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General Trip Information
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Thu May 31, 2018
Trip Name
Kettle Run High School Music Department-Orlando, FL-03-23-2018
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Kettle Run High School Music Department
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Toronto, ON, CANADA,
Toronto, ON, Canada, CO
Toronto, Ontario, CA
Toronto, Ontario, CN
Toronto, Ontario, CA,
Torrington, CT, CT
Totonto, CT
Townsend, TN
Towson, MD
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Tuxedo, MD
Universal City, CA
Upper Marlboro, VA
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Virginia Beach, VA
Waldorf, MD
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Washington, DC
Washington, MD
Washington, NJ
Washington, VA
Washington DC, DC
Washington DC, VA
Washington, D.C., DC
Washington, DC, DC
Washington, DC, MD
Washington, DC, VA
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Williamsburg, OH
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Woburn, MA
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Worthington, OH
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Wytheville, VA
X, PA
York, PA
York Springs, PA
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Zainesville, OH
OR
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PAX
Youth
Adults
Escorts
DOF
Comps
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Sext
Start
Date:
Time:
End
Date:
Time:
Contract
Due
Received
Deposit
Due
Received
Partial Deposit
First Payment
Due
Received
Final PAX
Due
Received
Final Room List
Due
Received
Hotel Info Form
Due
Received
Balance
Due
Received
Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Nokesville, VA to WDW, FL = 840 Miles / 14 hrs non-stop. 7/6/17: > BT spoke to Liz on 5/1/17 about Orlando trip. She got back to me on 6/26/ with the dates. Still waiting for official approval on these dates, but she is 98% sure. > March 23-28 for our Orlando trip (Friday night through Wednesday mid-day of spring break). Similar to IOG from 2016 trip. > Orlando has been the precedent - so she wants to stick with that. > About same size - 2 buses - 90 + 20. > Liz's husband and kids MIGHT attend. > Last time the Marching band did parade PAOS, then choir and orchestra did a combined stage performance - liked this last time b/c only 2 disruptions to their day. > Really liked staying on property - likes 4 to a room. Didn't really like 6 to a room at BVS. Hotel was fine though. Feedback was better for 4 per room. Also liked the Disney transportation. > Would like to go to some kind of a show like last time - Cirque or BMG. > Could they do 2 + 2 = Disney and Universal? No hopper at Disney. BT is awaiting her answer on if she definitely wants to do this. > Last time they charged $1100ish for the trip b/c they charged the chaperones 1/2 price. The adults paid $550. > Budget is between $1000 and $1200. They like to stay there if possible. > Waiting for final date confirmation, Disney + Univ. answer. Also asked if she would consider off property if it's quad occupancy and less expensive than Disney since they are considering Universal. > BT added to white board with no TO date as we await these final answers. 7/31/17: > BT had a nice convo. with Liz re: their Orlando details. > Still doesn't have complete confirmation on the dates, but doesn't see a reason they would say no. This is the time they always travel. Request is in, she hasn't heard back yet, but she's on it. > Disney vs. Universal - everybody likes Disney, pleases everybody. Talked to a Band mom, doesn't think there's enough in Universal to do for 2 days. BT told her about Volcano Bay - maybe 3 Disney and 1 Univ? > She's going to poll her kids - she's in camp - about Disney/Univ. > Concerned b/c she heard that Cirque show is going to be dark during their dates while they transition to new show? Would be ok with Blue Man Group. > Really wants to stay on property. These are the two highest price brackets - but this is when they have gone before. Thinks it will work. > Ideal trip without getting any feedback from anyone would be to do 3 days at Disney, 1 day at Univ., stay on property at Disney. But she is open to making it work as it has been before on their past trips. They like the "if it ain't broke, don't fix it" mentality. > 4 to a room is a must. > Wants to do site visit. > Wants in person TO presentation with her and treasurer and booster president. Kids start school on Aug. 16. Wants it by the end of August. Shooting for Monday, August 28 - might wiggle in one direction or the other. 8/5/17: > BT heard back from Liz re: the previous note after polling her students. > General consensus is as follows: > 3 days at Disney, 1 day at Universal. > Disney property is preferred. If off property is necessary to stay in budget - no suites, 4 to a room. > Excited about the potential of seeing Blue Man instead of Cirque. > If this all can't be accomplished for less than $1200 quad, she can figure out where to compromise with our help. > BT created folder in Dropbox and started IOG template. > In person TO presentation set for August 28. 8/22/17: > In person TO presentation confirmed for Monday, 8/28 at 10am. 8/22/18: > BJS completed IOG > BJS made attachments. > BJS ran rates. Tier 2 (88 - 98 pax) +$16 & Tier 3 (77- 87) +14. > Comps = 1:25 > BJS sent slack to BT - are we doing transportation, if so, we need their charter list if there is one. 8/22/17: > Yes, we are doing transportation. Approved charter list: - Academy Express LLC - Blue Ridge Coach Lines Inc - Franklin Charter Bus LLC - James River Transportation - Pro-American Tours LLC 8/27/17: > CH completed TO. > No charter quotes yet - 3 / 5 companies on the list will not drive through night. CH is still awaiting quotes fro the remaining two, Franklin and James River. > When reviewing TO, BJS decided to have them leave an hour earlier (5pm) so they can include The HUB upon arrival in Orlando. > BJS updated IOG, attached to system and updated TO accordingly. Rates will remain the same.\ > BJS sent em to BT so he knows files are in DB. 8/28/17: > BT had a great TO presentation at KRHS with Liz, new CD (will update contact in TPMS), and two booster parents. > They would like to add a boxed dinner on their departure meeting from Subway or similar. LOVE the idea of the HUB, but think the kids will need dinner. Don't want to depart any earlier to allow for a stop. Delivery would be best option. Advise of cost first, as they may elect to do on their own if way cheaper. If close, they will have us do it. > All else looks great. They are thinking about park hopper - will depend on how the cost shakes out once they have bus prices. > Used Franklin charter last time and that will likely be their choice. If cheaper than James River, go ahead and consider that their charter choice. > Ready for K once they have bus decision and decision about park hopper. > May be interested in Tilly. "Send info". I think we need a basic info sheet about Tilly to pass on. > K should be between ccis and Kettle Run HS Band Booster Association. Use school address, attn: Liz Deavers. 9/7/17: > Charter choice is Franklin. Please request K ASAP! 9/17/17: > BT registered group for Travel Protection, sent link, info sheet, and plan doc. 9/26/17: > BT spoke to Liz. > They have decided to do the Subway delivery on their own on departure evening. > For now, no upgrade to park hopper. She doesn't think this will be needed. > She is working on Disney app and videos - should have it all done by the end of the week. > Ready for K. > They have already started collecting funds, so NO Tilly and ready to make first payment! 9/30/17: > BJS set due dates. > BJS completed IOG and TO K Version. > JAF & CH - K should be between CCIS and Kettle Run HS Band Booster Association. Use school address, attn: Liz Deavers, Band Director. Also make sure invoices are to the Boosters as well, using Liz as the contact and the boosters as the contact. > JAF - ready for 1st & 2nd payment invoices. > CH, as soon as JAF completes the invoices, ready for E-Agreement - please send to client NLT close of business on Tuesday, 10/3/17. > Comps = 1:25 paid > Disney Application - ASAP (we already have the bands, but still need the others . . .they may actually come in before the E-agreement goes out as H said they were hoping to send the m Friday after school, but not here as of last night). __x__ JAF _10/1/17___ ____ CH ____ 10/2/17: > JAF created & emailed 1st Payment INV # 6285, due 11/10/17, $32,540.00 > 2nd Payment INV # 6286, due 12/22/17, $43,849.00. > CH, ready for E-agreement. Please send to client NLT close of business on Tuesday, 10/3/17. ___CH___ 10/24/17 > 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. _____ CH _____ _____ HMS _____ 11/6/17 > MES received TPL. 11/07/17 > MES Check #1002 was received for invoice #6285 in the amount of $32,540.00. 12/11/17 > KMH received check #1005 for the amount of $23,000, noted that they will send another check this month. 12/22/17 > KMH received check #1007 for $10,000 1/2/18: > BT spoke with Liz re: park choices for their trip. Saturday = Magic Kingdom Sunday = Hollywood Studios (later breakfast (8:30ish) and don't want to go to park in am before the performance in Disney springs - head to Disney Springs after breakfast to be there around 10 or 10:30. Band kids will just have time in Disney Springs). choir and orchestra already dressed. Monday = Epcot 01/08/18 > KMH received check #1008 for $8,000 1/19/18: > BT reviewed all forms rec’d on 1/19/18 (RL, FPGF, HIF, & FAF). > Total Pax = 110 PAX (84 + 26). > RMS / PAX 18 Q / 72 10 T / 30 04 D / 08 00 S / 00 TOTALS = 32 ROOMS and 110 PAX (84 + 26). > The group will be traveling on 2 buses. 1/21/18 > CH reviewed and verified all forms that BT processed > Total Pax = 110 PAX (84 + 26). > RMS / PAX 18 Q / 72 10 T / 30 04 D / 08 00 S / 00 TOTALS = 32 ROOMS and 110 PAX (84 + 26). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL to Hotel on 2/5/18 as the PCCF is due 2/2/18 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > KMH, please set up the groups GTV > KMH, please notify the ARC to send 110 Bags and 220 tags > JAF, Ready for Final Invoice Comps are 1:25 paid – 4 comps at the double rate Tier 1 Pricing as listed below in Red __x___ JAF _1/22/18____ _____ KMH _____ ____ HMS ____ 1/22/18: > JAF created final INV # 6360, due 2/5/18, $40,552.00. Mailed & emailed. 1/29/18: > BT spoke to Liz. > FYI - partial payment of final invoice will arrive by due date. The balance will be paid by the end of Feb. 2/1/18: > BT got ensemble numbers per HMS. Marching Band: 65 Orchestra: 12 Choir: 17 02/06/18 > KMH received check #1012 for $15,000.00. 02/08/18: > Blue Man Group show is a 9PM start on their last day (we had it a 8pm), so departure from Orlando will be at 11:30PM, since show is over at 10:45 and they will take approx. 45-minutes to get to / on the buses. > HMS & BJS updated IOG & Bible as needed. > CH, please advise charter company of this change and update attachment as needed. ____ CH ____ 2/25/18: > BJS sent BRF to JAF. 2/27/18 > KMH sent cashiers check 03/05/18 > kMH received check #1016 for $15,000 03/09/18 > KMH received check #1019 for $10,552.00 3/11/18: > BJS emailed Final Itinerary Booklet to Liz et al . . . > Final Itinerary Box to mail as soon as we receive the Disney Resort Breakfast Coupons. They are expected to arrive early this week. 03/15/18 > KMH sent FI box FedEx Standard overnight 3/19/18: > BT had pre trip with Liz - all good. 4/3/18: > BT had post trip debrief with Liz. > Overall went really smoothly. > Seems like everyday there was some kind of hiccup. Some normal, some not. > Way down was uneventful. Only one kid threw up...ha! > HUB was amazing. Talking to Travis ahead of time was great, easy text communication en route. A little confusing b/c there was another school there. But now that she has done it, will be easier to explain to her group. She was impressed that he could do it in 90 minutes. > Magic Kingdom - 1st issue was parking. only had to do it that one day, but driver paid for it. $27 per bus. Disney gave them assigned spots for pick up, but then other buses were there. BT explained that it's the responsibility of the bus company. > Kristina went to hotel a little early and was able to get everyone checked in. Went smoothly. > Rooms were fine. > Choir/Orch. performance day - issue with the maps and performance venue. Venue was different from where they performed before, smaller stage in Disney Springs. Map was for the other location. Construction map and other map - both were for backstage location for the other stage. Maybe in the construction they moved it?? Went to the wrong place, sent them to the right place. Performance was delayed but it all worked out. > Epcot - performance was delayed a bit. some other band didn't show up and they were trying to wait for them. > Loved Universal - very impressed as she hasn't been in 15 years or so. She's become a believer! Kids said they wished they had another day. "Disney is the hook", might be hard to get the kids to sign up. > Dining card thing was great - no complaints. They solved the breakfast coupon mystery. Another chaperone in that room had taken the wrong envelope. Didn't discover until it was too late, but the chap paid for those kids dinners. By the following morning, they found it all - just had to pay for that one dinner. > She has about 8 or 9 leftover breakfast coupons and one universal dining card. Any point in sending those back to us? > Trip home was very uneventful. Didn't even stop for lunch, gave the kids their $10 back and got home early. > Few issues with drawstring bags, will try to send pics if they still have them. > Still on every other year trip cycle. > Check on the status for Kettle Run for Midwest trip? She is interested.
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