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Vendor Name:
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Trip Reports:
Bible (Basic Trip Report)
General Trip Information
Updated
Mon May 15, 2017
Trip Name
The Catholic High School of Baltimore Fine Arts Dept.-Orlando, FL-03-29-2017
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The Catholic High School of Baltimore Visual and Performing Arts
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Trip Notes
( Print Note )
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Baltimore, MD to Orlando, FL = 897 miles = 15 hrs. non-stop 6/3/16: > BT met with Jane (CD), Christine (BD), and Elaine (Art) re: web inquiry for 2017 travel. > See client notes re: email conversation about their past travel, etc. > They have had some not so great experiences in the past, esp. with Heritage Worldstrides. Trip with Peak was "okay". I sold them big time on our product and way of doing things along with the Catholic school connection...I think they are SOLD. We met for 2 hours - great discussion. They liked the fact that they would be seeing me again and that I'm local. > Discussed destinations - Boston was one, but worried about weather. They also talked about Charleston and Savannah (something like what Nansemond wants. This is an all girls school so it could fly. > After much discussion - they landed on Orlando/Universal for 2017 b/c of weather in late March (Thinking Boston 2018 since trip will be in April). > 75 students + 25 adults for total of 100 pax. They have taken 2 buses consistently for the past 2 years. However, program is growing, so could be more. We discussed this, waiting list scenario, possibly of opening to more non-music/art students if they were over 110 and needed to fill a 3rd bus. > Three directors are comped, double rooms though. > Not sure if they will do Univ. Stars workshop or Music USA Festival. Instrumental is leaning toward festival, choir may want workshop. Art teacher interested in some kind of backstage tour/storytelling/or animation workshop. There is a storytelling thing under the education tab of Univ. Stars that appealed to her as well. > Jane will advise on workshop or fest. once she does some research. > They are fine with suites hotel. > They are interested in HUB for b'fast and shower before park on Thursday. May want to depart park earlier on Friday to have some hotel/pool time (depending on workshop/perf. times of course). > Last trip to Nashville was $750 (b/c "Worldstrides gave them a free night since they sucked the previous year") Those smarmy bastards. Their last trip to Orlando was over $800. I think they will be pleased with anything under $800 with trans. > No charter preference or approved list - but had a bad experience with Martz. So no Martz! > Jane will be around for summer, so proposal in July would be fine. (after July 12 for BT) 6/10/16: > Jane is thinking Music USA festivals for band and choir. > Orchestra is small and new, so they don't really want the festival. Perhaps workshop/clinic would be better for them. > Art teacher wants some kind of workshop/backstage tour for art kids. > She was looking for an IOG so she could see timing, so I sent the Park View IOG as it is very similar to what we have discussed. > Jane was concerned about mass for the students, but if they get back early enough on Sunday that may not be an issue. > PTP in mid-July would be desirable. Will advise if any updates before then. 6/30/16: > TW created IOG to review with BJS. A few questions to go over: > Adding Music USA and Universal STARS > The HUB - with stops on the way, leaving at 3 pm will get the group to Orlando at 8:30 AM. 06/30/16: > BJS and TPW reviewed IOG and made some minor adjustments and then worked on attachments and made the necessary noters in each attachment. > CH, please send CQR to Keller, Atlantic Coast, Hunt Valley / Gunther, and Fullington. > TPW, please make remaining attachments and then pass along to HMS so she can make any necessary calls / reservations. > HMS, please put in BJS mail box when complete so I can run rates and get to CH for PTP & PP Prep. Thanks! _X___ CH __7/5/16__ __x__ TPW __7/6/16__ ___x_ HMS _7/18/2016___ 7/11/16: > EM from Jane with thoughts on her IOG. I had sent her Park View's as an example. > She wants to make sure there is an animation workshop or something of interest for the art kids. This was already mentioned in previous notes. > She has a priest friend that is willing to go on the trip, so if they can factor him in as a comp, that will take care of the mass problem. We just need to have a space to do it in. Not sure if she is asking us to find this space or not. > She is concerned that there won't be enough to do, so perhaps well schedule in a blue man group Friday night? > She will have a small chamber choir as well as the larger concert choir for adjudication. Symphonic band for adjudication, small orchestra for workshop. 7/12/16: > BJS asked BT to call him and we discussed Special FX program fro the Art students. Good to go! 07/27/16: > BJS reviewed and updated attachments as needed and then ran rates and sent to CH for PTP Prep. New Client, so we will also need PP. > BJS sent EM to BT so he knows he can get PP meeting scheduled. 07/28/16: > BJS emailed PTP & PP files to BT. 8/1/16: > Great ptp with Jane and friends at TCHS. This group is ready to go to K. > Hunt Valley/Gunther is their charter choice. > Few things - as expected, they would like to depart the park around 6pm on Friday (after the girls eat) and return to the hotel for some pool/free time. Hopefully festival schedule doesn't throw a wrench in this plan. > They are bringing a priest and he seems very flexible, able to give them dispensation for doing mass on a different day/time than normal. It can even be a "quickie". They were wondering if the hotel would let them do it poolside (or somewhere else where they will fit) before/after breakfast and check out on Saturday. If not, perhaps Friday evening? If not, he might even be able to do it on a bus worst case scenario but I said I would check. > They may be interested in offering trip insurance. Please advise when info is available. > Festival/Clinic/Workshop questions: Band - 45-48 students Choir - main one is about 40 students - Jane wants to know if she can have a 2nd group participate in the competition. She would basically be making a small chamber choir from her two smaller choirs. Orchestra - only 6 kids, but most are in the band. Is it possible to let some of the band kids be in the workshop if they are interested? Art kids - could other kids from band/choir attend this if interested? > I advised that from a number of hours in the park standpoint, they may not want to make kids do too much. They just wanted to know what the possibilities were here. > They loved the package, thought the price was great, and even wanted to make sure that I was making money! Ha! 08/24/16: > BJS asked CH to request K from Hunt Valley for coaches. > BJS asked TPW to confirm that he has hotel K and to get notes in the system. Also to check with Bill at RROC re: location for Mass on Saturday morning following dinner. > BT - you are right in telling her that she needs to be cognizant of the hours the students are getting in the park. All of her wonderings re: can other kids be a part of the art thing, can we have additional students participate in the workshops, can another ensemble compete are all possible, but there will be a real cost involved as we based the rates per their original request and as detailed in the proposal. each of these parts have to get their piece of the pie - so for someone who we were not originally planning on being in the festival, now has pay the festival fee. Someone not originally in the Art (Special FX Tour) now has to pay Universal for this, etc. Anything is possible for money, but as you well know based on your experience with kids in Orlando a few years back - it can make for a scheduling nightmare and can add considerable costs. Not sure if money is an issue with this group or not . . . Call me with any questions. 8/26/15: > BT emailed Jane re: question above and she responded. > New BD is just going to write parts for them to play in the band, so no workshop for the 6 kids in orchestra. > She took my advice re: not doubling kids up in workshops. So K can basically go as is...just no workshop for the small orchestra anymore. Those kids will play as part of the band. > Her best guess of numbers as of right now is below: Symphonic Band - 36 (includes the orchestra kids) Concert Choir - 40 Advanced Choir - 14 (these are all crossovers in the concert choir) Visual Art - about 15 08/28/16: > BJS reviewed notes from BT conv with client on 8/26/16. > Made Music and the Art of Foley Workshop INACTIVE since the Orchestra kids are going to be absorbed into the Band and play with the band in the competition. > TPW, see note from 8/26/16 re: numbers and proceed as needed with Music USA Festivals as well as Universal for the Art kid's Special FX Tour. Make sure hotel is also in place. > BJS sent to CH for K completion. > As K is being emailed in the next day or two, please review and proceed as needed. Thanks all! __x__ TPW __8/29/16__ ____ CH ____ __x__ HMS __9/1/2016__ 8/30/16: > TW sent E-Agreement. 8/3016: > Jane sent BT the festival application and BT forward it to TW and BJS. > TW rec'd signed E-Agreement 9/18/16: > Jane has been in touch re: her numbers. > Her two buses are completely full + an extra 5. She is also pretty sure she will have another 7 students. > She asked for advice on how to handle this - she may start by cutting adults to keep count at 110 max but doesn't like the idea of having completely full buses. > BT gave standard advice of starting waiting list for a 3rd bus and figuring out the number she needs to get to to make it work. I also reminded her that we would need to see if charter company has a 3rd bus and if there is hotel space. > Any other advice at this point? 9/18/16: > All good points you shared with her. > How many more students do they have in their program that are eligible to go on the trip? Knowing that might be a help. Also, have they starting collecting any deposits? That will really tell sher (and us) where the numbers are as far as people making a serious commitment. 9/19/16: > Jane's number continues to grow. She is now at 123 and she is waiting to hear back from 7 others. > BT did the math from the rate worksheet Jane and I completed. If she can get to about 145 pay pax, her per person cost with trans. should stay the same. > I asked for the max number she thinks she can get. I suggested opening it to other students in the schools, more chaperones, etc. > I think we should go ahead and see if Hunt Valley has a 3rd bus for this trip. I think she will get there. 9/22/16: > Jane asked about a smaller third coach. BT informed that most companies don't send smaller coaches on long trips, plus the cost difference is negligible. > She's trying to make it work! 9/23/16 > Rec'd signed Agreement. > As this group is now UNDER CONTRACT, please review and proceed as needed. __x___CH__9/23/16___ __x___TPW__9/26/16___ __x___HMS_9/29/2016____ 9/28/16: > EM from Jane today. > She took my advice and opened up the trip to theater girls and more chaperones for 141 total pax, so she is comfortable moving forward with 3rd bus. BT is waiting for updated breakdown of students and adults. > Theater girls will do same workshop with Art students. > Please confirm 3rd coach available with Hunt Valley. 10/10/16: > Rec'd TPL / mes 10/10/16 > CH rec'd payment ch#9756 $19,425.00 per 1st payment invoice # 6051 10/20/16: > As of 9/30 this is her breakdown of numbers: Art kids: 15 Art chaperones: 3 Art teacher :1 Band kids: 44 (but 2 more maybe) Band chaperones: 16 Band teacher :1 Choir kids: 36 (give or take 1, grade wise) Choir chaperones: 15, Choir teacher: 1 Theater kids: 8 (plus 1?) Theater chperones: 3 (plus 1?) Theater teacher: 1 > So I get 103 + 41 = 144 > BT will ask for an update and advise! 10/20/16: > BT got update from Jane: > Current numbers are 103 + 43 = 146. 12/1/16: > BJS updated numbers in system to 155 (105 + 50). This is just a few more than the last updated numbers, so it should be a safe number to work with from here on out until FPGF and other forms are due. > BJS updated number on IOG as well. 12/8/16: > Tutti Review - > CH confirmed that we are good with 3 buses. > CH sent EM to Bill Zarboc to see if he can accommodate our need for 60 DDs now instead of 34 (TPW never increased the block as requested). > BJS sent Special FX Tour info to Universal Studies and CC'd Michelle & Nick. 12/20/16: > BT sent payment reminder and forms. 12/28/16 > MES Check #10214 received in the amount of $28,348.00. 1/30/17 > CH processed forms received on 1/26/17 (RL, FPGF, HIF & FAF). > Total Pax = 147 PAX (105 + 42). > RMS / PAX 24 Q / 96 04 T / 12 19 D / 38 01 S / 01 TOTALS = 48 ROOMS and 147 PAX (105 + 42). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL pack Hotel on 2/10/17 – PCCF due 2/9/17 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 147 bags and 294 tags. __X_ MES Bags and tags sent via FedEx 2/2/17 __x__ HMS ____ 02/02/17:/ / BJS sent EM to BT to get a confirmed Final Number for the Special FX Tour at Universal on Saturday for the Art Students. 2/3/17: > Per BJS request above, BT got numbers from Jane for FX tour. > 23 students + 8 adults = 31 pax for that tour. > Jane asked if we had performance times yet for Music USA, etc. Updated IOG perhaps? > She also asked about the possibility of scheduling a Friday night pool party at the hotel. Obviously at RROC they will have access to the pool whenever they are at the hotel, so BT will clarify what she wants here. DJ? Food? Can we look at IOG once we have performance times and see if this is possible? Then I guess we would talk extra cost. > On another note - she can't make Morton's dinner but their new BD can. She said he may have some good contacts for us. Good to go? > On another note - Jane is already looking at next year's calendar for her trip! Woohoo!! 02/16/17: > Group will receive a 5th Comp since they increased to a 3rd bus. 02/19/17: > BJS reviewed numbers. > BJS emailed and mailed FINAL INV #6159, $62,274.00 and made due 3/3/17 2/27/17 >MES Check #10588 was received for the amount of $62,274.00 3/2/17 > MES Cashiers check sent via 2-day FedEx. 3/8/17: > BT scheduled in person trip delivery for Tuesday, 3/21 at 2:30pm. > Please advise if this will be a problem! 03/08/17: > BJS EM'd Final Itinerary to Jane et al - Jane: 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, dining cards, etc., will be delivered by Brett 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. 3/11/17: > Jane emailed BT re: mass in hotel space on 4/1 as it's not in itinerary. > BT looked at hotel attachment notes from 8/25/16 and there is communication between Tommy fuck-up and hotel and it says space is reserved from 8 to 10am. They don't need this space for long as it will be a quickie, and perhaps they can just do it right after breakfast - but Jane just needs clarification on the space. > Please advise! 3/11/17: > BT communicated with Jane per BJS to ask about time for mass on 4/1. > She thinks they only need one hour (max), but wants to make sure FX tour kids have plenty of time for lunch. > Since we think TW made hotel avail. from 8-10, BT suggests having kids packed and coaches loaded before breakfast. Breakfast at 7, mass from 8 until finished (9 at latest), then final check out and depart by 9:30am. > If hotel could accommodate mass before breakfast, 6am to 8am, that could be an option too to keep them on time for the rest of the day and give them that hour after breakfast to load buses and check out. 3/13/17 > MES 3 portfolios and a selfie stick sent via FedEx. 3/20/17: > BT had in person pre-trip meeting with Jane and friends at TCHS. > Counted everything, went through itinerary, all good. 5/15/17: > BT finally had Orlando de-brief with Jane. > She had already sent tour eval and extensive notes, so we mostly chatted about Boston trip for next year. BT will add to system. > Music USA - dressing rooms weren't really dressing rooms, just bathrooms. Would have changed first if they did it again. > Didn't really have a lot of hotel pool time (or bar time!). > Just a little too packed schedule - might like a little more free time at the hotel. > In terms us us, beautifully organized and and planned.
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