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General Trip Information
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Fri Sep 02, 2016
Trip Name
Walter Johnson HS Music Dept.-Orlando, FL-04-05-2017
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Final Room List
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Hotel Info Form
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Contract Status
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Bethesda, MD to Orlando, FL = 858 miles/14.5 hrs. non-stop 5/25/16: BT spoke with Chris at length about Disney 2017: > he met AW several years ago, called her, she directed him to us > he used to work with Jeff. He is getting 3 quotes since they only go as a dept. every 3 years and he knows Disney has gone up. > There is a company he has been using for a while, but he's trying to do his due diligence. > 220 students + 13 adults to Disney. needs 11 comps! Like Whitman, the pay for their adults - some are staff, any parents are professionals (doctor, nurse, etc.) > Depart Wed. April 6, 2017 at 4pm - return Sunday between 2-3pm. > Disney workshops - 3 day park hopper > Already submitted Disney applications and has been given times by Disney. Is this an issue? They have 5 groups (orch., band, choir, jazz, and show choir). He's done these before - already has groups split up accordingly. > Breakfast and shower at the HUB would be good, get to the park Th. around 11 or 12. Sounds like he did this at Wet n' Wild in the past. > Hotel - has stayed at BVS, that would work. Open to suites hotel. Would like a large open area/pool. > Interested in tour escort > Budget around $750 to $775 - but knows Disney has gone up. Has done all-inclusive in the past. We had a nice discussion about price being the only factor in decision. He seems wise about looking at the entire value of the trip - not just cost. He liked that hotel, etc. was all confirmed from the proposal. > Would like to have proposal by June 6 and get things settled before end of year. Might be worth bumping this one up on the priority list! 05/26/16: > BJS replied to BT's EM from Chris - > We can definitely have something to him by the 6th. > You need to reply to some of the points he mentioned in his email to you . . . > Coupons vs Dining Cards – Dining Cards typically for lunch so they can purchase individual items throughout the day and then Coupons for Dinner since they get a full meal with the Coupon. > 3-Day Standard instead of Hopper – can do either, just that the Hopper is $42 up-charge and a lot f groups don;t find it to be worth it – choice is up to the group. > Yes, we are working with a lot of groups from MCPS on Disney trips that same week . . . > BJS asked BT to get his Dinsey times since he says he already has them. 05/26/16: > BJS and TPW completed IOG. > JNM, please send CQRs to all of your DC area favorites. Per client request, please include Fullington! > Please make attachments as able. > TPW send to multiple Orlando hotels as discussed since BVS is SOLD OUT. __x__ JNM __6-2-16__ __x__ TPW __5/27/16__ 5/31/16: > BT received time info from Chris: all workshops are at Epcot. Advanced Choir/Mads: Disney Sings… Friday 10:30am Symphonic and Wind Ensemble Band: Instrumental: Friday 10:30am Concert and Symphonic Orchestra Strings: Friday 2pm Jazz Ensemble: Jazz it Up: Saturday 10:30am Show Choir: Saturday 10:30am *For the 10:30am times, he would prefer, for attendance purposes that they all leave the hotel at the same time and go to the transportation center together (all busses); then those ensembles participating in the workshop can change to the busses that will go backstage. > He wants 3 day park hopper, all meal coupons - no dining cards. > In person PTP scheduled for June 6 at 11:15am. 05/31/16: > BJS revised IOG to show Disney Workshop times since Director has already been accepted and made those arrangements, has times, etc. > On Saturday, they will not be able to leave Orlando until 11.30PM as the driver hours are affected by Saturday morning's two 10:30 AM workshops. They can either stay in a park if one os open that late, or go to Disney Springs. The other option would be to hire coaches to pick the Saturday morning workshop kids up when the workshops are over and do a local transfer. This typically runs about $500 for each coach needed. > BJS also updated Park ticket to the 3-Day Hopper Workshop Only and all in park meals to meal coupons since he does not want any dining cards. 06/02/16: > BJS reviewed and updated attachments as needed and then ran rates for both the RROC and the Embassy Suites Jamaican Court. > The rates and attachments active in the system are those for the RROC since the are the cheapest by a few dollars per package. > BJS sent files to CH so she can complete PTP - a PP will also be needed. > Please include rates for both the RROC and ESJC - their rates are in the green folder for the EMJC. ESJC will have a QUINT Option where the RROC does not. B-fast at ESJC is cooked to order FABB. 06/06/16: > BJS sent PTP and PP files ot BT for this morning's meeting. 6/6/16: > BT had in-person PTP with Chris and Kelly. > BT expl. reason for late departure on Friday night - they seem like the would want to leave by 9pm to arrive closer to 3pm on Sunday. Last time they were able to meet at the workshops without going backstage on buses. Details can be hashed out later. > Chris asked if Disney will rent/provide string instruments. > Interested in trip insurance - per convo. with BJS, I quoted him $17 to $27 pp based on the type they purchase. > Trying to decide by early next week. 6/14/16: > Chris got back to me today re: Orlando trip...not great news, but we're not out of it yet. > They were doing a very honest comparison of us to the company he's been with for 11 years. He said it's the same company that Jeff used before us at Whitman. Guy who was with PAC then went on his own? Orlando based? and a 3rd company. 3rd company wasn't even close...cheaper, but not transparent and not as many inclusions. > Essentially, their guy was almost dollar for dollar for us (Chris didn't share our info with him). He said out proposal generated rich discussion with their colleagues about changing to us. Decided to stay with their guy. > He really liked our proposal, liked transparency, wouldn't have any reservations using us. They do this big trip every 3 years, if they did a smaller trip on an off year that was more "customized" would keep our stuff. (He kept Amanda's card for 6 years!) > I mentioned the incentives (watch, midwest, sports sacks, GTV). As Phil hinted, these incentives were not a factor for them. He said they really didn't want them, weren't sure about county policy on this, etc.). I explained our stance on this, very up and up, that other companies gave stipends. > I asked if we took some of these out and price came down, could that change their mind? He said he would certainly go back to his dept. and ask if that happened. > BTW - didn't like suites option, would have gone Radisson. 6/14/16: > Per convo with BJS, BT offered Chris the following: > Remove "added value" items. GTV, iWatch, Sports Sacks - they just aren't interested in anything that could create a "touchy situation" with admin. Not even Midwest trip. > Reduce rates by $25pp across the board - BT expl. that this is way more than the actualt value of the items removed in an effort to earn their business. > Include 2 security guards at no charge to the group. 6/21/16: > BT has sent EM, text, and left VM for Chris on his cell re: revision and price reduction. > To date, no response. Chris: Nice chatting with you today, thanks for getting back to me. I have some information for you that I hope will spark some more “rich conversation” with your department. I spoke with Bryan, the president of the company, who is out of the country on vacation. He has authorized me to offer you the following: > We can remove the added value items that we spoke about today and reduce your package rates by $25 across the board. If you do the math, this is a savings of almost $6000 for your group. > We will also include two security guards from Student Watchers, a company specifically for student groups, at no cost to you. He wanted me to clarify that this is much more than these added value items are actually worth, but we want you to experience for yourself that CCIS is the best tour company you have ever worked with. This is why we have a 98% retention ratio with our clients and Jeff and Terry at Whitman have been loyal to us since 2012. Our other Montgomery County clients are Rockville, Quince Orchard, Albert Einstein, Kennedy, and Clarksburg. I’m confident you will hear similar stories from them. You mentioned that a tour escort was included in your other package, but I think you will find that our trips are so well planned that an escort is unnecessary. We hope to earn your trust as one of our valued clients! Brett Taylor 07/01/16: > BJS sent final email to Chris - Chris: I appreciate the opportunity you provided to CCIS to plan your group’s up-coming trip to Orlando. I know Brett has tried to reach out to you on several occasions since the two of your met regarding the removal of some of our Added Value Program items including the Apple Watch, Group Travel Video, Site Visit, CCIS Rewards Program, etc. I am sure he also mentioned the $25 per person price reduction I authorized in order to create an additional savings of nearly $6,000.00 for your students and their families. I am going to assume that based on your lack of response, you and your colleagues have decided not to travel with CCIS and I will advise our vendors accordingly to release all rooms and arrangements we have in place for your group. If I am mistaken and this is not the case, please advise as soon as possible. I wish you and your group all the best for a nice trip to Orlando and I hope that on a future trip you and your colleagues at Walter Johnson will allow us prove to you how truly different the CCIS experience is when compared to everyone else in the student travel industry! Have a great rest of the summer. Sincerely, Bryan J. Stevenson, President CCIS, Inc. 800.432.5095 x:201 7/5/16: > Rec'd EM response from Chris - Hi Bryan, Thank you for the email and your willingness to provide us the best quality trip. I did inform Brett after our meeting that we would like to continue with the vendor we have used for the last 12 years for next year's trip. There were some differences in what each quote provided however the price was very similar. Although Brett was confident in CCIS's precise planning and expressed it was unnecessary, our current vendor is providing us with a tour escort which we do find valuable and would like to keep for this trip. We will certainly keep you in mind for future travel opportunities. As I said to Brett and when I initially spoke to you, I saved Amanda's contact information and folder from 6 or 7 years ago. Similarly I will save Brett's presentation and information as well and will be able to reach out to Brett or you for our future trip considerations. Thank you again for your time, consideration and professional expertise. Chris K 08/28/16: > I know we are all aware that this trip canceled back on July 1, burt the file was still in my drawer. > Please review and make sure all is canceled as needed. Thanks! ____ TPW ____ __x__ CH _9/2/16___ ____ HMS ____
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