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Montour High School Band-Orlando, FL-05-03-2012
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OR
Number of
PAX
Youth
Adults
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DOF
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Start
Date:
Time:
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Date:
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Contract
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Deposit
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Due
Received
Final PAX
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Received
Final Room List
Due
Received
Hotel Info Form
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Balance
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Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
11/2/10 ?HMS entered trip Parade, Workshops, band, aux, dance, All Star Resort 1/30/11: > BJS completed PTP Packet with 4 different options as rates are so far ranging due to wanting ti stay at All Star Resort and the dates being President's Day Weekend, etc. > BJS sent all the different options to WAH as he is meeting with Cyndi on Tuesday AM. > The attachments are based on Option I, the most expensive options and the one based on her specific requirements, but WAH will need to see which one she decides to go with, or possibly a 6-Day version which would be between the 5 and 7 day options I prepared. > Once we have this decision, we can secure charter quotes. 3/28/11: > Per WAH meeting with Client - > Change date to Leave May 3 at 1:00PM. > Leave Orlando May 7th after park to arrive home on the 8th. > 4 days in Disney, NO Universal > BVS hotel - NOT All Star > Same numbers, all inclusive, performance and workshop > Bus Quotes - have ruled our air option due to costs. 4/11/11: > BJS completed revision. > Updated IOG and Bible, as well as rates and attachments to match. > BJS emailed PTP Pack to WAH and he can share with Cyndi. 4/18/11: > ready for K based on May dates (3 - 8, 2012). > Charter choice = Anderson. 5/19/11: > BJS mailed CN to Cyndi including partially completed Disney Application. > K and First $ Due 6/1/11. 5/25/11: > WAH was at school and met with Cyndi - > Rec'd signed K and Disney Application. > Still need First Payment and the Disney Application's supporting materials. 5/26/11: > WAH sent emto BJS requesting change in IOG on Friday to do a hotel check in after day at Animal Kingdom and then on to Dinner at P Hwood. > BJS replied as follows - The change she suggested for Friday will not work unless they want to pay more for their coaches, for the drivers have to be off duty once they drop the group in WDW. They will use Disney Transportation to get from the parks to Downtown Disney / Planet Hollywood. The coaches will then pick them up that night at Downtown Disney and deliver them to the hotel for check-in. The BVSuites is not a Disney Hotel, so it is not serviced by the Disney Transportation System, so again, unless they want to pay for an additional driver, which I doubt, it will need to stay as is due to Federal DOT regulations. Please make her aware and advise if she still wants to make the change. 5/31/11: > BJS sent email to Cyndi with a copy of the Travel Planner Letter so she can complete and return at her convenience. > Mentioend that I will be on the look-out for the Deposit check and Disney materials. > BJS mailed signed copy of K back to Cyndi. 6/15/11: > BJS sent EM to - Cyndi: I wanted to let you know that Wayne Hindman is no longer working for CCIS and I will be handling your group's account from this point forward. Should you have any questions regarding the up-coming trip to Orlando, please do not hesitate to contact me. Also, if you could please advise as to the status of the group's first payment, I would appreciate it. Thanks and I look forward to our work together. 6/16/11: > Rec'd EM from Cyndi - Hi Bryan- Wayne and I had talked about the first payment being sometime once school starts since I don't even know who will be in my band for sure next year. I hope that works out for you. I am sorry to hear that Wayne isn't working for you anymore. I really enjoyed working with him! Thank you for your help and I will be sure to let you know if I have questions. Thanks Cyndi 8/26/11: > Cyndi called and we discussed the chages she wants to confirm - Delete Workshops and Add Water Park. BJS said he wouold do up a new Addendum and email to her attention. > Also discussed tag-alongs and she will include them on her Room List. 8/29/11: > BJS created Contract Addendum for the 3-Day Premium Package with the Water Park the 1st day in Orlando. > BJS deleted the Workshop. > BJS adjusted rates down accordingly. > BJS emailed Contract Addendum to Cyndi as well as Roy Cross with the Boosters. 9/12/11: > BJS returned call from Roy (412-279-6661) Booster Officer. > Issues with Administration, Director could not sign K, but Boosters can. > Currently they have 96 + 5 + 7 Staff. > Discussed due dates, tag alongs, etc. > Will send first payment tonight +/- $10,000.00. > Will remind Cyndi that we still need the Disney Application supporting materials. 9/23/11: > rec'd Addendum. > Rec'd booster check #1761, $10,500.00 toward June 1, 2011 payment. 9/26/11: > BJS mailed signed copy of addendum back to Cyndi. > Cyndi wants iPad2 ratehr than Charms renewal. > She will submit Site Visit Request Form and wants to stay for an extra day (she will pay for this). 9/28/11: > BJS rec'd email from Roy asking iof we could move dates due to AP Testing. > BJS replied and bcc'd Cyndi - Roy: At this point, due to the fact that we have had this under contract for several months with our vendors, it will not be possible to move the dates. We already moved them from February to May back in the Spring. We have several groups run into this situation each year and in most cases, the school will gladly set up an alternate day to administer AP Tests for the students going on the trip. If Cyndi has not already done so, I would have her approach the administration about this prospect. 9/30/11: > Rec'd Hotel Info Form. 10/4/11: > rec'd remainder of Disney Application materials (photos & dvd). 12/5/11: > Rec'd check #1811, $17,665.00 from Band Parents. > BJS sent EM To Cyndi to let her know it arrived. 12/9/11: > BJS sent EM to Cyndi re: Site Visit - Cyndi: I have heard from the Buena Vista Suites in Orlando regarding your site visit and the dates they have available are January 20, 2012 for two nights. Do you want me to confirm this reservation for you? Remember, for groups of less than 150, you are responsible for your own transportation. Please advise ASAP. 12/12/11: > Per Cyndi, Jan 20 will not work and she wanted the following week. Knowing that the BVSuites would prefer February dates, BJS sent her these optionsd and she selected Sat., Feb 4 - Sun., Feb 6, 2012. BJS sent on to Jennifer at the hotel. 02/01/12: > Rec'd EM from Cyndi - Hey Bryan- Long story short I am not longer the director for Montour. I will keep in touch with you in the period to getting a new director. You can canel the hotel reservation for this weekend though. Thanks for everything. If have any questions for Montour contact Mr. Price at pricet@mail.montourschools.com Cyndi > Obviously, to be continued . . . 02/06/12: > Rec'd check #1867, $28,862.00 from Boosters. > Also rec'd EM from Nancy - I guess you heard Cyndi Mancini is no longer the Montour band director. I am requesting you send me all the forms we need to fill out for you, which are due before March 2. I am just about done with all the room assignments. There will be an acting director for the trip but since all the Financial Liability is with the Montour Band Parents Association we are the ones who should be completing the forms and anything that has to do with the payments, to ensure everything is done correctly. You said you send an e-mail copy of the final bill and paper copy. If you could e-mail that to me being the Treasurer and the paper copy can still go to the school for the Montour Band Parents Association and it will be given to us. Any questions just let me know. Thanks, Nancy Maslakowski 2/6/12: . BJS responded by sending scanned K packet and then sent a second email with the rates, etc - Nancy: I have attached the group’s current IOG. This reflects the changes which were made after then creation of the Contract. Your group is actually getting a 3-Day Premium Park Hopper Pass which will allow for multiple parks per day for three days and then an additional day at a Disney Water Park. The Disney performance opportunity is still in place; however, the Disney workshop was deleted back in August. The package rates were as follows, based on no less than 126 total trip participants, not including transportation: Sextuple = $565 Quint = $585 Quad = $605 Triple = $645 Double = $705 Single = $895. Per our contract, final package rates will be determined upon receipt of the Final Participant Guarantee Form and Room List. 2/10/12: > BJS sent EM to Nancy re: Final Rates, Comps, Invoice, etc. - Nancy: Thanks for sending the details. Based on the exact numbers that you have sent, with all 6 of the staff going in two triples, I am able to comp the entire staff of 6 AND keep the Group Travel Video without making any changes to the per person package rates! A Draft of the Final Invoice, based on these exact numbers, is attached. The only change would be the Fuel Surcharge from Anderson (to be determined 30-days prior to the trip) and should you have any changes to the room / package breakdown. I hope this helps! By the way, I understand completely about making plans for next year with everything so up in the air at this point. Let’s just worry about getting through this year’s trip to Orlando and maybe by the time you come back, things will be settled and we can talk more then. I am delighted to know that you have been well pleased and look forward to the continued development of our relationship with the Montour HS Bands! Have a great weekend, Bryan 2/15/12: > BJS sent Em to Nancy answering several of her questions - Nancy: Once we get a little closer to the trip and the final performance schedule is confirmed, we will review the Park’s Operating Hours and then we can make decisions on the specific parks for each day. I hate to say it, in light of the folks trying to make reservations for dining at other places, but it is really too early to make a decision this far out as Disney Performance Schedules and Park Hours have been known to change. As for the fuel surcharge, this is completely out of the control of CCIS and no, there is not a cap. We always try to deliver the iPad2 within two weeks following receipt of the Form Set; however, we are at the mercy of the Apple Store on these, but they have been running pretty true to this schedule. If I were you, in an effort to give yourselves as much time as possible for the raffle to run, I would make the giveaway date sometime in late April. We will not know the Fuel Surcharge until approximately 30-days prior to the trip, so it will be a separate Invoice and not come due until April 27th. Thanks, Bryan 2/29/12: > Rec'd email from Nancy - they are having us order 20 additional park tickets at $179 each nd a check for $3,580.00 has been mailed to my attention. > She also gave me the email address for Gina Ligouri, acting band director, who is the band leader since Cyndi has been removed from her position. > BJS sent EM to Gina to get a contact phone so Disney can make the final confirmation call prior to the trip. 3/1/12+: > Rec'd email from nancy, they need one more $179 3day premium hopper, so this is a total of 21 extra. She will put check in mail. 3/5/12: > rec'd two checks, #1910 and 1907 totaling $3,759.00 for 21 of the 25 extra Disney Passes. 3/12/12: > Rec'd check #1911, $716.00, for the final 4 extra Disney Passes at $179 each. > This makes a total of 25 additional 3-Day Premium Hopper Passes which need to be ordered. 4/3/12: > Rec'd Form set via email on 02/22/12. > Toal Pax = 109 (97 + 12) > RMS / PAX 00 Sx / 00 06 Qt / 30 13 Q / 52 09 T / 27 00 D / 00 00 S / 00 TOTALS = 28 ROOMS and 109 PAX (97 + 12). > BJS updated Bible and IOG accordingly. > BJS emailed final inv to Nancy, including 9% fuel surcharge. #5247, due: 04/20/12, $31,748.00. > BJS placed order for 97 CAV dvds and 1 mosaic. > BJS faxed RL Packet to hotel. > HMS, as these numbers are now FINAL & GUARANTEED, please review and proceed as needed. Thanks! > PLease note, when ordering Disney Performing Arts On Stage 3-Day Premium passes, please ORDER 25 EXTRA of these tickets. They have paid us for 25 additional park passes. Do NOT order any meals for these extra 25, just the same park admission tickets. ____ HMS ____ 4/3/12: > BJS sent EM to Gina and nancy re: Disney needing counts to equal 97 on instrumnatalists, drum majors, flags and auxiliary. 4/9/12: > rec'd check #1925, $31,748.00. > Pending no other changes, account is PIF.
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