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General Trip Information


Updated	Fri May 06, 2016
Trip Name	Verona High School Band and Choir-Orlando, FL-03-21-2013
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 groups will be going: Marching Band, Concert Band, jazz band, concert choir, Jazz choir. > Need performances for all groups. > Would like marching band to march at Magic kindom parade. > Would like Concert and Jazz band to be in Disney Honors. > Would like to go to the following Parks: Magic Kingdom, Animal Kingdom ( or MGM Studios ), Blizzard Beach and a day trip to Universal Studios.No Epcot. > Would like to leave from Newark airport non-stop to Orlando - the last time he went they went to tampa and it was not good! > Would prefer Jet Blue but go with the least expensive airline - He mentioned not that happy with United recently. > Budget: $1,000. > Needs proposal ASAP so he can get it approved right away. This school has 500 students and 140 of them are in the Band so he wants the sports teams to be aware of next years schedule as soon as possible. They have a Great Music program! 5/25/12: > Janet has PTP GoToMeeting scheduled for next Friday, 06/01/12 at 9:00 AM. > BJS set up meeting and invited Janet & Erik. 5/29/12: > BJS sent EM to Janet to let her know Disney Honors was not an option over his March tarvel dates and offered Festival Disney or PAOS. 5/30/12: > Rec'd response from Janet - per Erik, > Jazz Band, Concert Choir, and Jazz Choir - Disney Performing Arts On Stage > Concert Band: Either option depending on how it flows with the schedule (right now leading towards Festival Disney) > Just some thoughts on the parks, (if the flight schedule allows us to hit 5 different parks) - Magic Kingdom Animal Kingdown Blizzard Beach or Typhoon Lagoon Epcot Universal Studios 5/31/12: > BJS completed IOG and then ran rates in old system since so many attachments were still up in the air. > Completed Power Point Presenation for tomorrow morning's GTM at 9AM. 6/1/12: > Erik's schools' security settings would not allow him to attend the meeting, so we have rescheduled for Tuesday, June 5th at 4:30PM. He will be logging on from his home computer at that time. > BJS sent invitations as needed to Erik & Janet. 1. Please join my meeting on Tuesday, June 5, 2012 at 4:30PM. https://www4.gotomeeting.com/join/510621143 2. Join the conference call: Dial +1 (805) 309-0030 Access Code: 510-621-143 Audio PIN: Shown after joining the meeting Meeting Password: Verona Orlando Meeting ID: 510-621-143 6/5/12: > BJS , Erik & Janet all met via GTM. > Presented Proposal via Power Point. > Erik is really keen on the idea of the charter flight and is going to propose that to his administration. > Still TBD is PAOS vs Festival Disney. > Like having ther day at Universal IoA, hasnot been there and did not realize it was the best park for SH students in Orlando. > Seemed to give up the Waterpark idea in place of Universal IoA. > BJS to send him copy of PTP so he can prepare his paperwork for approval and then we will be ready to move forward. 6/6/12: > BJS scanned PP presentation and emailed to Erik and then also mailed hard color copy of presentation via USPS 2-day service. 6/7/12: > Erik called and spoke with BJS. > Wants to depart Newark around 7AM on Thursday. > Group will meet at tghe school early on Thursday & Erik will make arrangements for school busses or whatever to transport them to Newark that morning. > 7AM flight on Thursday, arriving Orlando around +/- 10AM. > Universal on Thursday, 3-Day Standard Disney on Friday, - Sunday, and then some time to relax at the hotel Monday morning before departing for Airport and arriving back in Newark between 3 and 4PM Monday afternoon. > Lunch on Monday, at this point, will be on own. > BJS to do up revised IOG and Rates. > Get charter quotes for ground transportation in Orlando. > Alert Miami Air of their intentions. > Send info to Erik as soon as it is complete. 6/28/12: > Board Of Education has approved the trip!!! 7/3/12: > Erik called and LVM - may not be able to charter Miami Air since commercial flights for the adults are so much less exepnsive than the seats he was hoping to sell to them on the charter plane. > Has a few other ideas he wants to run by BJS as well. 7/9/12: > BJS called Erik and LVM on his cell. > He had contacted Janet this AM to see if I was back from vacation. > BJS also revised IOG so it better represented what he and I spoke about on 06/07/12. > Trip has been approved by school board, needs due dates, etc. 7/9/12: > BJS checked Jet Blue schedule and they are only open thru 02/13/13 at this time. > Southwest is only booking thru 02/13/13 as of today. > AirTran is only booking thru 02/13/13 as of today. > BJS sent charter request to Allegiant via their website (Allentown to Sanford) 7/10/12: > BJS called and spoke with Erik. > He is afraid to make a commitment to Miami Air Charter since they are below 172 and the parents can buy their own commercial tickerts for half the price. > BJS explained that he sent request to Allegiant re: Allentown to Sanford and this could come back much cheaper - we should have answer by week's end. > Also, Erik is NOT opposed to splitting group into a few different airports if this will help with schedules and price (JFK, LaGuardia, Newark and even Philadelphia). He is fine with Allentown also, should Allegiant work out to their advantage. > Agreed on 9/21/12 as First Payment date for CCIS portion of the package. He is well aware that air line deposits and payments may be different . . . > Agreed to wait it out until additional schedules are open before making a definite decision and sending anything on to parents or administration. > His goal is to be able to do this trip, via air, for $1,350 or less. 8/27/12: > rec'd EM from Sheli - SW and AT have opened schedules and she wants to know if we stil need her to check. > BJS sent EM to Sheli - Sheli: 165 Pax (max), will most likely be closer to 155. Departing Thursday, March 21, 2013, AM flights to arrive Orlando NLT 11AM. Returning Monday, March 25, 2013 arriving back in NY-NJ area +/- 4PM He is now willing to consider any of the NY metro airports and can actually split between airports if necessary. THANKS!!! 8/27/12: > BJS sent EM to Erik to let him know we are checking with Southwest & AirTran. 9/11/12: > BJS called Erik per his email request. > LVM at both school and cell numbers. 9/11/12: > Per Erik, parent meeting is tomorrow night. > They are requiring a $300 Deposit / Pax at tomorrow's meeting so they can make initial deposits. > BJS agreed to do a complete Power Poont for hom to show at tomorrow night's meeting. > Will send Presentation via email tomorrow at some point prior to the meeting. > Can get rates finalized now that we have confirmation from Allegiant and have also received ground transportation quotes from Evelyn in Orlando. 9/12/12: > BJS reviewed and finalized IOG as much as possible. > BJS ran revised rates and entered in system. > BJS completed Power Point for Erik's Parent Meeting this evening and then sent to his attention along with a second email showing deadlines and due dates, etc. > Will need to request Allegiant Air charter K as soon as we know that this trip is a go. We should have this answer tomorrow since he is collecting $300 pp at tonight's meeting. > BJS sent 3rd email with PPACC based on Allegiant's quote. 9/12/12: > BJS rec;d EM from WErik asking what our first payment would be. > BJS replied - Would typically be 1/3 of our package rate, so basically $200 per student. The airline is requiring 10%, so that is a flat $8,434.00 or $56.22 / person based on 150 paying participants on the aircraft. B 9/12/12: > BJS sent EM with deadlines - Contract 10/7/12 (should have been 10/8/12 since the 7th is a Sunday). First Payment 10/7/12 Second Payment 12/20/12 Final Participant Guarantee Form 01/18/13 Room List 01/18/13 Hotel information Form 01/18/13 Airline Passenger List 01/18/13 Final Balance 02/01/13. As you know, the Allegiant Air Deadlines are separate from ours and as soon as I hear from you tomorrow that this evening’s meeting was a success and your group is ready to proceed to the contract stage, I will request the air contract. Their deposit, $8,434.00, will then be due in 10 days. (9/24/12). 9/14/12: > Per Erik, parent meeting was a success and they are proceeding with trip as presented. > He expects to mail check to CCIS for our Deposit and the Allegiant Air Deposit on Tuesday of next week. 9/14/12: > BJS sent EM to Erik with Invoices - So you will have them, invoices for the Allegiant Air Deposit and CCIS First Payment are attached. Please note, they have different due dates (9/24/12 & 10/8/12 respectively). The original of these documents will be included in your Group Leader Notebook. 10/12/12: > BJS emailed Disney PAOS Application packet to Erik and encourgaed him to complete and return to me with haste. CC'd janet. 1/3/13: > BJS updated IOG with correct flight times as well as currently scheduled Disney Performance times. > BJS emailed Erik the Allegiant Forms / Passenger Manifest & Equipment List. 1/4/13: > BJS completed CN. > JM, please process per SOP and mail via FEDEX SON for a Monday arrival at the School, Attention Erik Lynch, Band Director. Thanks! __x__ JM _1-4-13___ 1/8/13: > BJS called Erik from Hospital to answer the questions he had sent via email. BJS already responded to these, but he has been consumed with Carnegie Hall preparations and has not read emails or even opened the FEDEX box with the CN. > BJS explained that the forms were all due on the 18th and there was no extension and yes, specifics are required by the airlines and the TSA. > If the payment was a bit delayed, I could work with that, but need forms on the 18th. > He was thinking the fianl payment was the one due on the 18th and I assured him that was not the case, once we have his ofrms, we can then generate a Final Invoice and the balance was due 02/01/13. 1/13/13: > BS answered anet's text message - Erik wanted to know if the plane was a 737, BJS replied by text hat it was a MD-83 et with 165 seats. 01/15/13: > A lot of back and forth between Erik and Janet & Janet & BJS. > BJS told her to tell him we can hold off on the Equipment List until 02/28/13. This should make his day! > Wanted to know if we could get less expensive busses in FL. BJS replied that we already shopped this mnths ago and went with the best rate we received - additionally, the coaches are already under contract and we are not canceling at this point. 1-21-13 >JM processed room list packet: 27 Q/108 2 T/6 6 D/12 4 S/4 TOTAL 39 rooms/130 (116 + 14) 01/22/13: > Rec'd check #1134, $80,561.50. > First Payment INV is paid. 1-30-13 >JM EM Room List Packet 01/30/13: > BJS sent EM to Janet re: Erik's request for rehearsal space at the hotel . . . 02/04/13: > BS and JM fixed the Room List with Elaine's name as well as updated the Allegiant Passenger Manifest. 02/22/13: > BJS reviewed Quote and K since numbers were slightly lower. Ran with actuals, and we are OK keeping things as they were even though he is 5 below K minimum. > BJS completed and emailed - Invoice # : 5375 Invoice Date: 02/22/2013 Due Date: 03/08/2013 Amount Due: $65,891.50 03/07/13: > Rec'd Booster Check #1148, $65,891.50. > At this point, account is PIF. 03/13/13: > BJS completed Final itinerary and emailed to Erik, Janet, as well as Allegiant Air, Horizon Coach Lines and the hotel. > Complete packet to be sent via FedEx on Thursday for a Friday afternoon arrival.
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Itinerary

Apple iPad (The New iPad)
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 )	$518 / DOF (131) = 3.96pp. 02/22/13: > Actual = $518 / 126 = 4.12pp.

Group Travel Videos
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 )	03/12/13: > BJS placed order via EM to J O'Malley since their system was down. Verona HS Band & Choir Erik Lynch, Director 973-571-6750 862-485-0606 (cell) Orlando, FL March 21 – 25, 2013 151 Fairview Ave. Verona, NJ 07044 116 DVDs 2 Mosaics 3 Busses

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

Horizon Coach Lines
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Transportation [+] More
	Under Contract Active (uncheck to make inactive)

Universal Orlando - One Day One Park Admission
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)

Universal Orlando Meal Coupon
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)

NASCAR Cafe - Orlando
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)

Radisson Resort Orlando - Celebration
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)

Student Watchers
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)

Disney Performing Arts On Stage
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 Dining Cards
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 Meal Coupons
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)

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
Menu	Type Cost Per Person
Menu PTP	Dinner at the NASCAR Cafe to include a Classic Caesar Salad;The Raceway Rolls; Points Leader Alfredo Pasta (Penne Pasta in our Creamy Alfredo Sauce); Pace Car Penne Pasta Marinara topped with grated Parmesan cheese; Champion Chicken Tenders served with your choice of dipping sauces;Final Lap French Fries; The Daytona Dessert - a Brickyard Brownie, all accompanied by unlimited Soft Drinks.
Item Notes ( Print Note )	10/11/12 <HMS left message 1/29/13 >HMS faxed deposit 3/18/13 >HMS left message to make sure that numbers were correct >told them about wrists bands >make payment 3/20/13 >HMS confirmed