, your packages rates will be adjusted accordingly. 6. In order to make room in your budget for the four single comps, including transportation, we had to remove several of the meals. We also made a few adjustments to the inclusions from the original proposal, so please review carefully. Thank you again for the opportunity to be of service to you and your group. Remember, we want to provide you with the trip and inclusions you want, so please let us know if there are any others changes you may require, please contact Dave as soon as possible (717.580.6908). I look forward to our continued work together. Sincerely, BJS. 04/12/15: > BJS sent updated IOG as the one in the PTP Pack Rev1 was still showing a $10 Meal Credit for Sunday's breakfast at the airport. Chris: My apologies, the Pre-Trip Planning Proposal Rev 1 which I emailed a few moments ago, had the incorrect IOG (Itinerary Outline Graph) attached as the last page. The IOG attached to this email is the updated / correct IOG. Again, I apologize for any confusion. Thanks, Bryan. 04/12/15: > Rec'd ? from Choir via EM - ??? When Dave presented the itinerary earlier last month, we had a San Francisco symphony concert lined up for Saturday night. I noticed now it's a "client's choice". Was the San Fran symphony not available? Thanks. Chris. 4/12/15: > BJS replied - Chris: I apologize that I did not make it clear that the Symphony is still an option for Saturday night. As a matter of fact, the Symphony is one of the few ensembles / concerts / shows that already have their 2015/2016 dates posted. Dave’s notes to me mentioned that you might like to have an alternate option to the concert since some of the trip participants could be dance and / or drama students. It is for that reason that I listed it as I did. I hope this helps :-) Let me know if you have any other questions. Thanks again, Bryan. 05/07/15 > Per Chris - dates have to change due to testing. > New dates are May 12 - 15, 2016. 06/11/15: > Chris called - trip has been approved and he is needing deadlines, etc. 06/12/15: > BJS emailed Chrsi while in VA - Hi Chris! It is great to hear that the trip to San Francisco has been approved and I am sorry I could not get back to you yesterday - Dave must have forgotten that I have been in MD and VA meeting with clients since Wednesday. All of your deadlines will be detailed in your Group Leader Handbook / Contract; however, here are the main due dates to get you started in your calendar planning for the students. Remember, these are the CCIS Due Dates, so you will want to schedule your group’s dates a few days ahead of ours in order to have sufficient turn -around time. > Airline Deposit - TBD by airline (typically $100pp and due within two weeks of flight selection) > Contract - 07/31/15 > CCIS First Payment - 08/14/15 > CCIS Second Payment - 02/11/16 > Final Participant Guarantee Form, Room List, & Hotel Information Form - 03/11/16 > Airline Passenger Manifest - TBD by airline (typically 60 days prior to departure, which would also be 03/11/16) > Final Balance - 03/25/16 The CCIS Payments are 1/3 of the package rate each time. The Second and Final Invoices will include your ground transportation and the air transportation balance, split equally. I will send your air request to our Group Desk today so we can get schedules and fares confirmed. This process usually take about a week. I will advise as soon I have this information in hand and then we will be able to finalize all amounts, deadlines, etc. I hope this helps. Thanks Chris, Bryan. 06/12/15: > BJS sent Air Specs to Jana at Witte Travel. 06/15/15: > BJS replied to Chris' questions - > Bryan, is there any chance we could break it into 4 installments with our contract with you. - Absolutely not a problem. > There are kids who are coming into the high school in the fall that might want to attend the trip. I was hoping to do four installments at 7/1, 10/1, 1/1, 3/1. That way, if a kid comes in next fall, they could get their act together and only have missed 1 installment before 10/1. - This is a great idea. The deadlines you set with your group are up to you. The dates you suggest here are all fine, for they lie well within the date parameters I outlined below. With the airline deposit date yet to be determined, I suspect we will end up with a total of 4 installments. > Are your dates/installments negotiable? - Officially, no. All groups traveling your weekend have the same due dates and according to our attorney, we can’t change for one and then not change for everyone else. > Also, when will the $100/pp come into play? Two weeks from today? - No, it will not come into play until we receive the schedules and fares from the Group Desk. Depending on the airline, it can be 14 – 30 days before a deposit is required. I will have specific airline deadlines with the fare information; hopefully, by the end of this week. Thanks, Bryan 06/15/15: > Dates are May 12 - 15, 2016 - BJS updated IOG accordingly. > As this is going to Contract, please review and proceed as needed. A lot of attaching and creating of new attachments is required since what we did in order to prepare for the PTP was never added to the system since we weren't sure if it would ever get approved. > JM, please see me about ground transportation in San Francisco. Thanks! ____ JM ____ ____ HMS ____ 06/18/15: > Dave called & LVM re: security. > BJS replied via EM - Dave: Sorry I missed your call re: Upper Dublin – Security. It is not included in their current package rates, but we can easily add it. The rate in San Francisco is the same as NYC, $185 / guard / 6-hour shift. Thanks, BJS. 06/22/15: > BJS sent Em to Chris Horn re: Flight requirements. Hi Chris! We received the following flight information back this afternoon for your group’s San Francisco trip – I can confirm 55 seats on the nonstop service with United Airlines: United Airlines 653W 12 MAY 2016 PHL / SFO 6:00AM departure 8:58AM arrival United Airlines 267W 15 MAY 2016 SFO / PHL 1:30PM departure 10:01PM arrival The cost of this airfare is $618.00 per person including all taxes and service fees. The fare is guaranteed, however government imposed taxes and airline surcharges are subject to change prior to ticket issuance. Please be aware of some important deadlines: • Deposit of $50.00 per seat due in our office NO LATER THAN July 3rd. • Airline Deposit is fully refundable if cancellation notice is received on or before March 4, 2016. • You can reduce the number of seats without penalty until March 4th. After March 4th, airline penalties of $50.00 per seat apply if less than 90% of the seats held are used • Names due by March 11th. • Non-refundable tickets issued the week of March 30. • Baggage fees, if applicable, are not included in your trip cost. Check your airline’s website for current fees. The group desk compared the other carriers, connections included, and this is the best price and the best schedule. US Airways was close to $800 and Delta/AA connections are running even higher. Please review this information carefully and let me know your thoughts/questions ASAP. I will be in the office through lunch time on Thursday (6/25) of this week and then on vacation with no phone access and extremely limited internet access until I return to my office on July 6th; however, our office will be open during this time. Thank you, Bryan 06/22/15+: > Rec'd EM from Chris - Hey Bryan, Thanks for the update. How does that impact the final price per student; are we still good? I have a first collection date of July 6, so I'm going to have to see if I can get a loan from my principal. I'll get back to you. The other dates look manageable. Thanks. Chris 06/23/15: > BJS replied to Chris - Chris, Since the group air price and schedules were never available until yesterday, this was the first we have had any hard figures to base the air transportation on. With air at $618 per person roundtrip, unfortunately, this is $118 more per ticket than the $500 you were hoping for. After running these numbers, the cost of the complimentary transportation (air & ground) for the 4 single individuals, when divided amongst the other passengers, coupled with their own transportation costs, comes to $766pp. This is $128 more per person than the $638 that was projected in mid-April. Again, the reason for this increase is the cost of the airfare which until yesterday, was unknown. Please let me know if you have any questions or concerns and how you would like to proceed. Thanks, Bryan 7-10-15 >Rec'd Check #7444000863 in the amount of $2,500 for airfare deposit. 09/13/15: > BJS updated IOG with Flight info and now we need to review IOG as they arrive in San Fran much earlier than expected and depart for Philly later than expected. > Will review at Monday's Staff Mtg (9/14/15). 09/14/15: > Staff met to discuss the group's trip and necessary changes due to flight schedules. > Created Revised IOG and BJS to send to Chris for his review and approval. We will proceed with Tour Agreement and any rate revision as soon as we have heard from him. > BJS EM'd REVISED IOG and information to Chris - Hi Chris, I hope your first few weeks back in a regular classroom routine with the students have been successful, and as most Band Directors say, I hope you have an awful football team so there is no prospect of playoffs extending the marching season into November or beyond! I have prepared the attached REVISED IOG for the Band’s up-coming trip to San Francisco, now that the flights are confirmed and the San Francisco Symphony has released their concert calendar and corresponding program. The Saturday night concert is a good one - Juraj ValĨuha, conductor Program to include: Prokofiev: Suite from The Love for Three Oranges R. Strauss: Don Juan Webern: Im Sommerwind R. Strauss: Suite from Der Rosenkavalier Due to the fact that the band will be arriving in San Francisco several hours earlier than originally projected, we have made some revisions to the itinerary in order to make better use of the time you have in the Bay Area. Your careful review of the IOG is appreciated, noting that we have added a lunch at California Pizza Kitchen on Thursday, after you touch-down and are en route to Muir Woods National Monument (also an addition) where your students will have a chance to be amongst the Redwoods! We will then have the regularly scheduled dinner at Bubba Gump Shrimp Company, followed by hotel check-in and what I am sure will be a much needed night’s rest due to the early airport check-in at Philadelphia, coupled with the time change. Friday is as originally planned with the exception of the afternoon. Following lunch at the Hard Rock, will be the “Escape From The Rock” (Alcatraz) Cruise and then the 7-D Experience that was originally to be on Thursday night. We moved this particular attraction to Friday afternoon since Thursday was already going to be a very long day. Saturday – no changes (but we now know the concert program). Sunday – the addition of Breakfast at the hotel since you will not be needing to depart the hotel until 11AM since your flight back to the East Coast is a 1:30PM PT departure. I appreciate your review and approval of these changes. As soon as we have this, we can advise of any rate adjustment that may be required because of the additional incusions which were added due to the additoanl time on the ground in California. Your Tour Agreement will then follow. On a side note, I know you inquired with Dave about the possibility of having more than 55 trip participants. Please keep bus capacity in mind (55), for if you’d end up with more than 55, it can be a real budget buster when it comes to a second coach for ground transportation in San Francisco. For example, if you’d end up with 60 participants, you would need two coaches. Let’s use $4,750 / coach as an example – with 60 trip participants, it would require two (2) coaches @ $4,750.00 each or $9,500.00 total for ground transportation. $9,500.00 / 60 = $158.34 per person. With just 55, all on a single coach, ground transportation in San Francisco would be $86.37pp. We are always happy to have larger groups travel, so I am not trying to discourage this, but you may want to limit it to just 55 total unless you can get closer to 80 or more. Also keep in mind, all of our reservations, including the air, are based on 55 totasl trip participants, so a large increase could create seveal additional challenges with the airline, hotel, etc. I hope this information has been helpful and if you could get back to Dave (717.580.6908) or me in the next day or two it would be appreciated. Thanks Chris, Bryan. 09/15/15: > Chris confirmed the updated IOG and is ore than ready for Contract. > JM, please send CQR to several (3) San Francisco area coach companies for quote. We will need 1 coach, 56-passenger or larger. - 5/12/16, 9.30AM - 8:00PM - 5/13/16, 8:00AM - 10:00PM - 5/14/16, 8:00AM - 10:30PM - 5/15/16, 10:30AM - 11:30AM (Hotel to airport transfer and hotel is an airport hotel) > JM, please work directly with a charter company, not a broker - we don't want to end up in a situation like we have / had with US Coachways! > TW, please review hotel. NOTE: we are now going to need B-fast at the hotel on Sunday, 05/15/16, so alert hotel and also attach to trip / update as needed. > HMS, please review and proceed as needed based on IOG K Version which we all prepared during the Staff Mtg on 9/14/15. Attachments will need to be updated. > K to be sent later this week. Thanks All! __x__ JM _9-21-15___ __x__ TW __9/21/15__ __X__ HMS _10/6/15__ 10/6/15: > BJS reviewed all attachments. > Ran rates for the CCIS portion of the package and then figured AIR and GROUND in order to determine an actual price for Chris since he is going to want that from us anyways. > AIR = $618 per person x 55 pax = $33,990.00 / 51 paying pax = $666.48pp. > GROUND = $5,933.00 / 51 paying pax = $116.34pp. > TRANSPORTATION is then 782.82pp , which I rounded up to $783.00 and then added to the CCIS Package rates of $609, $669, $799, and $1129 to get the final package rates of $1392, $1452, $1582, $1912. and entered below. > BJS emailed K Version of PTP Pack to Chris and told him Tour Agreement would be sent tomorrow. 10/7/15: > TW sent E-Agreement. 10/9/15: > BJS sent EM to DD asking him to check with Chris to make certain he rec'd the E Agreement. 10/13/15: > Rec'd signed Agreement. > JM mailed GLH. > As this group is now UNDER CONTRACT, please review and proceed as needed, noting, first $ due 11/6/15. Thanks All! __x__ JM __10-14-15__ ____ HMS ____ ____ TW ____ 10/30/15: > Rec'd TPL and First Payment, check #7444000946, $22,899.00. > As we now have the group's First Payment, please review and proceed as needed. Thanks! __x__ JM _11-2-15___ _x___ TPW _11/2/15___ ___x_ HMS ____ 1-20-16 Rec'd Check #7444001073 in the amount of $22,899.00 2-16-16 >Rec'd Room Lists 3-2-16 >Rec'd Final Pax and Hotel Info form. 3-3-16 >JM processed Hotel Room List Packet to include: 9 Q/36 pax 2 T/6 pax 2 D/4 pax 5 S/5 pax TOTAL 18 ROOMS 51 pax (43 + 8) __dna___BJS__dna___ __dna___HMS__dna___ __dna___TPW__dna___ 03/08/16: > Received REVISED Room List from Chris. > Received Airline Passenger Manifest as well and BJS sent it along to Jana at Witte travel. > Room List was not due until 03/11/16, so there is no reason to charge any late drop fees, etc., and / or to require a PCCF, etc. Just process the Room List as if it was the original and send along to hotel, etc.Just adjust the FPGF to match the RL and then out your initials and date where you made the changes. > JNM, please redistribute through the office ocnce files / notes have been updated. Thanks! _x___ JNM __3-10-16__ 3-10-16 >JM reprocessed Hotel Room List Packet to include: 9 Q/36 pax 2 T/6 pax 1 D/2 pax 6 S/6 pax TOTAL 18 ROOMS/50 pax (43 + 7) __X___BJS_3/16/16_ ___x__TPW__3/10/16___ _____HMS_____ 3/16/16: > BJS emailed and mailed Final INV. 03/28/16: > Rec'd EM from Chris - We are dropping CROCE, ISABELLA and adding KIM, JIN HO Attached is an updated room list. Overall our #'s remain the same at 50. Do you need any other paperwork regarding this change? 03/29/16: > BJS replied - We will need the date of birth for the replacement for the airline. I will also advise iff there are any airline ticket change fees. > BJS also sent EM to Jana Kissel re: name change and any issues / fees? (She replied - no fee). >JM reprocessed Hotel Room List Packet(third time) to include: 10 Q/40 pax 1 T/3 pax 0 D/0 pax 7 S/7 pax TOTAL 18 Rooms/ 50 pax (43 + 7) __x___HMS__4/20/2016___ _____TPW_____ _____BJS_____ 4-4-16 >Rec'd Check #7444001189 in the amount of $17,514.00. 04/26/16: > BJS sent updated IOG to Chris along with EM - Hi Chris! Great to hear that everything has been confirmed with your friend at Google – what a great opportunity for the students. Heck, I wish I was going too as I think this will be as you said, a highlight of the trip. As you were aware, we have had to make a few adjustments because of the duration of that visit and the fact they are providing Lunch. An updated IOG is attached and your final itinerary will be completed in the next week or so and reflect all of the details for these changes. Here is a brief synopsis of the adjustments: - Moved Lunch at Hard Rock from Friday to Saturday (this will be in place of Saturday's Lunch “On Own” and shopping time in Union Square. - Shifted Aquarium to later in the day on Friday - Shifted Escape From The Rock Cruise to later in the day on Friday - Deleted the 7-D Experience (you will receive a refund of $690 for this attraction representing $15 x 46 paying trip participants) - Extended the time at the Art Museum by 30 minutes. - Updated flight schedule has also been included on the IOG (this has not changed for a few months). Thanks, Bryan 05/03/16: > BJS emailed FINAL Itinerary and QR Code Half Sheet to Chris et al. > Final itinerary packet is being sent via FX 2-day service for arrival on Thursday. 06/28/16: > BJS sent DD EM re: Post trip Debriefing / Evaluation.
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