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Trip Notes
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Nashua to Orlando = 1300 miles / 22 hrs non-stop Nashua to Fredericksburg, VA = 530 miles / 9 hrs non-stop Fredericksburg to Dillon = 323 miles / 5.5 hrs non-stop Nashua to Dillon, SC (South of the Border) = 833 miles / 14 hrs non-stop Dillon, SC to Orlando = 480 miles / 8 hrs. non-stop Dillon, SC to Savannah = 205 miles / 3.5 hrs non-stop Savannah to Orlando = 280 miles / 4.5 nrs non-stop Orlando to Nashua = 1300 miles / 22 hrs non-stop > Manchester more convenient , but Boston less expensive.. > MusicFest Orlando (Don McTavish). > 2 chorus, Jazz Choir, Concert Band, Jazz Band. > Buena Vista Suites would be good. > 3-day Park Hopper Disney > 1 day at IOA. > One attraction dinner - PDA. > 1/10 comps. 3/17/09: > BJS sent email to Sophia - We are hard at work on your group's Orlando Pre-Trip Planning Proposal. The hotel has been secured and we have spoken with the festival company and everything is falling nicely into place. At this point, we are awaiting quotes from the various airlines from which we have requested charter flights for your group. As soon as these are in house, I will advise and forward your complete proposal. I appreciate your patience and understanding. Do not hesitate to contact me in the interim if you have any questions or concerns. Thanks again, Bryan 3/17/09: > Rec'd response from Sophia - Hi Bryan, Thanks for the update. Just let me know as soon as you can. We met with the Music Boosters Fund Raising committee this morning, but we are not telling them a thing about location, costs, etc, until we have a figure from you. We want to be able to tell the students destination and cost the first week of April. Sophia 3/30/09: > BJS completed IOG, then made attachments, ran rates and completed PTP. > BJS emailed PTP to Sophia at the school. > BJS included rates on several group sizes / large and XL group discounts as well. Sophia - Attached please find the Pre-Trip Planning Proposal (PTP) for your group's up-coming trip to Orlando. I appreciate your patience and understanding regarding the delay due to the airlines. In addition to the PTP, I have attached an updated IOG (Itinerary Outline Graph) for your use. I spoke with our Air Group Desk earlier today regarding flights and at this time, based on what they are seeing presently, a guesstimate for your group's round-trip air would be +/- $300 per person. Again, please realize that this is just a guess based on the current fares. Fares and schedules for your dates will open no sooner than 330 days prior to travel. As far as ground transportation is concerned, based on the current IOG and current fuel rates, you should expect $4,500 - $5,500 per coach. Again, these numbers are an estimate and we can secure your ground transportation rates as soon as the air schedule is in place. I hope this information proves helpful. Remember, this proposal is to be used as a starting point in the design of your customized itinerary and we are happy to revise, add, and / or delete inclusions as you see fit to best meet the educational needs and budgetary requirements of your group. Should you have any questions, concerns, or need additional information, do not hesitate to contact me at your convenience. As always, I look forward to our work together. 3/31/09: > rec'd response from Sophia - Thanks Bryan. I am going to play around with this today – in speaking with parents, without telling them where we are looking at traveling to, they feel that we should go back to charging the adults a portion. Basically, we’re thinking of charging parents 50% which would help reduce student costs. I’ll be in touch! 3/31/09: > BJS replied - Thanks Sophia. Remember, we can make what ever changes you may like. We have several options which will assist with the rates, and yes, adjusting the number of comps will definitely have an impact on the per person package prices. If you'd like, give me a call and I can change the comp numbers to maybe 1 comp for every 20 paid and see how that or any other adjustments will help. Also keep in mind that we will never ask you to identify who the comps are going to - we will just issue a monetary credit for the comps on the final invoice. At this point, based on your travel dates, your group can also qualify for as many as 5 Early Sign Bonus Comps over and above any comps included in your package. I look forward to hearing from you soon! 3/31/09: > Spoke with Sophia. > Comps 1/20 Paid = $35 savings per package off Large & XL Group Rates published in PTP presented on 3/30/09. > Thursday - go to Universal's Islands of Adventure ONLY and save $12 per person by buying just a 1day/1park ticket instead of the 1day / 2park ticket as proposed in PTP. > Fly home Sunday late afternoon or evening, rather than Monday midday, and save $50 pp sextuple & $55 per pax quint based on large & XL Group Rates as published in PTP presented 3/30/09. > Delete Pirates Dinner Adventure in its entirety and replace with a Universal Meal Voucher for Thursday's dinner and save $20 per person. > Discussed Bonus Comps and possibility of making 20% pp deposit in order to qualify. > BJS & Sohpia are both to check on any notes regarding an additional comp mention / help us out comment from 2008 Williamsburg trip. > Sophia is going to share with Tony and then she'll be back in touch and we can finalize package rates for all occupancy types and group sizes. 4/14/09: > BJS sent tickler email to Sophia to see how she wants to proceed. 5/3/09: > Rec'd email from Sophia - they have the approval to proceed. 5/4/09: > BJS emailed Miami Air for Air Charter Quote. > BJS gave info to Evelyn at American Coachof Orlando for Ground Charters. > BJS revised IOG based onour conversation from 3/31/09. > BJS updated attachments and rates. 5/6/09: > BJS called and spoke with Sophia. > Had a few questions about the PTP. > They are going to stick with the numbers they have given us to now, but know they may be down a bit in reality. > Two (2) comp CCIS Packages at the Double Rate for the two Directors = does not include transportation. > No Deposit by May 20, 2009 - they are shooting for June 20th, so BJS offered if they have deposits for 150pax @ $125, we will honor 4 Bonus Comps. She will do all she can to make this happen. > BJS to mail CN today or tomorrow with due date of 5/20/09. 5/13/09: > Sophia sent email - she has the K and all is in order; HOWEVER, her parent meeting has been moved to 6/9/09 so she will not be able to send Advance Deposit until 6/20/09, therefore, per her own admission, she will get just 3 ESBCs. > BJS replied that he understood . . . What else can one say! 6/4/09: > BSJ sent EM to Sophia re: AIR - Hi Sophia, I hope this finds you well and things progressing nicely for the up-coming trip to Orlando. I wanted to give you an update on the air situation for your group. At this point, Delta and Jet Blue look to be the best bets out of Boston for they both provide non-stop service. Delta is probably the most difficult of the airlines to work with when it comes to groups, for they require names and payment in full within 30-days of placing the reservation. All fares are non-refundable and their name change fee is significant. Now to the good news - Jet Blue is a much more friendly airline to work with, for they only require a $50 non-refundable deposit within 14-days of placing the reservation. Names and the Final Balance are due much closer to the departure date and they have some relatively nice fares. The only drawback at the moment is that Jet Blue will not release their fares and schedules for your travel dates for another 6 - 8 weeks, so it remains a waiting game. I did not want you to think I had forgotten about you, for I have not! Do not hesitate to contact me if you have any questions or concerns. Thanks and have a great rest of the week! 6/19/09: > Sophia called and check ($25,000) and Contract will be mailed this afternoon or tomorrow. > BJS faxed her a copy of the Miami Air quote. If numbers are closer to 200 or 225, this may be an option - charter one plane and send the balance commercial. 6/22/09: > Rec'd signed K. > Rec'd check #1572, $25,000.00 as Advance Deposit. > Next Payment Due: 09/15/09. > BJS mailed copy of fully executed K back to Sohpia. 6/23/09: > HMS, group will probably be closer to 225 total pax; although, they are hoping for as many as 275 - I doubt they'll get there and Sophia Santere, the Choir Director doubts she'll get there. > Pretty much a Dinsey Trip with a festival, but the group is going to add on a One-Day / One Park Pass to Universal Islands of Adventure + 2 Universal Meal Vouchers for a Lunch & Dinner at IOA. Please call and update Park & Universal Meal Voucher Prices in system. > Also need Planet Hollywood Dinner Reservation and updated menu and or rates. Thanks! ____ HMS ____ 9/17/09: > BJS sent email to Sophia re: lasck of MusicFest. 9/17/09: > Sophia called a few minutes later. > Likes the idea of Festival Disney since MusicFest Orlando has only two weekends. > Definite does not want to use PAC. > Likes Heritage as well, but is willing to look at any if Festival Disney wil lnot work with their budget. > Meeting tonight with parents of "New" students, so she hopes to have a better idea of her numbers following that meeting. Right now that are still below 220 or so. > Really prefers to fly out of Manchester - NOT Boston. She knows it will be more expensive. 9/28/09: > Rec'd check #1607, $25,000.00. > BJS deposited in PNC Checking and recorded in Qbooks on 9/29/09. 9/29/09: > BJS sent EM to Sophia re: any updated count idea. 9/29/09: > Sophia responded - I am working on the final count as I write this email. We have a few students that we need definite responses from – they signed on in the spring and are now not sure. In addition to that Tony & I just posted our jazz choir and jazz band rosters yesterday and need to check with the students who made these groups who are not already in either band or chorus. My hope is to have a more definitive number by the end of the week. Hope that works for you – if not, I’ll guestimate and we can go from there. I know we are not at 250 – we are, I believe, between 210-220. I spoke with the treasurer of the boosters the other day and told that if we are short by only 2 or 3 people for the 220 mark that we should consider purchasing a couple of extra student packages. That would, in the long run, actually be less expensive. 10/2/09: > Sophia called - count appears to be holding quite steady at 220 total pax. > BJS went ahead and updated Bible Screen to show 225 Total Pax (200 + 25) since she feels pretty secure in the fact that these numbers are going to remain right around here. > BJS also updated count on IOG and can proceed as needed. 10/21/09: > BJS emailed Festival Disney IOG and Rates to Sophia for her review. > Rates have dropped nearly $100 per person so maybe this will allow them to fly rather than have to go by coach. > Airfares were significantly higher than we ever could have projected, so charter bus may have to be it . . . We shall see. > BJS made no changes to attachments, for we will need to have their final decision (bus or plane) in order to proceed as needed; HOWEVER, BJS did go ahead and update the rates on the Bible Screen as they reflect the Festival Disney inclusions since MusicFest Orlando is no a possibility. 10/26/09: > No response from Sophia, so BJS resent email. 10/28/09: > Sophia called and LVM. 10/29/09 > BJS returned call and LVM. 10/29/09: > With current Air pricing, Plane + CCIS Pkg with Festival Disney = $1,024.00 / sextuple + ground transportation. > When we were hoping for air between $300 - $400, and with Musicfest Orlando, rate was $982 ($582 CCIS Pkg + $400 Air). > The difference is now +$42. > Nashua to Orlando = 1,300 miles / 22 hrs. non-stop. 10/29/09: > Could depart as early as 5pm on Tuesday if going all by bus. > Would like a stop at some point on Wednesday en route to give the kids a few hours to run around. > Budget, from the beginning share dwith parents = $1,065.00 pp, so they really need to keep it near that. This figure includes a little slush fund. > BJS to get all bus quotes and share with Sophia. 11/2/09: > BJS sent Sophia PPBCC for Ground Transportation ($2,701.00 / coach) in Orlando - should they end up flying. 11/3/09: > BJS completed IOG and rates Quint = $545 + Bus) for an all bus trip and shared with Sophia. 11/4/09: > BJS shared All Bus quote from Premier with Sophia and reminded her that we'd need air decision by 10AM tomorrow - she understands. > At this moment she has 193 student commitments and another 23 adults - so they are looking at just under 220 total pax. 11/4/09: > Sophia called and we discussed all of her options. > She will have final decisionon fly or bus by 10 AM tomorrow at the very latest. She knows I need to know by that time in order to get reservation processed before leaving for Wedding at 11:15AM. 11/5/09: > Sophia called and they are definitely going to fly. > BJS explained that $540 was the average air rate and final invoice would show breakdown of exact counts. 12/10/09: > BJS completed updated IOG to reflect flight changes and inclusion adjustments due to flight schedule and Festival Disney Participation. > BJS faxed Festival Disney Application and new IOG to Sophia. > BJS emailed all three Passenger Manifests to Sophia - due NLT 2/19/10, same date as all her other forms. > HMS, please review and update attachments / reservations, etc. as needed. This group ios already under contract and we have received $50,000.00 from them at this point. Thanks! 12/17 HMS 12/17/09 12/22/09: > Rec'd Festival Disney Appl via fax. 12/29/09: > Rec'd hard copy of Festival Disney Aplication, as well as signed copy of CIA Addendum. 1/1/10: > BJS emailed Sophia for total school enrollment number. > BJS mailed fully executed copy of Agreement Addendum to Sophia. 3/25/10: > BJS processed FPGF, RL & HIF. > Total Pax = 210 (188 + 22) > Rms / Pax 18 Sx / 108 16 Qt / 080 00 Q / 000 00 T / 000 11 D / 022 00 S / 000 TOTALS = 45 ROOMS and 210 PAX (188 + 22) > BJS updated Bible and IOG accordingly, including Festival Disney info. > BJS placed order for 188 CAV dvds and 2 mosaics. > BJS faxed RL to hotel. > BJS emailed IOG to Evelyn at American Coach Lines in Orlando for her review / final pricing - then BJS can complete the group's Final INV. > HMS, as these numbers are now FINAL & GUARANTEED, please review and proceed as needed. Thanks! __X__ HMS ___3/26/10_ 3/29/10: > Sophia called - needs to drop two students. She will take care of the PCCF and room list details and send to my attention. I told her we'd do what we can as far a refunds go. > BJS lowered CAV dvd count from 188 to 186 (and marked invoice accordingly). > Will change IOG and BIBLE once we have the paperwork confirming change. 4/6/10: > BJS processed paperwork regarding change in counts. > REVISED TOTAL PAX = 208 (186 + 12) > REVISED Rms / Pax 16 Sx / 096 18 Qt / 090 00 Q / 000 00 T / 000 11 D / 022 00 S / 000 TOTALS = 45 ROOMS and 208 PAX (186 + 22) > BJS revised IOG and Bible accordingly. > BJS prepared and mailed and emailed Final INV. Total Due on Account = $146,201.80. > HMS, as these numbers are now FINAL & GUARANTEED, please review and porceed as needed. Thanks! ____ HMS ____ 4/7/10: > Sophia called re: Invoice and the missing ESBCs. > BJS reviewed notes and they are entitled to 3 ESBCs, so BJS revised INV and emailed to Sophia. > Total Due on Account = $144,224.80. > BJS snet FPGF - RL Numbers Quote to JAF.
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