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General Trip Information
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Mon May 14, 2018
Trip Name
LC Bird High School Music Department-Orlando, FL-04-18-2018
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LC Bird High School Music Department
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Trip Notes
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Chesterfield, VA to WDW, Florida = 750 miles = 12.5 hrs. non-stop 7/5/17: > Number of attendees: approx. 45-90 people depending on the bus situation. We would like to completely fill one bus, and then add more students if we can fill two buses to at least ¾ capacity. > Depart L.C. Bird High School in Chesterfield, VA on (April 18, 2018) Wednesday afternoon/evening so we can ride through the night and arrive at park around opening on Thursday morning (4/19.) > Spend April 19, 20, and 21 in Disney parks (and possibly Universal for one of those days, depending on cost.) Please quote the prices to go to Disney parks all three days in addition to Disney for two days and Universal for one day. > Depart Florida for L.C. Bird High School at end of the day on 4/21 and ride through the night to return to school on Sunday morning (4/22) We will need all meals included for this trip including: • 4/19 – Breakfast before arrival, Lunch and Dinner in the park • 4/20 – Breakfast at hotel, Lunch and Dinner in the park • 4/21 – Breakfast at hotel, Lunch and Dinner in the park > We will need hotel accommodations for 4 students per room, 2 adult chaperons per room, and 3 additional faculty rooms. Please look for hotel accommodations both in Disney and outside of Disney to try to keep costs down. I imagine outside of Disney will be cheaper. > As this is an educational trip for Band, Orchestra, Choral, and Theater students, we will need to participate in some sort of workshop that will be relevant to all of these disciplines. What types of workshops does Disney offer? Are there any other performance opportunities our students could participate in? (For example, in New York, we took a behind the scenes tour on Broadway along with seeing the same show later in the day.) > Our students do not necessarily need to be performing as this is difficult with a mixed group. I think a general workshop, or behind the scenes access with some type of performance would be great! > BT spoke to Patrick on the phone on 6/22/17 to follow up re: bid situation: > has to get 3 bids. They get to choose. Don't even have to turn the bids in to anyone else. More to cover their asses it sounds like. I asked if he would share the bids with me, but he was non-committal. The document he shared with me is what he submitted to all 3 companies. > haven't decided on Disney or Universal. Leaning toward Disney. More variation in workshops? > Theater kids to theater, instrumental to that one. Didn't seem like there was as much flexibility at Universal. BT did send him the STARs info. Would like to know how much less Univ. would be. > Newton, James River, and Winn. Only 3 approved charters companies. > On vs. off property. Off property if cheaper. Duh. > Time frame - want to get package to kids in September. > mid July - "general number" to do the field trip request. would like to get that taken care of. Maybe a JPP? > let's talk about this in early July. 7/12/17: > BT and BJS discussed. > BT will reach out to Patrick to confirm that he does, indeed, want to proceed with Disney instead of Universal so we can proceed. > Universal would be roughly $100 cheaper per pax. > Off property will be $40 to $50 cheaper than staying on property. 7/18/17: > Patrick ased BT for a "high estimate" so he can submkit county paperwork. > BT and BJS completed a sample quote in hopes of giving him something fairly accurate to work with and keep things moving. > BT shared info with Patrick re: quote for suites hotel using 6 to a room and expl. best bang for buck using suites and shared estimate of $9K for bus (about $180 per pax) based on quote for Hickory. > He will speak with other directors and hopes to have approval by end of July so we will know how to proceed - Disney or Universal. 7/31/17: > BT got text from Patrick. > Principal signed off on trip, but still waiting for risk management and district level approval. > He thinks it will be Disney as they can accommodate all of the disciplines with their workshops. 8/27/17: > BT heard from Patrick at LC Bird. > They have received final approval to move forward with the trip. He is now ready for TO so they can compare their quotes and make a decision. > They want to the trip to Disney, but he asked for a price with the option of doing 2 days at Disney and 1 day at Universal. I say we just do the Disney, then let them know what the increase would be for the 1 day at Univ. > He won't have exact numbers until they get past the first round of kids turning in money. He said they are basing it on 90% capacity of one bus and have a waiting list on a second bus...smart. He probably got that idea from me. So basically 50 + 5 as is in the system until further notice. > He's hoping to have it in the next week! I told him normally about 2 weeks but will try. Trying to get him to send me the other bids. He's going to think about sharing the other bids - not sure if he's comfortable with that. I told him to leave the prices off if that was his concern...we just want to make sure we are offering the same trip. > BT created folder in Dropbox, started IOG, and added TO date to White Board of "by 9/8?". 8/27/17: > Patrick sent one of their bids (with prices and identifying info removed) for their trip. The other one was a PDF and he couldn't remove the info, but he said it was too expensive anyway. > I put it in their Dropbox folder - it's crap. They did give them 3 itinerary options for Disney/Universal. 9/8/17: > BT got a text from Patrick asking about TO. > I had put by 9/8 on the White Board as on 8/27 I told him normally about 2 weeks turnaround. > Can I give him an idea of when to expect? I'd like to set up a GTM with him. 9/11/17: > BT texted and emailed Patrick to try and schedule TO presentation via GTM on Friday am. He texted back. > Any chance it could be done by Thursday? He's split between two schools on Friday and doesn't have time for GTM. Asked me to just email it to him. > Obviously I want to be able to talk him through it and trash the piece of shit proposal he already has. I have the Woodgrove in person TO on Thursday afternoon at 1:15, so would have to be morning. > If not - I can email it when ready and schedule a phone call to follow up early next week. 9/11/17: > BJS agreed that we can have this to BT NLT than close of business on Wednesday (9/13/17). > BJS made attachments as able. > Group wants to see the difference between an all Disney (3-Day Disney Starter)and a 2-Day Disney Starter with 1-Day UO PTP Pass, dinner at CityWalk Restaurant and Blue Man Group, so BJS put in all these attachments and then can generate the different rates by making ACTIVE and INACTIVE as needed. > BJS let CH know that the other company's proposal included the group staying at the Comfort Inn Maingate, so she could share this information with BMG and see what they can find us that is better but at a comparable price. 9/13/17: > BJS ran rates for all of the different options. > Comps are 2 and only one tier of pricing since we did so many options. These rates are based on 50-55 total pax. > The rates in the system are based on 3-Day Disney @ RROC as is the IOG, but the IOG also shows the Universal Day option with a group dinner at Bubba Gump + admission to Blue Man Group > Here are the other options that need to be included in the TO (old version). > 3-Day Disney at Comfort Inn Maingate $529 $549 $629 $769 > 3-Day Disney at All Star or Pop Century $565 $595 $685 $845 > 2-Day Disney + 1-Day UO PTP + Bubba Gump + Blue Man @ RROC $685 $715 $835 $985 > 2-Day Disney + 1-Day UO PTP + Bubba Gump + Blue Man @ Comfort Inn Maingate $655 $685 $795 $935 > 2-Day Disney + 1-Day UO PTP + Bubba Gump + Blue Man @ All Star or Pop Century $689 $719 $849 $1009 > Should they ask, what if we take out Blue Man, savings would be $47 per person. > Should they ask, can we add Blue Man Group and NOT go to Universal - they answer is yes, but it would have to be on Friday night due to driver issues. > CH, ready for TO old version. BT needs this for his meeting tomorrow AM. Thanks!!! __x__ CH _9/13/17___ 9/14/17: > Good meeting with Patrick. Their school server blocks GTM, so we had to do it over the phone. > I think he understood all options and I gave him some "pointers" on comparing to other bullshit proposal. 9/18/17: > BT got a call from Patrick today with a few questions. > Good news, they have chosen us. They had one quote from Heritage - super expensive. We were actually more expensive then their other quote, but of course, much more "comprehensive" and more inclusions. > They are looking at option 5 from their TO. Cheaper hotel, but 2 days at Disney and 1 day at Universal. > His question - would it be cheaper to do 2 days at Universal and only one day at Disney? > When he first was thinking about this, he was thinking they could still do the workshop at Disney. I informed him that the students would be out of the park for the workshops, so one day would not be enough. Isn't it also true that they have to have at least a 2 day starter? Just came to me, didn't think of that earlier. > He is going to look again at the Universal workshop options to see if they would work if this would be less expensive. > When I talk to him again - I’m going to try to talk him into option 1. WAY nicer hotel, 3 days at Disney, $100 less. Seems like a no brainer. They could even upgrade to a hopper with this option and be cheaper. > Charter choice is Newton. 9/20/17: > BT confirmed with Patrick they they, indeed, want to stick with Option 5 for their trip. > Their max pax count would be 84 + 25 = 109. > He will have firm numbers by early November to know if they need to release rooms/bus, so would like for us to check availability of 2nd coach with Newton and rooms at Comfort Inn Maingate. > If Comfort Inn Maingate cannot accommodate, second choice would be Option 4 - Radisson. > Either way, they want to REMOVE Blue Man Group from the package and leave for home a little earlier (9pm?). 9/20/17: > BJS reviewed BT's notes from 9/20 and then updated IOG accordingly and called it Rev1. > BJS updated count on IOG to 109 (84 + 25) and also updated number in system and on Status Schedule. We know this will probably go down, but at least we will have the space if we need it. > CH, please check with Comfort Inn Maingate to make certain they can handle the larger size group, if not, go to your man, Bill, at RROC. Make necessary changes in TPMS. > CH, we will want to keep the 2nd bus for the foreseeable future. > HMS, update your attachments as needed, based on IOG Rev1 and proceed as needed. Go ahead and send WDW applications as well - Workshops are one for the combined Band / Orchestra You're Instrumental, one Disney Sings for the Choir, and one Theater Workshop / Acting 101 for the theatre students. > As soon as all can be finalized, we are going to K!!! ____ CH ____ ____ HMS ____ 9/22/17: > BT confirmed with CH that Comfort Inn can accommodate larger group. > Group is ready for K based on Option 5 in the TO with no BMG. Will need a slightly updated IOG. > No Tilly. 9/23/17: > BJS prepped TO K Version and IOG K Version. > As soon as CH and HSM give BJS the OK to proceed, BJS can finalizez rates and send along for K. > Comps = 1:25 PAID 9/25/17: > BJS was able to finalize the rates. > Tier 1 = 56 - 109 (Q = $599) > Tier 2 = 48 - 55 (Q = $608) > Comps = 1:25 Paid > BJS completed TO K version docx and pdf. > BJS set K and first $ due date. > BJS sent to JAF for Invoices. _x__JAF_9/25/17__ 9/25/17: > JAF created & BJS emailed 1st payment INV #6270, $22,975.00, due 11/6/17 >2nd INV # 6271, $31,457.00, due1/17/18 >CH, ready for E-agreement. _x__CH_9/27/17__ 9/28/17: > Patrick called BT with some questions about the K and Travel Protection. > He was concerned about the Package Cancellation penalty if they find out by the end of October that they don't have enough people to go. > He did the math and they can make the trip happen with 38 students, which should not be a problem. > But he was not sure if admin. will let him sign it until he has cash in hand from students. May have to submit K along with 1st payment by Nov. 6. If there was a clause that said "they have until end of Oct. to cancel with no penalty", he could probably sign immediately. I told him I would ask...please advise. He will take K to admin. and see what they say. > I gave him standard spiel "off the record" about how we handle these things and if payment needs to be less, etc. > BT registered group for Travel Protection, sent link and plan docs to Patrick. 10/4/17: > Per HMS, BT got contact info for theater teacher and added to TPMS and PLD. > BT also informed Patrick that we will need numbers for workshops when he has them. > This should be by the end of the month or early November. HMS decided to hold off on submitting application until we have the numbers. 10/30/17: > Update from Patrick re: numbers for trip. > So far they have 29 students and 9 adults. They have done the math and need 9 more students to make the trip work. Got two more confirmations while we were on the phone. > Should know by Thursday. > Definitely only one bus. > Talked about "fill the bus" and Disney YES. Scanned and sent him the info. > Will check back by the end of the week. 11/2/17: > Update from Patrick - "not looking good". > 32 + 10 + 2 faculty = 44. > $1650 short of the budget. > needs 8 more at student rate to make it work. > Seems crazy to cancel over $1650. I asked if he had a few more weeks, after Thanksgiving? Would that help? > I really talked up fill the bus and culture of successful trips. Also, what if they dropped Universal or switched to one of the less expensive options? Maybe that could bring the overall cost down, but they still collect the same amount of $ from the passengers. Maybe it will make it doable with the numbers they have. > He's going to chat with other directors and see what they think. 11/10/17: > After much back and forth, this group is a GO! > They were about to cancel, but per BJS, BT offered a 2nd comp. They did the math and it worked. > Updated numbers are 36 + 14 = 50. Group will get 2 comps at double rate. > 1 bus. > They are at Tier 2 pricing (they only had 2 - Tier 1 for two buses, Tier 2 for one bus). > HMS - they need Disney forms ASAP. One for instrumental, one for sings, one for theater - all workshop. The directors of each are in TPMS with emails. May be an issue with group minimum sizes? Maybe they can combine instrumental and vocal? > Patrick asked for revised K and invoices. Per BJS, trying to have them print and mark changes for us to sign to make life easier. Will advise. 11/10/17: > UPDATE: Partick can mark up the contract and get it signed and sent, but he said his business office would want actual revised invoices. > Can we provide those based on their new numbers and pricing tier? I assume deposit per person would stay the same. 11/12/17: > BJS updated INVOICES and Emailed. > Based invoices on 50 total pax, 36 + 14. 1st Payment INV #6270, $10,658.00, still DUE 11/6/17 and #6271, $14,899, due 01/17/18. > BJS made numbers in the system and on the IOG 55 (40 + 15), just in case, now that they have committed to making this trip a GO, they get a few more students as if often the case. > Group will be at TIER 2 Pricing when it comes time for final invoice. BJS went ahead and updated the rates in the system to Tier 2 sine we know they are not going onto a 2nd bus and will max out at 55. > Group will also get two comps, even if they do not have 52 - we agreed to this as it was the only way to save the trip. > HMS & BT - BJS spoke with Wendy Snelson while at the NAGC Convention in Charlotte regarding what to do since they do not have sufficient students (just 36 right now) for 3 workshops, You're Instrumental, Disney Sings and Acting. In reality, they don't even have enough for 2 when 20 is the minimum, but since we charge the adults for the workshops, we have the funds in the budget to cover the 4 they are short to get to 40. Wendy suggested they combine the choir and theater into one of the Theater workshops, either Acting or Broadway. It is NOT an option to have Band & Choir combine into one where they'd play and / or sing. BJS discussed with BT and we decided to wait until after we have their signed K to bring this to the attention of the client, so HMS, do NOT send the Disney Applications to the directors just yet! > CH & HMS, please review all attachments and make adjustments as needed since group is now just one bus. Thanks! ____ CH ____ ____ HMS ____ 11/20/17 > KMH first payment received check #40125 in the amount of $10,658 invoice #6270 11/20/17 > KMH printed fully executed contract and TO > KMH processed GLH per SOP > As this group is now UNDER CONTRACT, please review all and proceed as needed. _____ CH _____ _____ HMS _____ 12/8/17: > Patrick said they will do Instrumental workshop and Disney Sings. > HMS, we need to send applications. 1/9/18: > From BT - as this group has completed Disney apps and "theater" is no longer attending the trip, I think we need to change the name of the group and trip to "music department" as band and orchestra are doing Instrumental workshops and choir is doing Disney sings. 1/10/18: > Name of trip updated to LC Bird HS Music Dept. 1/16/18: > After much back and forth with BJS, Universal, and the client re: what to do about no workshop availability, Patrick texted me back. > After speaking with other director, he thinks their best bet is to do 2 days at Disney and 1 day at universal with NO workshops, but add Blue Man Group. > He thinks the cost difference is small enough to absorb with their small amount of surplus. > However, he needs to make sure it's okay with his admin. Calling for snow tomorrow, so if school is out will have an answer Thursday at the latest. Will advise. > I asked if he still wants me to submit the Universal applications - no response yet. I feel like there's nothing to lose, b/c if Michelle can provide storage, there wouldn't be any cost increase. Whatever, honey badger don't give a shit. 1/19/18: > BT heard back from Patrick re: workshop decisions. > They are going to keep the 2 days at Disney and 1 day at Universal, but add Blue Man Group. NO WORKSHOPS. > When BT was in touch with Michelle about this, she suggested the talk back session with BMG. An additional $5? > BT will confirm with Michelle that the group no longer wishes to pursue the workshops and find our exact details about availability and cost of BMG with and without talkback. > BJS - we will need to update rates to reflect no workshop at Disney - Youth ticket only, and addition of BMG. > I will keep you posted on what I hear from Michelle. 1/19/18: > Per Michelle, the talk back is $200 for groups of 40 or less, and above that is $5 per person. > $200 + $75 (15 pax @ $5 each) / DOF (48) = $5.73 per person. > BT will check on availability, then we can tell client it's an extra $6 above revised cost if they want to add it. 01/22/18 > KMH receieved check #40268 for $14,899.00 for the second invoice. 1/23/18: > BT got an email from Patrick asking about revised package rates for dropping workshops and adding BMG as outlined in 1/19 note. > HMS, please check with Mandi when you return from Costa Rica as Michelle said she sent the info on to her re: BMG tix and the talkback session. > I told Patrick we would have firm info for him by the end of the week. Hope that's ok. > ADDENDUM - Patrick said they will likely do BMG only with no Talk Back "unless things come in cheaper than we predicted". 01/25/18: > BJS updated IOG to show no WDW performances or workshops, just a 2-day / 2-park pass as well as a 1-day / 2-park pass to UO and the addition of BMG. > Per VT, they are projecting no more than 52 (37 + 15). Might lose 1 student and 1 adult, but they are buying travel protection anyways. BJS updated numbers in system to 52, and on the IOG. 1/26/18: > BT emailed Patrick per BJS: Patrick, Your revised package rates are below. The increase is a little more than I had originally estimated as removing the Disney workshops from the ticket is only a $10 savings. So this is without the talk back session at Blue Man Group. Rates are as follows: Quad - $638 Triple - $668 Double - $778 Single - $918 2/14/18: > BT reviewed all forms rec’d on 2/14/18 (RL, FPGF, HIF, & FAF). > Total Pax = 52 PAX (37 + 15). > RMS / PAX 08 Q / 32 02 T / 06 07 D / 14 00 S / 00 TOTALS = 17 ROOMS and 52 PAX (37 + 15). > The group will be traveling on 1 bus. 2/20/18: > BT heard back from Patrick re: the meal credits. Per BJS, we had suggested removing both to help his bottom line and letting him handle those meals on his own. > He said to leave all as is and he will figure it out. Better for his book keeper that cashier's check is made out to him. > Based on this note, rates are as shown below in the red numbers, starting at $ 638 - Q. > JAF, ready for Final INV. > Comps = 2 (1:25 paid) > Traveling on 1 bus. ____ XXX ____ 02/20/18: > BJS realized he was out of order and CH had not yet reviewed / processed their forms completely,s o BJS sernt text message and EM to JAF - John: Hold off on this one – I jumped the gun, CH has not reviewed the forms. She will tell you when it is OJK to do the Final Invoice. Sorry, I was out of order. BJS. 02/21/18 > CH reviewed all forms processed by BT (RL, FPGF, HIF & FAF) > Total Pax = 52 PAX (37 + 15). > RMS / PAX 08 Q / 32 02 T / 06 07 D / 14 00 S / 00 TOTALS = 17 ROOMS and 52 PAX (37 + 15). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL to Hotel on 3/2 as PCCF is due 3/1 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > KMH, Please notify the ARC to send 52 bags and 104 tags > JAF, Ready for Final Invoice > The group will be traveling on 1 bus > Comps 1:25 - 2 at the double rate > Pricing is as listed below in red ___x__ JAF _2/21/18____ _____ KMH _____ ____ HMS ____ 2/21/18: > JAF created final INV # 6380, due 3/2/18, $ 16,685.00. Mailed & Emailed. C to KH. 03/05/18 > KMH received check #40358 for $16,685.00 3/23/18: > Their spring break is April 2-6. 04/05/18 > KMH sent cashiers check via FedEX 4/8/18: > BJS emailed final itinerary BOOKLET to Patrick et al . . . > KH to mail FI Box to mail on Monday via FX Ground to Patrick's attention at the school. 4/10/18: > BJS mailed FI Box via FX Ground. 4/12/18: > BT had pre trip brief with Patrick. > All good, couple logistical questions about HUB etc. > He asked about Apple product since "Emily got one last year". I told him I would do some homework since I couldn't get into TPMS. > I see that it's not a DST trip, kids got sports bags. Didn't see anything in the notes about leaving it out and forms were on time. Did we leave it out to make cheaper? Perhaps since he was getting other quotes? > He wasn't upset - he said he was asking "more out of curiosity". Please advise. 4/26/18: > BT had debrief with Patrick. > Planning wise went really well. > Usual student drama - some parents stuck their nose in. Patrick said wouldn't do it again w/o an admin. on the trip. > HUB was really nice - got there 2 hrs. early!! Even took an extra rest stop to stall. Travis did a great job of contacting them and getting them through early. > Only suggestion (hiccup) - Universal Dining Card. They were the YOUTH dining card, some of the venues in City Walk do not accept the YOUTH cards. If they do, the choice is limited. Lots of frustration. Folks went back into park to try to find places to eat. Price difference? Really the only headache they had. Some places on the app that said places were open until 10 - they closed early. Didn't specify youth or regular dining card. > Disney meals were great. > Hotel was fine. All on top floor, all lined up. Great! Check in was smooth. > Bus driver was AWESOME! Tony Jones from Newton. Very accommodating, took great care of them. > BMG was fun - really good seats. Right behind the splash section. > probably next year off - travel every other year will work best going forward. > Talked referral program and VMEA.
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