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Thu Apr 27, 2017
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Park View High School Band-Orlando, FL-03-22-2017
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Trip Notes
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Sterling, VA to Orlando, FL = 856 mi./ 14.5 hrs. non-stop 5/17/16: > BT has been in touch with Brian at Park View (VMEA iPad winner) re: 2017 travel > He has settled on Universal Studios in Orlando > 45 students + 5 adults = 50 pax > Depart Wednesday, March 29, 2017 after school, Dinner en route, meal credit. Travel overnight. 3 days in park, so BT is thinking breakfast and shower at the Hub Thursday am. > Return Sunday afternoon on Sunday, April 2, 2017 > Budget is $550 to $650. He may not have been thinking all-incl. with this budget. Also, this was when he was thinking of doing a more local trip. We have some wiggle room here. > BT shared info about Univ. Stars and Music USA. He is open to either, but leaning towards festival. Kind of depends on instrumentation and price. He also mentioned marching, but they open it up to non-marching students - so I guess that could be Univ. Stars performance. Budget could be a factor - we could tell him of cost difference of different options to help him decide. > When I asked about charter companies, he mentioned that he had done this on his own in the past with...wait for it...Chariots your Fired. I explained that we will not work with them and would be happy to explain over the phone if necessary. I expl. value and ease of having us do it, driver rooms incl, etc. This is Loudoun County, he did not mention an approved charter list. 5/24/16: > Brian sent EM to BT today to see if we might have a proposal for him by this Thursday since he wants to announce it at his concert. This is obviously the first I have heard of this date, so I already know the answer to that question. > His trip is pretty far down my priority list and on the white board. Would it be safe to tell him we will have something in the next two weeks? 05/26/16: > Cannot promise proposal for tonight's concert or in two weeks since we are still awaiting receipt of rates from Universal. > We will go ahead and prepare IOG and get it out for hotel and charter rates and then all we will have to do is enter the prices for Universal as soon as received and can get the PTP out in a matter of a few hours. > Due to budget, we are proceed with this trip as Universal STARS only - no Festival. > BJS and TPW created IOG and updated Bible as needed. > TPW sent to BV Suites. > JNM, please send CQR to all of your DC Area regulars. > Please make attachments and updates as able. Thanks! __x__ JNM __5-26-16__ __x__ TPW __5/27/16__ 5/26/16: > BT let Brian know about waiting for Univ. rates. No problem. His kids are "ecstatic" about the trip. > He heard about new Charlie and the Chocolate Factory restaurant opening. He's interested in eating there if possible. > BT researched, it opens "later this year" according to various sources. It will be in City Walk. Obviously, we won't be able to include in proposal, but keep it on the radar screen as a possible add-on. 06/07/16: > BJS reviewed and updated attachments as needed and then ran rates. > BJS sent to CH for PTP prep - will also need PP since it is a new client. 6/7/16: > CH completed PT & PP. > BJS reviewed and then emailed files to BT so he can meet with client. 6/13/16: > BT had GTM with Brian for orlando PTP Presentation. Very successful. > He really liked everything, thinks he travelled with us when he was at LC Bird HS or Manchester HS. > He will likely go with Hunt Valley/Gunther - but asked if it's possible to add driver gratuity. I've never had a client ask me this before. > He is interested in doing dinner in city walk one night and seeing Blue Man Group. With Hunt Valley, his quint price is about $675. Would this be possible and keep trip under $750? > He also asked about cost diff. betweem hopper and no hopper. I expl. that hopper at Univ. is probably better b/c of Harry Potter being connected. > Deposit will be complicated because of timing, kids already gone for summer. I will ask him about a small deposit over the summer when I reply to answers to the above. 6/14/16: > BT spoke to Brian re: q's from above and new question re: Music USA festival vs. STARS. > He definitely wants to add BMG and dinner. Trying to keep trip at $750 or below incl. trans. > His concern with performance only is that he did this on las trip to Dollywood and didn't like it. I sent info re: workshop and he likes that idea. Would like to know cost diff. if he added Music USA instead of stars. Could anything else go so he could do that and still keep BMG? > He is also open to clinic at local college instead of stars or musicusa. He mentioned Matt McCutchin, BD at UCF or USF, he will research and get back to me. > Leaning towards Hunt Valley, still didn't get him locked down. 7/28/16: > BT left a VM on Brian's cell checking in. Trying to keep things moving along. 8/29/16: > BT spoke to Brian and got charter choice. Hunt Valley/Gunther! > We spoke a little more about trip details - see notes from above. He really wants to add Blue Man Group and dinner as outlined in notes above. > His concern with Stars was that he had a bad experience with this at Dollywood and felt like it was an afterthought. I told him Univ. does a really good job with this b/c they are competing with Disney. > TW, do we have any photos or info about the performance venue for a band performance (non-marching)? that I can provide to try to sway him? I think if he stays with STARS, he will be right in his budget wheelhouse even with BMG and dinner. > He again mentioned the BD at USF in Tampa (Matt McCutchin) for a clinic. It's about 1.5 hrs. away. He may be open to someone closer. > He's also going to ask his parents if budget of $800 would be ok so he could do Music USA Festival with dinner and BMG. Will advise. 08/30/16: > BJS asked Michelle for performance / stage venue photos. > BJS gave CH their charter choice. > BT and BJS discussed options with clinic in Tampa, somewhere more local, 3rd park day savings, Blue Man Group, etc. Holding on making any official changes until BT talk with Clients and tries to get final decisions. 9/12/16: > BT sent photos of perf. venue to client and he has decided to go with public performance at Universal. No off property clinic! > Hunt Valley/Gunther is charter choice. > As far as I know, he would still like to do BMG and dinner. Will advise if I hear otherwise. > Go to K. 9/15/16: > BT spoke with Brian re: his FINAL decisions for the trip. > He would like to remove all 3 meal credits, as his students are used to playing for a few meals on their own. > He would like to do Blue Man Group on Friday night, but would like to keep the meals as is on the IOG with Univ. Meal Cards to maximize their time in the parks. > Once we have revised rates, he is ready for K. > He has his trip meeting tonight. If it's possible to get rates by this afternoon I will pass them on to him - however he understands if it's not possible. 09/15/16: > BJS updated IOG based on BT's notes from earlier today. > BJS also made Group Travel Video INACTIVE since we know it is not a necessity and will save another $10pp. > BJS ran K version rates. With changes and addition of Blue Man Group, rates increased by just $10pp across the board. > BJS completed TO K Version, scanned and emailed to BT so client would have it for this evening's parent meeting. > As this is going to K, please review and proceed as needed. __X__ CH _9/16/2016___ __X__ TPW ___9/16/16_ __X__ HMS 9/16/2016____ 10/5/16: > BJS created the necessary invoices for K. > CH, ready for K - please advise BJS when complete so he can review and then he will pass along to TPW for E-Agreement. Thanks! _x___ CH _10/5/16___ 10/5/16: > TW sent E-Agreement 10/5/16: > BT followed up with Brian, he confirmed receipt of eAgreement. > His deposits are due Oct. 17. Wants to make sure numbers are firm before he submits. > He also asked about a parent who wants to "do everything on the trip with them but do transportation and room on their own". I expl. that we cannot remove room from package, but he can have that person not pay for the transportation portion. 10/18/16: > Brian is a go, he is at 48 pax confirmed right now. > He asked about charter company having a smaller bus "in case he gets to 60 pax". BT informed him that companies do not send smaller buses on long trips. I suggested a waiting list to fill a 2nd bus, however he needs to let us know asap if he thinks this is a possibility to we can check on coach and hotel availability. 10/25/16: > BT had a convo and GTM with Brian to complete a rate worksheet as he has more pax than his 55 pax bus will hold on a stand by list. > Right now he is has 58 + 9 = 67 confirmed. However, this puts his PPBC a little over. He's shooting for 75 total pax. > He has a meeting tomorrow with boosters, but in the mean time asked if we could check availability for an extra coach and extra hotel rooms to accommodate. 10/26/16: > BT got an email from Brian re: updated count. > He’s at 60 + 10. I guess he thinks this will be it, but should be able to make it work with the cost of the 2nd bus if available. 11/1/16: > BT got the following email from Brian today: Hey Brett, I unfortunately missed Indoor championships on April 1st. Would you mind checking to see what the difference in cost would be if we moved it to March 23-March 26th? I know that may make a difference in the availability of the bus and the hotel. I haven’t changed anything with the parents because I just want to check. We may have about 5 kids that are involved that have signed up for the trip. > Is he really wiling to change his trip dates for 5 kids??? Please advise on how to handle this. 11/3/16: > BJS reviewed BT's note and Director asked about moving to March 23 - 26 - this is a Thursday thru Sunday and the original dates of the trip were Wed, 3/29 thru Sun, 4/2. I am assuming he meant to say can we move to Mar 22 (Wed) not 23. > TPW, before we commit to making any changes, we need to know if Jennifer can accommodate the date change at the BV Suites. Please EM her this morning to see if she can move this group to an arrival on Thursday, March 23 for two (2) nights, departing Saturday, March 25. > TPW, group is now 70 pax, 60 + 10 (per note from 10/26), so BJS updated number on IOG as well as Bible & Status Schedule. We will obviously need a few more rooms at the hotel (and a 2nd bus), so when you speak with Jennifer on the date change, ask about increasing the room block as well. If she cannot take them on the new dates, do NOT cancel the original dates & be sure to see if we can increase the block regardless of dates. Thanks! > BJS did not change dates on IOG or in system! One step at a time, once we have answer on hotel, we will move on to the bus situation and them make change official if it works out. __x__ TPW __11/3/16__ 11/3/16: > BT got the following email from Brian: Brett- The dates that seem to work better are the week before (22nd) or the week after (5th- but this goes into spring break and some kids may have plans already) > Brian and BT spoke on the phone. He would prefer do the March 22nd departure if available. BT confirmed departing on WEDNESDAY the 22nd if possible, we assumed correctly. Essentially same trip a week earlier. > He is not saying anything about a possible change to his families until he hears from us - understands we may be obligated and not able to change and he will go with however many kids can make it. > If he loses numbers but is still over 55 pax, he may drop a bus and rent a van like Albert Einstein did. 11/28/16: > As discussed at VMEA, we need to find a new hotel for the previous week to maximize Brian's pax count. > Any word from Holiday Inn Waterpark? 11/29/16: > HI Water Park Resort is available and TPW is asking for K. > HV / GUnther is SOLD OUT over the new dates, so CH is calling the next two companies on the list, based on rates, and we will see if either of them can do the new dates . . .to be continued. 11/29/16 > Adventure by Dawn has availability for the new dates, but the rate has increased $616.00. 12/1/16: > Per BJS conv with BT yesterday evening, date change is official. They are now traveling 3/22/17 - 3/26/17. > Charter Choice is Adventure By Dawn. > Hotel will be the Holiday Inn Orlando Resort Waterpark. > BJS updated dates on IOG and on Bible screen. > STAFF, please review all attachments, update all dates, and make the necessary changes / contracts, etc. 12/2/16: > BT just got updated pax count from Brian. > He's now at 45 + 9 = 54, which is pretty much back to his original numbers. > He said the school wouldn't let them rent the van to accommodate his extra pax. > I thought the whole point of this date change was to bring all the folks he was planning to bring. > Anyway...I assume we need to do a revision and new K? 12/7/16: > BJS and CH reviewed following TPW departure! > CH has new hotel K. > BJS canceled BV Suites. > CH canceled coaches with HV / Gunther and has already requested K from Adventure by Dawn. > BJS and CH updated IOG and attachments. > HMS, please change date of Blue Man Group Show, will now be 3/24/17 - was 4/1/17. > BJS to compete REVISED TO K Version and a revised K since dates have all changed as well as numbers (54 (45 + 9). > BJS will also need to update rates. > Group needs new E-Agreement. > BJS sent STARS application to STARS. __X__ HMS ____ 12/9/16: > BJS prepared TO K Pack and sent to BT so he can send to BD. > BJS adjusted everything for the K. > BJS emailed 1st Payment INV. > BJS deleted the old K since all dates and hotel have changed, etc. > CH, please complete K Packet and send E-Agreement this afternoon. > K due 12/16/16. > 1st $ due 12/23/16. > PLEASE NOTE: Due to closeness of trip, just two payments, not the usual three. _x___ CH 12/10/16____ 12/14/16 > CH received signed E-Agreement and signed on behalf of BJS since he is in Chicago. > MES, please mail GLH per SOP. > As this group is now UNDER CONTRACT and 1st payment is due 12/23/16 and will only be two payments, not the usual three. Please review and proceed as needed. ____ MES ____ __x__ CH _12/14/16___ ____ HMS ____ 12/20/16: > BT reminded Brian about 1st payment and tpl and sent forms. 12/22/16 > MES Check #6495 in the amount of $13,074.00 received. 2/3/17 > CH reviewed all forms rec’d on 2/2/17 (RL, FPGF, HIF & FAF). > Total Pax = 49 PAX (42 + 7). > RMS / PAX 02 St / 12 06 Qt / 30 00 Q / 00 00 T / 00 03 D / 06 01 S / 01 TOTALS = 12 ROOMS and 49 PAX (42 + 7). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH sent RL pack to Hotel > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 49 bags and 98 tags. ___x__ MES 2/6/17 Bags and tags sent via FedEx. ___x_ HMS _2/9/17___ 2/8/16: > BJS emailed Final INV #6153, due: 2/20/17, BALANCE DUE $22,007.00 2/27/17 >MES Check #6580 was received in the amount of $22,007.00. 03/08/17: > BJS EM'd Final Itinerary to Brian et al - Brian: 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, etc., will be delivered via FedEx prior to your departure. 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. 3/8/17 >MES One Portfolio,selfie stick, and folder sent via FedEx. 04/07/16: > BJS sent EM to Brian - Brian: I wanted to take a moment to once again thank you for allowing CCIS to be your travel planner on this year’s trip to Orlando and I hope your experience with each part of the CCIS team has exceeded your expectations. I know you had a few concerns at the hotel and I wanted you to know that they were addressed in an aggressive fashion. In addition to a conference call with the hotel manager and sales department the morning after you arrived, I personally flew to Orlando the Thursday following your group’s departure to discuss your group’s issues with their staff. I met with 9 of their top executives, including the property’s new General Manager as well as the ownership group’s Regional Vice-President. They were quite dissatisfied with the performance of their staff toward your group and I am confident my trip down and back for a single meeting, all in one day, demonstrated that our commitment to the satisfaction of our customers is our #1 priority. I, and they, are sorry your experience with the hotel was less than 100%. I know Brett has been in touch with you regarding a post-trip de-briefing and that the two of you will be getting together soon. Please let me know if there is anything else that needs my attention. I wish you well for a great rest of the school year and look forward to our work together on your next adventure! Sincerely, BJS. 4/27/17: > BT finally had post trip debrief with Brian Morton. > completing a referral for Manchester HS - guitar and culinary classes travel together - friend of his. Same school as Chris Fens, so could be a bid situation. > overall, great trip. Smooth as can be. Bus was fantastic, 2 drivers were amazing. > Tix, itinerary - all worked out. > Might want a tour escort on some trips, depending on destination. > HUB was cool, kinda rushed them out. But it was all good. > Performance - nice spot to play, exactly what he expected (in a positive sense). People were very respectful - fun to play there. > Kids LOVED the Blue Man Group. > No complaints from pax about having too little or too much time in park. > Meal ticket - good, but more variety would have been good. Perhaps a dining card for one meal? Kids never complained though. Time frames for some of the places they could use within the park. Some closed at 6 or 6:30. So for dinner, maybe a cash card. > Already talked about the hotel. All worked out in the end. They definitely tried to "make up for things" the next day. Set up for buffet was really nice. Wouldn't be opposed to staying there again, just would want be on top of the room situation. Couple rooms, mold on showers. Didn't think they check the rooms prior to them being there? No toiletries in the room when her got there. Esp. if they're getting there at 10pm - should be ready. > Next year - haven't narrowed down places yet but will travel. Has to wait to school calendar too. Will be in touch. > BT will reach out late May and see if there's any info.
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