CCIS: Manage Trip


Updated	Tue Feb 18, 2014
Trip Name	Calvert Hall College High School Music Dept.-Orlando, FL-03-24-2011
Client	Back to Client \|\| E-Mail
Sales Rep	Brett Taylor E-Mail Sales Rep.
Trip Class / Division	CCIS DST
Destination	OR
Number of	PAX Youth Adults Escorts DOF
Comps	Single Dbl Trip Quad Quint 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 )	5/18/10: > Per APW - we got the K!!! 5/19/10: > BJS sent the following questions to APW - > Calvert Hall, please confirm for me exactly which charter air service they want to be included in their K - Miami Air (which is the one I included in the original PTP) or the one which Stacy provided a few weeks later. I know when we spoke yesterday, you were pretty sure it was Miami Air, but since it is now time for me to start signing contracts, I want to make certain I have the correct one. > Also, please let me know exactly how many comps we have promised him, including the Early Sign Bonus Comps. I know we extended some deadlines for him, etc., and at this point I am not really sure where the number stands. > An updated IOG is attached - I have deleted the Workshop and replaced the dinner at Planet Hollywood on the first night with a Disney Meal Coupon. Please confirm with me that this is now correct. > Once I have your answer on comps, I will be able to provide the final CCIS package rates. > Once I have your answer on air charter, I will be able to complete their CN. 5/20/10: > Rec'd response from Amanda - > Miami Air > 15 Comps built in the PTP, and 3 additional comps. > IOG is correct as BJS updated. > Don't forget, we need to provide him with concrete bus quotes now as well. 6/1/10: > Per Amanda, they should be OK with Deposit by 6/24/10. 6/1/10: > After speaking with Robin at MAI, we decided on OK TO PAY for Airline Contract to be due to CCIS 6/10/10 and then signed K due to MAI NLT 6/11/10. > Deposit to be due from Client 6/24/10, $38,000.00 and then $22k+ deposit to MAI NLT 6/30/10. > BJS completed CN , including Invoices and mailed FXSON to APW. > APW is meeting with client on Thursday. > BJS sent email to APW asking her to call me on Wednesday afternoon so we can discuss: Resort Brochure / Floor Plan Ground Transportation Rate based on IOG Air Transportation Rate MAI OK to Pay First Payment Due: 06/24/10. 6/3/10: > Per APW CN delivery meeting - wants to change from MMDays to Festival Disney ($36pp additional). > Needs RT charters from School / BWI > Change Departure time on first day to 8am & 9am rather than 7 & 8 > $ due fro kids 7/1/10 > Can send $ to CCIS 7/2/10 > Will not sign MAI OK to pay until after 7/1/10 > Needs updated K pages NLT 6/8/10 for parent mtg on 6/9/10. 6/4/10: > Per APW, competing ensembles will be 2 concert bands 3 jazz ensembles 1 all male choir 2 small chamber choirs > BJS to include partially completed Festival Disney Application in the updated CN pages which I am sending NLT than Tuesday, 06/08/10. 6/9/10: > BJS sent revised CN pages to APW as a PDF file and she is sharing with Client. > New due date for K & First Payment = 07/05/10. > Client to call BJS after K and Deposit have been received tso we can complete the Festival Disney on-line application together. 7/3/10: > Rec's signed K and First Payment check #63507, $38,000.00. > Group at this point only wants us to pay deposit for one (1) plane. Their numbers do not constitute a second plane at this point. > John mailed Miami Air Deposit accordingly. 7/15/10: > BJS mailed fully signed copy of K back to Brian Ecton. 7/15/10: > BJS sent EM to APW asking her to call me so we can go thru the Festival Disney Application process together and then she can complete it with the Director at her convenience. 9/17/10: > BJS emailed partially completed MMDays application to Brian with note explaining that per Disney policy, Marching Band MMDays Performance would not be confirmed or scheduled until 6-weeks prior to their trip. If they are acepted, there will be a charge of $26 per performer for this add-on. 12/3/10: > BJS sent EM to Jim and copied WAH re: Need number of pax over 172 charter plane capacity so we can get additional seats / rates reserved. Also need to get the correct number of charter coaches secured - This is not the first time I have asked for this. Jim: > We need to know how many passengers over 172 the Calvert Hall group is going to need for their Orlando trip. The one chartered plane has a capacity of 172 seats and we are currently holding no other reservations / seats for his group. We have asked for this in the past, but have not received an answer / number. > As their first date of travel is March 24, 2011, we really need to get additional tickets / flight arrangements and rates secured in the next few days and definitely by the middle of next week. > Related to this same issue is ground transportation as we need to get the appropriate number of coaches secured based on the number of trip participants. 12/12/10: > 170 Total 113 Sextet 20 quint 8 q 12 tr 18 dbl 1/5/11: > BJS emailed and mailed REVISED 2nd Payment INV to Brian Ecton. > Also sent follow-up em to Jim just in case he had any questions. I emailed the Revised INV this AM and copied you. Just in case he asks, I did it for 172 total pax. since that is the plane's capacity. Between you and me, his final inv will reflect any and all payments rec'd to date as well as the up-charge for the students participating in the MMDays performance and any adjustments we may need to make due to lower than projected numbers, airline fuel surcharges, etc. If you have any questions, call me. > BJS updated numbers on Bible Screen and IOG to a more realistic 172 (160 + 12). 1/5/11: > BJS sent EM to Jim reminding him that Airline Equipment list is now DUE and FPGF, Passenger Manifest, RL, and HIF are all due 1/21/11. 1/5/11: > BJS EM Jim Miami Air's Equipment List for all checked instruments / equipment (not carry on or luggage). Made due date with all other forms on 1/21/11. 1/10/11: > BJS sent EM to Jim - > Received word today from Disney Performing Arts (aka: Magic Music Days) that the Calvert Hall College HS Marching Band's Parade Performance Application has been accepted; however, since the school is already participating in Festival Disney, they will not have a final decision on the marching band's "add-on" park parade performance until 6-weeks prior to their visit (+/- the week of February 13, 2011). Please share this information with Brian Ecton, BD at Calvert Hall. 1/20/11: > Brian called -was getting ready to send all forms and still was missing the official names of one of the parents. BJS asked him to wait until list was complete and he will do so and send everything over tomorrow. > BJS to resend him the Airline's version of the seating chart / passenger manifest. > He is at 172 total pax, so no commerical seats will be required. 1/24/11 > HMS enetered room list, PGF and Hotel form > Also received airline forms and weights on instruments. 1/26/11: > BJS sent EM to Brian re: Air Charter / Base Fuel Rates. > Brian, > Unfortunately, as we all are well aware, the rates for fuel have increased consistently over the past few months and as your group's departure date is getting closer, I need to remind you that per the information we provided to you regarding your charter air transportation, the final rate for your Miami Air Charter is determined by the airline's base fuel rate no less than 7 days prior to travel. > When your charter was quoted, as we detailed in our proposal, the fuel rate was $2.25. As of Monday (1/24/11), it has increased to $3.25. This increase in the base rate translates to a charter increase of approximately $5,805.00, including tax, or $33.75 per seat based on 172 seats. > I will continue to monitor this rate and provide weekly updates. > Copied jim, WAH & JAF. 1/28/11: > BJS forwarded email from Disney to Brian re: not able to accommodate their requests for MMDays performances in addition to the Festival Disney ensembles. > Brian called of course as he was upset. > BJS ecxplained that if he wouldn�t have waited three months to send me his application materials, he may have had a chance. > BJS called Darlene and she said they could do the Parade portion of Festival Disney. > BJS informed Brian of the same and he is delighted. 2/7/11: > BJS sent emial to Brian Ecton. This week's Base Fuel Price is $3.30. Will continuye to monitor. 2/8/11: > BJS processed RL, etc. > TOTAL PAX = 172 (123 + 49) > RMS / PAX 15 Sx / 090 07 Qt / 035 04 Q / 016 03 T / 009 11 D / 022 00 S / 000 TOTALS = 40 ROOMS and 172 PAX (123 + 49). > BJS reviewed numbers since they are less than half of the original projection. > Deleted CAV and Charms. > Dropped from 18 Comps to a total of 7 (1/40 paid + 3 ESBCs). > BJS sent FPGF QUOTE form to JAF. > We can also try to recoup some of our lost profit on the ground transportation in Orlando - due to fuel surcharges. > HMS, as these numbers are now Final and GUARANTEED, please review and proceed as needed. __X__ HMS __X__ 2/25/11: > BJS sent EM to Brian re: Ground Transportation in Orlando - Needed to know final rate and CCIS needs to know if he wants to squeeze onto 3-57s for take 4. > Brian: The ground transportation in Orlando has been confirmed at $4,251.00 / 57-passenger coach. This is $252.00 / coach higher than the original projection in June of last year. Not too bad considering the fact that fuel has risen more than a $1.25 / gallon since then. Three coaches have a total capacity of 171 seats. You have 172 trip participants and four coaches have a total capacity of 228 seats, 56 more than you need. I spoke with the bus company, and if you would like to have one extra person on one coach, they understand and will not have an issue with that. The choice is yours, I have 4 coaches under contract, but can reduce it to just three if you wish. Please advise at your very earliest convenience. 2/28/11: > Per conv with Brian - has decided YES on 4th coach in Orlando. > Thinking on Thursay - all day EPCOT all day and then check in that night. Including illuminations. > Friday - Hollywood Studios in the AM then Hallmen Perf and then back to Studios. > Downtown Disney after Studios close on Friday 7PM - 10PM at Downtown. > Saturday - Studios then board walk with lunch at boardwalk if able to use there (if not not Downtown), then back to Studios. > Sunday - Mass Service - Basillica of the National Shire of Mary, Queen ofg the Universe 7:30 AM Mass - B-fast prior then all day at Magic Kingdom to close at midnight. > Monday - Animal Kingdom all day. > BJS confirmed with Brian that we will need to purchase the 5-Day Premium Pass and the rates would ioncrease by less than $10 pp. He is fine with that. > He also knows that his charter rates are going to increase in Orlando due to the changes he made . . . Also fine. 3/1/11: > BJS emailed and mailed INV #4972, $84,138.34. > One additional inv toi follow once the final fuel surcharge has been determined by Miami Air and the final Coach rates from American Coach in Orlando. INV #4972 included just the base rates . . .and BJS sent a note to Brian explaining this. 3/2/11: > Revised Room List and breakdown of students and adults since his principal and his family is now traveling with the group. They total 4 and he has 4 people sho have dropped, so the total remains at 172; however, the breakdown is now 172 (122 + 50). > REVISED RMS / PAX 14 Sx / 84 08 Qt / 40 05 Q / 20 03 T / 09 09 D / 18 01 S / 01 TOTALS = 40 Suites and 172 PAX (122 + 50). > FYI - Principal and his family are not traveling on the Charter flight, not that it really matters . . . > BJS updated IOG based on conv with Brian on 2/28/11. > Sent revised RL and final version of IOG to American Coach and hotel. 3/8/11: > BJS mailed and emialed Fuel Surcharge INV to Brian as well as updated STATEMENT. > Total due on account = $93,548.34. > BJS spoke with Brian - Adult Chaperone, Margaret Wollwine, is canceling due to stroke and is being replaced by band student (male), Adam T. Green. > BJS will alert hotel and Miami Air.
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Festival Disney
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Festival [+] More
	Under Contract Active (uncheck to make inactive)

Contract	Due Requested Received Signed
Deposit ( E-Mail BookKeeper )	Due Paid Amount $ Method
First Payment ( E-Mail BookKeeper )	Due Paid Amount $ Method
Balance ( E-Mail BookKeeper)	Due Paid Amount $ Method
Drop Dead Date
Final Count	Due Sent Number
Comp. Policy
Rates	Youth Adult Registration Fee Quantity
Festival Application	To Client From Client To Festival From Festival
Item Notes ( Print Note )	2/24/10: > 2010 rate for 4-Day Premium = $163.25. > Expect increase of no more than 10% for 2011, so BJS used $179.58 in PTP prep. > BJS also allowed for three $100 Application Fees since based on the size of this group, they will most likely have multiple ensembles in each genre. 6/3/10: > Per APW, group wants Festival Disney instead of MMDays. > Per APW, competing ensembles will be 2 concert bands 3 jazz ensembles 1 all male choir 2 small chamber choirs > BJS to include partially completed Festival Disney Application in the updated CN pages which I am sending NLT than Tuesday, 06/08/10. > 6/4/10: > BJS called Festival Disney to see if they could email me a 2011 Travel Planner Application. > Application is available on line and it is to be completed on line as well. 8/19/10: > APW completed application on line with Director, Brian Ecton 1/28/11: > Darlene confirmed that the Marching Band can participate in Festival Disney since the MMDays performance has NOT been approved. 2/2/11: > BJS registered on Line for the Marching Band with $100 Application Fee. > Paid via AMEX and sent copy of receipt to JAF. 2/24/11: > BJS called and spoke with Lindsey. Should not be a problem shanging the order of the Jazz bands. She will confirm 100% tomorrow.

Disney Meal Coupons
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Attraction [+] More
	Under Contract Active (uncheck to make inactive)

Contract	Due Requested Received Signed
Deposit ( E-Mail BookKeeper )	Due Paid Amount $ Method
First Payment ( E-Mail BookKeeper )	Due Paid Amount $ Method
Balance ( E-Mail BookKeeper)	Due Paid Amount $ Method
Drop Dead Date
Final Count	Due Sent Number
Comp. Policy
Rates	Youth $ Adult $ Senior $ Group $
Item Notes ( Print Note )

Lake Buena Vista Resort Village & Spa
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Hotel [+] More
	Under Contract Active (uncheck to make inactive)

Downtown Disney & Marketplace
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Attraction [+] More
	Under Contract Active (uncheck to make inactive)

Lake Buena Vista Resort Village
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Restaurant [+] More
	Under Contract Active (uncheck to make inactive)

Disney Magic Music Days
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Festival [+] More
	Under Contract Active (uncheck to make inactive)

Disney's You're Instrumental Workshop
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Attraction [+] More
	Under Contract Active (uncheck to make inactive)