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General Trip Information
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Wed May 02, 2018
Trip Name
Shaler High School Music Dept.-Orlando, FL-04-11-2018
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OR
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Youth
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DOF
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Time:
End
Date:
Time:
Contract
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Deposit
Due
Received
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First Payment
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Received
Final PAX
Due
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Final Room List
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Received
Hotel Info Form
Due
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Balance
Due
Received
Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Shaler HS to WDW = 993 miles / 16.5 hrs non-stop 4/12/17: > EM received from George: Hi Steph - > I hope that all is well! Kris and I wanted to email you as soon as possible regarding the buses. As usual, we LOVE BARON! So, after sitting down with our Activities Director today (and of course pending board approval) we came up with some dates. We are planning on traveling to Disney next year. We are still deciding on workshops vs. performances vs. competition, traveling times, etc., but would it be possible for us to at least secure Baron, like we did last year? > We are expecting to have 8 buses since we usually have more kids travel on a “Disney” year. > Dates - April 11 - 17 (leaving after school on the 11th and returning during the day on the 17th). > SN replied, asking what their estimated numbers might be and to fill in the other information he mentioned as soon as he can. 4/18/17: > BJS entered 310 + 50 for numbers to get something in the system and started. This is just a few more than they had on their last Orlando trip in 2014. > SN, please advise ASAP when you get some numbers from George - maybe you can nail something down during dinner at PMEA. > Also, a decision on Festival Disney, PAOS, or possibly even Universal for a change and maybe a MUSIC USA Festival, would be helpful. 05/12/17 > SN and George have corresponded via EM and have come up with the following: > Numbers: 300 students + 30 adults. > Festival Disney only,so all their students can participate, although George wanted to know if there was any possibility of doing a Magic Kingdom parade also and SN advised him that would not be able to happen. 5/17/17 >HMS: 977 miles 16.5 hours >Not enough info to complete IOG at this point >slacked Bryan and Stephanie 05/22/17 > Departure time: 5pm. > Rehearsal time IS wanted at the hotel. George says 3 hours, but they will make 2 hours work. > Parks... Directly form George's EM: Last time we did 3 days in Disney (skipped Animal Kingdom) and one day in Universal (the one with the Harry Potter stuff). We would love to do one day in Universal again. The problem is, we don’t want to skip Animal Kingdom this time because of all the new Avatar/Star Wars stuff. Would it be feasible to do a hopper pass one day and try to squeeze two parks in one day? 05/23/17: > BJS reviewed and updated IPOG as needed. > BJS attached generic items + Escort & Student Watchers. > CH, please send IOG to Baron's for their rate. > CH, please attach hotel and breakfasts + hotel dinner if they can do it and rehearsal at Hotel (including any charge for the room rental / set-up, if there is one. Rehearsal at Hotel is an attraction attachment in our system I believe). > HMS, please make remaining attachments (Festival Disney, 3-Day Park Hopper Tix, Universal 1D/2P, meals, etc.) ____ HMS ____ ____ CH ____ 5/30/17: > Per CH, still awaiting final version of Hotel K as we are not signing with 50% cancel from time of signing. > Also need answer on Dinner at Hotel on night of arrival. 6/1/17: > BJS reviewed attachments and made a few minor adjustments as needed and then rates. > Quint is $949 + bus. > We had no budget for this trip, so BJS reviewed notes from 2014, their last trip to Orlando. At that time they gave us an expected number of $900 - $1200. Quad rate was $779. This is a difference of $170. > 2014 = FD 3-D Starter / 2018 = FD 3-D Hopper is $105 more. > 2014 = UO 1D 1 P / 2018 = UO 1D 2P is $35 more > 2014 / 2018 Comp cost is $15 more > Misc amongst Food, Hotel, etc., makes up the remaining difference of $15. > BJS did not do 3 tier pricing since they are always within range. > CH, ready for TO. > SN, please schedule TO presentation. ____ SN ____ ____ CH ____ 06/27/17 > SN met with George and Kristin on 6/8. They are pleased with the TO as is and do not see any changes to be necessary. > SN texted George and Kristin on 6/9 regarding a cost review to get a price generated for Tilly, but they have not responded. 7/6/17 > SN texted both George and Kristin again about the above. They are on vacation and the messages are definitely being delivered, but they are not responding, as is fairly typical of them in the summer months. > George responded via text saying they would be back next week and that they do not want to utilize Tilly for online payments. 7/31/17 > George EM'd requesting K. 8/15/17: > BJS did TO K Version as well as IOG K Version. > CH, ready for K. > Include Festival Disney Application on Deadline Schedule as due ASAP (HMS just sent it today). > 1st $ due 9/25/17, $108,000.00, INV #6238, 2nd $ due 01/10/18, $165,852.00, INV #6239. __x__ CH _8/15/17___ 8/17/17: > Had CC with Geo and Kristin. > Want PAOS MK Parade for Band + You're Instrumental for Concert Band and Jazz it Up for Jazz Band; PAOS Performance for Choir (1) and 2 Disney Sings Workshops, Geo0 will check with Shirley to see if she wants a performance or workshop for the Orchestra. > HMS to check on Maximum # of Performers for Choir & Instrumental Groups on Stages. > HMS to send all three directors PAOS Applications. > Sunday would be the first choice of performance day for the Choir and Orchestra (if the Orch performs) since they are typically at Disney Springs and will need coach access. Band could then do the MK Parade on Monday since they will have an equipment truck. > Workshops should not be on Monday due to transportation challenges. 9/7/17 > George EM'd asking about contract status.. 9/25/17 > Since we started changes at the directors' requests on 8/17, does the e-agreement on 8/15 still stand or do we need more information from them? George EM'd SN asking about the agreement. 9/26/17: > BJS and HMS reviewed Disney Applications. > Band - PAOS Parade Performance + 4 Workshops - You're Instrumental, Jazz It Up, Auxiliration, and Disney Dancin'. > Choir - PAOS Stage Performance + 1 Disney Sings Workshop. > Orchestra - PAOS Stage Performance + 1 You're Instrumental Workshop. > Rates include one performance and 1 workshop per person. If there are more total workshop participants than students on the trip, they will be charged a $32 fee for every workshop participant above their total number of students. > BJS updated IOG and attachments as needed and then ran rates. Rates dropped $4pp over the previous rates. > BJS updated TO to TO K Version - PAOS. > BJS revised and emailed 1st Payment Invoice #6238, due 10/20/2017, $107,370.00. > BJS revised and emailed 2nd Payment Invoice #6239, due 01/10/2018, $165,222.00. > BJS adjusted due date for K and 1st Payment. > CH, ready for E- Agreement. Please send before close of business today if possible. ____ CH ____ 9/27/17 > Text received from George says they expect around 255 students and 25-30 adults. 10/03/17 > MES printed fully executed contract and TO > MES processed GLH per SOP > As this group is now UNDER CONTRACT, please review all and proceed as needed. __x___ CH _10/3/17____ _____ HMS _____ 10/16/17 > MES received TPL 10/23/17 > MES Check #1752 was received in the amount of $44,577.00 for invoice #6238. 10/24/17 > MES Additional checks were received for invoice #6238 which totaled $107,370. Check #3503 in the amount of $42,660 and Check #253 in the amount of $8,217. This leaves a balance on invoice $6238 of $11,916.00. 01/16/18 > KMH received check #1787 for $66,915.34 and check #261 for $12,720 01/24/18 > KMH received check #3522 for $63,602.50 01/30/18 > Notes received from George via EM: Trailer - we are going to have the trailer arrive at some point on Friday, April 13. So you guys can make any adjustments for hotel/tickets/etc. that you may need. Trailer Driver - Bob Sauder Trailer Passenger - Orrin LeBrew Rehearsal space - can we by chance utilize this space on Friday night instead of Thursday night? Workshops - I will email you early next week with our updated workshop numbers (how many students exactly will be in each workshop). When this was originally set up with Disney, the numbers were estimated. Do you guys want these numbers or should we be emailing Disney directly? > SN forwarded these to CH and HMS. HMS says George can send the workshop numbers to both us and Disney. 2/2/18 > SN reviewed all forms rec’d on 1/26/18 (RL, FPGF, HIF & FAF). > Total Pax = 279 PAX (244 + 35). > RMS / PAX 48 Qt / 240 00 Q / 00 01 T / 03 18 D / 36 00 S / 00 TOTALS = 67 ROOMS and 279 PAX (244 + 35). > The group will be traveling on 7 busses 2/8/18 > CH reviewed all forms processed by SN (RL, FPGF, HIF & FAF). > Total Pax = 280 PAX (244 + 35 + 1). > RMS / PAX 48 Qt / 240 00 Q / 00 01 T / 03 18 D / 36 01 S / 01 (includes Ken) TOTALS = 68 ROOMS and 280 PAX (244 + 35 + 1). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL to Hotel on 2/23 as their PCCF is due 2/22 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > KMH, Please set up the group's GTV > KMH, please notify The ARC to send 279 bags and 558 tags > JAF, ready for Final Invoice - based on rates as presented and listed below. > Comps are 21 at the double rate (TO had 22 comps, but since they are below minimum, BJS adjusted comp down by 1 - no other changes required). > The group will be traveling on 7 buses _x___ JAF __2/20/18__ ____ HMS ____ _____ KMH _____ 2/20/18: > JAF created final INV # 6379, due 3/2/18, $111,818.66. Mailed & E mailed. c to KH. 2/23/18 > EM and Slack received by SN from BJS regarding Shaler's workshop participant numbers: FYI, now that we have the Shaler numbers for workshops and performance breakdown, they have more students participating in Disney Workshops than they have total trip participants. Our package rates included one Disney Workshop per trip participant, so they will be receiving an invoice for the difference. I cannot give you the final amount of this invoice at the present time, for the final number has not yet been provided to us by WDW; however, I suspect it will be somewhere around $450. You may want to make them aware of this estimate / situation, so they are not caught off guard by an invoice arriving late. Please add these notes tot he system and the fact that you have / will have made them aware of this and thoroughly explained. Thanks!!! > SN EM'd George, explaining the above situation. 2/26/18 > George replied via EM, requesting a new final invoice, reflecting the total amount, including the additional workshop fees, to avoid questions about an additional charge. 3/1/18: > BJS was in contact with George re: student no go - extenuating circumstances and final invoice, etc. > BJS emailed Invoice #6379, made due 03/05/2018, $112,537.66. > Included credit for student we agreed to refund + the 52 extra workshops at $32 ea. > The actual number is not exactly 52, but for the workshops that were less than 20 pax each, we have to pay the required minimum of 20 pax / workshop, so that is where we came up with that number. 3/2/18 > REVISED Total Pax = 279 PAX (243 + 35 + 1). NO PCCF - See BJS note above > RMS / PAX 47 Qt / 235 01 Q / 04 01 T / 03 18 D / 36 01 S / 01 (includes Ken) TOTALS = 68 ROOMS and 279 PAX (243 + 35 + 1). > BJS updated Bible numbers, IOG, and Status Schedule 03/13/18 > KMH recieved check #263 for $9,977.00 03/15/18 > KMH received check #3535 for $53,378.00 03/21/18 > KMH received check #1807 for $49,181.92 4/3/18: > BJS emailed Final Itinerary BOOKLET to George et al . . . > Final Itinerary Box to be mailed this afternoon via FX Ground to George at the HS. > Ken will take the Meal Credit Cash with him when he escorts. 04/03/18 > KMH sent FI Box Via FedEx ground.
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