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General Trip Information
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Tue Apr 12, 2016
Trip Name
Arundel High School Music Department-Orlando, FL-11-30-2016
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Trip Notes
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Annapolis, MD to Orlando, FL = 878 miles = 15 hrs. non-stop 09/29/15: > BT spoke to Ian Burns at Annapolis HS re: Orlando 2016 > He actually had dates and numbers, so it sounds as if they are serious and more realistic about this trip happening (I saw notes re: previous trips that didn't happen). > 100 students + 20 adults > Get charter quotes > Depart by bus evening of Nov. 30 > Disney w/ park hopper for Thursday, Friday, Saturday, and Sunday. > Check out of hotel Sunday am, travel over night and arrive at school Monday, Dec. 5. They can pull kids out of school for Th., Fri., and Mon. > Candlelight Processional for Choir, Marching Band in parade, String Orch. performance (perhaps at Downtown Disney) > Budget: $750 incl. trans. > NOTE: again, not sure why the title of the trip is 1969? Next time I'll try on PC and see if it works. 1/11/16: > It's a miracle - I actually spoke to Ian! > We have an appointment at his school for next Wednesday, 1/20 at 1pm for Orlando PTP. > I hope this works for you, please advise. 01/17/16: > BJS reviewed attachments and then ran rates and sent to CH for PTP prep - will also need PP. > JM, please follow-up with Charter companies re: outstanding quotes on Monday afternoon. > Brett is meeting with Client on Wednesday of this week, so CH will need to send both files (PP and PTP) to Brett as soon as the charter quotes come in or no later than whatever time Brett needs it on Wednesday in order to prepare for his meeting. If only one or two quotes are in, then he will have to go with that and send the remaining quotes and PPBCCs once received. > CH - Please confirm with Brett that he has everything he needs for this important meeting - it may be in front of the parent group. > CH, please note that Choir is doing Candlelight Processional, Band is doing Parade performance in the Park and Orchestra is doing a Stage Performance in the Park. Make sure these are reflected in the PTP and Power Point accordingly. Thanks all. ____ JNM ____ 01/18/16: > BJS reviewed PTP and made a few adjustments. > BJS sent back to CH for PP. > Sent PTP and IOG files to BT. 1/20/16: > BT had in person PTP with Ian > He likes trip, will present to boosters next week > Go ahead and remove GTV. > I explained that he could save more $ by dropping the park hopper and/or shortening the trip by a day. > I will check in next week and see if there are any changes after his booster meeting. 01/28/16: > BJS made GTV inactive per cleint's request. > BJS sent EM to BT - I suspect they too have been out of school all week and did not have a Booster Meeting. Please follow up with Ian and see when / if it is being rescheduled so we will know where this stands. This is a trip that because of its’ Fall dates, needs to be Under K and a deposit paid this Spring. 2/10/16: > BT received EM from Ian. > He presented trip to booster parents. They would like to see a revision with the following: 1. Flight instead of bus (no airport txfr to BWI since they are so close) 2. Depart Thursday Dec. 1 in the morning returning Sunday night, Dec. 4 in the evening. 3. Stay on-sight, All-Star resort or similar. > I guess they could use Disney transportation in Orlando. 2/19/16: > BT finally heard from Ian re: the revision with flights. > He does want to go ahead with this revision. He said his choir has done this trip before with World Class Vacations, planned ahead, had an equipment truck, and used Disney transportation. > I made him aware that cost would be $1K to $1200K per person. > I asked if he's planning to rent truck here or there. Is that something we can help with or no? Will advise when I get his answer. 02/19/16: > Brett - What we have done in the past is build in a rental truck allowance and give them a credit on the final invoice for a set dollar amount. They make the arrangements and actually rent the truck themselves. This year for a group from PA (who by the way used to use World Class Vacations) we gave them $1,000.00 for the truck. BTW, our price for their trip was $350 less than WCV and the director said our trip and the complete CCIS experience was FAR SUPERIOR to what they ever had with WCV! 2/19/16: > Ian says ballpark allowance for truck rental should be $1800.00 03/09/16: > BJS sent EM with AIR specs to Eric Peterson at The Air Travel Group. Once we have Eric's reply, we will be able to complete their revision based on flying and staying at the All-Star Resort. We originally had them at the BVSuites, but they want to see what flying and the All Star will do to their prices. > TPW, please send hotel specs to John at RY for 38 DDs at the All-Star Resort, arriving Thursday, 12/1/16 for three nights, departing on Sunday, 12/4/16. Thanks! > Do not cancel or make BV Suites INACTIVE, because they could still end up there, will just have to see how their budget can handle flying and staying "On Property". > Be sure to add RY and Disney's All Star to the trip, as well as Breakfast coupons for the Food Court at All-Star. > BJS did not complete REVISED Flying IOG - will wait to see what John and Eric come back with to see how the group reacts to the higher prices. > IOG and dates on BIBLE etc., are all still based on the original PTP, going by bus and staying at BV Suites. __X__ TPW _03/10/16__ 03/10/16: > BJS reviewed attachments and marked ACTIVE / INACTIVE as needed in order to generate QUOTE - All-Star by Air. > BJS ran rates and completed PTP Rev 1 (All-Star by Air) > Included air info from Air Travel Group. > Sent to BTY and then the two of us discussed. He is good and will share info with client. 3/16/16: > BT meeting with Ian on Friday at 9am to go over proposal with air travel. 3/18/16: > BT met with Ian today to show him revision with air travel. > He will meet with boosters and powers that be and make a decision. 03/29/16: > BT received email from Ian - I really appreciate the support. I presented the adjusted proposal, but the Boosters have voted to go with a proposal which they feel better suites their vision from Dungan Travel. > BJS replied via EM to Brett - You can’t trust anyone, as you are learning. Take nothing for granted. You need to find out what it was that better suited their needs and why weren’t we given the opportunity to do the same? Also remind him of the contracted trip he canceled back in February 2015? He seems to have forgotten that the agreement was that we would waive that cancelation so long as he traveled with us on his up-comong Orlando trip. You also need to find out who this other company is. I have never heard of them. We received his signed contract for the New York Trip (April 2015) on January 5, 2015 and then . . . 02/13/15: > BJS called Ian on his cell to get trip status update. > He said he has had a tough time getting to speak with Cindy . . . not sure what that is about. > Glad I called, fro he has less than 40 pax who have paid for NY trip and I ghuess he was just figuring he wouldn't go. Not sure when or if he was ever going to tell us! > BJS told him that even if CJ was busy and hard to get ahold of, our 800 number is everywhere and it rings right to my desk, so he needed to tell someone. > Explained that we will need to review everything and see what may be owed on the now canceled NY trip. > Talked about some other options for this Spring and we had a heart to heart and he now realizes this is not going to happen. > Discussed Disney trip for December 2015. > BJS asked him to send cancellation notice in writing and specifics for Orlando trip in December and we will see how this all works out. > Rec'd EM from Ian - Thank you Bryan, At this point Arundel High School will need to cancel their trip to New York City on April 24th, 2015 due to a lack of payment and requisite students for the music program to fund and staff our program's performances and bus costs. In lieu of this performance trip, we would like to instead contract a trip to Orlando, FL departing Gambrills, MD on December 2nd, 2015 and returning the evening of December 5th, 2015. It is our intent to participate in the Disney's Performing Arts On Stage program with a Band, Choir and String Orchestra. The trip will be comprised of approximately 75 students, 12 Chaperones and 2 Directors. We would like to initially plan for an All-Inclusive Package, off-site, with a suites style resort and sextet rooms for the students. This is the paragraph from his signed contract: 3. Package and Participant Cancellations, Refunds, and Liquidated Damages (a) Package Cancellation. Notice of cancellation must be in writing and delivered to CCIS. Client recognizes that a cancellation of the Package constitutes a breach of this Agreement and that the actual damages suffered by CCIS in the event of such a breach are uncertain and are difficult or impossible to determine. For this reason, the parties agree to the following liquidated damages amounts in the event of cancellation of a Package: 1. Cancellation on or before Mon Feb 09, 2015 = Damages in the amount of $85 per Participant, based on the estimated number of participants as set forth above, plus any non-refundable payments made by CCIS to third parties on behalf of Client and/or Participants. 2. Cancellation between Tue Feb 10, 2015 -- Thu Feb 19, 2015 Damages equal to 50% of the total balance due for the Package. 3. Cancellation between Fri Feb 20, 2015 -- Thu Apr 23, 2015 Damages equal to 100% of the total balance due for the Package. We then planned the above referenced trip to Orlando for December 2015 and that too never materialized and morphed into the current trip. Should he chose to renege on our agreement, the payment due, based on 3(a) above will be $85pp x 124 pax = $10,540.00. With this gentle reminder available in your arsenal, he needs to take your call and should probably reconsider. I doubt that his parent organization is aware of any of this! Before you talk with him tomorrow, I will call you when I am on my way to Hershey for PMEA (4+ hours in the car between 10.30 and 2.30) so we can discuss. Then you can have this conversation with him and I will send the INVOICE if he is not responsive. 03/30/16: > Brett and BJS spoke briefly and BT sent EM to Ian that they needed to talk. 03/31/16: > BJS received call from Tim O'Donnell who presented himself as being a member of the booster baord (just my impression, but he seemed reluctant to give me his name). He called from 410-822-6900, an Easton, MD number according to my caller ID.) > Was unaware of the history and made it clear that the board is very unhappy with Ian nearly every way - not just about the trip. > Another board member works for a local travel agent and is making the arrangement. > After we spoke, he understands the picture now and is going to present to the board that CCIS once again does the trip. Discussed honesty and integrity, Ian's flippant attitude toward a legal document, etc. > May want BT or BJS or be available for questions. BJS of course agreed to this. > Board is meeting next week to discuss. 4/4/16: > BT received EM from the Booster Pres - Good evening Brett, I am the President of the Arundel Instrumental Music Association (AIMA) and have been working with Mr. Burns on planning our trip to Disney this December. Mr. Burns has fowarded to me your email of March 30th which includes this information: "Second, I have to remind you of the agreement that we made with your previously canceled trip in 2015. We waived the cancellation fee with the understanding that you would travel with us for your next trip. If you look back at that contract, you will see that cancellation fee is in excess of $10,000." I am very concerned with your insinuation that we must use your travel company for our trip this year because you waived the cancellation fee on last year's trip. I question whether this is a policy that CCIS management would support, recognizing that this type of intimidation does not encourage repeat business with your company. I feel that this behavior will need to be reported to our school administration as well as shared with other booster groups in our area that are in need of reputable travel agencies for school trips. As we have done in the past, we will be making our own travel arrangements for Disney. We have found this to be the most cost effective way to offer this type of trip to our music families. Sincerely, Selene Bonnington President, AIMA 04/05/16: > BJS replied ot Ms. Serene Bonnington's email - Dear Ms. Bonnington: I am writing as your email was passed on to me by Brett Taylor, our Account Executive in your area. In absolutely no way was Mr. Taylor’s email meant to insinuate or intimidate, but was rather reminding Mr., Burns of the commitment he made to CCIS when he canceled a trip to New York in February 2015 for which we had a legal binding Agreement. I would appreciate your giving me a call at your convenience so that we can discuss the entirety of this situation so that all involved will have a complete understanding of the facts. I look forward to your call. Sincerely, BJS. 04/05/16: > Selene called. > She was completely unaware of our history with Ian. > She had no idea he had put anything in writing to us re: past trips, etc. > She has no idea who Tim O'Donnell is and he is not a member of their board. > She had definitely backed off the tone from her email and she asked for mercy for the sake of the students. > I explained how we are not a non-profit and do NOT appreciate Mr. Burn's behavior, as well as the inappropriateness of the guy calling on Friday representing himself as a board member. > She is going to discuss Mr. Burn's behavior with the school's administration. > BJS said that the board would discuss and agreed to get back to her once we have made a decision as to how we are going to proceed. 04/05/16: > Spoke with HMS and John. > We will end this now, but John wants us to let her know that the IOG / Itinerary is our intellectual property and their trip cannot duplicate what we had planned. > Please review and CANCEL all as needed. __x__ JNM _4-5-16___ ____ TPW ____ ____ HMS ____ 04/12/16: > BJS sent EM to Selene - Selene: The CCIS Board of Directors have discussed the situation with Mr. Burns and the Arundel HS Band. As CCIS is a company that has built our reputation on transparency, honesty, and integrity since our founding in 1993, we have decided for the sake of the students, not to pursue any further action against Mr. Burns and the Band. For your information, since I am not sure that you ever had an opportunity to review the Contract which Mr. Burn’s signed, I have attached a copy to this email. As you will see, since Mr. Burns did not notify us of cancellation until 02/13/15, the group actually fell into the 50% area and the liquidated damages at that point would have been $39,041.00. I am hopeful that Mr. Burn’s will use our example of professionalism and honesty in his future endeavors and we wish you and the entire Arundel HS Music family a very successful and safe trip to Orlando. Sincerely, BJS
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