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General Trip Information
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Thu Sep 06, 2018
Trip Name
Liberty High School Music Department-Orlando, FL-04-12-2019
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Trip Notes
( Print Note )
( E-Mail Corporate )
Bealton, VA to Universal Orlando = 829 miles = 14 hrs. non-stop DISCOVER STUDENT TRAVEL 3/14/18: > BT met with Ben and Laura - new CD/OD. > Traveling with B/C/O next year. In the past Pat had just had extras join the marching band for parade. Ben thinks this is why so few travelled. > They both want as many kids to go as possible each having their own "thing" to do. > 95 + 12 = 107. They think they can make this happen. > Friday, April 12 - depart at 3:30pm. Return April 16. > HUB en route would be good. But wants to do Volcano Bay on 1st day, so maybe not necessary?? > Universal - to keep costs down. DST for sure, but with all meals. > Similar trip to Pat's trip last year - except 3 days/3 parks at Universal. > Stars performance for marching band - parade, choir, and orchestra. Talked about workshops and fill the bus. If choir and orch. numbers are low - she is open to combined workshop. > Budget - less than $800 all-incl. (this is about what it was last year for 2 day Disney/1 day Univ. If it could be less $ than last time, he thinks this will also help them attract more kids. > Cabana Bay would be nice - but he is definitely open to DST style suites hotel to save money. > They would like one of the dinners to be a group dinner at Hard Rock/Bubba Gump or similar. > He really wants to have everything by early May so he can get word out to parents and recruit incoming students. > Used Shrock last year. Franklin, Pro-American, Blue Ridge, James River are all good. > BT created folder, added IOG, added to WB. > Ensembles and approx. sizes: Liberty Marching Eagles = 50 - 55 Choral Ensemble = 20 - 25 Orchestra = 20 - 25 > Maybe one crossover in chorus and orchestra. 5/11/18: > BJS completed IOG. > BJS ran Rates (old school while on road to CES Graduation). Qt $539.00 Q $559.00 T $599.00 D $679.00 S $929.00 Comps - 1:25 T1 = 96 - 107 T2 = 84 - 95 +$20 T3 = 72 - 83 +$20 > BJS completed TO old school and then sent to BT so he can share with client. Package is well belwo trip to Disney two years ago. > CH, please send CQRs to companies listed above. ____ CH ____ 5/14/18: > Ben had some questions about trip - mainly financial scenarios - all good. Explained the tiers and how to extrapolate out. He wants to plan for worst case, smart. But they are pushing hard to make this a 2 bus trip. > with lunch at JB's on Monday - assuming this was put here b/c lunch was cheaper? If same cost, would really like it to be dinner at the end of the 1st day. If more expensive, leave it as is. Maybe lose HUB since he wants to go to Volcano Bay on day 1? > Although - that seems silly to leave Volcano Bay to go all the way to City Walk for dinner. Hmmm. > Just awaiting more charter quotes. I shared James River since he called. He just went with Franklin for his day trip to BG and the owner was one of their drivers. He got our request so I would expect a quote from him. > FYI - Ben said he heard that Shrock sold the company last week. 5/17/18: > BJS spoke with BT re: why not to take out HUB (bad weather scenario) and also we need to keep Jimmy Buffet's for lunch as that is the best for their budget and they don't like to give dinner reservations. > BT is going to share the Franklin quote with client and try top get the Go to K! 5/18/18: > Franklin is charter choice. > Ben is really concerned about price and is afraid if he can’t get the price down a bit, even though it is cheaper than it was on their last Orlando trip, he will end up in Tier 3 at best . . . > He asked if we could find a cheaper hotel and I said Yes - we need to do that, because the hotel also is somewhat strict with their Attrition, so now is the time to make a change. > CH, send it back out and not sign the K with the Embassy Suites LBV South. > We need something less expensive and also closer to UO possibly. > We can talk about this on Monday, just wanted you to be aware. __X__ CH __X__ 5/18/18: > Per BT, Ben is OK with exterior corridors so long as a nice property and price is right. Rosen Clarion Inn Palm Parkway comes to mind . . . also site of the HUB and convenient to UO. FYI CH __X__ 5/31/18: > BJS revised rates as Drury Inn & Suites is available and can do up to 6 / suite, is a newer property than the Rosen Clarion Palm Parkway & is interior corridors. Breakfast is also included and it is a much nicer property. > Least expensive package rate is $505 which is less than the $509 at Clarion Palm Parkway. > BJS updated IOG and also TO to Revision 1. > BT to share with Client hopefully for the Go to K ASAP. 6/1/18: > BT shared TO Rev. 1 with Ben. > As I suspected, he responded that he thinks he will have a better shot of more pax with the rates I shared for the Clarion b/c the double and single rates were so much less. > Per BJS, BT did NOT present this as an option, but I had shared the rates with him last week to help with the rate worksheet to see the difference between that and the Embassy. > If that is still available, he would like to stick with that and would be ready for K. 6/1/18: > CH, please go back to Clarion Palm Parkway per Client's request and update system accordingly. > BJS updated package rates in TPMS to the appropriate rates for the Clarion Palm Parkway (Rosen). > BJS updated the TO & IOG to the K Versions as well. . . > So, as soon as the hotel is updated, client is ready for K. > As this is going to K, please review and confirm / proceed as needed. Thanks! > Would like to send K NLT 6/6/18. > K due date of 6/15/18. > SOP for Payments (3 payments with initial payment due 7/16/18). __x__ JAF _6/4/18___ ____ CH ____ ____ HMS ____ 6/4/18: > JAF created the following: 1st payment INV # 6440, due 07/16/18, $18,346.00 2nd payment INV # 6441, due 01/11/19, $30,293.00 Mailed & Emailed. Copy to KH. 6/4/18: > CH,ready for E-agreement, would like to send K NLT 6/6/18. _____CH_____ 6/13/18 As of 6/11/18 >Both Client and BJS signed E-Agreement >As this client is now UNDER CONTRACT, please review all and proceed as needed _____ CH _____ _____ HMS _____ 9/5/18: > Good news from Ben, they already have 86 deposits for their trip so they are good to go with 2 buses. He's almost doubled what Pat used to take on their trips, so he's very excited. > Laura, the CD, has enough orch. members for performance, but only 7 singers. May be better off combining orch. and choir for workshop. > Ben was also asking about cost difference if he did workshop for band instead of parade performance. He's right on the edge of having enough kids to march. > Can you tell me what the rate increase would be if they did workshop instead of performances? 9/6/18 > KH sent GLH
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