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Wed Apr 12, 2017
Trip Name
Rockville High School Music Department-Orlando, FL-04-05-2017
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Toronto, Ontario, CA
Toronto, Ontario, CN
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OR
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Deposit
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Received
Final PAX
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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 )
Rockville, MD to Orlando, FL = 861 miles = 14.5 hours non-stop 3/18/16: > BT had client lunch with Phil today and talked about 2017 trip: > Orlando (prefers Universal this year - they did Disney last time) > April 5 - 9, 2017 - Depart Wednesday evening, return Sunday pm. They are on spring break the following week, so getting back early is not a priority. These are his likely dates, he's about 90% - will be firm in early May. > 90 + 10 = 100 pax as usual > I'm thinking b'fast and shower on Thursday at Hub, followed by park. > Participation in festival, Friday and Saturday at park. > Last time, they had a dinner at Medieval Times - he liked this > I mentioned Buena Vista Suites, he seemed to like the suites idea. Brigitte at Quince Orchard also liked her hotel a lot. > Budget is $750 or less incl. trans. - he mentioned if it's much more than this, he might consider a closer destination to keep costs down. I think if we show him an IOG with a best guess for cost, we can lock up a decision. 6/15/16: > Got confirmation from Phil today, dates in system are good to go. > BT added trip to Priority list on Google. 6/28/16: > TW completed first draft of IOG and sent to BJS for review. 7/24/16: > Phil will need PTP by mid-August to get approval. 08/15/16: > BJS reviewed and updated IOG as needed. > CH, please send CQRs to Keller, Hunt Valley / Gunther, Atlantic Coast Charters, Eyre, Martz, and Fullington. > TPW, please make attachments, including Music USA Festival - we will need their 3-Day Universal Ticket, so please enter rates accordingly. Be sure to contact Music USE Festival to make certain they hold a space for us, then give to HMS ASAP so she can work on Blue Man Group tickets. > HMS, please return to BJS Mailbox ASAP so we can try to get rates run and PTP in works before BJS and TPW leave for SYTA on Wednesday evening. Thanks All!!! __x__ CH _8/16/16___ __x__ TPW _8/16/16___ ____ HMS ____ 08/17/16: > BJS reviewed attachments in hopes of being able to run rates so CH could complete PTP. > Need to know that hotel K is in house for BVSuites. > Need the rate added for Music USA Festival 3-Day Universal Package. > Need to see if Blue Man Group rate in attachment is correct. 08/23/16: > BJS updated IOG to show the Friday night 8PM show at Blue Man Group since this is festival day as well as a Grad Bash night at Universal, so the park will close at 6PM. > The group should be able to do dinner at 6PM in CityWalk and then HMS changed Saturday night's 6PM BMG tickets to 8PM on Friday. TPW is still awaiting a definitive answer on the Award Ceremony time from Renee at Music USA Festivals. > Dinner for Friday is still not attached as it is still TBD. Could be a CityWalk Restaurant Reservation, a Universal Meal Card, or a Universal Gift Card. We really need answer from Music USA Festival and Jose with the Universal Group Restaurants office to finalize. 08/24/16: > Awards will be over on Friday by 6PM when the park closes for Grad Bash. > BJS used Misc. Wild Card attachment and $25 for Friday night's dinner in order to get the rates run and PTP to client. HMS is awaiting word from Jose at Universal Group Dining to see what might be available. > BJS ran and entered rates and then gave to CH for TO prep. No PP required. 08/24/16: > BJS sent PTP files to BT. 8/25/16: > BT had a brief chat with Phil about ptp. > First impressions, a little over his budget. No, but was excited that it was on the property instead of podunk high school. I asked if festival was a must and mentioned Univ. Stars. and he seems interested in the workshop. He's going to check out the site and we're going to chat again this weekend. > I also mentioned Blue Man Group as another thing that is pricey. He said he would love to go, but last time Medieval Times was fine too. > Other concern, overnight travel on both ends. Better/cheaper to make Thursday a travel day and do 2-days in the park? I told him not sure if this really saves him a lot. We also spoke a bit about bus driver hour issues with this. > BJS, let's chat about this tomorrow while I'm on the way home as well so I can nail this down with Phil over the weekend. > He mentioned Myrtle as a back-up destination if this doesn't work. 8/28/16: > BT met briefly with Phil to discuss some of the cost savings options BT and BJS discussed for him. > We discussed savings of about $50/pp if festival is dropped in favor of Univ. Start performance only. Phil is fine with just performing, but is double checking with CD to make sure she is cool with it. > We discussed savings of about $25/pp if drop Blue Man in favor of dinner/show at Medieval Times or the like. Phil is good with this change. BJS had mentioned some kind of pirate dinner show. I would need to run this by Phil if MT not avail. > Phil asked about dinner at Golden Corral on the way down inst. of Subway delivery. Was this for budget? He really kind of liked the planned dinner stop on past trips but it's not a deal breaker. > Ideally, he would like to stay Saturday night and depart at 7am on Sunday. Late arrival time at school is not as issue as it's the beginning of spring break, so no school the next day. > Hunt Valley/Gunther is charter choice. Would like to request buses with outlets. Wi-fi would be nice, but definitely wants outlets. > Assuming 6 students per room at BVS, he wants to know if they can add the 3rd hotel night with early b'fast before departure and 2 meal credits on the way home and be at or under $750. If so, that would be a go. If not, they will likely suck it up and travel overnight both ways. 08/28/16: > BJS and BT discussed the possibilities and ran some unofficial numbers to see if what he was asking for is possible. > It appears as if it would be close, and pending hotel availability and whatever may happen to the charter cost and their availability as well. > First things first, TPW, please see if Jennifer can accommodate this group at the BV Suites for a 3rd night - they would stay Saturday, have an early Breakfast on Sunday and then check-out and be on the road by 7:30 or 8AM. > We will not proceed with any changes or a revised IOG until we have that answer from the hotel. __x__ TPW __8/29/16__ 08/29/16: > Per TPW, BV Suites can accommodate the 3rd night (Saturday), so BJS revised IOG and will have CH send to Hunt Valley / Gunther to get them to re-quote based on the IOG Rev1. Also be sure to see if we can secure coaches with wi-fi and power outlets. > We are leaving depart school time as is and keeping the Subway dinner delivery to the school for now. > TPW, please cancel group's participation in Music USA Festival and ADD Universal STARS 3-Day as their new Festival Company. > TPW, please update hotel attachment and also add the Sunday AM breakfast. > HMS, please ADD dinner / show reservation at Medieval Times on Friday, 4/7/17 - 8:30PM show. BJS made attachment. Because of this, you will need to CANCEL Blue Man Group and make attachment INACTIVE. > Once complete, return to BJS so he can run revised rates and then get PTP Rev1 to client for his review and go to K. Thanks! __X__ TPW _8/29/16_ _x___ CH _9/2/16___ __x__ HMS _9/7/2016___ 09/17/16: > BJS reviewed all attachments and notes and then ran rates for Rev1 which will hopefully after Monday evening's parent meeting become the K version! > BJS entered rev1 rates below, starting at $535 sextuple. > BJS completed TO Rev1 based on these changes. > BJS EM'd TO Rev1 to BT so he can share with client. 9/22/16: > BT alsed Phil about revision. > All looks good, principal signed off on it and he sent it to county for approval. > Will need to wait for that for K, but he's basically ready. 1013/16: > Phil got trip approval, he is ready for K! > He was asking BT about payment schedule, etc. today. I gave him the basics. 10/16/16: > BJS renamed IOG and TO Rev1 to K versions. > BJS prepared INVOICES for K. > CH, ready for K. Please advise BJS when complete so he can review and send to TPW for E-agreement and get this out on Monday, 10/17/16. __x__ CH _10/18/16___ 10/18/16: > TW sent E-Agreement 10/20/16: > Rec'd signed E Agreement. 10/27/16: > BJS printed E Agreement and counter signed. > CH, please process GLH per SOP. > AS this group is now UNDER CONTRACT, please review ALL inclusions and proceed as needed. > 1st $ due 11/18/16. ____ CH ____ ____ TPW ____ ___x_ HMS __11/2/2016__ 11/23/16 > CH rec'd payment ch#2309 $15,000 12/11/16: > BJS sent EM with STARS Application attached to BT. 12/14/16: > BT sent Phil's STARS applications and TPL to BJS, CH, and HMS. 12/20/16: > BT reminded Phil that 2nd payment is due 1/4. > Sent forms. 12/25/16: > BJS emailed STARS applications to Universal. > BT, we still need Choir Video. . . 12/27/16 > MES TPL letter received. 12/28/16 > MES Check #002380 received in the amount of $30,102.00. 1/15/17: > BT chatted with Phil last night about his trip. > He said they were "getting close to needing a 3rd bus". He should know for sure by the end of this week. Perhaps we should see if Hunt Valley has a 3rd bus available for their dates. 01/17/17: > CH, please reach out to Hunt Valley / Gunther to see if they might have a 3rd bus available just in case they need it (per BT's note from 01/15/17). If the do not, please advise BJS ASAP. Thanks! __x__ CH _1/17/17___ 1/21/17: > Phil gave me his updated numbers. > 106 + 14 = 120 > He would like to seek a 3rd bus. 1/29/17: > CH, go ahead with Adventure by Dawn for Phil's 3rd bus. 2/13/17 > CH reviewed all forms rec’d on 2/6/17 (RL, FPGF, HIF & FAF). > Total Pax = 118 PAX (103 + 15). > RMS / PAX 15 St / 90 01 Qt / 05 02 Q / 08 02 T / 06 04 D / 08 01 S / 01 TOTALS = 25 ROOMS and 118 PAX (103 + 15). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL pack Hotel on 2/17/17 – PCCF due 2/16/17 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 118 bags and 236 tags. ___X__ MES Bags (118) and tags (236) sent via FedEx. ____ HMS ____ 2/26/17: > BJS emailed final INV #6168, $49,746.00 and made due 3/10/17. 3/20/17 >MES Check #002513 in the amount of $49,746.00 was received. 03/20/17: > BJS sent BRF to JAF for CC Check. 3/22/17: > BT got a question from Phil. > He has a student in his concert band who is leaving the trip on Saturday with his family to go on a cruise. As performance day is usually Friday, this is what he told this kid to expect. So he's wondering if there is any way to request that his concert band performance be moved from Saturday to Friday. > If not, he understands. > He was also trying to get an ETA on Final Itinerary. 3/27/17 >MES Final Itinerary Packet sent via FedEx. 03/27/17: > BJS em'd final itinerary to Phil et al - Phil: Attached please find an advance copy of the Final Itinerary for your group’s up-coming trip to Orlando. Your group’s QR Code half-sheet is also attached. This needs to be provided to each member of your group and their families so they will have access to the Final Itinerary via their smart phone / device. For anyone who has a smart phone, it is important that they use the QR code, for it is how we will communicate with the group should there be any changes to the itinerary due to inclement weather, etc. Your complete packet, including all tickets, meal coupons, dining cards, meal credit cashier’s check, etc., was shipped from our office this afternoon via FedEx. Should you have any questions or concerns, do not hesitate to reach out to Brett (301.442.5839) - he is a pro at these trips! Wishing you all the best for a safe and wonderful trip. Thank you again for allowing us to be of service to you, your students, and their families. Sincerely, BJS. 3/28/17: > Phil got itinerary and trip materials - all good. > Question - he wanted to know if they have any flexibility with breakfast at the hotel on Friday and Saturday of trip. Is it a private room with scheduled breakfast? > I remember from when Tony used this hotel, they have a huge buffet and can serve lots of folks. > They want to start their mornings a little later if possible. Please advise. 4/10/17: > BT had post trip de-brief with Phil. > This was a stressful trip for Phil, mostly because of kids and parents acting like ass holes, but a few things. > Sounds like once they switched drivers, the coach from the other company got their shit together. > He was not a fan of the hotel. Staff told a students with allergies/vegan that they didn't have anything. Student called her dad, this caused issues on the first day. BT and CH dealt with this - so basically management needs to make sure their food staff know what's available so misinformation isn't given that causes trouble or makes people feel like we haven't communicated their needs. > There was some confusion in the bus loop on performance day. Things didn't go like they were written out on the itinerary. Apparently buses were NOT able to stay in bus loop. Linsdey called me (she didn't have emergency number b/c Phil didn't give it to her. He's used to his other choir director not doing jack shit on the trips, so he didn't give it to her. By the time I texted her the info, she said it was solved. Perhaps someone from STARS came and fixed it. > STARS - acoustics sucked. There was music playing over speakers from nearby places that needs to be turned down when groups are performing. Couldn't hear choir at all.
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