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General Trip Information
Updated
Tue Jul 18, 2017
Trip Name
Penns Valley Area High School Band and Choir-Orlando, FL-06-13-2017
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Penns Valley Area High School Band and Choir
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HS to Orlando = 1071 miles / 18 hrs non-stop 4/22/16 > DD Band and Choir Performance: Band-Magic Kingdom Choir-Waterside Stage(or equal) Dates, departure & arrival times flexible wants 3 parks. can go to downtown Disney after check in. Depart after evening show at a park(last time Fantasmic at Hollywood Studio.) Willing to stay off property Budget $700-$750. Shopping trip to Bob Rogers and B&G? Secure Bus Quotes: No particular preference-used Fullington and Martz. 2 meals(breakfast at hotel plus voucher. interested in 3rd meal if budget allows. possible 4th day if budget allows. Interested in our discount if booking 9-13 mos. ahead. Knows Kelly Long from Bald Eagle. Would like proposal May 22. 4/22/16 > DD they will need 4 comps.not 2 04/25/16: > BJS updated comps from 2 to 4. > DD - 1. You know he is shopping this to Bob Rodgers and C & G, so what is most important to him? It is extremely important to have this conversation with him since he has made it clear he is "shopping". 2. Have you gotten a Referral from Kellie Long, if not, you need to and you need to be sure she completes a Referral Form and reaches out to him to tell him why he needs to use CCIS. 3. I can guarantee, C & G will be the cheapest by far, but you get what you pay for! > Please advise once you have taken care of numbers 1 - 3 so we can get started. Thanks : 4/26/16 > DD email to Penns Valley Hi Darris: In order to prepare the best proposal for your Disney trip, Bryan our president would like to know the following: What are the most important aspects of the trip in your mind. (price, organization, service, itinerary, inclusions, hotel, overall quality, etc.) I will be calling today or tomorrow to find out what these expectations are for you. We want to prepare the best trip proposal possible for you and your students. We appreciate your thought and consideration. Sincerely, DD 4/26/16: > Response to above question. Hi Dave, You've asked a difficult question. I think that all of those aspects are important. The money is important because a high price will make it difficult for students to attend. That is also true with the inclusions because again that is extra money if we don't include items. Everything else is negotiable as long as the students are safe and they have time in the park. Darius. 4/29/16: > DD follow up call at the time requested on Thurs.left message. no returned call. called again today same result. 05/02/16: > DD, please go ahead and make an appointment with him for a Go To Meeting so we can do a Power Point Presentation with him sometime the week of May 16. According to your noters above, he needs his proposal by 05/22, so this will be before his need date. If anything has changed, please let me know ASAP. 5/2/16 > DD sent email request to give us dates/times for GTM 5/5/16 > DD: response below Asked what day of the week will work better. > I got your email. It has been crazy getting ready for concerts. Sometime during the week of the 16th is fine with me. > I am only available from 10:10-10:27 or from 2:40-3:15 during the school day so my preference would be the 2:40-3:15 time so that if the meeting runs longer I don't have to worry about my next class. 05/09/16: > BJS and DD discussed departure and return dates and times - came up with much more workable option. > Depart Tues at 9:30 AM and the do HUB on Wednesday upon arrival in Orlando followed by Day at Park. > Three park days are W, Th & F, departing Friday night and arriving home on Saturday evening. > DD to share with Darian for his approval. 05/09/16: > Per DD, Darian loved our idea and no one else had suggested any of this to him. Very impressed. > BJS, TPW and CH created IOG. > JNM, please send CQR to Fullington, Martz (PA), and the other companies we sent to for Bald Eagle HS Band Orlando '17. > JNM, please make attachments as needed (BJS added Disney PAOS already). > TPW, please send specs to Jennifer at BV Suites and add attachment and make notes. > Please return to BJS as soon as attachments are comoplete so qwe can run rates and get it on to a PTP & PP. Thanks! __X__ TPW _5/16/16___ __x__ JNM __5-12-16__ 05/16/16: > BJS sent GTM Invite for PTP Meeting on Wednesday, 5/18/16, at 2:45PM. 05/16/16: > BJS ran rates - he wants 4 comps, but mentioned ESBC program. > 4 comps is outrageous with a group of just 55 - really inflates his rates. BJS made it two and then he can get two more ESBCs if we have his K and deposit before 07/06/16. > Cannot get all-inclusive meal plan with a $750 max budget, so BJS made some adjustments to get him where he wants to be price wise - we can always add some meals in if he sees the light on all-inclusive. > BJS ran rates and entered in TPMS, then gave to CH for PTP & PP Prep. 05/17/16: > BJS reviewed PTP and sent back to CH for PP Prep. 05/18/16: > BJS and DD had PTP GTM and all went well. > Never rec'd any other quotes or even calls from the other two companies! > Extremely impressed and pretty much committed to us on the call. > Trip will also include the Choir. > Dave to update TPMS with Choir Director's current info. > BJS sent him the Susquehanna PPBCC as it was received after the meeting. 5/19/16: > Rec'd EM from Darius - I showed the trip with the dates we discussed to my administrators. Their concern is if we get snow days it will conflict with the trip. If we moved it to the 13th-17th what is the price difference if any? Sorry to do this to you. I was under the impression that we had more snow days built into our calendar than what we actually do for next year. Darris 05/19/16: > BJS responded. Darius: I expect things to stay the same, but in order to guarantee, we will have to go back to the hotel and bus company to check their availability and see if there is any change in rates. Since you mentioned yesterday the possibility of a larger group size, now would be the time to pursue a 2nd coach and additional rooms if needed. That being said, if you can give us your new numbers (estimated students and adults) and charter choice, we will approach that specific charter company about the new dates and the hotel about a larger block, if needed. Happy to help Darius, just let me know in the next few days if the new dates are confirmed and how you want us to proceed. Thanks, Bryan 05/19/16: > Rec'd another EM from Darius - Hello, My superintendent just emailed me and confirmed that he and the principal talked and they want the dates moved to the 13th-17th. 05/19/16: > BJS replied - please advise as to charter choice and projected number of pax (students & adults) so we can approach the hotel and bus company as needed. 05/19/16: > Per Darius - Our magic number for 2 is 80. Otherwise we are at 1 bus with a maximum of 55 and Susquehanna Trailways is my charter choice with Fullington as the second. > BJS updated number on Bible to 80 (65 + 15). > BJS updated trip dates on IOG and BIBLE. > JNM and TPW, you will need to update dates in attachments. > JNM, please check availability and rates with Susquehanna for the new dates - also 2 coaches. > TPW, please check with BVS Suites on new dates and larger block since number is now 80 (65 + 15). Get hotel K as able. __x__ JNM _5-23-16___ __x__ TPW __5/23/16__ 5/24/16: > Per Darius via EM to DD - David, I'm sorry for the wait. At this point I'm not sure what to do. I would like to say 80 and try for that magic number but I don't want to end up stuck if we can't get all 80. As of now, I have 65 that are interested but that's not the magic number to make it. I think that with incoming students and the fundraising opportunities we could get to our magic number. What are your thoughts about this? Can we say the 80 magic number which includes (8 adult chaperones/ directors) and if we have to cut it back do it? I'm not sure and we are so far out that some parents/ students are hesitant to make a firm commitment (which I understand). Also, Susquehanna Trailways is the charter company as long as the price is still below that of Fullington. Darris 05/24/16: > DD, please let Darius know that we can and will work with the 80 he suggests (72 + 8). Always better to start with more and be able to reduce than to start with less and then need more and not be able to get the bus or the rooms. > We will keep the comps at two (plus the option for two additional ESBC's per the PTP). By keeping it a two (2), if they end up with just one bus, two comps will help with the budget. > With this said, we will make the necessary changes and calls to make sure everyone can do the higher number over the new dates and once confirmed, hopefully in the next few days, we will put together PTP Revision I. Thanks! 05/24/16: > JNM and TPW, please review and update all attachments and notes. Are new dates (June 13 - 17, 2017) and numbers (80 = 72 + 8) doable for this group? __x__ JNM __5-31-16__ __X__ TPW _5/527/16___ 06/01/16: > BJS reviewed attachments and then re ran rates and sent to CH for PTP Rev 1 Prep. > Rates did not change, just the number of pax and the dates. > CH completed PTP Rev1. 06/02/16: > BJS emailed PTP Rev1, IOG Rev1 and PPBCC for Susquehanna to Darius and CC'd DD. Darius: We were able to confirm all of the changes for the Band & Choir’s trip to Orlando. New dates a re all set, hotel room block has been increased to accommodate the possibility of 80 participants, and your selected charter company, Susquehanna, has two coaches available for your group June 13 – 17, 2017. I am happy to report that your group rates are unchanged. Please review the attached and let us know if you have any other questions or concerns so we can finalize these arrangements and get you your group’s E-Agreement and Disney Applications. Thanks, Bryan 06/07/16: > Per DD, Go to CONTRACT! > Will be 4 payments, with $100 pp due 07/12/16 in order to get the two ESBCs and then the remaining balance will be divided into three additional payments due on 10/14/16, 03/14/17 and 04/28/17. > BJS renamed IOG and PTP Rev 1 to the Contract Version. > BJS created INVs. > CH, ready for K. ____ CH ____ 6/9/16: > TW sent E-Agreement and Disney PAOS Applications. 06/24/16: > BJS sent EM to DD re: Status of E Agreement? 06/29/16: > Rec'd PAOS Application, but videos need to be more recent. 08/16/16: > DD is reaching out ot Darius ot see what is going on with K, etc., and TPW is resending E-Agreement. 8/16/16: > TW re-sent E-Agreement from Adobe and cc'd DD. 8/24/16: > As an update, TW has still not received a signed E-Agreement. > E-Agreement rec'd 9/21/16 > CH rec'd payment check # 2863 $8,000. 9/23/16 > Rec'd signed Agreement. > As this group is now UNDER CONTRACT, please review and proceed as needed. __x___CH__9/27/16___ _____TPW_____ _____HMS_____ 10/26/16 > CH rec'd payment $10,056 ch#2875 12/11/16: > BJS corrected the Director's First name, it is Darris (according to Disney application), not Darius . > BJS sent PAOS application packet to Darris. > BJS then found completed paper work, but saw TPW's sticky note on outside of purple folder that they need updated performance videos. > BJS sent 2nd note to Darris . . . Darris: My apologies for re-sending the Disney PAOS Application. We had a staff member leave our employ last week and I was reviewing the Disney accounts and saw where your group’s Performing Arts On Stage Application was incomplete. That being said, I resent the entire application packet and all we really need is updated video links. If you could please send me the links directly, I will make certain they are forwarded on to Walt Disney World and your application is complete. Thank you for your timely assistance with this one remaining portion of your application and again, I am sorry for sending more than was needed earlier this evening. Sincerely, BJS. 12/13/16 > DD note from Darris > I did get the email and have got the paperwork underway. > We hit a MAJOR snag in the whole plan. I just got an email from my booster treasurer (he took over payments and names once I sent him the original numbers and list) He has only received 43 student payments and 8 chaperone payments. > We have both sent out MULTIPLE reminders and information about payments and I have talked to parents many decided they were not going even though they signed a commitment form. > SO, we need to change and do a 55 passenger bus. I know it will be full I also know only 2 directors will be covered but cost wise it will be MUCH more effective than the original plan. > I'm sorry for this change. I'm going to call Brian and see what we can or cannot do. Hopefully it will still work. 01/11/17: > BJS sent another EM to Darris re: video links for WDW. > Reviewed DD's note from 12/13/16. > CH, please release one coach from the charter company so they will now have just one (1) bus instead of two. > CH, please review hotel block and adjust as needed also. > BJS updated numbers on IOG to 55 (this is a few more than the 51 he mentioned above, but better to have a few extras just in case, until room list and all other forms are due. BJS used 55 (45 + 10) for IOG and Bible. > BJS NEED TO LOOK AT RATE ADJUSTMENT ONCE FINAL NUMBERS ARE RECEIVED. __x__ CH _1/11/17___ 01/18/17: > BJS called and LVM on school VM - We need your Disney Video links in order to complete your application!! 1/23/17 Latest from Darris (link is here) note his question !Here is the link to my video. It is on google drive because it is 19 minutes. Can you let me know what the changes would be due to the number of people changing as per my earlier email. Thanks, marching rams band show.MPG img-0.png (10.6 KB)img-1.jpg (5.4 KB) 02/21/17 > DD 2 messages from Darris Darris DeRemer has shared the following video: Disney Audition video.MPG Sender's profile photo David, Here is the new video. It is taken from our night without seniors so it is closer to what the size of our ensemble will be and showcases the ability of the students that will be attending. Hi David, I was wondering if you had gotten a chance to get me information about the smaller group. I emailed back in December with changes in numbers. I haven't heard anything about change in cost ect. The music boosters have a meeting tonight and they are nervous because the cost should be less if we are taking less students and they have another payment due to CCIS. They don't know how much they should pay because of change in cost of the trip. I haven't heard anything about changing it. I've copied the email that I sent in December. At that point Bryan was at the Mid-West Clinic. Please let me know what we can do to make this trip happen with the new numbers. Like I said in December and when I finally spoke to Bryan on the phone I'm disappointed that even though I had people sign commitments they didn't follow through and unfortunately there isn't much I can do about that. Let me know asap. Thanks, Darris PS- I sent you a different video. I finally got it off of my hard drive. (It went mia for a while my wife had it in her school bag). 03/02/17: > BJS sent EM to Darris - Darris: With the smaller numbers, will both the band and choir still be applying for performances or will it just be the Marching Band? Regardless, I need updated (estimated) numbers for the following, so I can properly update your application: TOTAL NUMBER OF TRIP PARTICIPANTS: _____ a. Students (Performers): _____ b. Adults (including Directors, Chaperones, Non-performers, etc.) _____ NOTE: Lines “a” and “b” MUST total the Total Number of Trip Participants as list above. MARCHING BAND Instruments: _____ Drum Majors: _____ Flag Unit: _____ Auxiliary: _____ Directors: _____ Chaperones: _____ CHOIR (if applicable) Singers: _____ Directors: _____ Chaperones: _____ If the choir is performing, does the most recent video you provided include the choir? If not, I will need the video links for the choir as well - before your application can be re-submitted / updated. Thanks for your quick attention to this request for information, BJS. 03/02/17: > BJS sent EM to Darris - Darris: I know you are wondering how your lower numbers may affect your group’s rates – we do all we can to make the impact as minimal as possible for each student. Please send me what you project your Room List to look like and I will be happy to prepare an Estimate of your total charges. Thanks, Bryan 03/18/17: > BJS sent EM to Darris - copying and pasting the emails from 3/2/17 that we still need answers on . . . Darris: These are notes from our system that I am still in need of answers to in order to proceed – these messages were sent via email on 3/2/17 Please advise ASAP so we can get everything finalized. At this point, your Disney participation cannot yet be confirmed. 03/18/17: > Dave, see notes from 3/2/17 and again today - I need your help with this guy - we need these answers from emails on 3/2/17- so please stay on top of him. I do NOT need updates to know that you sent him an email or left another message, at this point - what I need is the answers. Thanks for your help, BJS. 03/18/17: > Rec'd answers from Darris re: 03/02/17 questions in order to complete Disney PAOS Application. 03/18/17: > Video link is through Google Drive and WDW cannot accept these - so BJS sent another EM to Darris - Darris: The video link you sent is through a Google Account and Disney cannot accept these. Please upload the video to YouTube and then send me the YouTube link so I can proceed with your application. Also, will the students be wearing what they have on in the video for their marching performance in Orlando Thanks, Bryan. 03/18/17: > BJS reviewed and deleted the USBands Membership since they are so far below K numbers. > That is the only change necessary since trip was originally based on 55 and then he upped it to 70+. > BJS took his projected package breakdown and created an estimate and emailed to Darris. Final Numbers / Forms are not due until 4/13/17. 03/29/17: > Darris called with a few questions - > They are going to take a mini-van for some equipment, so choir performance could be Friday if necessary as it could come back stage if they had a midday in park performance to meet the kids with the choir uniforms. > Also wants to know if the band can wear mouse ears for the parade in place of the regular uniform hats? 04/05/17: > Rec'd PAOS performance confirmations for Band (Thursday) & Choir (Friday). > BJS updated IOPG accordingly, as able since choir location and time are still TBD. > Per BJS conv with Darris, they want to keep Band Perf on Thursday and Choir Perf on Friday. He is fine with the additional cost of a local charter for Friday. BJS told him to expect approx. $600 for the 5-hour minimum. > CH, please attach Academy Coach and make Evelyn aware that it looks like we are going to need one coach for Friday, 06/16/17, to provide a local charter for the choir's Disney performance (Time and location TBD). __x__ CH _4/6/17___ 4/17/17 > CH reviewed all forms rec’d on 4/10/17 (RL, FPGF, & HIF). > Total Pax = 58 PAX (48 + 10). > RMS / PAX 06 St / 36 00 Qt / 00 03 Q / 12 02 T / 06 02 D / 04 00 S / 00 TOTALS = 13 ROOMS and 58 PAX (48 + 10). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL pack to Hotel on 4/28/17 – PCCF due 4/27/17 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 58 bags and 116 tags. __x___ MES sent 4/18/17 FedEx __X__ HMS __X__ 05/01/17: > BJS emailed and mailed Final Inv #6206, $19,639.00 and made due 05/08/17. 05/09/17: > Darris sent PCCF with BJS permission because of special situation. > One additional adult, so total pax is now 59 (48 + 11). > This new adult, Tory Ballenger, is going into an existing triple adult ladies room, making it a quad with Mary Lou Stoner, Tammy Woodring, and Rhonda Wolfe. > BJS updated Bible and IOG number. > REVISED Total Pax = 59 PAX (48 + 11). > REVISED RMS / PAX 06 St / 36 00 Qt / 00 04 Q / 16 01 T / 03 02 D / 04 00 S / 00 TOTALS = 13 ROOMS and 59 PAX (48 + 11). > As these numbers habve been REVISED and GUARANTEED, please review and proceed as needed. Thanks! ____ CH ____ ____ HMS ____ 05/09/17: > BJS emailed and mailed INV #6206, (updated) $20,044.00. It is currently due. 05/11/17 > MES Check #2890 was received for invoice #6206 in the amount of $19,639.00 leaving a balance of $405.00 on the updated invoice #6206 that was sent out 05/10/17. 5/31/18: > BJS em'd Final Itinerary to Darris et al - Darris: Attached please find an advance copy of the Final Itinerary for your group’s up-coming trip to Orlando. Your group’s QR Code half-sheet is also attached. This needs to be provided to each member of your group and their families so they will have access to the Final Itinerary via their smart phone / device. For anyone who has a smart phone, it is important that they use the QR code, for it is how we will communicate with the group should there be any changes to the itinerary due to inclement weather, etc. Your complete packet, including all tickets, meal coupons, etc., will be delivered prior to your departure. Should you have any questions or concerns, do not hesitate to reach out to Brett Taylor (301.442.3589) - he is a pro at these trips! Wishing you all the best for a safe and wonderful trip. Thank you again for allowing us to be of service to you, your students, and their families. Sincerely, BJS. 06/01/17 > MES portfolio for trip sent via FedEx. 06/05/17 > MES Check #2897 was received in the amount of $405.00 for invoice #6206. PIF 06/28/17: > BJS sent EM to Darris - Darrius: I wanted to let you know that Susquehanna will be sending a “good faith” refund check to your attention at the HS in the amount of $906.50 for the issue you had with their coach on your return from Orlando. They will also offer a 10% discount on any trip you might use Susquehanna for in the future. Have a great rest of the Summer and do not hesitate to contact Brett Taylor (301.442.5839) if you have any questions or concerns. Also, if you have not already done so, please complete and return the Tour Evaluation Form attached. Thanks, BJS. > CC'd BT and CH. 7/18/17: Darris called me back: > talked about the bus issue a bit. > Glad they took a van. One of the buses had a wheelchair ramp that took up an entire storage compartment. They made it work. > Trip went well. Liked using the HUB. > Hotel was "fine" other than there was a wrestling group on the same floor - they were wandering around half dressed, etc. > Staff was a little "funny with him" when he checked in. Comment about making sure your kids aren't noisy and are respectful of other guests. > Rooms didn't have enough towels. If they know how many are in a room 6. Couches weren't made up? Is this something that they are supposed to do up front if they know there is 6 to a room? > Nice stay, excellent breakfast. > Hotel didn't have a list of who was in what room. Just had cards but no room numbers with the list of names - it worked but it was not convenient. Hotel should have had this right? > Parents complained about not getting tix earlier so they could sign up for fast passes. BT explained that Disney doesn't send them to us that early. > Really pleased with trip overall - just dealing with stupid parent complaints. > Original plan was to take ST bus on last day, contracted tour bus to etc. So they rode "new bus". Left their bus at hotel, which was good since he went to get AC fixed. Left van at Epcot. It all worked out - he tweaked our itinerary to make it work quickly. > Felt like he knew what was going on, trip well planned. > Breakdown of communication with driver and their office. They didn't have itinerary, etc. Didn't know where relief driver was in NC? > Going forward - trip every other year. 7-12 school. 1 year is jr. high trip (day trip). next year is HS trip. > So 2016-17 was Disney, 17-18 will be day trip, 18-19 will be sr. high trip., 19-20 jr. high, 20-21 will be Disney again. > They did Cleveland at last "smaller trip" and it worked well. Something less expensive. Williamsburg would have been an option too, kids chose Cleveland. Under $400 for that smaller trip? > He is looking for a new gig for the following year - might apply. Will keep me posted.
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