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Mon May 22, 2017
Trip Name
Hickory High School Choir (VA)-Orlando, FL-04-10-2017
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Final PAX
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Trip Notes
( Print Note )
( E-Mail Corporate )
Chesapeake, VA to WDW = 780 miles / 13 hrs. non-stop 7/19/16: > BT spoke to Dave about his 2017 trip. > He wants to go to Disney from April 19-23, 2017. > He's interested in the workshop this time. 3 days in park, no hopper. > Budget, around $700 or less all-inclusive with trans. He knows prices have gone up. > 70 students + 10 adults. He wants to look at the Venture 81 pax bus as well as get quotes from others. Like last time, there is potential for his numbers to go up a bit, he could switch to 2 55s. Wouldn't have more than that. > Can depart at 4pm on Wednesday. If possible, Hub for breakfast and shower - I did the math and it's close I think. If not possible, not a big deal. > He liked Radisson last time, open to suites idea to keep cost down. We also had a convo. about on vs. off property. I couldn't put my finger on the chart that has the 2017 Disney on property rates. I was trying to look at the cost difference for his dates. Can you put that in the dropbox? I think you texted it to me and I lost it. > Needs 3 double comps. He's bring his twin 7 years old kids and his parents have agreed to have them as comps. They would be in a triple with Dave. > He said last time they ended up doing dinner at Disney Springs on the last night before they left. Not a necessity, but he's open to it. 7/27/16: > BT spoke to Dave re: BJS question about shifting to Thursday-Monday to allow for BVS usage and $ savings. > Davis is good to go for this change, he just wanted to make sure they didn't arrive too early Monday am as they have one "stuffy" administrator who would say the kids need to get cleaned up and attend school. > By my estimation, they wouldn't get back until around 1pm, which he said would be fine. 07/27/16: > Based on BT conv with Dave Cowell, made change in dates to Thursday - Monday in tpms. 7/28/16: > BJS updated dates on IOG and then reviewed IOG TPW created - all good! > CH, please call Venture to see if they have one of their 81-passenger coaches available for this group's dates and if so, please have them "put our name on it" and send them CQR ASAP. If not, send CQR per SOP to Venture, Newton and Fun Tours for 2- 55s. > TPW, please make / update all attachments as needed - remembering, this is the PAOS with Disney Sings Workshop, not a performance involved. > Please return to BJS as soon as attachments are complete so he can run rates. Thanks! __X__ CH ____ __x__ TPW _7/29/16___ 07/28/16: > Per CH, Venture 81 is sold out so she is sending to all three companies for 2-55s. Per BJS, this is probably not a bad thing since his numbers on his last trip went past 80 and trying to find 2-55s later into the season, especially for a trip in April, would be an extreme challenge. 07/30/16: > BJS reviewed and finalized attachments and then ran rates and sent EM to CH to let her know it was ready for PTP. Obviously, we will need to add bus quotes as they are received. At this point, not sure if she has access to system in TRUCK on her way to her NY lake vacation or not. If not, BJS will have to complete PTP. 8/15/16: > CH completed PTP with all remaining quotes and then BJS sent PTP and IOG files to BT so he can share with Dave Cowell. > BJS also asked TPW to send Dave Coweel the Disney PAOS Workshop Application. 8/22/16: > BT sent PTP to Dave last week and responded today. > "I think I have run into a bit of date problem with both my school and personal schedule and I might need to look at new dates. Would it be possible to start work on a and proposal for a different set of dates to get the ball rolling just in case?" > BT responded asking about when we would know for certain about new dates. Will advise. > He is thinking it may need to be April 10-14. 08/30/16: > Still no decision on possible date change, Dave will advise ASAP. 9/8/16: > Dave got back to me tonight re: date change. Unfortunately, they have to move trip to spring break. > Now departing Monday, 4/10/17 noon or later. I would keep departure same as current IOG to keep HUB. > Park Tuesday/Wed/Thurs. > Depart Thursday evening and travel overnight. Keep same as current IOG. > All other details incl. numbers are the same. > He asked if we could check on the 81 pax bus through Venture for these dates as well. 09/17/16: > BJS updated IOG to reflect new days and dates - IOG Rev1. > BJS updated dates in System as well, to Monday, 4/10/17 - Friday, 4/14/17. Trip is exactly the same (no new inclusions, etc.), just shifted to earlier in the month of April and now Monday - Friday instead of Thursday through Monday. > BJS updated dates on ALL attachments. > CH, please call Venture to see if they have one of their 81-passenger coaches available over the group's NEW dates and if so, please send them an IOG / CQR and get the 81-passenger coach held. If they do NOT have an 81 available, please resend CQR to Venture, Newton and Fun Tours. > TPW, since time is of the essence and it is a Saturday, BJS went ahead and sent EM to Jennifer at BV Suiters to see if she could accommodate the group on their new dates since that is where they were to stay on the original dates. > TPW, please contact Disney about Date Change since you already submitted their application based on the original dates. > HMS, please contact the HUB and make the necessary arrangements for their visit on Tuesday, 4/11/17 at 7:30AM. > Thanks everyone!!! _X___ CH _9/20/16___ ____ TPW ____ ___x_ HMS _10/4/16___ 9/20/16: > BT spoke with Dave re: Holiday Inn Resort Waterpark since BVS not avail for new dates. > Dave is fine with this, but please leave the word "Waterpark" off of IOG. This is what he sends for approval and they are not allowed to go to waterparks. Won't be an issue, just leave it off. 9/24/16: > BJS completed revised rates with Holiday Inn Orlando Resort. > Package prices had some increase due to this being a Spring Break week, but since 81-pax bus from Venture is available, total trip cost per person has actually gone down with transportation included. He has a max of 81 pax however. > BJS completed TO K Version. > CH, on Monday AM, please print TO K Version (in color with page 1 on new letterhead), IOG K Version (in color), and Venture's 81-pax PPBCC, then SCAN together and save as Hickory HS Choir Orlando TO Pack K version and send PDF file to BT so he can share with the Director. Thanks! __x__ CH _9/26/16___ 9/26/16: > BT sent revision to client, he will submit for approval immediately. > He wants to remove GTV. > He also asked about getting quotes/holding 2 55 pax buses from Venture in case his numbers go over. This has happened in the past and he had to switch. Please advise on how to respond to this. 9/27/16: > BJS marked GTV INACTIVE and reduced rates by $10pp. Sextuple now starts at $559 student. > CH, please contact Venture and get rate for 2-55s. He wants the 1-81, but if his numbers increase, as they did last year, he may need to switch to 2-55s. I know they won't guarantee they will be available, but get their opinion on what his chances are of being able to make the switch a few months down the road based on his dates and their current availability. Since his trip is Monday through Friday, not the typical over the weekend trip, they may be better . . . will be interested to see what hey say so we can prepare the client accordingly. Thanks! __x__ CH _9/27/16___ 9/27/16 > CH contacted Venture RE: switching to 2-55s if needed. they gave us a quote back on 8/1/16 for 2/55s. the cost was $11,766.00 / 55. Their quotes are only good for 30 days, but that price gives us a frame of reference as it would be similar to that price if they didn’t honor the original quote. There are still 55’s available for those dates and based on similar dates last year they should be able to make the switch, however they ask for a minimum of 3 months advance notice. Obviously the sooner the better as that is their busy season. > BT informed client of the 55pax bus issue and suggested he set a deadline of 3 month prior to departure to decide. 9/27/16: > Dave replied to bus question "perfect". He will plan to have his final numbers well before the 3 month mark. BT set a reminder as well. > Earlier he had asked about dinner at Disney Springs one evening. BT expl. that leaving it out was likely to maximize time in park as well as eliminate driver hour issues. He technically could do it on his last day if they took Dinsey transportation and had their buses pick them up there. He has not replied about that. > Pending that decision (not sure what it would do to his cost), he is ready for K. 9/28/16: > Dave would like to depart the park on Thursday around 5pm via Disney trans and go to Disney Springs for dinner ($15 meal credit) and let the kids hang there for their coaches to depart for home. > BT looked at price for Disney Dining Card in system, it's $15. This should be an even trade. > Ready for K. 9/28/16: > BJS updated IOG per BT's email from earlier today and called it K version. > BJS updated attachments as needed. > BJS updated TO as needed and called it K Version. > CH, please add IOG and the Venture 81 PPBCC to the TO K Version. > As this is going to K, please review and proceed as needed. __x__ CH _9/29/16___ __x__ TPW __9/29/16__ __X__ HMS _10/14/16___ 10/26/16: > BJS created invoices and we are ready for K. __x__ CH __10/26/16__ >10/26/16: > TW sent E-Agreement 11/30/16: > Good news, Dave finally got trip approval. > K should be forthcoming. 11/30/16: > Rec'd signed E-Agreement. 12/6/16: > CH printed from Adobe account. > As this group is now UNDER CONTRACT, please review all inclusions and proceed as needed. > BJS updated IOG to show their Workshop Time and location and also updated the Workshop attachment. This group is a workshop only group - no performance. > MES, please be sure to include the updated IOG in the GLH. > MES, please mail GLH on 12/7/16. ____ MES _X___ mailed 12/7/16 ____ CH ____ ____ HMS ____ 12/9/16 > MES check #1229, in the amount of $15,270.00 received. > 12/16/16 MES TPL Letter received 1/4/17: > BT got a Dave update - check should be in the mail by 1/8. > Also, per note on 9/27/16 - Dave is definitely sticking with the 81 pax bus. > BT sent forms and reminded of due date of 2/8/17 - he's on it. 1/16/17 > MES Check #1236 was received in the amount of $22,797.50. 2/8/17 > CH reviewed forms rec'd on 2/2/17 (FPGF, RL, HIF,& FAF) > Total Pax = 77 PAX (69 + 8). > RMS / PAX 08 St / 48 03 Qt / 15 02 Q / 08 02 T / 06 00 D / 00 00 S / 00 TOTALS = 15 ROOMS and 77 PAX (69 + 8). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL pack Hotel on 2/23/17 – PCCF due 2/22/17 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 77 bags and 154 tags. ____x_ MES __2/10/17___ ___X_ HMS ____ 03/12/17: > BJS reviewed numbers and actually over K minimum, so no changes. > BJS emailed and mailed final inv #6182, $19,008.50, and made due 03/24/17. 3/20/17 >MES Final payment received Check #1252 in the amount of $19,008.50. 03/20/17: > BJS sent BRF to JAF for CC. 03/29/17 > BJS EM'd Final Itinerary to Dave et al - Dave: Attached please find an advance copy of the Final Itinerary for your group’s up-coming trip to ???. 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, dining cards, meal credit cashier’s check, etc., will be shipped from our office via FedEx this afternoon and arrive later this week. Should you have any questions or concerns, do not hesitate to reach out to Brett (301.442.5839) - 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. > MES also mailed Final Itinerary Packet via FX Ground. 4/19/17: > overall fantastic > Some issues with the bus - brake issues getting out of town, but they handled it pretty well. 2 hour delay. > HUB was great - first time there. Cool thing. So convenient. > Hotel - little wonky at first. Security guard handed Dave the envelope, no one from hotel explained what was in it. Would have been easier to have a hotel staff person there when they arrived. Breakfast was very good, rooms were well taken care of, overall fantastic. Probably miscommunication with security. > Workshops really fun! > Very smooth trip overall. > Taking a week off before thinking of next year's trip. Thinking NYC or Atlanta. Proabably late April. > Touch base in early May. 5/22/17: > BJS sent EM to Dave Cowell - Dave: CONGRATULATIONS!!! The Hickory HS Choir has won the CCIS #PhotoContest for the Spring of 2017. Your group’s $250 Gift Certificate from JW Pepper was ordered this morning and is being mailed directly to your attention at the school. Tomorrow, we will be sending 77 $5 Starbucks’ Gift Cards for each of your trip participants – Enjoy!!! When you receive these items, please take a picture of some of your students with their cards and share it on social media, again using your group’s unique CCIS hashtag. We will then be sharing this on all of our social media outlets. Thanks Dave and hats off to you and your great bunch of singers!!! All the best for a fabulous and well deserved Summer, Bryan.
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