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Trip Notes
( Print Note )
( E-Mail Corporate )
San Diego to Los Angeles = 120 Miles (2 - 3 hrs depending on traffic) 1/16/09: > BJS and WAH met Don Nathan at OMEA Convention in Columbus. > Big trip every 4th year and 2010 will be their big trip - last trip in 2006 was to Hawaii and they spent between $1,500 and $1,800pp. > This year they are thinkong of either San Diego (Don's choice as he has been there before and loved it) or San Antonio (BJS suggestion). > Budget he mentioned was $2,000 pp and BJS assured him that we felt confident we could do either of those destinations for significantly less than $2,000. 2/13/09: > BJS completed IOG and PTP for San Diego. > Did not work up PTP for San Antonio since NCAA Women's Final Four and the HS All-American Baskeball Tournaments were both in San Antonio over his travel dates. > BJS made atachments in system as able. > BJS emailed PTP & IOG to Don and WAH. > BJS explained that transportation will need to be added later this Spring once flight schedules and fares are opened up to the public, 330 days prior to travel. > CCIS Package starts at $799 quint for 7d/6n trip. > BJS is guessing that ground transportation will be between $100 - $150 pp and air transportation should be around $500pp or less (based on today's figures if trip were in April 2009.) > BJS has 6 nights secured at Embassy Suites San Diego Bay via BMG; however, in PTP I used 3 nighst at that hotel and then 3 nights at the Embassy Suites Anaheim South (Disneyland). Group can then fly home out of LAX rather than San Diego. 2/17/09: > BJS mailed via USPS 2-day Priority Mail CCIS pocket Folder with PTP, IOG, partially completed Disney Performing Arts Application and Audition + Worshop information, + AVP sheet (newly revised), CCIS Padded Folio, and additional schwag. > Packet may not reach Don until Wednesday or Thursday (2/19/09) due to late mailing on 2/14/09 and PO is closed on Monday for President's Day holiday. 3/9/09: > Per WAH conv with Don Nathan. > Would really like clinician to be from USC - H. Robert Reynolds or Frank Ticheli (composer). > At Disney wants performances for both his Studio Orchestra & Parade Band. > Both groups will also want Workshops. > Check on charter flights as well as commercial. > Wants to have finalized by March 30, 2009 and announce to his people at that time. 3/30/09: > BJS updated IOG and then ran reivsed rates and completed PTP. > BJS emailed to Don and copied WAH - Don: Attached please find the Revised Pre-Trip Planning Proposal (PTP) for your group's up-coming trip to California. I am excited that we have been able to secure Frank Ticheli as a clinician in LA. I know his music, for my wife's band has played a few of his pieces and I am confident your students will have a great time! In addition to the PTP, I have attached an updated IOG (Itinerary Outline Graph) for your use. Feel free to share as much or as little of this information with your boosters this evening as you see fit. I spoke with our Air Group Desk earlier today regarding flights and at this time, based on what they are seeing presently, a guesstimate for your group's round-trip air would be +/- $500 per person. Again, please realize that this is just a guess based on the current fares. Fares and schedules for your dates will open no sooner than 330 days prior to travel. As far as ground transportation is concerned, based on the current IOG and current fuel rates, you should expect $6,500 - $7,000 per coach. Again, these numbers are an estimate and we can secure your ground transportation rates as soon as the air schedule is in place. I hope this information proves helpful for tonight's meeting. I trust that between the information contained in this email and its attachments, you will have sufficient materials to pass along to the group. Should you have any questions, concerns, or need additional information, do not hesitate to contact your Account Executive, Wayne Hindman (866-793-2247). > BJS then emailed WAH and asked him to confirm Don's receipt of my email and its attachments. > BJS will update TPMS attachments, once we know he is good to go with it as presented. 3/30/09: > WAH spoke with Don and he is afraid numbers may be significantly lower than originally projected. > BJS agreed to provide rates for same inclusions, but various group sizes. > Rec'd email from Don - Thanks for the info. We would like to make our deposit ASAP and secure our bonus comps. Please advise how to proceed. Will you send an invoice? Thanks, Don Nathan 3/31/09: > BJS sent email to Don letting him know that I would be sending rates later today for various group sizes. 3/31/09: > BJS sent email to Don - Don: Per my email from earlier today, I have put together package rates for three different group sizes. Keeping all the same inclusions, as detailed in the Pre-Trip Planning Proposal - Revision I which I emailed to your attention yesterday, the per person rates for the CCIS portion of the package would be as follows: 126 - 140 Total Participants (These are the same rates that were included in PTP Rev1.) Quint = $849 Quad = $909 Triple = $1,009 Double = $1,209 Single = $1,809. 101 - 125 Total Participants (Increase of $20 pp across the board.) Quint = $869 Quad = $929 Triple = $1,029 Double = $1,229 Single = $1,829. 80 - 100 Total Participants (Increase of $26 pp from the rates directly above.) Quint = $895 Quad = $955 Triple = $1,055 Double = $1,255 Single = $1,855. Wayne will follow up with you either later this afternoon or tomorrow and once the two of you have had a chance to speak, we will forward The Group Leader Handbook / Contract Notebook and Invoice for your group ASAP in order to take advantage of the Early Sign Bonus Comps. Thanks again for the opportunity to be of service to you and your group. I look forward to our work together. 4/20/09: > BJS completed CN and mailed FX SON for Tuesday arrival. > Included FIRST & Second Payment Invoices, #4714 & 4715, $42,020.00 each. > These invoices do not include any transportation. > In cover letter, stated that the sooner he got the First Payment back to us, the more Bonus Comps he would receive. > BJS made copy of CN for WAH. 5/3/09: > BJS sent Deposit modification email to Don. 5/13/09: > BJS sent EM to Don re: current flight options - copied WAH. Dear Don: We have researched pricing and availability for your band's up-coming trip to California. Rates and schedules have just been released. We can confirm space on Northwest, Continental and United Airlines to total 140 seats. I realize this may be more seats than your group may require; however, I know that we have been using 140 total pax as the maximum number of participants and it is for that reason we have started with that number when dealing with the airlines. Please note, I did not work with Delta Airlines as they require names and ticketing within 30 days of booking the group. With your departure still 11 months away, we all realize this is an impossibility and due to their regulations, it is quite obvious that Delta has no desire to work with groups. Southwest Airlines may be another option, but their flights are not open for April as of this time and will most likely not become available until sometime later this fall. Although it is a gamble to wait, one advantage to Southwest is that currently, they do not charge for bags. One other consideration is the fact that although Southwest is considered a "low cost" carrier, in some cases, their group rates have been higher than some of the other airlines. Here is what is currently available: > Northwest Airlines: 44 seats April 2, 2010 NW1493Y Columbus / Minneapolis 6:40A 7:51A NW 187Y Minneapolis / San Diego 11:20A 1:10P April 8, 2010 NW 312Y Los Angeles / Minneapolis 11:50A 5:37P NW1496Y Minneapolis / Columbus 6:40P 9:24P > Rate: $453.00 including all taxes and fees. > Current Checked Baggage Fees: $15 for the 1st bag each direction, $25 for the 2nd bag each direction. > Continental Airlines: 50 seats April 2, 2010 CO1093Y Columbus / Houston 6:15A 7:59A CO 739Y Houston / San Diego 9:50A 11:02A April 8, 2010 CO 494Y Los Angeles / Houston 12:30P 5:57P CO1492Y Houston / Columbus 8:00P 11:49P > Rate: $508.00 including all taxes and fees. > Current Checked Baggage Fees: $15 for the 1st bag each direction, $25 for the 2nd bag each direction. > United Airlines: 46 seats: April 2, 2010 UA 331V Columbus / Chicago 8:15A 8:39A UA 449V Chicago / San Diego 10:10A 12:25P April 8, 2010 UA 942W Los Angeles / Chicago 11:00A 4:54P UA 334W Chicago / Columbus 6:45P 9:01P > Rate: $510.00 including all taxes and fees. > Current Checked Baggage Fees: $20 for the 1st bag each direction, $30 for the 2nd bag each direction. Notes: > The airfares are guaranteed; however, taxes and fuel surcharges are subject to change prior to ticket issuance. > If the group should fall below 10 passengers, the guaranteed fare is no longer applicable. (We must have a minimum of 10 for each airline to have that airline's rate remain applicable.) > Any additional passengers will be ticketed at the applicable price at that time and based on availability. > Baggage fees are subject to change until tickets have been purchased. Please be aware of some important deadlines: > To further hold these seats we will need a per person deposit of $50.00 due in our office by May 29, 2009. > This deposit will be fully refundable if cancellation notice is received on or before January 8, 2010. > We are able to reduce the number of seats we are holding without penalty until January 8, 2010. After January 8, 2010, there are airline penalties of $50.00 per seat if we use less than 90% of the seats that we are holding at that time. > Passenger names would be due by January 25, 2010. > Final payment for airline tickets would be due January 25, 2010. > Non-refundable tickets would be issued the week of February 16, 2010. Please review this information and let Wayne Hindman (724-234-3422) know your thoughts / questions. We can hold these flights (with the required / refundable $50 airline deposit) and then check with Southwest Airlines when their flights open up to compare their schedules and fares. As you know, if you travel by air with any regularity, fares, schedules, and regulations change almost daily. That being said, I am sorry we cannot provide more assurance that you are getting the best deal when it comes to fares and schedules; however, we are all at what appears to be the whim of the airlines. Thank you for your time and thoughtful consideration of this information. 5/27/09: > Hotels continue to call for status updates, etc., so WAH is going to ty to get some answers from Don and let him know that we are nearing the end of our courtesy holds and cannot continue to guarantee rates and inclusions w/o some type of commitment, or at the very least some communication. 8/26/09: > Booster Mtg 9/1/09 - wants updated airfare, ground quotes, package rates, etc for that meeting. > Adjusted pax = 90 (60 + 30) > BJS alerted Sheli and updated count on Bible and IOG. 8/31/09: > BJS reviewed flight options with WAH and we decided on two sets of flights and then BJS updated IOG and attachments to accommodate the flights we selected. > BJS received charter quotes from Pacific Coachways. > BJS updated rates and PTP and then sent to WAH so he can forward to Don Nathan. > Group is meeting on Tuesday evening (09/01/09) to make some final decisions. 10/1/09: > BJS and WAH reworked an All LA Trip - departing on Sunday and returning as planned previously. > Sunday would be travel & dinner at LA HRC and if time permits, City Tour. > Monday AM = Movie Studio Tour, restaurant Lunch, Clinic, etc. as already planned. > Tues - Thursday as planned. > Rates start at 639 Quint. > WAH called Don and discussed. He is extremely pleased. > Air may be less and ground transportation will definitiely be less. > Decision Meeting is this coming Tuesday, 10/6/09. > BJS made absolutely no changes to Bible, IOG, or attachments. We will wait until decision is finalized. 10/20/09: > WAH sent EM to Don re: finalizing the Delta Airline Tickets - > The fare for the April 3 afternoon flight is slightly higher at $415. We have confirmed 86 total seats at this point. The itinerary is as below: DL1473Y 03APR Cincinnati / Los Angeles Depart CVG 450P Arrive LAX 634P DL1832Y 08APR Los Angeles / Cincinnati Depart LAX 1155A Arrive CVG 704P > The fare is guaranteed, however taxes and fuel surcharges are subject to change prior to ticket issuance. If the group should fall below 10 passengers, the guaranteed fare is no longer applicable. The remaining passengers must be ticketed at the applicable price at that time. > To further hold these seats we will need a per person deposit of $50.00 due in our office by October 26. This deposit will be fully refundable if cancellation notice is received on or before December 18. > For overnight deliveries mail to: 114 Aubrey Drive Butler, PA 16001 > We are able to reduce the number of seats we are holding without penalty until December 18. After December 18, there are airline penalties of $50.00 per seat if we use less than 90% of the seats that we are holding at that time. > Individual names would be due by January 22. > Final payment for the airline tickets would be due on January 29. > Non-refundable tickets would be issued the week of February 15. > Baggage Info: If the group is checking Band Equipment, I will send you an Equipment Letter and Form to complete. > Passengers are charged $15 for the first checked bag and $25 for the second checked bag (each way, for round trip). > There is a $5 surcharge on each of the first two checked bags when checking in via ticket counter, kiosk, or curbside. There is no surcharge for bags prepaid during online check-in at delta.com. (Maximum size is 62 inches (length+width+height) and maximum weight is 50lbs. (Any instruments exceeding these requirements will have additional fees.) > BJS emailed Invoice #4767, $4,300.00 ($50 per person X 86) due 10/26/09. Also mailed hard copy. 10/20/09: > Per WAH conv with Don 10/19/09 - > Sunday performance at the Long Beach VA Hospital, this is a recommendation from a fellow BD in the LA area. Once we finalize this addition, he is ready for a K! 10/27/09: > Rec'd check #1753, $4,300.00 for Airline Deposit. INV #4767, - PIF. 10/29/09: > BJS revised IOG > School to Cincinnati Int'l Airport = 132 miles / 2.5 hrs non-stop. > BJS complted Revised IOG now that flights have been reserved and WAH is picking up CN this afternoon to deliver to the group while he is in Cincinnati this weekend. > BJS updated the Lodging attachment, Bible and contacted Ground transportation in LA. > HMS, please review IOG and attachments - update / proceed as needed. Most of these items are in the system and used during the 2006 Kempsville HS Orchestra trip to Los Angeles. Thanks!!! ____ HMS ____ 10/30/09: > BJS completed CN and delivered to WAH so he can take to Don on Monday while in Cincinnati. > K and First Payment are due: 11/20/09, $37,862.00. 11/5/09: > Rec'd singed K during WAH mtg with Don at School in Columbus. 11/13/09: > BJS mailed fully executed copy of K to Don's attention. > HMS, as this is now UNDER CONTRACT, please review and proceed as needed. Thanks! ____ HMS ____ 11/30/09: > Rec'd check #1781, $37,862.00. 12/21/09: > rec'd Airline Passenger Count Guarantee Form = 78 Pax. > Received Airline Passenger List (unofficial as far as BJS is concerned as Passenger manifest is not due until 01/15/10. 1/15/10: > BJS sent REVISED Manifest to WAH so he can share with Don - need DOB and Gender. 2/09/10: > Rec'd RL, FPGF & HIF on 1/15/10 > Total Pax = 80 (63 + 17). > Rms / Pax 10 Qt / 50 03 Q / 12 02 T / 06 06 D / 12 00 S / 00 TOTALS = 21 ROOMS and 80 PAX (63 + 17). > Two of the 80 are not in our ticket block; HOWEVER, I believe we did purchase a separate ticket for the 79th pax (see WAH for details / amounts, etc.). I believe the 80th Pax is completely on their own for the Air Portion of the trip. > BJS sent the following EM to WAH for clarification and rates so the Final Invoice can be completed accordingly - Wayne: > Are these statements true? > Two of the 80 total trip participants from Worthington Kilbourne are not in our ticket block. > Don Nathan confirmed 78 Passengers / Tickets in the CCIS block (I know this is true, I have his signature on a form stating exactly that!) > HOWEVER, I believe we did purchase a separate ticket for the 79th pax. > I believe the 80th Pax is completely on their own for the Air Portion of the trip. > If number three is true, what was the total that we paid for that particular person's ticket? > If we paid for the 80th pax, what did we pay for that particular person's ticket? > Please advise on Wednesday so we can complete the group's Invoicing. > BJS updated Bible and IOG accordingly. > BJS placed order for 63 CAV Dvds + one mosaic. > BJS faxed RL to Hotel. > HMS, as these ukbers are now GUARANTEED, please review and confirm/ proceed as needed. Thanks! _2/15/10___ HMS __x__ 3/4/10: > BJS mailed and e-mailed INV & Statement to Don's attention. > Total due on Account = $62,691.80. 3/23/10: > BJS emailed Statement, total due on account remains $62,691.80. 3/27/10: > BJS emailed Final Itinerary to Don. 3/29/10: > Don called to let us know that Disney had his counts wrong . . . 62 for Workshop and 50 in Parade (they had them flip flopped) > He already called Disney. 3/30/10: > BJS sent fax / AMEX Auth to Heather for the 12 extra workshop pax at $10 ea. 3/30/10: > WAH picked up FI packet for delivery to Don in Columbus tomorrow afternoon.
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