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General Trip Information
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Thu Jun 28, 2018
Trip Name
South Fayette High School Band and Choir-Orlando, FL-04-05-2018
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South Fayette High School Music Dept.
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Final Room List
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Hotel Info Form
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Contract Status
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Trip Notes
( Print Note )
( E-Mail Corporate )
South Fayette ---> Orlando, FL 978 miles 7/14/17 > SN spoke to Eryn this morning about the band and choir trip to Orlando in April 2018. > Dates: April 4th - 8th > PAX: 135 students, 15 adults - want 4 comps > They have gone to Orlando twice and both times have flown, so they definitely want to fly. > 3 day WDW starter > Parade performance and You're Instrumental for the band > Performance and workshop for the choir > Dining cards only (no meal vouchers) > Security > Universal park-to-park one day > Dinner together one night > Eryn always has stayed off property, but the Chris (choir director) has stayed on property. As they are planning on 150 PAX, this would be challenging to move that many using DTS in anything resembling an efficient manner,and they would still require ground transportation for Universal and their performances anyway, which SN explained to Eryn. Eryn still would like to know a price difference between WDW property and off property, as the choir directory will likely insist on understanding why one is preferable over another. > Budget: Under $1500 > TO needed late August, no later than Labor Day. They go back to school 8/21 and would like to have this published to the students shortly thereafter. 8/16/17 > BJS and SN worked on a MoboSurvey, which SN emailed to Eryn, to find out what kind of interest there is in a possible tag along parent trip. 8/18/17 > SN sent a text asking Eryn if she did in fact receive the survey since there has been no response so far. 9/12/17 > Eryn texted, very anxious to get a TO from us, as she really wanted it by Labor Day. 9/13/17: > BJS completed attachments. > Comps are 1:25 PAID > BJS completed attachments as able. > BJS asked SN - are they taking an equipment truck??? > Need to finish up ground transportation in both PA and FL and then package rates can be finalized. Need equipment truck answer to complete. 9/15/17: > BJS completed Package rates, including ground charters in Orlando (based on his best estimate since we do not yet have air or performance schedules). See notes in transportation attachments. > Does not include HS to AIRPORT Transfers in PA since they are so close to PIT, figured, like Carlynton, they will just gather at the airport. > All-Inclusive budget = less than $1500, so at the moment, based on where we are now, with a Q rate of $859, that leaves $640 for RT air. > Comps = 1:25 Paid > Tier 1 = 135 - 150 > Tier 2 = 120 - 134 (+ $20pp.) > Tier 3 = 110 - 119 (+ $20pp.) > CH, ready for TO - old style. Please try to get this to me ASAP this morning so I can review, before becoming unavailable the rest of the day, and then BJS can send to SN so she can get to client today. Thanks!!! ____ CH ____ 9/25/17 > Based on multiple conversations attempting to obtain lower airfare for this group, the decision was made to change their dates to a Thursday - Monday scenario, which was approved 9/23. > CH confirmed with SN that the hotel could accommodate this change. > Eryn feels they can safely assume greater participant numbers than originally anticipated, up to as many as 175. BJS says we have enough seats reserved for this. > An updated TO will reflect the changes made. 9/27/17 > CH updated trip dates and times to new dates of 4/5/18 - 4/9/18 > CH updated hotel, student watchers, and ATG attachments to reflect the new dates 9/28/17 > CH updated Total PAX per SN slack to 176 (155 + 20 + 1) > CH updated IOG with new dates and flight info > CH updated all attachments with new dates and update TO to K version 9/28/17: > SN confirmed that they are meeting at the airport so no charter service to / from PIT required. > With 175 pax + escort, so 176 total, group will need 4 coaches in Orlando. 9/29/17: > BJS reviewed all attachments and updated as needed and than completed revised rates. > There is an increase n the package rates due to additional meals and charter requirements. > BJS completed TO K Version and sent to SN so she can share with Eryn. > BJS completed and HMS is sending the two OK TO PAYS for their airline deposit. These are due NLT 12 noon on Wednesday, 10/4/17. 9/30/17: > BJS set due dates for K and 1st Payment. > JAF, ready for 1st & 2nd Payment INVOICES. South Fayette HS Band already exists in Qbooks, so just ADD & Choir to the existing client and we are good to go, - also ADD the Choir Director's email so he too receives the invoices. Of course you then have to add the trip itself, Orlando '18 to that client. > CH, once JAF has completed these, ready for E-Agreement. > Please send E-agreement to client NLT close of business on Tuesday, 10/5/17. Thanks!!! > Comps = 1:25 PAID. > Eryn is the main contact. __x__ JAF _10/1/17___ ____ CH ____ 10/2/17: > JAF created & emailed 1st Payment INV #6287, due 11/10/17, $54,975.00 > 2nd Payment INV # 6288, due 1/418, $93,406.75. > CH, ready for E-agreement.Please send E-agreement to client NLT close of business on Tuesday, 10/5/17. ___CH___ 10/31/17 > 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. _____ CH _____ _____ HMS _____ 11/13/17 > MES check #15696 received in the amount of $27,487.50 and check #15697 in the amount of $27,487.50 invoice #6287 > MES TPL received 01/02/18 > KMH recieved check #15769 for $46,703.38 > SN received information from Eryn stating that the band and choir performances are only an hour apart and in two different locations and they share students in both ensembles. HMS was copied on the original messages from WDW, but Eryn wants to know what can be done to ensure all students can perform. 01/02/18 > KMH recieved check #15777 for $46,703.38 01/25/18: > EM received from Eryn: 1. Since we will be surpassing the 175 participants, will the cost decrease by $20 per person as it did for the others thresholds (as outlined in the attached document)? 2. Can you confirm that PA has been granted the extension for federal IDs so students will NOT need passports? > SN sent the link from the PA Department of Transportation outlining current requirements for identification. > Eryn also says she has 189 and is waiting for final counts from Chris Elek. > SN informed BJS and CH about this via EM. 01/25/18: > BJS and SN discussed. > Trip is currently planned for 200 total pax. BJS updated number on TPMS and on IOG accordingly. > Final numbers and all forms are due 2/2/18. > There will not be a reduction in the Package price since they are over the 175 max as originally priced. Reason being, they will receive a 7th comp if they are at 182 or more and we will need to see what their final transportation costs come out to in Orlando. 01/30/18 > Text received from Eryn asking if she and Chris (CD) can decide who goes on which flight. SN asked CH via Slack. 02/02/18 > SN reviewed all forms rec’d on 02/02/18 (RL, FPGF, HIF & FAF). > Total Pax = 188 PAX (169 + 19). > RMS / PAX 41 Q / 164 02 T / 06 08 D / 16 02 S / 02 TOTALS = 53 ROOMS and 188 PAX (169 + 19). 02/07/18 > CH reviewed all forms processed by SN (RL, FPGF, HIF & FAF). > Total Pax = 189 PAX (169 + 19 + 1). > RMS / PAX 41 Q / 164 02 T / 06 08 D / 16 03 S / 03 (includes Ken) TOTALS = 54 ROOMS and 189 PAX (169 + 19 + 1). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL to Hotel on 2/16 as PCCF is due on 2/15 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > KMH, Please set up the group's GTV > KMH, please notify The ARC to send 188 bags and 376 tags > CH is still waiting for the price of private charters before ready for final invoice. ____ HMS ____ _____ KMH _____ 2/18/18 > JAF, ready for final invoice (see previous note from 2/7/18) > Comps are 1:25, 7 comps at the double rate > package prices as listed below > ground transportation in Orlando is already built in to the package price > Airline seats are to be billed as 129 seats @ $421.35, 56 seats at $510.65 and 1 seat at $315 __x__ JAF __2/18/18__ 2/18/18: > JAF created final INV. # 6376, due 3/2/18, $103,998.79. Due date revised from 2/16/18 to 3/2/18. Will mail & Email on 2/19/18. Copy to KH. 03/08/18 > KMH recieved check #15906 for 41,444.58 and check #15905 for $62,554.21 03/27/18 > KMH sent FI box Via fedex ground 4/18/18: > CCIS received $5,000 credit from Grand Orlando Resort. > JAF issued two $2,500 checks to Band & Choir. Emailed Eryn heads up. 06/27/18: > Rec'd from Eryn Carranza, Three (3) Disney 3-Day Starter tickets and Four (4) Universal Orlando tickets (2-Park, 1-Day P2P). > BJS gave to KH to process for return / credit. > SN, please alert Eryn that we are in receipt of these tickets and they will be sent to Orlando and refunds issued once we receive credit from the parks, less any express mail shipping fees. ____ KH ____ ___x_ SN ___6/28_ ____ JAF FYIr 6/28/18 > SN emailed Eryn regarding the above ticket receipt.
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