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General Trip Information
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Fri Sep 02, 2016
Trip Name
Blue Ridge High School Band and Choir-Orlando, FL-04-02-2017
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Blue Ridge High School Band and Choir
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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 )
Blue Ridge HS to Philadelphia Airport = 170 miles / 3 hrs non-stop Blue Ridge HS to Newark Airport = 153 miles / 2.5 hrs non-stop 7/29/16: > Rec'd info from Vince - > Needs this asap but no later than Aug. 10 > Blue Ridge Music 2017 Florida Trip > Estimated 100 travelers > Ideal trip itinerary: > Sunday April 2 > Fly to Florida > Bus transfer to Coco Beach > Day at the beach (Int'l Palms) with BBQ lunch. > Bus to Orlando (on property or off, which ever is cheaper) check into Hotel > Monday - Wednesday > Three-day single park Disney performer admission ticket. With private bus transfers each day. > Band will travel to UCF one morning for clinic. > Chorus will perform one day in a park. (Epcot preferred) > Thursday > Morning at Downtown Disney > Possible admission to Disney Quest > Bus transfer to Airport > Flight home > 100 total pax = 91 + 9 (estimate = 2 single director rooms, 1 single nurse room, 3 double chaperone rooms, Quad occupancy for students) > Students will NOT be traveling with luggage or instruments. All equipment/luggage will be driven to Florida by parent chaperones. > Trip may also begin on Saturday April 1 and end on Wednesday April 5 if this lowers costs. > Trying to limit student cost to $900 inclusive! 7/29/16: > BJS sent questions we need answers to in order to get started - Q Are you giving us this info room type / adult breakdown info just so we will know you will have 9 adults going on the trip, or are you trying to say that you wants 9 comps packages (3 at the single rate & 6 at the double rate)? A We are looking for three comps (directors) - 6 at a double room rate - the rest at quad room rate (not clear, but we need to proceed - we will give the typical 3 comps at the double package rate). Q Off-property is definitely going to be cheaper this time of year. Will you consider a suite property, Buena Vista Suites for example (pending availability of course), since it can accommodate up to 6 students per two room suite? A That would be excellent. 6 per room reduces cost - correct? - YES (That was stated in my email) Q What is your preferred departure airport? A Philadelphia or Newark. Q Will you be providing your own transportation to and from the airport in PA at the beginning and end of the trip? A No - we will need transfer to and from the hotel included in the trip package as well as the shcool and airport in PA Q Band Clinic one morning at UCF. Are you making these arrangements as you did on your past Orlando trip with us a few years ago? If not, have you spoken with the BD there and if so, have you discussed any type of honorarium and or required fees? A I will make those arrangements (so CCIS does not need to include any $ for this). 8/2/16: > Per DD, they need us to include trans. to and from both airports (PA & FL). 8/5/16: > BJS and TW reviewed trip notes. > TW created IOG and saved to Dropbox, and made attachments. > BJS, IOG and red folder are in your mailbox for review. Please adjust IOG and attachments as necessary. 08/07/16: > BJS reviewed and adjusted IOG and attachments as needed. > Ran some preliminary rates, without any transportation and we are looking at +/- $569 sextuple. > CH has reached out to ATG for air from Newark, Philadelphia and Scranton / Wilkes-Barre. Allegiant flies out of Scranton and it is just an hour from the school versus the other two airports which are each 2.5 - 3 hours away. > As soon as we see what ATG comes back with, we can finalize the rates and complete their package. 08/08/16: > ATG had rate of $545 ($555) rt for air. 08/09/16: > BJS sent EM to Vince sine we are so far over budget - Vince: We are in process on your group’s proposal and I realize you have stated your proposed budget as $900 inclusive per student; however, I wanted to let you know that at this point, we are at $1100+ and this does not include any ground transportation in PA (school / airport transfers) or Orlando. The estimated Package Price is $569 per person sextuple occupancy, based on the IOG attached. Add to that the least expensive group air currently available, $555* round-trip and we are at $1,124. To that there would be approximately $75 - $100 in Ground Transportation, so this trip is at least $300/person over your proposed budget. Before we continue to move forward, I feel you need to be aware that unless there is significant room for movement in your budget, because of the air encumbering over 60% of the proposed student cost, a decision needs to be made on air versus motor coach. I know your preference is to fly, but I am confident your group can make this trip a reality for less than the $900 per person if the trip went by motor coach. Please advise as to how you would like us to proceed. Thank you for your quick reply. Sincerely, Bryan J. Stevenson, President * We have reached out Allegiant Air out of Scranton / Wilkes-Barre and are awaiting a quote. It would require some adjustment to your schedule as they fly Sunday afternoon and Thursday morning, but it may very well help with the overall budget. We will keep you posted as we hear more. 08/09/16: > Rec'd EM from Vince - Hello! The other two quotes we have received are $980 and $945 quad occupancy. Our preference is to fly. Thanks Bryan, Vince 08/09/16: > BJS replied - Great, I hope they have the seats reserved and if they do, that is probably why our flights are coming back so high. Let me know if you need anything else. Be sure to read carefully and make sure they are giving you all the facts. Wishing you all the best, Bryan > Please review and cancel all as needed. BJS updated White Board, Status Schedule and AE Progress sheets accordingly. __x__ CH _8/9/16___ __X__ TPW _8/10/2016___ __X__ HMS _8/17/2016___
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