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Tue May 03, 2016
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North Allegheny High School Band-Orlando, FL-04-12-2016
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Toronto, ON, CANADA,
Toronto, ON, Canada, CO
Toronto, Ontario, CA
Toronto, Ontario, CN
Toronto, Ontario, CA,
Torrington, CT, CT
Totonto, CT
Townsend, TN
Towson, MD
Trenton, NJ
Triangle, VA
Tuscaloosa, AL
Tuxedo, MD
Universal City, CA
Upper Marlboro, VA
Vails Gate, NY
Varies, AK
Vaugwa Ontario, CA
Victoria, ON
Vienna, VA
Virginia Beach, VA
Waldorf, MD
Walkersville, MD
Washington, DC
Washington, MD
Washington, NJ
Washington, VA
Washington DC, DC
Washington DC, VA
Washington, D.C., DC
Washington, DC, DC
Washington, DC, MD
Washington, DC, VA
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West Chester, PA
West Grove, PA
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Williamsburg, OH
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Williamsport, PA
Wilmington, DE
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Woburn, MA
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Worthington, OH
Wright-Patterson AFB, OH
Wytheville, VA
X, PA
York, PA
York Springs, PA
Yorktown, VA
Zainesville, OH
OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
Dbl
Trip
Quad
Quint
Sext
Start
Date:
Time:
End
Date:
Time:
Contract
Due
Received
Deposit
Due
Received
Partial Deposit
First Payment
Due
Received
Final PAX
Due
Received
Final Room List
Due
Received
Hotel Info Form
Due
Received
Balance
Due
Received
Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
> SN entered trip into system: > NA is planning on doing a similar trip to their last visit to Orlando in 2012. They participated in Festival Disney, with a 3 day standard park pass, with one day spent at Universal. > They also required a room at their hotel for rehearsal as well as a DJ party for their seniors. > During their last trip, the following ensembles performed: Symphonic Band , Concert Band, Wind Ensemble, NAI Wind Ensemble, Jazz 1, 2, and 3, Majorette, Dance, Flag, Indoor Percussion, Marching Band. > Additionally, they spent time at Downtown Disney and had dinner at CityWalk at NASCAR. Perhaps, have dinner at Planet Hollywood at DD instead, since NASCAR is no longer open, or substitute time at City Walk and have dinner at one of the other restaurants available there 6/11/15 > SN has been in contact with Todd via EM. Todd offered to meet in Butler or Pittsburgh on 6/25 after lunch to go over his proposal 06/24/15: > PTP is complete and SN is meeting wth Todd for Lunch tomorrow in Pgh to discuss. 07/17/15: > Per SN - Baron's is the bus choice, if we can still get the coaches. > BJS will check on Monday and see of they have 7 available. 7/20/15 > EM received by SN from Todd outlining ensembles and directors: > North Allegheny Senior High School Honors Wind Ensemble- Todd R. Stefan (top band) > North Allegheny Intermediate High School Wind Ensemble- Stephen G. Baldanzi (band 2) > North Allegheny Senior High School Symphonic Band- Todd R. Stefan (band 3) > North Allegheny Jazz Ensemble 1- Todd R. Stefan > North Allegheny Jazz Ensemble 2- Stephen Baldanzi > North Allegheny Jazz Ensemble 3- don't know the conductor yet > North Allegheny Tiger Marching Band- Todd R. Stefan and Stephen G. Baldanzi > North Allegheny indoor drumline- Evan Brown (may not compete) > North Allegheny majorette squad- Patty Saunders > North Allegheny Indoor Winterguard- Alexis Pfiefer (may not compete) > North Allegheny Dance Team- Chelsea Schilpp (may not compete) 07/20/15: > BJS confirmed with Debra that they do still have 7 buses, even with Shaler taking 8 the same weekend. > BJS confirmed with SN that they do want these and BJS will mail deposit check. 07/24/15: > BJS sent text message to SN for her to call me about NAHS buses. 7/28/15: > Todd says to go with Anderson first as the alternate charter choice, then BMT if they are not available. 7/28/15: > BJS called Anderson and spoke with Esther. She has the coaches and will be sending us a K. 07/28/15: > Client is ready for K. > As this is going to K, please review and proceed as needed. Thanks! __X__ HMS _8/4_ 8/6/15: > SN spoke to Todd Stefan today regarding the Festival Disney changes. Todd was curious if it would be possible to explore the Universal Festival option as an alternative, keeping the parade performance at Disney. > Question for BJS: Are we under contract with NA for Festival Disney yet and would doing something at Universal be possible? 08/06/15: > SN, both Disney & Universal require the purchase of a 2-Day minimum ticket. This would make for a very expensive trip and they would be throwing away at least one day at either Universal or Disney. Also, trying to coordinate performances between the two corporations, since they are somewhat hostile parties, would prove quite a challenge on a trip that is only 3-days in Orlando. I am not saying it cannot be done, BUT . . . > Universal's STARS program is NOT competitive - like Disney's PAOS, it provides just a performance opportunity in the park. > Music USA Festival is a festival that takes place at Universal - check out their website for more info - http://musicusafestivals.org/. Participation in their festival also includes / requires that we purchase a 2-Day Universal ticket. > We are not yet under contract with Festival Disney, for we learned about the 2016 changes just as Tommy was about to complete their on-line registration. > In all honesty, to make this happen, I think an extra day in Orlando would need to be added to the trip if they are serious about doing both a Disney Performance and a Universal STARS Performance or the Music USA Festival at Universal. > SN let Todd know of these options via EM, suggesting that if he is serious about this, they would do best to add another day. 8/31/15: > TW em SN requesting video for the PAOS add-on parade application. 09/08/15: > BJS sent EM to SN re: Disney workshops - > BJS Spoke with John at Receptively Yours about the Disney workshops. 1. He said that if they wanted, Disney would do a total of three workshops – one each for the Flags, Dance Team, and Majorettes. 2. Disney Dancin’ is geared towards the Dance Team (duh) and Auxilaration would be for the Guard. They could also do a separate Auxilaration workshop for the Majorettes and be sure to have a Disney Team Member with that specific skill set leading the Majorette workshop. 3. Keep in mind, Disney has a minimum of 20 participants for each workshop, so you will need to find out how many pax there will be (approx) in each group. They could also combine two groups into one workshop, if necessary. They can do workshops for less than 20 people, but we still have to pay for the 20 pax minimum. Please advise ASAP. Thanks, BJS. 9/10/15: > SN received the following EM from the booster president: Hello Stephanie, I spoke with Todd and the consensus is that we would like to take out the Parade at Magic Kingdom. We want to add the workshops for the 3 auxiliary units. There are 12 Color Guard, 15 Dance Team, and 21 Majorettes. Can you provide us with the updated cost for the trip with the two changes noted? We want everything else to be the same. (Festival Disney, day at Universal, etc.) Thanks! Deanne 09/21/15: > Since they have decided to take out the PAOS Magic Kingdom Add-On Parade Performance, BJS marked INACTIVE. > BJS added three (3) PAOS Workshops for the Dance Team, Color Guard, and Majorettes. Projecting a total of 48 girls involved with these workshops. > BJS revised attachments as needed and also updated IOG. > Ran revised rates and they actually dropped by $19pp. Adult and student rates are now the same since there is no PAOS Add-On Parade which was a charge for just the performers. > BJS updated rates in system and then prepared PTP Rev 1 and sent files to SN so she can share with Todd et al. 9/24/15: > EMs received regarding contract status: Well, there you have it! Thanks for the clarification Todd! ;^) Yes, Stephanie, you may proceed with the contract version. Thanks! Deanne Hickly President 2015-2016 North Allegheny District Band Patrons 412-551-1194 09/24/15: > BJS sent to CH for CN prep. 9/25/15: > TW sent E-Agreement. 10/1/15: > Rec'd signed Contract. > As group is now UNDER CONTRACT, please review and proceed as needed. 1st $ due 10/23/15. Thanks! > TW, please check all of our Agreements with Receptively Yours and make certain they match what each group is under contract for - this is important since some have deleted the ADD-ON Magic Kingdom Parade, add workshops possible, etc. __x__ JM _10-5-15___ _x___ TW _10/5/15___ See note in Festival Disney Attachment __X__ HMS __10/5/15__ 11/2/15: > Rec'd check #295, $88,900.00. > As this is the group's First Payment, please review and proceed as needed. Thanks! __x__ JM _11-2-15___ __x__ TPW _11/2/15___ __x__ HMS _11/2/15___ 12/9/15: > TW and BJS spoke with Mike from Disney Performing arts about scheduling the 2 Auxiliration and 1 Dance workshops at Disney. They have very limited space availability for the days that the group will be in Orlando. The solution to have all groups take one combined workshop is to split them between 2 days - 4/13 and 4/14. > 1 Auxiliration (12 students) and 1 Dance workshop (15 students) will scheduled for 6:00 p.m. on Wednesday, 4/13 - which is the half day that the group will be in Universal Studios. > The remaining Auxiliration Workshop will be scheduled at 9:00 a.m. on Thursday 4/14. > TW updated the IOG - K version to reflect the workshops on 4/13. 1-15-16 >Rec'd Check #303 in the amount 0f $135,324.00 2-12-16 >Rec'd Hotel Info. form, Room Lists, and Final Pax. 2-15-16 >JM processed Hotel Room List Packet to include: 70 Q/280 pax 4 T/12 pax 12 D/24 pax 3 S/3 pax TOTAL 89 ROOMS/ (293 + 25 + 1) _____BJS_____ _____HMS_____ _____TPW_____ 2/16/16 > EM received from Deanne, booster president regarding workshop numbers: Dance = 15 Majorettes = 18 Color Guard = 12 The Color Guard may change to 11. One of our members is traveling with Orchestra. They will be in Universal on Wednesday but I need to check when they are departing Universal for their hotel. 02/16/16: > Senior Pizza Party Total = 93. 2/22/16 >EMs received by SN regarding total numbers: We do not have a new name to replace. We are missing one male chaperone and we do not have another to take his place. Our number has gone down by 1. Room List Quad Occupancy Page 1 Room #3 will have 1 occupant, Matt O'Neill Page 1 Room #10 will have 2 occupants, Joel Flayer and Trailer Driver Final Participant Guarantee Form Total Adults 24 Males - 13 Females - 11 Total number of participants 317 Room Breakdown: 280 - Student Quads 12 - Student Triples 1 - Student Double 21 - Adults Double 3 - Adults Single Deanne also sent the updated room list to BJS and SN 2-23-16 >JM reprocessed Hotel Room List Packet to include: 70 Q/280 pax 4 T/12 pax 11 D/22 pax 4 S/4 pax TOTAL 89 ROOMS/ (293 + 24 + 1) _____BJS_____ _____HMS_____ ___x__TPW__2/23/16.___ 2/26/16 >SN received this text from Todd last night: "Just got our festival Disney schedule...they have our concert bands playing top band first to 3rd band last...looks like the others are set up so that the top band plays last. For instance our jazz bands go 3-2-1? Can you make sure they know that the AAAA honors wind ensemble is our top ensemble..I don't trust Disney" - Do we have any control over the order or can we do anything about this? >Todd wants them to understand that Jazz 1 is the top band and wishes that Jazz 1 is put in between them so the other band can warm up while they are on stage. 2-26-16 >JM reprocessed Hotel Room List Packet to include: 70 Q/280 pax 4 T/12 pax 12 D/24 pax 3 S/3 pax TOTAL 89 ROOMS/319 pax (293 + 25 + 1) __X___BJS_3/4/16____ _____HMS_____ _____TPW_____ 2/29/16 >Phone call regarding concerns from Todd: Presently, Todd's groups are all in performing order from strongest to weakest, which he says is OK, but he says this is the opposite of the order that other groups are performing. He just wants Disney to be sure that they understand that his strongest group is on first. He also originally had concerns regarding the order of the jazz bands, but thinks it is fine "as is". Additionally, he is wondering how we are going to schedule the parks, especially since Friday is pretty much full of performances. Magic Kingdom on Thursday would be OK with him, if they could leave before the fireworks. He's worried also, about when everyone will be fed on Friday and park time. *** Lots of performances does in fact, equal less park time, but I feel they should trust BJS judgement on how the time they have is scheduled and utilized. 03/04/16: > BJS emailed and mailed Final INV #5954, $100,314.00 and made due 3/18/16. 03/07/16: > BJS sent revised final invoice to Deanne - I inadvertently charged them for the escort's single package. > INV #5954, $99,124.00, due 03/18/16. 3/9/16: > TW spoke with Jillian from Festival Disney schedule and ensemble order. She sent the schedule via email. > SN, see note in Festival Disney attachment for follow-up with Todd. > TW also asked about transportation from the park(s) the Typhoon Lagoon for the Awards Ceremony. Festival Disney paperwok says that groups staying on Disney property will have access to Disney Transportation from EPCOT to Typhoon Lagoon for the awards ceremony. This was a concern of ours when we first learned that they have moved awards to another park. TW spoke with Rene in the fall and he said groups not staying on property would have access to Disney transportation as well. > Jillian is going to look into transportation for groups not staying on property and get back to T3-16-16 >Rec'd Check #305 in the amount of $99,124.00 03/21/16: > BJS and TPW reviewed IOG and WDW schedules. > Wednesday - Majorettes and Dance Team will depart Universal at 4.45PM in order to be at their Disney Workshops by 5:45 pm. They will need to eat dinner at Universal via their Universal Meal Voucher prior to departing for Disney. > CCIS will make arrangements for this one bus move between Universal and Disney and pay for it due to size of client. > Remainder of group will stay at Universal until 9PM when 6 of their coaches will come to Universal to pick them up and transfer to the hotel. The 7th bus will go to Disney to pick up the folks from the Workshops which end at 8:30PM. > By 9:30PM everyone should be at the hotel. > Thursday - one Workshop at 9am and no other performances, so this is a good day for Magic Kingdom. > Friday - EPCOT since Parade Competition Performance is there Friday PM. Jazz and Concert Performances are morning and afternoon at out of park locations. > Saturday - start at Hollywood Studios and then use DTS to move to EPCOT in order to catch shuttle to Typhoon Lagoon for Festival Disney Celebration. 3/25/16 >Deanne called SN last night, saying they WILL use DTS to move to EPCOT in order to pick up the shuttle to Typhoon Lagoon. She had 4 other questions: * Is the Auxiliration workshop for the majorettes actually geared toward majorettes? Note from 9/8 says John from Receptively Yours says Disney can provide a cast member with that skill set. * Will there be time for breakfast on Friday with the early performance schedule? * Can we get the dimensions of the cargo area for their charter bus so they can work out configurations for their equipment? * One family is staying longer (after the trip is over for the students) and is wondering if there is a way to upgrade the student ticket? 4/4/16 >EM from Deanne requesting a student pick-up from a different location. Jazz 2 student is traveling with the orchestra and would like to be picked up from the Springhill Suites at Marriott Village. BJS says this will not add too much time to the trip, as it is off of I-4, and that this will need to be coordinated with the drivers and Ken. >SN sent bus and room lists to John at Receptively Yours to coordinate key packets to expedite check in. 4/5/16 >Todd spoke to SN saying the majorette instructor spoke to Disney and was told the majorettes were getting the same rifle and flag based workshop as the color guard, not a majorette workshop. TW is calling PAOS to confirm what they told CCIS in September, that they would provide someone with the appropriate skill set to handle a majorette group.
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