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Trip Notes
( Print Note )
( E-Mail Corporate )
07/27/15: > DD added trip to system following conv with trip coordinator / class advisor this past Friday (7/24/15). > Looking at same trip as last year but want to look into the possibility of flying. > Large window because of the possibility of discounts in the middle of week. - (per BJS, not going to happen as this is Easter week). > 55 Pax (50 + 5) > Comps same as last year (5) > Departure and arrival times flexible. > Proposal needed by 8/25/15 07/27/15: > BJS and DD discussed - we will get a quote from Witte for the air and then once they see the price, all talk of flying will probably come to a screeching halt. 07/29/15: > Dave: Please share the following with the Class Advisor so we will know if air is worth pursuing. If they are looking for the trip to be about the same price as last year, there is no way this is possible, because, in addition to the airfare being more per person that last year’s bus, we will also need to hire a charter coach in Orlando for their local transfers in Florida. Jet Blue out of Baltimore, March 30-April 3, offers the best price - $342 per person, includes taxes and fees (but no baggage). 30th MAR BWI / MCO (Orlando) 11:20AM – 2:09PM 3rd APR MCO (Orlando) / BWI 3:11PM – 5:37PM A nonrefundable deposit of $50 per person would be due by August 10th to hold these seats and fares (sorry for the quick turn-around, but this is the way it works with all of the airlines). If they leave March 31st and return April 4th, the price goes up to $412 per person. The other dates were also higher, as they were closer to the Easter Holiday. If they’d like a point of comparison, Southwest will open up their schedule next week, on August 7th. There is no guarantee that their fares will be lower and please keep in mind, a non-refundable deposit to JetBlue is due August 10th. IMPORTANT Last year’s sextuple rate was $599 before transportation. With all of the price increases for 2016, I know the sextuple package for the same inclusions in 2016, before transportation, will be at least $50 more, because of the Disney increase alone. Not taking into account any other increases, they would then be at $649 minimum (estimated) for the sextuple package and $342 for air, so $991 minimum and to that they will have to add a charter bus in Orlando. I would estimate that bus in Orlando to be approx. $4500.00, or probably another $100 / person. Using these estimates, they are now looking at an estimated $1,100.00 per person at the sextuple rate. With this information in hand, what we need to know at this point is whether or not their budget will allow them to fly. If not, we will proceed with their planning as a trip via motor coach. Thanks, Bryan 08/03/15: > Per DD, once they have seen the Flight Costs, they have decided to go ALL by Bus. > Asked about staying on property to see if this would save any $, BJS told Dave it would actually be more since they are traveling over Easter dates. > We are to proceed with PTP based on all Bus trip. 08/27/15: > BJS sent invites for GTM - Hi Krista! 1. Please join my meeting on Wednesday, 09/02/15, at 3:30PM, by clicking on the link below: https://global.gotomeeting.com/join/819507061 2. Then, use your microphone and speakers (VoIP) - a headset is recommended. Or, call in using your telephone. Dial +1 (872) 240-3212 Access Code: 819-507-061 Audio PIN: Shown after joining the meeting Meeting ID: 819-507-061 Not at your computer? Click the link to join this meeting from your iPhone®, iPad®, Android® or Windows Phone® device via the GoToMeeting app. Thanks Krista, we look forward to meeting with you on Wednesday to discuss the exciting plans we have in place for the Senior Classes up-coming trip to Orlando! 08/27/16: > Presentation meeting is 9/2/15 at 3:30PM via GTM. > BJS completed IOG. > Buena Vista Suites can accommodate if they arrive on 4/2/16, so BJS planned trip dates based around that. > BJS attached hotel and breakfast accordingly. > BJS attached Disney Admission and Universal Admission accordingly. > JM, please send CQR for 1-55 to Bollman, Schrock, Atlantic Coast Charters, Hunt Valley, Fullington, and Loadstar. > Please make remaining attachments and proceed as needed. This group has a new Class Sponsor, so the trip is once again being sent out for bids. I replicated their trip from last year since that is what the Class Sponsor told DD they wanted to do. If it is like it was in the past, the Students get to make the decisions on what they do and what all is included, so who knows where this will go. __x__ JM __8-28-15__ ____ HMS ____ 09/10/15: > BJS sent EM to Krista - Hi Krista! I wanted to check in with you to see how the student response has been to the Orlando Trip and see if you have made any decisions? As you know, we are holding a lot of reservations for your group because that is the way we work here at CCIS. I also wanted to inform you that earlier this week we received a notification from Orlando that another tour company has your group booked with Disney. Disney is trying to clean up their records and not have a duplication of groups. I know Dave was going to follow up with you early next week, but since their seems to be some confusion with Disney, I would really appreciate your letting me know if you have already committed to another company. Obviously, I hope this is not the case in light of the great plans we have in place for your group and the fact that we worked so well with the Sr. Class last year as their trip numbers continued to decline and we did not raise their rates. Any light you can shed on this situation would be greatly appreciated. Thanks again and I look forward to your timely response. All the best, BJS 9/10/15L: > Rec'd EM from Krista - Hi Bryan, I have had a fairly good response from my students about the Orlando Trip. About 65 students indicated they want to go on the trip, which is several more than projected. I know as the students are given final costs and have to make the final commitment to go on the trip or not, the numbers will change but I was pleased with the interest. I have not made any decisions at this point as to which tour company we are going to use to book our trip. I have had equal interactions with both of you and am trying to make the decisions that works best for my students. In reality I am leaning more toward using the other company. When I compare the 2 proposals there are only minor differences and the cost breakdowns are very similar. My students are still very interested in flying and the other company is working on that options for us too. Thanks, Krista 9/10/15: BJS relpied - Krista: I appreciate your honesty and the quick response. You mentioned the desire to fly and as you should remember, we already provided your group with the following information regarding flights in late July - Jet Blue out of Baltimore, March 30-April 3, offers the best price - $342 per person, includes taxes and fees (but no baggage). 30th MAR BWI / MCO (Orlando) 11:20AM – 2:09PM 3rd APR MCO (Orlando) / BWI 3:11PM – 5:37PM A nonrefundable deposit of $50 per person would be due by August 10th to hold these seats and fares (sorry for the quick turn-around, but this is the way it works with all of the airlines). If you leave March 31st and return April 4th, the price goes up to $412 per person. The other dates were also higher, as they were closer to the Easter Holiday. Southwest will open up their schedule next week, on August 7th. There is no guarantee that their fares will be lower and please keep in mind, a non-refundable deposit to JetBlue is due August 10th. On August 3rd, you explained to Dave that because of the high price of the airfare, you would need to make the trip all by bus, so that is how we proceeded. Even after this decision was made, we checked with Southwest when their fare was over $600. If flying is something that you would want us to open back up as a possibility, please advise and we can do this, but I do not want to waste the time of my staff if your budget has not increased significantly in order to absorb not only the cost of the air fare, but also the added cost of ground transportation in Orlando. I look forward to hearing from you. Bryan 09/10/15: > Rec'd response from Krista - Bryan, I was never under the impression that you were willing to work with me with an option to fly. I do remember the information you provided on July 29th and my response on August 3rd. At that time, it was very unrealistic for me to agree to anything when I was given less than 2 weeks to present the option to my students and have a $50 deposit from anyone who was planning on attending by August 10th. We were on summer break, I was even out of town while the correspondents were happening, meaning I did not have access to my students. My response was not that I have given up on the idea of flying my response was that I was going to pass on the option you presented me with. As you can see . . . Hi Dave, I did receive the last email. Sorry I didn't respond sooner. However, I will not have access to my students until the last week of August to discuss any options with them. So we will need to pass on the current option. With that said I guessing that $1,100 per person will be too expensive for each of them to pay. I am wondering if it would save cost to stay in Disney and use their transportation except for one day when we want to go to Universal Studios. Thanks, Krista. 09/10/15: > BJS replied to Krista - Thanks Krista, I really appreciate your sending me the response you sent to Dave and he was correct in stating that staying at Disney would indeed create a significant price increase since it is high season for their rooms due to your date’s proximity to the Easter Holiday. At other times of the year, namely from January 5 – February 9, staying on property can be a nice bargain due to the fact that you can use Disney Transportation; however, because of the high room rates in early April, no savings can be realized. As for the quick turn-around on air tickets, deposits, etc., unfortunately, most airlines will not hold seats for more than 14-days without some sort of deposit, most often a non-refundable one. I understand that this creates quite a challenge when traveling with students since they can seldom write a check and make a commitment with such a short turn-around. I want to make certain you have all the facts and are not going to be taken advantage of. We are happy to work with your group on air, but please realize, air rates continue to rise as your departure date draws closer and again, your students (and most importantly, their parents - who are probably going to be paying for a great portion of the trip) need to be prepared for a trip that will be over $1,000 should you decide to fly. I know last year’s trip was significantly less than $1,000 and based on participant numbers, it appeared to be a hardship for several families. Whether you travel with CCIS or any other company, for the sake of the Seniors, I want to make certain the trip is a success and not jeopardized by a decision to fly at the beginning of the school year, but due to the price, ends up being out of reach for a significant portion of the group as the year marches on. As a former high school teacher myself, I know how students are ready to make a commitment to a big trip this time of year, but when it comes time to actually make the financial commitment, the numbers often fall dramatically. I would encourage you to have a serious conversation with the group, including their parents, to see if they are prepared to make this commitment. After doing so, let us know if they are serious about committing to flying, we can secure flight options for you again at that time. I hope this information help and I look forward to hearing from you soon. Happy Friday, Bryan. 09/18/15: > DD rec'd EM from Krista - Hi Dave, I did receive your second voicemail from yesterday. I have been struggling with how I want to respond to you about moving forward. My last email conversation with Bryan left me with negative feelings about working with CCIS, especially a particular comment about wasting time. In July, when you emailed me about the flying option, I felt that it was presented to me in that manner, to manipulate me into feeling like flying is a terrible option and move on from there to the proposal you already had in place for us based on last year. All of my correspondence with you and with Bryan has reinforced that feeling. In fact Bryan’s last email to me mentioned that I will be taken advantage of by other companies. The wording in his email left me feeling like he was trying to manipulate me, again. Taking transportation out of the proposals, the one from you and the other company are very comparable. Yours is a little higher then what the other company gave me but I am aware that the one from you included meals and the other one did not. When I put the meal prices into their proposal, they are almost the same. At this time, I need to ruminate over my feelings about moving forward with CCIS. Thanks, Krista 9/18/15: > BJS replied to Krista - Krista: Dave forwarded your email to me a few moments ago and I am sorry to hear that you miss-interpreted the point of my correspondence. I just wanted to take a few moments to clear the air and reassure you that I’m trying to be honest and not mislead you in any way. I want to be sure that you have the “full picture” of what we have to offer, as well as provide you with some insight into how CCIS operates compared to other travel companies. With over 30 years of experience in student group travel, I was trying to share with you my thoughts on how flying with a group presents a whole different set of challenges when compared to a motor coach. Not only is the expense a consideration, but fares can change daily and most airlines are unwilling to hold seats for more than 14-days without a deposit. Flying with a group is not inexpensive, for unlike a lot of things in the group travel business, when it comes to airfares, there is no correlation between larger groups and a lower price. In reality, the opposite is often true – the larger the group, the higher the fares, for the airlines do not offer many seats at low rates you may see advertised and when you make a group purchase, the fare more closely resembles the unadvertised, higher priced seats. My sole intent was to encourage you to have a conversation with whomever is going to be making the financial commitment for this trip to make sure they understand the cost involved. Since the airlines have such as quick turn-around on deposits, you (they) must be prepared to make a commitment / payment within a few days of the seats being secured, for without a deposit being paid by the airline’s deadline, not a deadline set by CCIS, the reservation is lost. We can always place the request once again, but availability and fares cannot be guaranteed. As for my comment about being taken advantage of, this was in reference to other travel planners who will often use a bait and switch tactic by saying they have arrangements in place for a group (airline tickets, hotel accommodations, etc.), when in reality, they may not actually have seats or rooms reserved for your group. Once they have you committed, you are often stuck with nowhere else to go and I hate to see this happen to any group. With CCIS - it will not. I am glad that you recognized that the two proposals under consideration are different in that ours includes most all of the group’s meals. Keep in mind, we can always remove meals and / or any other inclusions, if you’d prefer, in order to bring the package price down. At the same time, I would remind you that we have found that most groups prefer an all-inclusive meal plan, since everyone has to eat and most parents and administrators would rather know from the beginning exactly what a trip is going to cost and not have to send along a lot of extra cash for the meals that have been left out. Again, I am sorry for any misunderstanding and would encourage you to call me if you have any questions or concerns, for emails leave so much to one’s interpretation and obviously, as we have both seen, this can lead to miss-communication, when a good old conversation would probably not. Since your schedule is much less flexible than mine due to your teaching schedule, please feel free to call me at your convenience. My office number is 800.432.5095 x:201, and should I be away from my desk, please feel free to use my cell, 724.991.6123. Thanks again and have a great weekend! Bryan 09/21/15: > Per Krista - they are going with another company - SHOCKER! > BJS responded with a wish you well email. > Please cancel all as needed. __x__ JM __9-21-15__ __x__ TW __9/21/15__ __X__ HMS _9/23/15___
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