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Tue May 08, 2018
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Severna Park High School Band and Orchestra-Orlando, FL-04-12-2018
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Trip Notes
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Severna Park, MD to WDW Resort = 898 miles = 15 hrs. non-stop ALSO WANTS TO COMPARE FLYING 5/17/17: > BT got some clarification from Eric on their Disney trip with entire Music Dept. for next year. > CD is NOT submitting to another travel company, she has contacted Disney PAOS (although they keep referring to it as Disney Magic Music Days) and is looking to plan on their own. > No set budget at this point, but want to compare busing vs. flying and on vs. off property. As dates are almost a year away, I suggest we plan as a bus trip and give typical estimates of flights and see how they want to proceed. My guess is it will be a bus trip anyway. > Depart April 12 "after school" - they have an early release that day so can depart as early as 12:30pm. I put 2:00pm as departure time figuring HUB into the picture. They are flexible here. > Return on Monday, April 16. > PAOS for choir, orchestra, Marching Band, and maybe jazz. > 120 to 150 students plus 20 to 30 adults. I put in max number. > Just said ASAP on TO date. June 9 is last day for teachers in that county. 06/06/17: > BJS and BT reviewed IOG and then ran rates based on Disney Hotel as well as Embassy Suites LBV South. > BT is sharing IOG and rate options (hotel) with Eric and discussing air option and what that will do to his budget. > WE will proceed with complete TO once this meeting has taken place. 6/9/17: > BT had GTM with Eric re: on vs. off property and motor coach vs. flights. > Eric perfectly fine with charter buses. CD wants to fly. Of course, she's having trouble finding airfare costs this far out. I explained how that all works on our end with the wide range of prices. > He will share with her next week and have a decision on how they will proceed. 7/4/17: > BT texted Eric to see if any updates on how to proceed with the trip. > He replied that the choir director may be bailing from the endeavor. She polled her kids and there wasn't enough of an interest. He told her to try again at the beginning of the school year. > BT asked if he is still planning to take the instrumental kids. > He says yes, they will go with or without the chorus and go by charter bus. > I asked for updated numbers - but we may in limbo here until the choir director gets her shit together at the beginning of the school year. > Thoughts on how to proceed? 7/4/17: > BJS replied to BT - We need to proceed without the choir. We are not going to wait for her “maybe” and make his trip be less than spectacular due to her indecision. Get the updated numbers from him and let’s get this done ASAP! Confirm dates and times since they will most likely be leaving in the afternoon and traveling through the night. Do they want to get there in time to include the HUB? Also, charter preferences and if he wants to stay on property. Now that he is going by bus, it is really his choice since ground transportation in Orlando is not so much of an issue since they are not flying. Is dates for Disney Hotel are not horrible – be sure to refer to the hotel spreadsheet (attached) when speaking with him about that. Remember, the rate does not include B-fast, so that is an additional $12/person each morning at the hotel. Make sure he knows All-Star and Pop Century are outside corridors. 7/6/17: > BT reached out to Eric per CH request as she was holding off-property rooms. > He replied that he will, indeed, stay off property. > He is on vacation in TX with his family and will not be back until after 7/14. > BT will get further details on instrumental only trip upon his return. 7/11/17: > BJS updated name back to Band and Orchestra since Choir does not appear to be going on this trip. > Will wait to update numbers once BT hears from Eric when he returns from his vacation in TX on 7/14/17. 7/31/17: > BT got updated numbers from Eric for trip with no choir! > 80 + 20 = 100 pax. > PAOS for orchestra, Marching band, and jazz. > Depart April 12 "after school" - they have an early release that day so can depart as early as 12:30pm. I put 2:00pm as departure time figuring HUB into the picture. They are flexible here. > Return on Monday, April 16. > OFF property 8/20/17: > BJS updated numbers in system to 100 (80 + 20). > BJS updated numbers on IOG. > BT, please note - when a client wants more than one PAOS performance in the same genre, such as marching band and jazz band (both in the band genre), you must remind them that it is highly unlikely that during the busiest months of the Spring, March, April and May, to be granted two performances, unless they are able to perform on a Monday or Tuesday. The second performance cannot be confirmed or denied until no more than 6-weeks prior to the trip. IF there are students who are only in Jazz Band and doing something at Disney is a requirement, you should suggest a Jazz It Up Workshop for the Jazz Band as this will provide them with their "special" thing during the trip. Maybe a Jazz Band performance is not a deal breaker and all of the jazz band kjds will be in the parade band . . . but we don't want any surprises down the road. > CH, please review Hotel K's Attrition Clause and then see BJS. If we cannot reduce room block, we may need to cancel this K altogether and select another property. > CH, please reduce number of coaches. > CH, please make your attachments. > HMS, please make your attachments and advise BJS when complete. Thanks! __x__ CH _8/21/17___ ____ HMS ____ 8/22/17: > BT advised Eric of the above issue with PAOS - will advise. 9/6/17: > Per CH, hotel is OK with reducing room block. 9/7/17: > BJS completed attachments and then ran rates. > CH, ready for TO - old version. > Comps = 1:25 paid, tier 2 = +$16; Tier 3 = +$14. > Tier 1 = 90-100, 2 = 80-89, 3 = 70-79. __X__ CH _9/7_ 9/7/17: > BJS reviewed TO and then sent to BT so he can share with Client and hopefully get the go to K since this is really just a revision since the Choir backed out. 10/4/17: > After many attempts, Eric finally emailed me back about go to K. > He says they are "going ahead" and will have the Disney applications completed today. > Ready for K. 10/22/17: > BJS reviewed and prepared TO K Version. > BJS set due dates. > Comps = 1:25 Paid. > Tiered pricing is in the TO K version. > HMS is already working with the Director on the Disney Applications, so put them on the Deadline Schedule as In Progress. > JAF, ready for 1st & 2nd Payment Invoices. Eric is the point of contact. > CH, will be ready for E-agreement as soon as JAF completes the invoices. Please send NLT 10/24/17. __x__ JAF _10/23/17___ ____ CH ____ 10/23/17: > JAF created 1st Payment INV #6300, due 11/30/17, $19,380.00 > 2nd Payment INV # 6301, due 1/11/18, $ 29,684.00. CH, ready for E-agreement. Please send NLT 10/24/17. ___CH___ 10/30/17: > BT registered group for Travel Protection and send link and documents. 11/13/17 > MES printed fully executed contract and TO > MES processed GLH per SOP > As this group is now UNDER CONTRACT, please review all and proceed as needed. __x___ CH _11/14/17____ __X___ HMS __11/20/2017___ 12/11/17 > KMH received check #5751 for the amount of $19,380.00 1/16/18: > Eric emailed - sounds like he's getting his shit together, check for second invoice being sent today. > He said he took care of the Disney video thing with them. FYI, he might need to pull the jazz band from performing anyway. That's good, cuz they were never confirmed anyway. Hope the orchestra gets something. 01/19/18 > KMH received check #5771 for $29,684.00 2/15/18 > CH reviewed all forms rec’d on 2/12/18 (RL, FPGF, HIF & FAF). > Total Pax = 105 PAX (87 + 18). > RMS / PAX 12 St / 72 03 Qt / 15 00 Q / 00 00 T / 00 08 D / 16 02 S / 02 TOTALS = 25 ROOMS and 105 PAX (87 + 18). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL pack to Hotel on 2/23/18 – PCCF due 2/22/18 > CH marked Apple Watch INACTIVE as the group's forms were late! > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > KMH, please notify The ARC to send 105 bags and 210 tags. > KMH, Please set up the group's GTV > JAF, Ready for Final Invoice > The group will be traveling on 2 busses > Comps 1:25, 3 at the double rate > Pricing is as listed below in red ___x__ JAF __2/15/18___ _____ KMH _____ _____ HMS _____ 2/15/18: > JAF created final INV # 6374, due 2/23/18, $ 30,682.00. Mailed & E mailed. c to KH. 2/20/18: > Erik called and was wondering why just three comps, with 105, should be four and he is correct. > Also wants to delete the 3 $10 Meal Credits en route, so BJS marked INACTIVE and updated the IOG. > BJS reduced rates by $30 across the board and entered new rates in system. > BT is alerting JAF so he can send a revised Final Invoice. 2/20/18: > JAF prepared REVISED FINAL INV.#6374, due 2/23/18, $ 26.943.00. Mailed & E mailed. C to KH 2/22/18 > 2/21/18 Rec'd PCCF via Fax - deleting one student > Total REVISED Pax = 104 PAX (86 + 18). > RMS / PAX 11 St / 66 04 Qt / 20 00 Q / 00 00 T / 00 08 D / 16 02 S / 02 REVISED TOTALS = 25 ROOMS and 104 PAX (86 + 18). > CH updated Bible numbers, IOG, and Status Schedule and printed. 2/24/18: > BT finally got numbers from Eric. > 61 are in the marching band. > 48 are in the orchestra. > There are crossovers. > Eric also made this comment: "really would hope that Disney could find the orchestra a place to play, I am a little upset that they told me they were holding a spot for me, they accepted the 2nd recording and then, we suddenly don’t have a venue." > Per BJS, BT asked him if he had that in writing, as we don't. Told him we spoke to them yesterday, and to be honest it is not likely based on that conversation. > Gave him pricing info for Orlando Eye performance and admission. Told him we need an answer by end of school day on Monday as to who is attending and which attraction they want to see. 2/27/18: > BT finally got a response from Eric on the performance at the Eye: "I guess we will go with the Eye. I don’t know that we need to buy tickets to the attractions though, if we are just performing and then heading back. I can’t find anything anywhere that says they would hold a spot for us. I must have dreamt it or been told us that in the past. Crossing fingers for an act of god to get orchestra into Disney." > Per BJS, BT told him that attending at least one attraction is mandatory with the performance. > Will advise as soon as he tells me if whole group or just orchestra is going to the Eye and which attraction they want tix to. 2/28/18: > UPDATE for performance at the Eye. > They will take the whole group (104 pax) and do the wax museum. 03/11/18: > BJS updated IOG to show the Madame Tussaud's admission and Orchestra Performance on Saturday morning. > Group will arrive at 10AM from the hotel, visit Madame Tussaud's and then the Orchestra will perform at 11:30AM outside at the I-Drive 360 Courtyard. Following the performance, they depart for the remainder of the day at WDW including lunch & dinner in the park. > Marching Band performs on Sunday at Disney. > BJS emailed INV #6402, $1,734.75 and made due 3/19/18 - Attached please find the Invoice for your group's performance and admission to Madame Tussaud's Wax Museum. This invoice also includes a credit for the participant that was canceled on 02/21/18. The current balance on your account is $28,677.75. 3/23/18: > FYI - their spring break is March 29 - April 2. 03/26/18 > kMH received check #5801 for $28,677.75 03/28/18: > BJS emailed Final Itinerary BOOKLET to Eric et al . . . > Still awaiting receipt of tickets from WDW before we can send the Final Itinerary BOX. 03/29/18: > Disney tickets arrived; HOWEVER, this group is missing ONE (1) Disney Lunch / Dinner Meal Coupon. KH has identified the missing ticket number and contacted Jessica at Sunsational. > If push comes to shove, we can take a ticket from Shaler since they have an escort and Ken can get a meal on his own with his AMEX. > Severna Park is back in session on 4/3/18. 04/03/18 > KMH sent FI Box Via fedEx ground 5/8/18: > debrief with Eric. BT got tour eval and put in Dropbox. > overall a good trip - kids had a good time. > Smashmouth performed at Epcot, kids thought that was cool. > had some rain during the parade, but they enjoyed it. They were introduced as a different group - they introduced the band that performed behind them even after confirming. They apologized profusely and said they would make it up to them. Gave them a bunch of drawstring bags. Whatever, nice gesture. > Loved the hotel - kids just wanted more time to swim. But he didn't really want to give it to them. > If they do again - they want to fly and stay on property. Got around that North County flew, so they will likely try to fly. > The Eye - worked out fine. Got some flack from parents. He didn't seem to care. He took the blame for it. Nice and leisurely. Little rain at the end. There were a lot of folks who stopped and watched. > They enjoyed the wax museum - but kind of flew through it. > Bus drivers - "Sleepy bus drivers" - nodding off a lot. Got annoyed b/c Eric got in the front bus and when they switched drivers the 2nd bus ended up being the lead bus. He talked to the drivers about. Switched leads, and Eric's driver wasn't the best. > not sure about next year. Wanted to take a break, but seems like this school wants to go every year. Might look into something. Talking about Gatlinburg, little closer.
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