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General Trip Information
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Fri Mar 27, 2015
Trip Name
Warwick Valley High School Choir-Orlando, FL-01-15-2015
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Warwick Valley High School Choir
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Trip Notes
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( E-Mail Corporate )
Original notes from DD - Orlando Thurs. Jan.16 to Mon.Jan 20 2015 air NYC area (Newark?) 3 day park hopper 3/17/14 interested in adjudication cost @ $1000 20-25 students 2 adults possible places of departure: Stewart, Newark, JFK LaG. can leave on the 15th good to be home on the 19th in Disney 16-18 03/19/14: > Per DD conv with Client - > Can miss school on the 15th, so any time departure is fine, morning would be great. > Arrive home on Sunday 01/18/15, afternoon or evening. > OK without an adjudication. > PAOS Performance + Disney Sings Workshop. > Stay at All-Star Resort. 05/27/14: > BJS sent Em to Noreen re: flight arrangements - Hi Noreen! I was about to send your Group Leader Notebook / Contract for the Choir’s up-coming trip to Orlando, when we received what I feel is some very favorable flight information. That being said, I wanted to hold off mailing anything your way until you had a chance to review the information below - We can confirm 35 seats on the following schedule: Southbound United Airlines #1144T 15 JAN 2015 Newark / Orlando 6:30AM / 9:05AM Northbound United Airlines #1144K 18 JAN 2015 Orlando / Newark 10:00AM / 12:30PM The cost of this airfare, per person, is $349.00 including all taxes and service fees. The fare is guaranteed, however government imposed taxes and airline surcharges are subject to change prior to ticket issuance. If the group should fall below 10 passengers, the guaranteed fare is no longer applicable. The remaining passengers must be ticketed at the applicable price at that time. Please be aware of some important deadlines: • To further hold these seats we will need a per person deposit of $50.00 due in our office by June 6. • If you would prefer that we hold less than 35 seats, please advise as to exactly how many to hold; however, please note that the airline deposit will be fully refundable if cancellation notice is received in our office on or before October 31. • We are able to reduce the number of seats we are holding without penalty until November 6. After November 6, there are airline penalties of $50.00 per seat if we use less than 90% of the seats that we are holding at that time. • Passenger Names are due by November 13. • Non-refundable tickets would be issued the week of December 1. • Many airlines charge extra fees for checked baggage. These fees are not included in your trip cost. Check your airline’s website for current fees, www.united.com. Special Note about Airline Surcharges: Included in the cost of your ticket are airline surcharges that may fluctuate between now and the time your tickets are issued. The cost of your ticket may be higher by the time your final payment deadline hits. How can you protect your group from possible increases? Buy your tickets early. Once an airline ticket is paid in full and issued, the airline surcharges are locked in. In order to issue the tickets, we need names of all participants and full payment. But remember, once tickets are issued, they are non-refundable. I am also pleased to announce that beginning June 1, 2014, we will be accepting online payments from individual trip participants, via all major credit cards. We will set up a monthly payment schedule for your group in an effort to make the entire trip payment process as painless as possible. Please advise no later than this Friday (5/30/14) if the flight information above meets with your approval. We will then get your group’s payment plan / webpage up and running by Monday morning so your folks can make their initial payment before the end of next week and we can confirm the airline seats reservation. Please let me know if you have any questions or concerns. 06/02/14: > BJS emailed OK to Pay for Airline Deposit. > Due to CCIS NLT 5PM on Monday, 6/9/14. 6/6/14: > Rec'd signed OK to Pay for the Airline Deposit (35 tickets). 06/11/14: > BJS sent GTM invite - Noreen: 1. Please join my meeting on Friday morning, June 13, 2014, beginning at 11:00AM, by going to www.gotomeeting.com. 2. Click on the JOIN MEETING button near the top, right hand portion of the screen. 3. When prompted, enter the Meeting ID: 258-110-877 and then click CONTINUE. 4. If you are asked for a Meeting Password, it is Orlando. This may not be required. 5. Dial the Conference Call Number: 1-805-309-0012. 6. When prompted, enter the Access Code: 258-110-877. Thanks Noreen, I look forward to meeting with you on the 13th! 7/11/14: > BJS completed CN and mailed to Noreen at the school via USPS 2-3 Day Priority Mail. > Notebook included the group's partially completed Disney application. > K, Travel Planner Letter, Disney Application materials and the First Payment are all due 8/11/14. 7/25/14: > Rec'd fax of signed K as well as Disney Application Form. An email was also received with a link to one video for WDW. She was having trouble with the second, will put a student on it, and send to us ASAP. > The original of the K as well as a check for the first payment is being mailed. 7/28/14: > BJS replied to Noreen - Thanks Noreen. The faxes came through with your signed contract, as well as the Disney Application form. I will keep an eye out in the mail for the original of the Contract and check, as well as an email with the link for the second Disney video. I understand Dave has already corresponded with you about credit card payments. All the best, Bryan. 7/30/14: > Rec'd completed Disney packet, including links to both videos. 8/4/14: > Rec'd original copy of the signed K as well as the Travel Planner Letter. > BJS will have JM mail a copy of the signed K back to Noreen when JM gets back from vacation. > Also, JM needs to see BJS re: Ground Transportation in Orlando, but cannot be confirmed until we have their Disney Performance & Workshop Schedule. _x___ JM __8-21-14__ 08/05/14: > Rec'd check #20620, $10,003.00. > As this is now Under K and Deposit has been received, we can proceed as needed. 08/14/14: > BJS emailed Disney PAOS Application and video links. 9/15/14: > BJS updated IOG with Disney info as well as the updated outbound flight information which I received from Witte Travel earlier this afternoon. (Flight now departs Newark on 01/15/15 at 7:40AM). > BJS emailed to DD so he can pass along to Noreen. 10/7/14: > Rec'd Disney info for workshop & performance. > BJS updated IOG and sent all info to DD so he can share with Noreen. 10/16/14: > rec'd check #27640, $13,485.00. > Rec'd Flight schedule change from Jana Kissel. 11/5/14: > Rec'd EM from Noreen - Hi Dave, Our final air ticket count is 29. Noreen Hanson, Warwick Valley High School Meistersingers. 11/9/14: > BJS updated IOG to reflect schedule change received from Jana Kissel on 10/16/14. > BJS sent to DD and asked him to send to client. 11-14-14 >JM processed Hotel Room List Packet to include: 4 Q/16 pax 4 T/12 pax 1 S/1 pax TOTAL 9 Rooms/29 pax (27 + 2) __X___BJS__X___ __X___HMS_11/17/14____ 12/15/14: > BJS emailed and mailed FINAL INV #5726, $7,545.00. Made due date: 01/05/15 since BJS was late sending it. 1-13-15 >Rec'd Check #32890 in the amount of $3,545.00 1-16-15 >Rec'd Check #4109 in the amount of $4,000.00 01/17/15: > BJS emailed Final itinerary and QR Code Half Sheet to Noreen. > Complete packet will be sent via FXSON on Thursday for arrival on 01/09/15.
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