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Bible (Basic Trip Report)
General Trip Information
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Tue May 03, 2016
Trip Name
Seneca Valley High School Band-Orlando, FL-04-20-2016
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Seneca Valley High School Band (PA)
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Toronto, ON, CANADA,
Toronto, ON, Canada, CO
Toronto, Ontario, CA
Toronto, Ontario, CN
Toronto, Ontario, CA,
Torrington, CT, CT
Totonto, CT
Townsend, TN
Towson, MD
Trenton, NJ
Triangle, VA
Tuscaloosa, AL
Tuxedo, MD
Universal City, CA
Upper Marlboro, VA
Vails Gate, NY
Varies, AK
Vaugwa Ontario, CA
Victoria, ON
Vienna, VA
Virginia Beach, VA
Waldorf, MD
Walkersville, MD
Washington, DC
Washington, MD
Washington, NJ
Washington, VA
Washington DC, DC
Washington DC, VA
Washington, D.C., DC
Washington, DC, DC
Washington, DC, MD
Washington, DC, VA
Wellsboro, PA
West Chester, PA
West Grove, PA
West Newton, PA
West Orange, NJ
Westchester, IL
Westhaven, CT
Westminster, MD
Westwood, MA
White Plains, NY
Whites Creek, TN
Wildwood Crest, NJ
Wilkes-Barre, PA
Williamsburg, OH
Williamsburg, VA
Williamsport, PA
Wilmington, DE
Wilmington, NC
Winchester, VA
Winter Park, FL
Winterthur, DE
Woburn, MA
Woodbridge, VA
Worcester, MA
Worthington, OH
Wright-Patterson AFB, OH
Wytheville, VA
X, PA
York, PA
York Springs, PA
Yorktown, VA
Zainesville, OH
OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
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Start
Date:
Time:
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Contract
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Deposit
Due
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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 )
> COMPS are 1 / 10 Paid + 4 Directors. 5/20/16 > SN added trip to system > Bob and Varden both indicated that they would like to see a trip, basically identical to what they did in 2012. At that time, they participated in both Festival Disney and a dance workshop. Additionally, they had an add-on parade performance for the Marching Band. > They stayed off property and had one dinner together at Jimmy Buffet's Margaritaville. 6/11/15 > SN has been in contact with Bob, Varden, and Linda and has scheduled at PTP meeting via GTM for Friday 6/19 at 4PM. 06/15/15: > BJS complete IOG and hotel has been secured with Receptively Yours - Rosen Shingle Creek. > JM & HMS, please make attachments as needed and send CQRs to BMT, Anderson, Barons, Mlaker, and Linzner for 5-55s. > Email John at RY and see if he can get us a rate for the Pizza Dinner at the hotel as well as if there are any charges for Rehearsal Space at the hotel on Thursday evening, per the IOG. > PTP presentation is this Friday afternoon at 4PM via GTM. ____ JM _____ ____ HMS ____ 06/17/15: > BJS sent GTM invites - Bob, Varden & Linda: 1. Please join my meeting on Friday afternoon, June 19, 2015, 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: 927-090-565 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 +1 (872) 240-3312 Access Code: 927-090-565 Audio PIN: Shown after joining the meeting Thanks, we look forward to meeting with you soon to discuss your group’s exciting plans for this year’s trip to Orlando! 06/18/15: > BJS reviewed PTP and made adjustments and then created PDF Pack for tomorrow's GTM. > Sent to SN so she'd have an advance copy to review. > Checked rates against 2012 Orlando trip and our package is $130 more. Nearly $70 of this increase is the Festival Disney Park Ticket alone. . . Food and everything else has also increased substantially in the past 4 years. 06/19/15: > BJS and SN met via GTM with Bob, Varden, & Linda (booster). > Extremely pleased and Ready for K. > Baron's is their charter choice and want it in the Bus Contract that buses will have wifi and power outlets (5-56s). JM, please secure K for these coaches. 2nd Choice would be Anderson. > Set due dates and entered in system. K will be 8/28/15 and First $ not until 10/23/15. > Festival Disney Ensembles are Wind Ensemble (Bob & Varden are co-directors); Jazz Ensemble 1 (Bob) and Jazz Ensemble 2 (Varden). > Add-On Parade for the Marching Band and Disney Dancin' Workshop for Dance Team. > REALLY NEED to have all three of the FD performances on Friday and then the Parade and Workshop on Saturday, so Sunday will be unencumbered. Due to bus hours, this is practically required. > SN emailed all three a copy of the PTP pack. > JM and HMS, as this is going to K, please review and proceed as needed. Jude, if you have not yet received a response from John L., remember to contact him at Receptively Yours about the Pizza Dinner and Band Rehearsal at the Rosen Shingle Creek for Thursday evening. > CN to mail in mid-July, after we get back from vacation. __x__ JM __6-22-15__ ____ HMS ____ 8/31/15: > TW em SN requesting at video of the band for PAOS application. 08/31/15: > BJS sent to CH for CN prep. 9/1/15: > TW em E-Agreement. Due 9/8/15. 9/24/15: > TW re-sent contract to Varden's attention, per SN email. 10/2/15: > Rec'd signed Contract from Varden. BJS marked as needed, initialed and signed. > They have decided to delete the Performing Arts On Stage Magic Kingdom Parade in its' entirety. BJS marked INACTIVE and dropped the students rates by $26 per person. The student rate is now the same as the Adult Rate. > They will be doing the Festival Disney Parade at EPCOT. TW, please call Disney and ADD this to their Festival Disney Application and pay the $100 Application Fee for this additional FD ensemble. SN is checking with Bob and Varden - she is 100% sure they do not want to complete, but we need to know if they want - non-competitive, including ratings but no rankings, or comments only. > As this is now UNDER CONTRACT, please review all and proceed as needed. First $ due 10/23/15. Thanks! __x__ JM _10-5-15___ ____ TW ____ ____ HMS ____ 10/12/15: > Bob called. After much continued discussion with Varden, they have decided that they would like to switch from Festival Disney to PAOS. > Primary group will be the Marching Band, Bob is the Director and they are projecting 220 student performers. > Will apply for a second PAOS performance, a stage performance for their Wind Ensemble, 50 players, and realize this may not be scheduled until 6-weeks prior to the trip. > Also ADD a single Jazz It Up workshop for the jazz ensemble - 40 players. > BJS added Wild Card attachment for the $500 in Festival Disney Application Fees we cannot recover. > TW, please send e-App to Bob as needed for these ensembles. > Also, make John Laskowski aware of this change as he will need to alert Disney of the change and send us new paperwork for this group. > BJS updated IOG as needed. > TW, please update attachments as needed. Thanks!!! __x__ TW __10/13/15__ 10/13/15: > BJS and TW reviewed attachments and then ran revised K - PAOS Rates. Dropped $10pp and updated rates on Bible screen. 11/13/15: > rec'd check #4179, $60,735.00. > As we now have the group's 1st Paymentm, please review and proceed as needed. Thanks! __x__ JNM _11-13-15___ __x__ TPW __11/17/15__ _X___ HMS _11/16/15___ 11/13/15: > BJS completed PTP Final Contract Version so it reflects the PAOS participation instead of Festival Disney. Sent to SN with the IOG so she can share with the group. 11/16/15: > Bob texted BJS about why the Wind Ensemble wasn't scheduled for a performance. BJS replied that per our conv on 10/12/15, this wouldn't be done until 6-weeks prior to their trip. 11/17/15: > BJS and Tw rec'd call from PAOS office that the $200 add-on fee does not need to be paid at this time. We will be contacted/asked to pay when final scheduling occurs, 6 weeks before the trip. 01/06/16: > Per EM from Varden, please ADD the Disney Dancin' Workshop back into the itinerary. They would like to see if it could be scheduled at the same time as the Jazz Workshop on Friday evening? > BJS marked Disney Dancin' Workshop as ACTIVE > TPW, please proceed as needed with PAOS on scheduling this workshop. Thanks! > BJS sent Em to SN - We will add this back in and can make any necessary price adjustments once we have their decision on Thursday evening’s activity. . . Thanks Stephanie, BJS __x__ TPW __1/6/16__ 01/13/16: > BJS sent EM to SN re: Blue Man Group - > They have availability and tickets would be +/- $45pp. 01/14/16: > Per SN, they want to ADD Blue Man Group on Thursday evening, 04/21/16. > HMS, please make the necessary attachment and reservation. We can then make a decision on the time for Dinner that evening, as well as whether or not we want to keep the Pizza Dinner at the hotel or consider eating at Universal CityWalk since they will be there for the Blue Man Group Show. > Once these decisions are made, we will need to update the IOG and also see if the bus company needs us to hire Orlando based coaches for local transfers that evening. _x___ HMS _1/14/16___ 01/15/16: > Rec'd check #4199, $93,010.00. 01/15/16: > BJS and HMS revised IOG to show the Blue Man Group Tickets which she has reserved and will require a line item on the Final Invoice for $45 per person (no comps). > Also discusses a replacement for the Pizza Dinner at the hotel, even called Michelle at Universal to see what our options were at Universal CityWalk of we used a Universal Meal Voucher, but not really any options there. Regardless, Michelle is going to email us a list of the 2016 Meal Coupon options. > Decided it was best to keep Pizza Dinner at the hotel and BJS asked TPW to contact John at RY to have the Pizza from 5.45PM - 6.45pm. This should give them time to get to Blue Man Group at Universal CityWalk following the pizza. BMG starts at 8PM. > JNM is checking with Baron's, the charter company, to see if they need us to hire Orlando based buses for the hotel / BMG / hotel transfer on Thursday evening since this is a change from the group's original IOG which the K was based on. BJS already made SN aware that we may have to hire local coaches for the group that evening (approx. $500 / coach) if needed. We are awaiting decision from Barons... 01/19/16 > EM received by SN regarding dance workshop numbers: Hey Stephanie! I'm sorry for not getting back to you sooner... this one just slipped past me I'm not sure if Bob responded or not, but we have 28 girls participating in the workshop. Thanks so much!!! -V 2-19-16 Rec'd Hotel Info form, Room Lists and Final Pax form. 2-23-16 >JM processed Hotel Room List Packet to include: 57 Q/228 pax 0 T/0 pax 12 D/24 pax 1 S/1 pax TOTAL 70 ROOMS/253 pax (228 + 24 + 1) _____BJS_____ ___x__HMS_3/21/2016____ _____TPW_____ 03/11/16: > Rec'd conf of Wind Ensemble performance from WDW (Sunday at 11:30AM - EPCOT Melody Gardens). > BJS updated IOG with all PAOS components. 03/13/16: > BJS sent EM to SN since Wind Ensemble has now had their performance confirmed - Stephanie: The Wind Ensemble has now been confirmed for a performance, the school’s 2nd instrumental performance, on Sunday, 04/24/16 at 11:30AM in EPCOT’s Melody Gardens. Please find out if the Band is taking an equipment truck with them to Orlando or will everything be on the buses? If no equipment truck, this performance is going to make it really tight for the drivers to have their off hours prior to departing for home. I see the itinerary as follows on that Sunday… With an 11:30AM performance, they will be done by 12PM, buses can be loaded and ready to return to the hotel by 12:30PM and the driver back at the hotel and off-duty by 1:30PM. They would then be able to be back on duty by 10:30PM and pick up the group at 11:00PM. This is 1-hour later than their original departure time of 10PM. Also, they will be in EPCOT that day and as usual, it closes at 9PM. 1. If they can’t leave until 11PM, due to the drivers, I would suggest departing EPCOT at 8PM on Sunday evening and head over to Disney Springs using the DTS, where they can then spend the remainder of the evening until what would become an 11PM departure for home. OR 2. We can hire an Orlando charter company to make the necessary run with the Wind Ensemble (+/- 50 performers) and their equipment, so the group’s coaches from Baron’s will have the entire day off, after dropping the group at the park that morning, as originally planned. This one coach would be +/- $500. There would would also have to be coordination for the transfer of the equipment / instruments / uniforms between the two bus companies (and the Baron’s drivers cannot be disturbed), so a few parents would have to return on the bus to the hotel, move the stuff from the local bus to the Baron’s coach, and then return to the park via a shuttle or Uber, etc. I hope this makes sense. Let mew know if you have any questions. Please have the necessary conversation with the group and let me know how they would like to proceed. Thanks, BJS PS: Remember, we are already hiring local coaches for the Blue Man Group move on Thursday. > BJS sent a second EM to SN with updated IOG so she can work out park assignments. The only real question is Friday as Saturday will be Magic Kingdom and Sunday will be EPCOT. These decisions are dictated by their performances. 3/14/16 >Hollywood Studios is the Friday park choice. 3/24/16 > Varden indicated via EM that they could rent an equipment truck, eliminating the need for additional bus transportation between EPCOT and the hotel. BJS agreed that this idea would work and that they could depart after Illuminations. SN let Varden know via EM that this would be feasible and that they will have to rent the truck on their own. SN also requested that they let us know ASAP that they are doing this so we can make the necessary note within their final itinerary. 3/25/16 >Varden EM'd asking if CCIS would take care of the U-Haul arrangements and asked booster president Linda O'Connor to get in touch with SN. SN responded again, that they will have to rent the truck on their own. 03/29/16: > BJS emailed and mailed FINAL INV #5991, $81,538.00 and made due 4/11/16. > BJS emailed Jude to order 228 DVDs and 1 mosaic. 4-8-16 >Rec'd Check #4214 in the amount of $81,538.00 4/13/16 >EM received from Varden indicate that there should be 28 participants in Disney Dancin' and Disney only has 26 listed. 28 participants were confirmed in mid-January, so SN forwarded this concern to TW >Two questions from Seneca Valley regarding their equipment truck: Where will their equipment truck park during their performances? Where can the truck be so they can have access to their instruments for their session? Could this truck simply be in the backstage area during their parade performance on Saturday and their Melody Garden performance on Sunday so they could load and unload accordingly? The workshops are at separate locations on Disney property, so could their driver simply follow them wherever their performances take them? Would this be a correct assumption?
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