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Thu Oct 13, 2016
Trip Name
Fleetwood Senior High School Music Dept.-Pigeon Forge, TN-04-06-2017
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Fleetwood HS to Gatlinburg = 607 miles / 10 hrs non-stop 6/17/16: > Client notes per DD - * Pigeon Forge, TN and Dollywood * Dates April 6 to 9, 2017 * We’d like to do an adjudicated festival and really like working with “Spectrum of Richmond” and their “Fiesta-val” trips – they have a festival this particular weekend in Pigeon Forge. Adj./comp. Friday Dollywood on Sat. Performing groups: Marching band(parade?),Concert Band, Jazz Band,2 Mixed choirs,Mens choir, Womens Choir,Madrigals, Full Orchestra, Chamber Orchestra * Four buses - traveling with “Elite Tours” out of Ephrata, PA 1 bus needs to be handicap accessible. * Planning on a Thursday, April 6 Departure, returning Sunday, April 9, 2017 > Open to any other ideas or activities we come up with. > Budget: $500-$600 > Proposal August 1 06/21/16: > BJS added to Status Schedule, White Board & AE Priority List > BJS assigned Gatlinburg / Pigeon Forge to CH. 07/26/16: > BJS reviewed IOG which CH created, made a few adjustments after corresponding with Jenny at Fiesta-val. > BJS and CH selected SpringHill Suites Pigeon Forge as hotel. > CH, please send CQRs to ELITE, their preferred carrier as well as a few others from past years. PLEASE NOTE< one (1) bus needs to be handicap accessible. > CH, pleas complete attachments and make any necessary calls to restaurants, etc., for updated rates and reservations, so we can get this completed and out the door ASAP. Thanks! __x__ CH _7/28/16___ 07/29/16: > BJS reviewed and updated attachments as needed and then ran rates and sent to CH for PTP prep. NO PP Required. 07/29/16: > CH completed PTP and then BJS prepared PTP Pack and emailed to DD so he can share with Director. > A few notes for DD . . . in case he has sticker shock - - Fiesta-val Package is EXPENSIVE ($150 / Student and $60 / Adult). This gets them festival performance & Admission to Dollywood (FYI, Dollywood is like $30pp, so they are charging $120 / student to be in the festival)! - If he needs to cut back, He might consider departing on Saturday night after Dollywood and travel home through the night, arriving back in town on Sunday morning. > DD, please call me of any questions, before sharing with Chuck. Thanks! 8/10/16: > BJS sent EM to DD to get update on Chuck . . . 8/16/16: > BJS and DD discussed some coast cutting options. > Fiestaval is the only game in town this particular weekend, so we are stuck with them. > Not much else we can cut, BUT - depart Saturday noght after Dollywood and get home Sunday AM would save about $50pp sextuple. Delete GTV dvd and thats another $10 off, so some options for DD to discuss with Chuck. 08/25/16 > DD word from Chuck: Could we do only one dinner stop on the way home? I know we’ll have to stop, but only once where we give them money.. * Would it save anything if we’d just give them cash Friday evening when they’re in downtown Gatlinburg, instead of eating as a group at Hard Rock? * How much would it save to not include a dvd? * Is there any way we could “trim” the breakfast? We want a good breakfast, but just wondering if there’s “wiggle room?” * I don’t think we want to travel through the night on Saturday, but thanks for the suggestion > I like what you’ve put together, but if we could get it down in price a little, that’d be great! > We’d need the four buses from Klein Tours, with one of them being handicapped equipped. 08/25/16: > DD phone conv. w/Chuck - some cost cutting moves and questions > cut travel video > cut from package 1 meal on way home > How much would be saved by giving each a meal voucher instead of hard rock > scale down breakfast. savings? > Logical meals to cut from package? > Does not want to travel thru the night > Any other ideas? 8/25/16: > BJS created IOG Rev1 based on Dave's conv with client. > Made Lunch en route on day 1 on own, as well as lunch en route on the last day on own. > removed Group Travel Video. > This created $30 of savings per person. > IS the $30 enough? If not, where does he need to get to? > Cannot really scale back on Breakfast at hotel as it is included in the room rate. > Dinner at HRC is about $18pp, so the kids might be hard pressed to have dinner for much less - if it was changed to a meal credit, I'd suggest $15, so it is really only a $3 savings . . . > BJS created PTP Rev1 Pack and emailed to Dave. > BJS updated rates on Bible Screen to reflect the $30 savings. > CH, please get charter K from Klein. ____ CH ____ 9/1/16: > DD email from client. We’d still like to try to trim a little…. What about these things? 1. How much is the lunch on Friday? Our music association often provides a picnic sort of thing for the kids in the middle of the performances. Subway is easier, but if we could save a few bucks, they’d be willing to do that. 2. We really don’t need any “swag” - you guys do a great job, and that’s all we’re interested in. :-) I.e. - would it save anything if we wouldn’t get the Apple Watch, the US Bands membership, the Sport Sack, or do the site visit? Thanks, Chuck 09/07/16: > DD, please let Chuck know that we can remove the Lunch at Subway if the Music Association wants to handle this and delete the USBands Membership for a savings of $15 per person. > We could make the Lunch at Dollywood "on own" and save another $10 per person. Total savings with these suggestions = $25pp. > They will still receive the Apple Watch and CCIS Sport Sack as those are not charged to his group. > A suggestion about the Apple Watch, some groups use it for a raffle / fundraiser, so you might want to mention that - $5 / ticket and sell 100 tickets and make an easy $500 - all profit! > Please advise ASAP so we can proceed as needed. Thanks! > Rates in TPMS (starting at $429/student sext) reflect no changes discussed above. 09/09/16: > Dave rec'd EM from Chuck - Hi Dave, Unfortunately, we’ll have to travel without CCIS this year. Although it will not be a “cheap” trip, we need to save a little more on the cost than what you’re able to offer. Thank you for your work, and if you’re interested, we’ll probably look you up again next time we go to Disney. All the best, Dave. I enjoyed working with you, Chuck 09/09/16: > BJS called Chuck and explained how Fiesta-val is the largest part of this trip / budget. Said how their Festival Rate increased nearly $50pp in the past two years - $25 this year alone. > BJS offered to keep the two lunches and still drop the rates by $25 pp - we have nothing to lose at this point other than a nearly 200 pax trip for which we have already done most of the work. > He appreciated the offer and will definitely consider. He seems to be leaning our way after we made this concession and ran the numbers as it should be under their $600 max. Part of the equation, which we never knew until now, is that they build in and have the students pay for all 20 adults! > Chuck will consider over the weekend and then we are to talk again on Monday. 09/11/16: > BJS made TO Rev2 with updates / price reduction and then sent EM to Chuck. Rates below reflect these changes. Only thing going away is the USBands membership. Chuck: Thank you for taking my call Friday afternoon and allowing me the opportunity to explain what we Tour Operators have been facing with Fiesta-val and the significant increases in their festival rates over the past several years. I took some time this weekend to see if there might be a lower cost option with another festival company; unfortunately, over your group’s dates, they are the only show in town. There are several possibilities later in the month and into early May, but nothing else your particular weekend. Regardless, as I committed to you when we spoke on Friday, we will honor the $25 per person price reduction Dave presented to you earlier last week without removing either of the lunches – Friday’s Subway delivery to the performance site and Saturday’s lunch at Dollywood. I have attached your updated Trip Orchestration (Revision II) and the student rates start at $404. I trust this reduction in rates will now allow you and your group to travel this Spring with CCIS. As you know, with CCIS, your trips reservations are always in place before we ever present you with your arrangements, so at this point, the majority of our labor here in the office is complete. You have been a staunch supporter of CCIS and all that we stand for in our continued efforts to make a real difference and impact on the student travel industry. I am grateful for this support! I look forward to hearing from you on Monday. Sincerely, BJS. 09/12/16: > Rec'd EM from Chuck - Hi Bryan - Thanks for all of your work. Unfortunately, I think we’ll just go with planning it ourselves. Even with all the adjustments, we’re still coming in above where we need to be. I’m not trying to be hard-nosed or unappreciative of CCIS – I understand what you’re dealing with. Due to the school schedule, we’re pretty much tied in to that particular weekend, and we’ve always appreciated Fiesta-val and the product they offer to students and directors in the way of adjudicators, performance sites, and the professionalism with which they run the adjudications. So we really can’t be flexible in that regard either. I truly hope to work with you again, but we never dreamed that going to Tennessee would be so expensive. Therefore we need to trim wherever we can. Again, I’m sorry, but we’ll have to run it on our own this year. Respectfully, Chuck Ebersole 09/12/16: > BJS replied - Chuck: I appreciate your honesty and am sorry that this is the decision that had to be made. You know we really enjoy working with you and your colleagues and I am well aware of the challenges of the school calendar. It is unfortunate that the festival company has continued to raise their rates at such an alarming pace. I look forward to our work together again next year – it is always a pleasure! Sincerely, BJS. 09/15/16: > Please CANCEL ALL as needed :-( __x__ CH _9/15/16___ __x__ TPW __9/15/16__ ____ HMS ____
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