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Trip Reports: Bible (Basic Trip Report)

General Trip Information


Updated	Fri Dec 12, 2014
Trip Name	Nansemond Suffolk Academy Choir-Orlando, FL-12-04-2014
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 )	Suffolk to WDW = 750 miles / 12.5 hrs non-stop 11/20/13: > BJS completed PTP for December 2014 Trip to Candlelight Processional and CJ gave to Toni at VMEA as she wants to get it settled so she can get 5 ESBCs. > After recovering from Sticker Shock, due to significant increase from 2010 prices (mainly because of hotel (All-Star) being $100 more per night since she is going during Peak Season). > She is asking her Admin to allow trip the week after Thanksgiving so it will help with budget. > Wants to get settled and deposit paid before Christmas Break! 12/16/13: > BJS sent Revision to CJ for her to share with Toni re: less expensive dates of December 4 - 7, 2014. > EM - Please send the attached Revision along to Toni at Nansemond Suffolk. I know she is anxious to get his settled before the holidays. > Let her know that the Quad rate dropped by $70pp and the other rates dropped even more. For example, the Single rate dropped by $330. All because of the rooms at the All-Star being cheaper during these early December dates versus her original dates much closer to Christmas. > Should she need to bring it down even a bit more, we could go to a Standard Park Ticket (1 park / day for three days), instead of the Park Hopper, and that would save another $20 per person. > We could always use $10 Dining Cards for Lunch and $15 Dining Cards for the Dinners and this would create another $20 or so of additional savings. > Rates on the Bible screen, starting at $629 are the December 4 - 7 rates as presented in PTP Rev1. They include $30pp for ground transportation on performance day. > BJS made no changes to any of the dates in the system - they are all still based on her ofiginal dates of Dec. 18 - 21, 2014 as we presented at The Homestead (VMEA). 12.18.13 >CAJ - Sent Toni a holiday card on 12.16.13 01/31/14: > Per Toni - > The dates are Dec. 4 - 7, 2014 > Disney hotel. > I request a reduction to $10 lunch meal credits to help bring the cost down. (This saves $15pp). 02/25/14: > BJS updated all attachments and ran K rates over new dates and posted to system below. The price below includes $30 pp for ground transportation on one day, performance day. > Will complete CN as soon as we have confirmation from Heidi at WDW re: All Star Resort rooms and rates. 03/25/14: > BJS completed CN. > K Due with TPL, Disney CP Appl, and First $ ($11,420.00) on 04/21/14. > JM, please process per SOP and mail CN with this year's Nashville Trip Final itinerary Packet on Wednesday, 03/26/14. ___x_ JM ___3-26-14_ 04/19/14: > Per Toni's request via email earlier today, delete the DVD. > BJS marked it inactive and then reduced pp package rates by $10 across the board. Toni: . . . We reduced the rates by $10 for the Meal Credit, but I will make a note now and update our system to also deduct another $10 for no Group Travel Video. Can you draw a line through it and initial it on the Contract Inclusion Attachment when you send it back with your contract and then I will initial when I send it back to you? Please do the same with the Per Person Package Rates, just mark each of them $10 less on the first page of the Agreement and I will also initial when it comes across my desk. You are right, on Performance Day at EPCOT, you can go directly backstage for the rehearsal and no bus will be required. I took the fact that you do not require transportation on Performance Day into the rates, so that is already accounted for. 04/21/14: > Rec'd signed K and Travel Planner Letter. > Per Toni, check has been requested and will follow under separate cover. > As this trip is now UNDER CONTRACT, please review and proceed as needed. __x__ JM _4-21-14___ ____ HMS ____ 04/24/14: > rec'd check #46020, $11,420.00. 05/22/14: > BJS sent EM to CJ with airline specs for Toni - We can confirm 50 seats on the following schedule for the choir’s up-coming trip to Orlando: OUTBOUND Southwest #3225S 04DEC Norfolk / Orlando 1000A 1200N RETURN Southwest #549W 07DEC Orlando / Baltimore 1130A 140P Southwest #4034W 07DEC Baltimore / Norfolk 300P 350P The cost of this airfare per person is as follows: 27 seats at $335.00 per person, including all known taxes and fees. 23 seats at $400.00 per person, includes all known taxes and fees. With a group of 50, the average ticket cost is approximately $365.00. The fare is guaranteed, however government imposed taxes and airline 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. Please be aware of some important deadlines: • To further hold these seats we will need your approval to proceed in our office no later than 4:00PM on Tuesday, May 27, 2014. • We will also need to know if you want us to hold less than 50 seats and if so, how many? • Upon receipt of your approval, we will be making a NONREFUNDABLE Deposit which will be applied to the final payment. • We are able to reduce the number of seats we are holding without penalty until the time of ticketing; however, the group cannot fall below 10. • Names would be due by September 26, 2014 and Final payment for the airline tickets will be due at that time. • Non-refundable tickets will be issued the week of October 13. • Many airlines charge extra fees for checked baggage. These fees are not included in your trip cost. Check your airline’s website for current fees, www.southwest.com. > Special Note about Airline Surcharges: Included in the cost of your ticket are airline surcharges that may fluctuate between now and the time your tickets are issued. The cost of your ticket could be higher by the time your final payment deadline hits. How can you protect your group from possible increases? Buy your tickets early. Once an airline ticket is paid in full and issued, the airline surcharges are locked in. In order to issue the tickets, we need names of all participants and full payment. But remember, once tickets are issued, they are non-refundable. Please review this information and let me know if you have any questions – thanks! > CJ to call BJS to discuss before she sends along to Toni. We can also discuss ROL in order for group to make payments via CC. > Once we have her OK to proceed with these flights, BJS will need to update IOG and attachments accordingly. 5/23/14: > Per Toni via CJ's email - Toni said that the airfare was too high and that her principal would have her head. She wanted to see if we could re-work the trip to an off site location and bus down, or just bus down - she needs to keep her costs lower and she thought that airfare would run around $200 per person. I did advise her how air fares worked and how group air fare are done, but she was hoping for a much lower rate. She need transportation to be much less. 5/23/14: > BJS replied - Wow, where would she ever get an idea that airfare would be $200? Probably those damned Southwest advertisements with $99 flights to Orlando. When she says bus down, I need to know if she is doing her own transportation, or she needs us to do it for her. For the past several years, she has done it herself. An updated IOG, via bus, is attached. I have every intention of keeping her at the Disney All-Star Resort, for the rates are good over her dates and we have been holding rooms for her there for months now. The CCIS portion of her package will drop a bit since she will be in the hotel for just two nights and she’ll no longer need any ground transportation in Orlando since she’ll have her own bus throughout. I will refigure our package rates once we know if she is doing her bus or we are. Please advise ASAP. > BJS made no changes to attachments or anything in the system - will await decision on who is doing transportation before making any updates; although, I have done an all-bus IOG. 05/28/14: > Per Toni's email, they are doing air transportation on their own. > Our flight arrives in Orlando at 12:30 pm on Dec. 4 and departs at 5:30 pm on Dec. 7. 8/29/14: > Rec'd check #46957, $11,420.00. 9/3/14: > Rec'd EM from Toni with ???s - 1. Did you receive my second payment yet? 2. Are the passes we receive dated? Can they be used by anyone? I have a student who already has a pass for DW and the parent wants to know if the pass she receives can be used at a later time by someone else. 3. FYI - my numbers are not as high as you estimated last spring. I will have approximately 43 students and 7 adults counting me. > BJS replied - Hi Tony! I hope you had a great Summer! Yes, received the 2nd payment last week. The passes we are provided by WDW are dated and can only be used for a specific window of time during your group’s visit. 50 total pax is a good strong number – remember your Forms due date on 10/3/14. All the best, Bryan. 9/18/14: >CAJ - Note from Toni - I have had a student withdraw from school due to health reasons. They had paid a deposit for the trip, but are asking for a refund. My reason for emailing you is to ask if any purchases have been made yet that would affect our bottom line? Can I safely refund his deposit? Toni 10-3-14 >JM processed Hotel Room List Packet to include: 7 Q/28 pax 3 T/9 pax 4 D/8 pax 3 S/3 pax TOTAL 17 Rooms/48 pax (39 + 9) _____BJS_____ ___X__HMS_11/3/14____ 10/21/14: > CJ - Please contact Toni and get her SPECIFIC FLIGHT DETAILS, both into and out of Orlando, as I need to pass these along to WDW so they can make arrangements for the Disney Magical Express airport / hotel transfers. 10/21/14 >CAJ - Flight Info: Dec. 4 Flight #176 Norfolk to Baltimore 7:25A - 8:35A Flight #3477 Baltimore to Orlando 10:05A - 12:30P Dec. 7 Flight #4909 Orlando to Norfolk 5:40P - 7:30P 10/23/14: > BJS updated IOG and reviewed Disney Questionnaire with JM so she can complete and return to Brook at the Resort re: DME, Magic Bands, etc. > BJS ran QUOTE - FPGF version. > BJS emailed and mailed Final inv #5682, $3,394.00 and made due 11/1/14. 11/3/14: > Rec'd check #74603, $3,394.00. > Account is PIF pending no changes. 12/12/14 >CAJ - Toni said the trip was great! Whoppie Goldberg was the announcer of events. She said the park was packed. Busses were running into traffic everywhere. They were late to Planet Hollywood due to traffic in the area. She said the meals were good, hotel was a little tire looking and would rather stay at a different hotel net time. otherwise trip was great! A+
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 )	11/20/13: > $518 / DOF (43) = 12.05pp 10/23/14: > $518 / 41 = $12.64pp.

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 )	04/09/14: > Removed per Toni's request in order to reduce rates by $10.

Witte Travel
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)

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)

Disney All-Star Resort
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)

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)

Planet Hollywood
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)

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)

Buena Vista Suites
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)

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 Planet Hollywood featuring choice of Entrée: Guy Fieri's Straight Up with Cheese Burger: Cheddar (super melty), lettuce, tomato, donkey sauce served on a brioche bun served with Fries, Chicken Caesar Salad: Crisp romaine hearts, sliced all-natural chicken breast, croutons, and shaved Parmesan, served with Caesar dressing, Six Cheese Chicken, Macaroni and Cheese: Sliced all-natural chicken breast and cavatappi pasta tossed in our 6 cheese creamy sauce, finished with seasoned bread crumbs, Chicken Tenders served with Fries, all served with appropriate sides, Dessert and unlimited soft drinks, coffee and tea.
Item Notes ( Print Note )	11/20/13: > BJS used $21 for PTP prep. > was 19.00 in 2013 4/22/14 >HMS sent email for reservation 9/8/14 >HMS faxed signed contract 11/3/14 >HMS faxed updated contract with new numbers and cc exp date 12/3/14 >HMS called and confirmed >They will send CC receipt today or tomorrow to be paid in full