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General Trip Information
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Fri Jan 06, 2017
Trip Name
Ocean Lakes High School Choir-Orlando, FL-12-07-2016
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Trip Notes
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Ocean Lakes HS to Disney = 795 miles / 13.5 hrs non-stop 4/12/16: > BT had nice convo. with Bill re: Candlelight Processional trip in December > 40 students + 4 adults = 44 > Budget, less than $750 all inclusive > Depart 6:30pm on Dec 7, travel overnight > Thursday - Hollywood Studios all day > Friday - Epcot/Candlelight performance > Saturday - usually he goes to Universal, but mentioned that this always drove up cost. He would consider doing all Disney and going to MK this day if it would save money). Maybe add park hopper. > Travel overnight Sat. to get home Sunday pm > FLYING - would only consider if it was close to budget for traveling by bus. Depart early on Dec. 8 and return late on Dec. 10. Still only 2 nights in hotel, all Disney transportation, would have to stay on property. Don't bother if it would be much over $750 per person. > He's ready for Disney application. 05/17/16: > BJS reviewed IOG started by TPW. > They just might be able to come close to flying with their budget, so BJS asked CH to send to Angela at Air Travel Group to see what fares might be. Once we have this answer, we will proceed. > BJS sent specs to Teresa Vlasic re: All-Star Resort. 5/24/16: > TPW sent Candlelight Application materials to Bill. 05/25/16: > Rec'd air from ATD and it is currently almost $400, so flying is not an option. 05/26/16: > BJS and TPW reviewed - based on his rates form last trip in Dec 2014, he is going to need to stay off property. > TPW sent specs to BV Suites. > BJS and TPW updated IOG. > JNM, please send CQR to Venture, Fun Tours & Newton for 1-55. > Please make attached and updates as needed. _x___ JNM __5-26-16__ __x___ TPW __5/27/16__ 6/1/16: > TW received hotel quote from Bill Zarbock at Radisson Resort Orlando Celebration > BJS and TW discussed hotels and decided to add Radisson and Disney All Star so BJS could run rates for both > TW attached Radisson and breakfasts, and made Disney All Star active and added 2 breakfast coupons. 06/02/16: > BJS reviewed and updated attachments as needed and then ran rates for both RROC and All Star. All Star is actually cheaper for this particular group. > BJS sent to CH for PTP Prep. 06/02/16: > CH completed PT and then BJS reviewed and sent files along to BT so he can share with client. 6/3/16: > BT sent materials to Bill. > Where are we with the application process for Candlelight in case he asks? 06/03/16: > Per TPW, application materials were emailed to the client on 5/24/16. Please make sure Bill received this – I believe it would have been an Adobe document. 6/10/16: > BT spoke to Bill briefly at school. > He has been slammed, but got the materials and will be looking at it this weekend. 7/29/16: > BT spoke to Bill today. > He's interested in the park hopper for an additional $37 per person but wants some clarification on what exactly the hopper gives them. > Never got Candlelight application. Can you send to me as PDF? > Venture would be his first choice for charter, but they are so much more expensive than the others. He knows the owner, might talk to him and see if he will come down any. If not, he will select someone else. > Bill also asked about having 2 comps. I looked back and there were two comps for his previous trips. 7/29/16: > We can do whatever he wants, we just need to have him make some decisions - > Park Hopper gives him multiple Disney parks per day instead of just one park per day. > I understand TPW is sending the Candlelight info again today, to you and Bill, via multiple methods. > I don't care if he talks to the owner of Venture or not. If he knows the guy personally, maybe he CAN get a better deal and I would encourage this. BUT if he is, then I think he needs to do transportation on his own and we will need to have his decision ASAP. We do not want to get into a situation like last year with the lady from Ocean Lakes Band. If he is going to do it on his own, you will want to remind him that he will need to add at least $400 for his driver's room as the driver will need a total of 4 hotel nights due to required off hours, etc. Our prices already include this. > Comps - His previous trips seemed to always come in below the K minimum, so we always had to do some adjusting. HIs last Orlando trip included a $26pp surcharge come RL time in order to keep all the inclusions as contracted. We can do more comps, but we will need his decision on Park Hopper or not so we can re-do the math and provide revised final rates. 8/26/16: > BT got EM from Bill today: I was wondering if you were able to offer this other comp/chaperone package (s) and we also were looking to get the park hopper pass to enable us to stay on Disney property and have flexibility. I inquired a little with Venture tours, and your quote of eleven thousand dollars is drastically off. Could you check on that please, because they are always very competitive with the other carriers for this trip. Has there been any communication with Disney about our application? I am trying to reserve the dates and I know we still have to send a video unless they were able to accept our previous one? I’m looking to secure everything so I can have an idea what to relay to students next week. > TW, please advise asap about status of Disney application and videos he sent. Will he need more videos? Is he confirmed for his dates? > BT advised Bill as BJS suggested above with Venture and reminded him about driver room. But it does seem odd that they are $4K higher than the others. CH, is this worth double checking on from our end? > I also asked for decision re: extra comp and park hopper so we can revise. 08/27/16: > BJS and BT discussed. > Made PTP Rev 1 and updated rates and attachments as needed. > Comps = 2 > Park Pass is now a Hopper > Deleted GTV dvd. > Rates increased by $40pp. > BJS sent PTP and IOG files to Brett. > CH, BT is going to reach out to Bill to see who he knows / spoke to at Venture so we can speak to the same person. We agree, there rate seems high as it is several thousand more than thew other two. As soon as we hear from BT who he has spoken to, please call the same person and see if they are willing to come down on their rate - feel free to tell them what the other companies have quoted. Advise BJS as soon as this has taken place. BTW, BT reminded the client that they can do transportation on their own if they can get a better price . . . > TPW, be sure to put a date of 9/2/16 in your calendar to follow up with BT regarding the Disney Application video. Also, what is the Candlelight Application Deadline? I know it has always been in mid-September. Please advise BJS and BT of this date. Thanks! > Hopefully we can get this to the K requested stage by 9/2/16, the end of this week!!! __x__ TPW __8/29/16__ ____ CH ____ 08/30/16: > BJS sent EM to BT - 1. Any word from Bill on the revision we provided? 2. Were you able to find out who he spoke with at Venture so we can approach them about lowering their price? 9/2/16 > CH spoke to Liz at Venture tours. She looked up the quote that was sent to Jude back in May and the quote on the paper I have and the quote in her system did not jive. Liz thought perhaps something was not updated before attaching it to the email. The actual quote was several thousand less. The new quote is $9,375.00/48 9/2/16: > BT sent revised Venture quote to client. > After all of that, Newton is his charter choice. > Bill wants to proceed with revision that incl. 2nd comp and park hopper. > Ready for K. 9/12/16: > BT sent reminder to Bill re: application deadline on 9/16. 09/15/16: > Rec'd final Candlelight Processional Application materials and TPW submitted. 09/18/16: > BJS and BT discussed due dates, payments and deadlines. > K and combined Deposit / 1st Payment ($200 pp) and all forms will be due 10/7/16. > Final Balance due 11/4/17. > BJS completed TO Pack K version. 09/19/16: > BJS completed First Payment INV #6061, $8,800.00, due 10/7/16. > CH - Ready for K. Please be careful, since time frame is shortened, there are just two total payments and deadlines are all schmushed. Disney Appliication Materials were received from client on 9/15/16. > Please advise BJS as soon as complete. _x___ CH 9/20/19____ 9/20/16: > TW sent E-Agreement. 9/26/16: > EM from Bill with a question, please advise: Hello, This has never been asked before, but coincidentally one of my students has a family vacation planned for the same time range we are planning our Disney Performance trip. They will be down there anyway and I wanted to know if we can pay just a performance fee/cost for a student to perform in the Candlelight with us, but basically have everything else paid for by her family? She wouldn't even stay at our hotel or use our admission or transportation. I know Disney packages this together with park tickets somehow, but I also know they have a couple of local high school groups do the Candlelight performance without spending the day in the parks. Maybe there is a rate they would charge for just one of our students to be in the musical performance? I would still of course have her media release form, medical forms, etc. , whatever they require for the rest of us. 10/3/16: > BT got EM from Bill: Hello Brett, We are hovering right around 33-34 instead of the 40. That's not counting the student that may be approved to perform but not incur tickets/hotel. (any word on that?) This is not completely uncommon, sorry, our trip has pretty much priced us out of the water between you guys, Disney, and the increase in bus. I still am holding parents' checks because there's a possibility the trip will not "take". Whether or not the trip will take depends on your commitment to keep the same rates for us. If having a lower number means higher pricing, we just can't do it. I suspect there may be a straggler or two that could try tomorrow to turn in paperwork and deposit. I know Disney can handle it as long as we're up front with the adjusted numbers very early on, but I didn't know if you could. I will get back to with an absolute accurate number tomorrow. Hopeful, Bill > Please advise if rates would change based on this number of pax. > Also, need clarification on the extra student wishing to join them for performance only so I can explain to Bill. 10/3/16: > BJS replied to BT so he can get back to Bill - Brett: 1. Due to the lower numbers, in order to keep the price as published / contracted, we will need to make the following changes – park ticket becomes a 3-Day Starter instead of a Hopper and just 1 comp instead of two. 2. I spoke with the PAOS office on my way to lunch and to perform in Disney, all students must purchase a Disney PAOS ticket through their travel planner (CCIS). Price – tBD based on #1 above. BJS 10/3/16: > BT got the following email from Bill at 9:40pm: I can possibly break the news to the chaperones that they won't be getting a discount by giving up the comp, but I can't raise the price at all for students, and we have sold this trip on all of the items discussed, meaning the park hoppers. This was my response to not going to Universal, at least have another park we can visit and the freedom to move from one to the other. In fact, it was from your urging that we looked into flying which is what caused me to agree to staying on Disney property instead of using the Buena Vista Suites that we usually like to use. Those rooms at Buena Vista depending on the exact day can actually cost $99.00!!! And they're six person occupancy. This 40 number was a number that I generated, so you guys aren't taking any significant loss just because there would be two fewer rooms. In fact, the Disney tickets don't change, the hotel rate doesn't change, and we're already paying for the bus as a fixed rate. I'm not in a position to "wheel and deal" with other people's money. I hoped for 40, we got 32 it looks like. If you can't do this, I understand, but I tell students and parents tomorrow and get them their money back. Honestly, sacrificing the comp package is pretty rough too considering since we weren't able to secure two shows, most of our chaperones can't even see the show because they will be backstage or in a tent watching students' belongings. Not exactly what they bargained for paying $750.00. Please advise tonight or as early as possible tomorrow morning as my parents are demanding to know what I am doing. Thanks, Bill > BT did not respond, but I teach on 10/4. I can pass on any info from the office in the morning, but BJS may need to speak with client. > Going back through the notes, we informed him on 5/25 that flying was not an option. > BVS must have been unavailable, but All-Star was still cheaper even than RROC! So his argument about us "urging" him to stay on property is complete bullshit. > Not sure what he's talking about with securing two shows, but please...he's done this trip before. He has to know what his chaperones have to do backstage. 10/4/16: > BJS replied to Bill - will address all of his points if necessary at a later date, but here is what I sent - Bill: Brett forwarded me your email from last night. Here is what we can do to make this trip a reality for your students. . . 1. Remove the Apple Watch And 2. Keep the Park Hopper / receive just One (1) comp Or 3. Keep the two (2) comps / Disney ticket reverts back to a 3-day Starter Ticket (as you had prior to August 26, 2016 when you directed us add the Hopper). Please advise as to your decision and we will proceed accordingly. All the best, BJS 10/4/16: > Bill replied - Perfect, let’s do option 2. We want the park hoppers, I don’t care about the watch and I’ll have to break the news to the chaperones. I will deposit all of the checks and move forward. Since the contract is electronic now, would you rather adjust it to 32 students and send me a new one with the idea that we could possibly add a couple later? All of the payments due to you guys will be under contract required amounts if we stick to the original one, and the school system may object. I can update the bookkeeper with the new one and move things along today. I don’t believe the original one has left our school yet. Thanks for working with me, as usual my goal is to go. Bill 10/4/16: > BJS replied to Bill - Bill: Option 2 it is. No need for a revised Agreement as any change in numbers is addressed in Section 2 of the Agreement and we already know what accommodation will take place if the final number is less than 40, when the forms are due on Friday, 10/7/16. Bookkeeper can mark up the invoice as she wants to match whatever number you are paying for. Thanks, BJS. > Long and short of all this is, if they are between 32 and 39 pax - just One (1) COMP and NO Apple Watch. 10/26/16: > BJS sent EM to Bill as BT was in class today - Bill: Your trip is now just 41 days away and we have not yet received your signed contract, forms, or any payment. Because of our relationship with Disney, we have been able to receive an extension from the All-Star Resort for the hotel contract and room list, but it will expire on Friday morning. That being said, we must have your Room List, Hotel Information Form, Food Allergy Form, and Final Participant Guarantee Form no later than 5PM tomorrow (Thursday, 10/27/16); otherwise, your rooms will be released. I have attached the required forms for your convenience. In addition to the Forms, we must make payment to the hotel on Friday morning as well, so I have attached a OK to PAY for your review and signature. This must also be received in our office tomorrow by 5PM. All forms can be faxed to 724.287.5333, or scanned and emailed to my attention, bryan@ccistravel.com. Thank you for your understanding and quick attention to this matter. All the best, BJS 10/26/16: > Rec'd signed OK to Pay for All-Star Resort. > Rec'd signed K. BJS initialed where needed and then counter-signed. > Rec'd FPGF (36 = 32 + 4). > BJS updated numbers on Bible Screen as well as IOG and Status Schedule. > Rec'd RL, but it had no names of students, only the adults. BJS sent email back to Bill telling him we could not submit it without names. He complained and said there was no way he could have names by tomorrow - or he could fill them in and then we'd have to make changes later. I said do what you have to do, but we need names and we need the form tomorrow by 5PM, along with the Food Allergy Form and Hotel Information Form. (this should never have been an issue, the forms were due 10/7/16 - I can;t help it he never does anything on time and is constantly full of excuses.) (early morning of 10/27/16 - rec'd list with names) 5 Q / 20 4 T / 12 0 D / 00 4 S / 04 TOTALS = 13 ROOMS and 36 PAX (32 + 4) > BJS emailed and mailed FINAL INV #6105, $29,346.00. This is the total amount due for the entire trip, as we have not yet received ANY $$$ from this group. The payment is due 11/4/16. He made some mention in an email today about requisitioning a check for the initial payment - who knows! > CH, there is no reason to send a GLH at this point.. > Since total pax is less than 40, per our previous arrangements. . . - group receives 1 comp (at the Double Package Rate and yes, I know he doesn't have any doubles on his room list, but the comp is still at the double package rate). - there is NO Apple Watch. - park ticket remains a 3-Day Park Hopper. > Mary, please mail 36 bags and 72 tags. > As this group is now UNDER CONTRACT, please review all inclusions carefully and proceed as needed. ____ MES _X___ bags (36) and tags sent 10/27/16 (72) __x__ CH _10/27/16___ ____ TPW ____ ___X_ HMS _11/1/2016___ 10/27/16: > Rec'd HIF. > Bill emailed and said we would have FAF by end of day. > Rec'd EM from Bookkeeper - she wanted INV, so BJS scanned and emailed to her. 11/8/16 > Rec'd on 11/4/16 ck #35581 for $5,250.00 11/28/16: > Bill called BT today asking for itinerary details. Thinks we're behind the 8 ball (he's one to talk!). > BT explained that as his trip is leaving next week, everything will be coming this week. > Feels like he "doesn't know anything" about the details - where they are staying, magic bands, park hours, etc. > He is going to send an email with his preferences for which parks, etc. He was concerned about this being "dictated" by us. BT will forward once received. 11/28/16: > Bill's email that was referenced above. He copied to BJS: Greetings, Thank you, I’ve received the cashier’s check and the CCIS bags so far. I do have questions concerning nailing down our exact itinerary with Newton bus service because the one that was supplied in the initial proposal isn’t detailed especially with the 3-day park hopper passes/pickup/drop-off, etc. The reason I’m asking about itinerary is that there are many differences this year about how things are going to happen including the possibility of using Disney transportation, how the park-hoppers work, etc. As I complete students’ final checklist and basic itinerary, I mainly need to know what has been told to Newton about specifics and how much leeway do I have to nail down exactly when we need to have our charter bus. I don’t want misunderstandings with the driver, and I know there are definitely specific things the bus has to do on Friday, Dec. 9th when we perform at Epcot. Also, can students register their passes at “my Disney experience” and be able to get fast passes, replace tickets, get into room, etc.? Do they do this individually or do I have to register all of the passes myself? Details about that. Precaution!!!!: Staying on property looks like it has its advantages, but any thoughts about preventing students from taking Disney transportation and going to the hotel by themselves? Can we “block” admission to the hotels until I get there each time or when our bus pulls in? Just a concern….. These are things that have to be looked at as far as our bus goes: -Thursday early morning I would like to eat and freshen up at the huge Disney McDonalds that is the two-story, arcade filled, spectacle kind of place. (last time, our driver had no idea where it was and we floundered for 45 min. ending up at some other regular McDonalds that we didn’t want, but the other times we did this trip we stopped there.) 6875 Sand Lake Rd. Orlando, FL -Thursday drop-off at Animal Kingdom, then allow to park hop after that. (open at 9:00a.m. I believe) -Thursday night all of the parks except Epcot close at 7:00p.m.!!!! Looks like having the bus pick us up after the “Grand Illumination” at Epcot would be the way to go. 9:30-10:00p.m.? -Friday we need to do everything Disney wants us to do concerning the performance including the bus being backstage, directions to how to do that, and being backstage with our clothes so we can change. Everything will be Epcot that day, I’m not giving students any options to park-hop that day. Our performance time is 5:00p.m. so the bus will have to be back there by 2:15p.m. -Friday night we need to be picked up at the entrance to Epcot after the “Grand Illumination” when the park closes. (9:30?) -Saturday morning we will need to leave/check out of the hotel and know what we’re doing. Probably Magic Kingdom and then let everyone park-hop -Saturday night we will need to have a definite pick-up time/location to leave for home. In the Magic Kingdom, the “Night Wishes” fireworks start at 10:00p.m. and lasts approx.. 12-15 min. so a 10:30p.m. bus time sounds about right to head for home. Lots of questions and options, exciting to have more leeway but it’s always the details! Thanks! Bill 11/29/16: > BJS emailed Final Itinerary to Bill et al. > He is checking on balance due. 11/30/16: > Final Itinerary packeted mailed via FX 2-Day service to school. 12/6/16 > MES Check received in the amount of $24,096.00. 1/3/17: > BT had a quick post trip de-breif with Bill. He called to ask where the tour eval was. He will find and complete. > Overall good. I mentioned his hotel issue, he wondered how I knew. Anyway - b/c Disney links the wrist bands to the rooms it was all fucked up. It worked out. BT gently explained that we needed the rooming list to reserve the block, but it would have needed to be officially updated before he departed in order to have things match. Also, they had the last name/first names mixed up. Not sure how that happened. > I told him I would reach out to him MUCH earlier in the process for next time (1 year from now) so all would be under K and videos submitted before school gets out that June. > He seemed appreciative.
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