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General Trip Information
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Wed Apr 12, 2017
Trip Name
Bishop McNamara High School Music Department-Orlando, FL-03-29-2017
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Trip Notes
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Forestville, MD to Universal Orlando = 861 miles = 14.5 hrs. non-stop 8/3/16: > last weekend in March: 29 - April 2. Depart school like last year before end of day, 2:00pm. > We talked about several destinations, incl. Myrtle Beach with Fiestaval participation. He was a little concerned about weather. > He actually came up with the idea of going back to Orlando and doing Universal. The kids had such a good time last year, he thinks this might be their best option. > 2nd choice would be Nashville with either clinics or some kind of festival. Looks like Heritage was the only game in town there which I informed him would be pricey. He and Francine will talk in the next week or so (def. by Aug. 15) and he will let me know if they decide against Orlando/Universal. > The hope is that this trip is a little less than Disney last year. If we can get them close $680 or less incl. trans., then they can add their $60 in fees and feel comfortable. > LOVED the HUB!! > Would most likely do MusicUSA Festival. We talked about possibly doing that for the top groups, then maybe some other kind of Universal STARS option for the younger kids. He's not a fan of the marathon of festival b/c they have so many damn groups. > Keller is first first charter choice. > OK with BVS if available, open to others. Adults were not in love with 6 to a room concept, but ok with 4 to a room. Could be ok with one park per day thing if cheaper. > Need proposal before Sept. 20 - booster meeting to present trip. 8/17/16: > BT texted Tony re: destination. > Everyone likes idea of Universal, but will depend on cost. Needs to be less expensive than last year (no over $700). > If we think it will be over, might need to find another destination. 8/23/16: > Tony is trying to find out if we think the Orlando/Universal trip can be done for $650 or less (our portion with trans. - not including his add ons). > While he doesn't need proposal until 9/20 - they are trying to make a decision this week regarding this destination. 8/23/16: > BJS response to BT's note from earlier today - > I think we should start by leaving out the Music USA Festival and have the ensembles do STARS Performances that will NOT add any cost to his three days at Universal. Adding this 3rd party festival is at least a $50 up-charge and in my opinion, not e necessity. Let's see where we are without it and then a decision can be made to add it or not??? > Are the dates 100% confirmed - if so, let's talk about some hotel options and move forward. 8/23/16: > Dates are confirmed. > I agree - start without Festival and see where we are. 08/24/16: > BJS and BT discussed. > We are going to proceed with trip based on strict Universal STARS performance programs and no workshops or festival and then see where we are price wise. From there we can decide if they can afford to add Workshops or Music USA Festival. > TPW, please create IOG (you can use their timings from last year's IOG to Disney) but remember, this is a 3-Day Universal Trip. Wants to include The HUB. > TPW, please send hotel specs to Jennifer at the BV Suites where they stayed this year, as well as the Holiday Inn Resort & Waterpark. > Please put red file in BJS mailbox once you have IOG completed so he can review and advise as soon as hotel options are in. Thanks! ____ TPW ____ 08/25/16: > TPW sent EM to BT with link and noters on Holiday Inn Resort & Waterpark. BV Suites is not available. > Will proceed with this property if it get's the OK from Tony. 08/30/16: > BJS sent Em to BT to see if he has any word from group on Hotel. 08/30/16: > Per BT, Tony is OK with hotel. We also looked at math and this is actually his best option when it comes to rates, even if he'd do just 4 students / suite - he'll probably do 5. > BJS sent slack msg to TPW so he can confirm hotel and update system accordingly, including attachments. 9/7/16: > Tony needs full trip orch. by Friday 9/16 if possible. > He parent meeting is on 9/20 but he "needs time to prepare". > Again, trying to keep trip at $640 or less all incl. as stated in previous notes. 9/8/16: > TW completed IOG and saved to Dropbox. > BJS, please review and let me know when to proceed. 09/15/16: > BJS reviewed and updated IOG as needed adn then made attachments and ran rates, > CH sent to Keller for their quote and already received it. > BJS sent IOG with some rate info to BT so we can discuss before we complete the TO. Just want Brett's input re: meal on the way home, where we stand with price and should we add a workshop, etc. 09/15/16: > CH completed TO Pack. 09/16/16: > BJS sent TO Pack to BT. > BJS asked CH to request K from Keller for the coaches. 9/19/16: > BT and Tony talked about his TO. > Tony really wants to do Music USA since this is a festival year for them. BT informed him that this was an additional $50/pp. which puts him over his cost. > At this point, he refuses to put 6 kids in a room and won't even offer for adults to go into triples...whatever. > We talked about removing dinner on the way down and changing the the lunches in the park to $10 Univ. gift cards. > Essentially Tony is trying to get his Quint rate as close as possible to $400. > BT spoke with BJS and we came up with the following scenarios for Tony: 1. Add Music USA, change lunches as above, remove 2 meal credits - rates go up about $10pp 2. Depart at 10pm on Thursday evening, B & L on own en route, dinner at hotel, Music USA, 2 days in park, B en route on own - rates go down about $10pp > BT floated these scenarios to Tony. He seemed to soften on the Univ. Stars thing after looking at their website and he came up with two other scenarios: 3. Keep IOG as is, change 3 lunches to $10 univ. gift card, rates go down about $20pp. BT confirmed this with BJS. 4. Do 10pm departure, keep Stars, B & L en route on own, $15 dinner at hotel, change the 2 lunches in park, keep breakfast on way home - BT estimates rates go down about $57pp for this option. Remove $10 meal credit on Wednesday, Remove HUB -$14, Remove Thursday lunch at Univ. -$17, -$2 savings for switching Univ. dinner to $15 dinner at hotel, change lunches in park -$14. BT confirmed with BJS. > BT will advise client and we will see what they decide to do. 9/20/16: > BT spoke to Tony this morning re: scenarios. > Here's what they decided. > Keep original departure time, staying with Universal Stars. Remove meal credit on the way down. Change the 3 lunches in the park to $10 gift cards. Keep breakfast meal credit on the way home. > Because it's Tony and it's never easy - he's trying to get some hotel pool time at some point. We discussed Thursday or Saturday but this becomes a driver hour issue. Would it be possible to do this on Friday depending on their performance times? If their performances are early, they could leave park early and go back to hotel for pool time and dinner. If performances were later, they could do morning pool time and lunch at hotel? > He is concerned that "this is too long for just the two Universal parks". 9/21/16: > Couple questions/comments from Tony as we work on revision: > UNIVERSAL QUESTIONS: How large the groups can be? How many from one school? We will need to divide our groups into 3 to 4 groups (minimum) Largest group at max could be 130 (we can bring that down to 80 and 50) Our smallest group would be a little over 30 (Orchestra) > HOTEL QUESTIONS Are there cheaper options for Adults (smaller rooms?) that accommodate a double occupancy better than the bunk bed suites? 10/1/16: > BJS updated IOG to Rev2 based on requests from conv with BT on 9/20/16 and 9/21/16. > BJS told BT that all of our rooms at the resort were the same. > BJS updated attachments accordingly. > BJS ran revised rates. Dropped $26pp (This is $6 more than we told him to expect, so hew should be happy). Sext now starts at $389. > BJS completed TO Rev2 and hand delivered to DC at the Nats game. 10/16/16: > BT, you better get on Tony and Francine re: their Universal Application - TPW sent it to him 9/16/16 and now a month later - nothing. Will end up in the same situation as last year and it will once again NOT be our fault, but we will be blamed for horrible times. . . 10/26/16: > BT received STARs apps from each director and forwarded them to TW. No video links on apps, so I reminded Tony to send them, even if they were old for now. > Tony said that they accepts revision as is that we gave him at the ball game so he is ready for K. However, he mentioned that was was trying to "get the quint rate down to $395" b/c that adds up to about $1000 for them. See note from 9/20 re: possible hotel/pool dinner. One thought was that if this would work out on the performance day in lieu of a park dinner, it might save a few bucks. I think we are holding for that until we have performance times, correct? > BT informed Tony that if there is a change to a meal and there is a cost savings, we would pass it on to him. I also suggested that he put students in sextuple rooms to save money. By my math, 100 students in a sextuple = about $1000. Whatever...#honeybadger. > Tony also had some comments/ideas about how to split their groups for performance. TW, perhaps you can take a looks and we can talk about this: FROM TONY: We have a few ideas of ways to schedule/group our ensembles. We have a total of about 250 kids 91 in Choir 161 in Band/Orch (2 kids double in Band and Choir) 250 - TOTAL Orchestra vs Band Breakdown 33 - Orchestra 130 - Band (2 kids double in Orch and Band) 161 - TOTAL We have done some brainstorming about how we would like to perform . . . Here are our ideas: Choir - 2 Performances 1 Performance Time for Concert/Chamber/Gospel Styl Choir 1 Performance time for Show/Jazz Choir Combo Orchestra - 1 Performance/Ensemble Band - 2 Performances/Ensemble We have two possibilities for Band Combinations OPTION 1 (preferred) 1 - Wind Ensemble (50 performers) 2 - Symphonic Band & Concert Band Combined (80 Performers) Would it be possible to apply with an 80 performer band? OPTION 2 Combine all Bands - Total 130 People Then split them down the middle - 65 in one group, 65 in the other 10/28/16: > BT received video links from Tony and forwarded to TW and BJS. > These are "old" according to Tony. Still working on a choir link, will advise. > Hopefully this will suffice for application and we can get updates. 11/1/16: > BJS changed name of IOG & TO Rev 2 to the K Versions. > BJS created INV 1 & 2. > CH, ready for K. __X__ CH _11/1/16_ 11/1/16: > TW sent E-Agreement 11/10/16: > Tony emailed BT link for choir video. > BT forwarded to TW. 11/11/16: > TPW printed E-agreement that was received on 11/7/16. > CH, please process GLH per SOP and mail on Monday 11/14/16. > First money is due 12/1/16. > As this group is now UNDER CONTRACT, please review very carefully and make certain all is in order with our vendors. ____ CH ____ __x__ TPW _11/14/16___ ____ HMS ____ 11/15/16 > MES mailed GLH priority mail. 11/28/16: > BT got this email from Tony today and forwarded to TW: I have not heard about the following. What combination of groups should we consider for the performance aspect in the park? Are we clear for Orlando Trial? Dates? How do I work out specifics of travel and stay? > Tony is refering to the site visit. I will advise him about air travel, but I need to know which dates are confirmed with them and the folks at Whitman so he can plan flights. > TW, please advise of Festival Application status as Tony needs to know what to plan for as far as how groups are being set up since they are combining and have large groups. Dates on the attachment show TO CLIENT on 9/16, but we got their applications on 10/26 and I sent the last of the video links on 11/10. 11/30: > Tony sent TPL to BT. Forwarded to BJS, TW, HMS, and CH. > Payment is en route. > MES TPL letter received 12/6/16 > MES rec'd ch# 80377 $36,400 12/8/16: > Tutti Review - > Hotel and Buses OK. > STARS - TPW did nothing and applications were received at the end of October!!! > BJS submitted applications. 1/5/17: > Tony texted BT re: some questions about the trip he wants to talk about later today. They are: 1. Are there smaller rooms at hotel for adults that might make it cheaper. He already asked this back in September and I told him no. He just forgot. BT will advise AGAIN. 2. Universal performance details. BT will inform him that we are working with Universal to get everything scheduled and will advise ASAP. 3. How can we apply to wear a trip shirt as uniform instead of tuxes? BT looked at STARS application and it does say that "t-shirts and shirts must be pre-approved". I guess this is what he's talking about. BT spoke to Michelle at Universal to clarify t-shirt approval. 01/10/2017 > MES Check #80539 received in the amount of $65,491.00. 1/16/17: > Tony needs info re: site visit. Meeting/tour with hotel manager this week? 01/17/17: > BJS sent Site Visit info to BT so he can share with Tony - Brett: Here is the info for the Bishop McNamara Orlando Site Visit coming up later this week. Hotel - Holiday Inn Resort Orlando Suites - Waterpark 14500 Continental Gateway Orlando, FL 32821 Confirmation # 60516638. This is for the Should they want a tour of the resort, please have Tony contact the hotel directly sometime before Friday. Since he knows his schedule, he can make the arrangements at a mutually convenient time. His contact at the hotel will be: Michelle Hoehns, Sales Manager 407.387.0227 michelle.hoehns@hisuitesorlando.com Thanks, BJS. 1/24/17: > BT called Michelle at Universal to see if I could get some kind of update on how groups would be split as I know Tony and Francine are going to want this info this week: BT call with Michelle @ Universal: > 4 groups to accommodate. > Needed to get approval to extend their day, got it. > Issue is moving a few other groups that were previously confirmed to move things around. Their working on it right now. Waiting to hear back from some folks. > BT explained that they have about 90 in choir and 130 between the 2 bands. > Michelle says they can only fit 80 for choir on the stage. Orchestra not an issue for size (33). Bands 60 max. on stage. > Michelle spoke to someone in logistics and they can squeeze to 65 for the band. They are trying to secure 5 slots anyway so the choir would have flexibility. > Michelle asked BT to get the numbers for the split between choir groups IF they can get two slots. > She also asked if group was willing to split performances over two days. I told her they are used to this b/c they are such a big school. Ideally no performances on the first day, but split between day 2 and 3 would be okay. > BT will share the basics with Tony and Francine so they can at least know how to split their groups to prepare. 1/28/17: > Tony submitted forms yesterday to BT and BJS. He also sent an accompanying email re: rooms at the hotel after his site visit: All of the student rooms are set in groups of 6, 5, and a small number of 4 person rooms. For the adults. When I met with Michelle at the Holiday Inn Resort, she mentioned that there are 3 types of room. The one bedroom, two bedroom (queen and bunk) and then the 3 bedroom (2 queen, bunk, and 2 bathrooms) There are two rooms with 3 adults. It would be awesome if the hotel could give them the larger 3 bedroom suites if they were available when we are there? It would just provide them with a little more room. The grouping of 3 women (McManus, Amos, Logan) requested to be roommates, however the grouping of 3 men did not request, we just had an odd number of men, so I don't know if anyone would be comfortable on a pull out bed or a top bunk. Also I made a few notes for some groupings of chaperones and faculty/staff that could be put together if the 3 bedroom suites are available, and if it would be cheaper than putting chaperones in single rooms. Not sure how the price breaks down. First preference is for the Faculty/Administration to give single rooms, but I did note some pairings if the larger suites are available. But 2 bathrooms and the 2 queen bedrooms would be important in those combinations if they are available. Thanks so much. TONY > BT got choir breakdown from Tony and sent EM to Michelle at Universal so she is clear on what they groups needs if she can secure 5 performance slots. 1/31/17 > CH reviewed all forms rec’d on 1/26/17 (RL, FPGF, HIF, & FAF). > Total Pax = 274 PAX (247 + 27). > RMS / PAX 15 St / 90 29 Qt / 145 03 Q / 12 02 T / 06 08 D / 16 05 S / 05 TOTALS = 62 ROOMS and 274 PAX (247 + 27). > 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 274 bags and 548 tags. __x___ MES 2/2/17 ____ HMS ____ 2/1/17: > BT had some back and forth with Michelle at Universal. > Apparently she worked some magic and got a 6th slot so they can have 2 choir 1 orchestra, and 3 band performances! > BT informed Tony...made sure he understands that we have to make sure it fits in his IOG with driver hours, etc. > Please pass on schedule when available. 2/3/17: > Ensemble sizes for each performance slot: Orchestra Slot - String Orchestra (34) Band Slot- Wind Ensemble (51) Band Slot - Symphonic Band (50) Band Slot - Concert Band (approx 30) Tony was supposed to get back to me with exact Choir, but this is what I gather from a previous email: Choir Slot 1 - Combined choirs = 62 Choir Slot 2 - Jazz/Show choir = 37 02/06/17: > BJS sent Band 3 STARS Acceptance Letter to BT. > BJS updated IOG to show performance times on Saturday, 4/1/17, on the Stage in CityWalk at 9AM, 10AM, 11AM, 1PM, 2PM and 3PM. > Breakfast will also have to be at 6AM on 4/1/17. > CH, please make sure a 6AM breakfast on Saturday, 4/1/17 will work at the hotel. > BJS, CH and HMS discussed local charters - We will hire 2 charters for Performance Day (4/1/17). - Universal provides changing facilities in the park and instrument storage during the actual performances. - meet at hotel at 7AM. - to be used as storage throughout the day until the group's buses arrive at 8PM and then the stuff transferred onto the MD coaches at departure time. > CH, please make these arrangements with Evelyn at Academy. > BT, since we are paying for these local coaches (2) due to TPW's failure to submit their applications to STARS, this is really not up to discussion with the group. __x__ CH _2/13/17___ 02/19/17: > BJS emailed and mailed FINAL INV #6161, $65,113.00 and made due 03/03/17. 02/28/17: > BT had long phone call with Tony re: his parent meeting on Tuesday - he had to schedule it early b/c of some extenuating circumstances, so he's just trying to have as much detail as possible. > He will let us know by Tuesday when they want to depart Universal for some extra hotel time on Friday. They are also considering giving them the hotel time after breakfast and departing for Univ. to get there in time for lunch. > Would it be possible to get an indication from Univ. of which ensembles are assigned to each time slot on Saturday? He was also trying to get details about warm-up time/place. > He is getting set lists together for each group and will forward to BT. > The two hired coaches are meeting at their hotel on Saturday, correct? 3/2/17 > MES Cashiers check sent via 2-day FedEx. 3/6/17: > MES Final payment received Check #80923 in the amount of $65,113.00. 3/9/17: > BT talked with Tony about note from 2/28 re: Friday pool/water park time. > He would like Friday to read as follows (this was after lots of back and forth I won't even tell you about - you're welcome!): -IOG in morning as is -6pm, depart Universal (eat dinner before leaving via meal via meal card) -6:30 to 9:30 - Water Park time (make use of hotel amenities (pool/slides/laser challenge/4D movie) -10pm - curfew 3/21/17: > BJS EM'd Final Itinerary to Tony et al . . . Tony: 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. 3/27/17 >MES A refund check from Keller Transportation was received in the amount of $200.00, Check #37523. 04/05/17: > BJS mailed replacement Cashier's Check to Tony via FX Express Service. 4/12/17: > BT had post trip with Tony and Francine last weekend when we were at Honor Band together. > They seemed really happy overall. They had to send a girl home on the first day for shoplifting #ghetto! > He said HUB was not as good as last time. Perhaps they were a little stretched. They were putting 10 to a room to freshen up...this was tight. > Tony did not mentioned anything about the performance venue or bus loop issue that Phil did. Interesting. Only thing they said was the sun angle was an issue for the earlier groups. > Hotel was good, he was impressed that the keys were bundled, etc. Nice one, BJS! > He said the sports sacks were "falling apart". I didn't have this problem on our trip. They did use them, though! > Tony and I talked about Morton's dinner too - specifically Matt Heist who hasn't called me back yet. Tony said Matt had asked him "how do they pay for all of this?" a la Allison Johnson the previous year. He said there is a bit of a guilt factor, esp. for schools in lower income areas. Something to consider addressing at the dinner about how we choose to give back to our clients - other companies are pocketing the fucking money! > Also - he said BJS may want to alter the way you say "we let you choose your bus company so you can remind them they they chose it when something happens on the trip". He understands what you mean by the joke, but it could leave the impression that we won't help you. Consider making it clear that, while you choose the bus company, if we contract them - we can communicate and advocate for you. He's nit picking - but that's Tony!
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