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Fri Aug 31, 2018
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Calvert Hall College High School Music Dept.-Orlando, FL-03-20-2019
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Calvert Hall College High School Music Dept.
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Trip Notes
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( E-Mail Corporate )
BWI to MCO = FLYING - CHARTER 3/25/18: > BT spoke with Brian about 2019 trip. > like last 2 Disney trips - they want to do a charter flight. No equipment truck. > Big group - 150 students + about 65 adults. Historically he has taken a lot of adults on this trip. > Include charter buses from school to and from BWI. > Fly out Wed. 3/20/19 and return Sunday March 24 2019. > Festival Disney - 2 concert bands, 3 jazz ensembles, 2 choirs. > PAOS Marching Band parade. > BT sent him Disney application instructions and told him to complete asap, esp. for MB PAOS b/c I know he wants MK parade. > I tried to talk him into on property, but his biggest concern with on property is not wanting the kids to have the freedom to return to hotel. > Knows they would need buses for backstage anyway. > 1st choice would be LBV Village & Spa. Other than that - NOT BVS! > 4 day at Disney. Would like to go to Universal on Day 1. > Budget - Last time was $1200ish. He said as close to that as possible, but I reminded him that it has been while and prices have gone up. Plus 1 day Univ. will add cost. > TO meeting set for April 25 as he meets with incoming frosh in early May. > BT created folder, started IOG, and added trip to WB. 4/25/18: > Brian asked if we could meet next week to present trip. > Per BJS, do not schedule before Friday. > In person TO presentation set for Friday 5/4 at 2:00pm. 5/3/18: > Per BJS, BT researched Disney 2019 peak dates and policy re: multiple groups. > 2019 peak dates are Feb 15-16, March 28-31, and April 25 -28. So this groups does NOT fall ito on of the peak date time frames. > According to Festival Disney, they CAN participate in 2 categories (FD and PAOS) as long as they have at least a 3 day ticket package. This group has 4 days at Disney, so they are actually allowed to to all three categories if they want. > FD ensemble allowances: 101-200 Performer packages purchased in a discipline can have up to 5 ensembles. 10-100 performer packages purchased in a discipline can have up to 3 ensembles participate. > He has 5 groups in the "band" discipline and 2 groups in the "choir" discipline. As long as band tix are more than 101 of the pax, he should be good for what he has asked for. 5/4/18: > BJS completed attachments. > BJS reviewed hotel options and ran various sets of rates to finally discuss with BT and Ch and determine that the Embassy Suites LBV South would be the best option. > Last trip in 2015 was about $800 pp quint, not including Air. > This trip is $349 more, not including air. Majority of this increase is caused by the following: - 4-Day Festival Disney Ticket has increased by $115pp. - Ground transportation has gone up and it is need for one more full day since they are arriving on the morning of the first day and going to a park, not just airport / hotel transfer like it was on arrival day in 2015. - Added a whole day at Universal with a 1-D, 2-P, P2P ticket and corresponding meals. - Everything has increased since 2015. - Change from 4-Day Hopper to 4-Day Starter and save $45pp. > CH, ready for TO - old school, include both Charter Options on a per plane basis and also include PPACC. > Seats above plane capacity will be on Commercial which we will take care of once we have a better feel for the number and flights are released. > Comps = 1:25 PAID > Tier 1 = 194 - 215 > Tier 2 = 170 - 193 (+$20) > Tier 3 = 146 - 169 (+$20) __X__ CH __X__ 5/4/18: > CH completed TO. > BJS reviewed and sent along to BT for this afternoon's meeting. 5/4/18: > BT had in person meeting with Brian. > Trip good as is! One question - will Embassy Suites allow 6 to a room? I assume no since it was not an option. Just wanted to be sure. > Allegiant for air charter. > No Tilly. > He will start collecting money in early June, should be 90% on numbers over the 183 on Allegiant by July 1. 100% by start of school in the fall. > Go to K! > Wants to do site visit. BT will send form once we are under K. 5/8/18: > BT, please share with client the fact that Allegiant will not yet write us a K as it is still too far out. Southwest (which was as expensive as Miami Air, and a smaller plane) both would, but I think he'd prefer us to wait for the Allegiant release date. Fare could go up between now and then, and may since fuel prices continue to surge, but they feel it will probably not get as high as the other two options. > I would like to go ahead and write the K for the CCIS portion of the package and then we can do an addendum page for the air once all is finalized. 5/31/18: > BJS and BT were reviewing IOG since Festival Disney is no longer offering a parade component. > Director has already applied for a PAOS Parade and has been accepted for a parade on Wednesday, their arrival day in Orlando. IN order to get a parade, this is really their only option since Festival Disney participants wanting a PAOS performance are relegated to Mon - Wed performances. > BJS updated IOG to show Wednesday as parade day in WDW. Wed was originally their Universal Orlando day, so that will now have to be Thursday. BJS also updated IOG accordingly. > HMS, please review and update your attachments accordingly. > K will be sent once we have their final airline decision in place. ____ HMS ____ 7/27/18: > BT spoke with Brian Ecton re: new charter option. > Because of Hunt & Palmer charter going to Samford and dealing with some folks on airlines going to MCO, he wants to go with Allegient. > Hopefully they will be willing to go to K soon! Let's press them for that when we get back from the cruise. 8/14=18: > BJS sent EM to BT - Brett: Please share this option with Calvert Hall. I know they are considering the Allegiant charter (I am awaiting receipt of the Allegiant K which they are now working on), but I just received these quotes from Andrea on JetBlue that I thought you should share with the group. X 100 seats 3/20 # 1223 DCA/MCO 0837am 1110am 3/24 # 724 MCO/DCA 252pm 500pm X 100 seats 3/20 # 823 DCA/MCO 1151am 217pm 3/24 # 824 MCO/DCA 652pm 848pm Cost = $415.78pp Deposit is $50.00 per seat, nonrefundable and due by 9/10. Let me know if they have any interest in these. Thanks, BJS 8/23/18: > BT heard back from Brian after sharing Allegiant charter info. > He is good with it and ready for K and to make deposit. > He will work on spreadsheet for equipment (he still has the one from Miami air) and should have his numbers for additional commercial flights locked up in the next two weeks.
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