CCIS: Manage Trip


Updated	Tue Aug 25, 2020
Trip Name	Peters Township High School Music Dept-Orlando, FL-04-21-2021
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 )	Peters Twp HS ---> Orlando, FL 954 miles CCIS 11/26/19 > SN spoke to Ryan Perotte today regarding a music department trip to Orlando in December 2020. > 179 students, 21 adults. Does not expect to go over 200. > Definitely wish to fly, commercial, do not expect to be on one flight > Dates are 12/16 - 12/20, HOWEVER, Ryan says they could leave during the day OR evening of 12/15 if the flights are significantly cheaper (or more convenient for whatever reason.) Yes, they understand this would necessitate an additional hotel night, but the plus side would be having a full day on the 16th. > 2 days WDW, 2 days Universal > Marching Band - PAOS parade performance. > Choir - Candlelight Processional > Silk line and Drum line workshop, but not definite on that.. > Band and Orchestra workshops at Universal > Ryan has a contemporary a capella choir and is wondering if there would be a place to perform with this ensemble. (NOT Disney Springs) > Combination meal coupon and dining cards for most meals. > Would like 2 "nice" dinners together, if possible. > Usually stay off-property and understand the necessity of ground transportation. > Last time they went, the cost was around $1600, so they are prepared for it to be higher. > They NEVER make their chaperones and staff pay, so while with 200 total, 8 comps will be factored in, Ryan says they really need to know how much to factor in for a total of 21 comps. > Ryan says that Rochelle Koerbel will be the main point of contact and says the IOG review date, etc can be scheduled with her. SN will try to get her to review this mid-week (preferable 12/3-12/4) and will confirm as soon as she has contact with her. > Goal is to have TO to them before Christmas > One note: Ryan would like to know the price difference between staying on property vs off, which will be easy to determine, once we know how much the off-property rates are. 12/5/19: > BJS completed and made major revisions to IOG. > SN, ready for IOG R&A. > BJS ran some preliminary $ numbers, including COMPS at 1:10 (in order to accommodate all the adults, that get to go for free) and decided to start with the Tuesday afternoon flights since it appears their budget of more than $1600 should be able to handle that and it gives them full park days. > A couple of other notes and items we need answer to during your IOG R & A Meeting on Friday . . . - Make sure they are aware that the 2-Day Disney ticket is NOT a Hopper and there is no option for a hopper with the 2-Day Disney ticket and Candlelight is in EPCOT, so that is one park on the Candlelight day for the Choir. If the rest of the group wants to see the choir, they too will all have to be in EPCOT that day. - Equipment Truck? - They need to understand how much park time they are encumbering with so many performances and workshops. Don't want anyone to complain that they didn't get enough park time. - Do they need us to make arrangements for HS / PIT transfers on Departure and Return day. - Band & Orchestra Workshop at Universal - I would suggest they do this as a combined instrumental Music and the Art of Foley Workshop, again in the interest of time (and possibly budget). Groups do this all the time. - They need to complete their Disney & Universal Applications ASAP, so be sure to send this information directly to the directors and CC the Trip Coordinator. They can do this exactly 1-year in advance of their requested / suggested performance day. ____ SN ____ 12/17/19: > BJS called Ryan and LVM > BJS sent follow-up email (cc'd SN) - Ryan: Per my phone message a few minutes ago, I was hoping we could touch base prior to the Holiday break on both of your up-coming trips with CCIS. We completed your group’s Orlando IOG (Itinerary Outline Graph) a couple weeks back and Stephanie has been trying to connect with Rochelle ever since in order to present the IOG via a Go-To-Meeting (on-line collaborative meeting). The IOG Review and Approval is an important first step in our process as it allows the group to review and make any adjustments to the trip we are planning before we reach out to any vendors to confirm availability, secure rates, etc. In your group’s case, we have designed the IOG with a Tuesday afternoon departure and a Sunday morning return. By doing so, it will allow your group four complete park days – two each at Disney & Universal. We feel this will work best based on the number of performances and workshops you are considering, not taking too much park time from the students, and shortening your park time on travel days. As you know when we spoke a few weeks ago, following the Dinner a Morton’s, it was our hope to have your group’s Orlando Trip Orchestration completed and in your hands for review, including guaranteed rates, prior to the end of the year. Unfortunately, we cannot proceed without your group’s approval of the IOG. Since Rochelle and Stephanie have been unable to complete the review, I have attached the IOG for the consideration of you and your colleagues in the Music Department. On another note, we have not yet received any meal days and times for the Jacksonville trip and our time is getting short with departure just 3-weeks away. We are not certain if this is something you are still expecting from us. Please advise ASAP. Our offices will be closed from December 24 – January 2. As I mentioned in my voice mail, I will be out of the office attending the MidWest Band & Orchestra Clinic in Chicago for the remainder of the week. Feel free to email or call my cell at your convenience (724.991.6123). Thanks, and Happiest of Holidays to you and your family! BJS __X__ SN FYI 02/07/2020 > SN received EM from Ryan Perrotte, with new dates of travel, along with his specs. New dates are updated in TPMS. > Seeing we never received answers earlier regarding equipment truck, airport transfers, and the possibility of combining the band and orchestra for a Universal workshop, SN replied requesting that information. > EM from Ryan follows: I was wondering if you could do a write up for us for our Disney/Universal trip from April 21 through April 25. These are tentative, but this is what we are hoping for. We want a marching band parade at the magic kingdom, workshops at Universal, and a possible contemporary a cappella performance at City Walk. Here are our groups: - Marching Band - Parade at MK - Concert Band - Workshop Universal - Jazz Band - Workshop Universal - Orchestra - Workshop Universal - Choir - Workshop Universal - A Cappella Group - Performance at Universal City Walk - Drum Line - Workshop Universal - Color Guard - Workshop Universal _X_ BJS _FYI_ 2/7/20 > SN EM to Ryan earlier this afternoon: It might be helpful if we schedule a time to have a conversation about some of these things from my last email, especially regarding the workshops. It’s worth noting that Universal does not have any workshops available for Color Guard or Drum Line, so it might be better to look to Disney to try to fulfill those options. That said, Disney has its own challenges in scheduling multiple ensembles from the same school during their peak season , which is why I think it might be a good idea to talk some of this through. 2/7/2020: Ryan sent the following responses: > Regarding color guard and drumline - parade only is fine. > Combining band and orchestra for a Music and the Art of Foley workshop would be great. > Ryan also pointed out that he won't have time to talk until at least sometime in March. _X_ BJS _ FYI_ 3/27/20 > SN and Ryan spoke about the trip for 2021 based on April 21 - 25 in his last EM to us. > He reiterated that parade only in for WDW is fine and that combining the bands and orchestra for Art of Foley workshops is just fine. > His only addition is to have his a capella group perform at Universal, rather than at Disney Springs, because he wants a better performance experience (more audience exposure primarily) > YES they do rent an equipment truck and want transfers to and from school to PIT. > He says we can move forward, and have the trip ready for him by June. > Current IOG would need to have the dates changed and the Candlelight Processional and Disney workshops removed. One question for Ryan: can they fly out on the 20th, which would then make it identical, time-wise. _X_ BJS _X_ 3/30/20 > Ryan confirmed that they can indeed leave during the afternoon of April 20th, so the current IOG will work well, with the date change and minus the Candlelight Processional and Disney workshops. _X_ BJS _X_ 4/14/2020: > BJS reviewed and updated IOG. > SN, please study carefully and make sure it is correct, including all performances and workshops. Please advise BJS of any changes and or correctness, thanks. __x__ SN _x___ 4/22/2020 > SN reviewed IOG with Ryan Perrotte and Rochelle Koerbel via GTM > On our IOG, we have anticipated a performance day for WDW on Wednesday. Ryan & Rochelle both say they do not feel they will even have their instruments available to them until sometime during the day on Wednesday, therefore they'd only be able to perform on Thursday. > Changed their minds regarding transfers between school & airport and DO NOT want that transportation. > They are open to flying out of Latrobe if that is easier/cheaper > Regarding hotels, they want a property with a big pool area and suites are OK as an option. They are VERY concerned about room layouts and how students and chaperones will be distributed. > They need ALL the adults built into the price as comps. > Bigger issue is how and when they can collect deposits and payments. They cannot sign a contract or collect deposits until they get final board approval of the Trip Orchestration, which isn't unusual. However, they made it abundantly clear that they cannot and will not make a deposit of any kind until September. > All that said, is there a point in developing a full Trip Orchestration now, when they will not be able to make any deposits until school starts, or should this be held until mid-summer? > Additionally, they don't want to ask their families to pay more than what they paid for Orlando last time ($1600) given the current situation with many out of work, etc... _X_ BJS _X_ 8/25/20: > BJS marked as CANCELED since dates of all attachments were for a December 2020 trip and they were never changed to Spring 2021 since date change of this took place at the start of COVID. > SN will need to follow up in a few weeks and see if their administration is even allowing them to travel during the 2020/2021 school year. When we know this answer, and they are having CCIS do the trip, we can start planning again - no reason to make any plans at this point. ____ SN ____ ____ HMS FYI
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Generic Hotel
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
Comp. Policy
Rate / Tax	Group Rate Tax percent
Nights / Time	Nights Checkout Time
Rooms	Total # of Rooms:
Room List	Due Sent
Item Notes ( Print Note )	12/11/19 Hi Nicole! I hope you are nice and warm in sunny Orlando! I’m freezing in PA! Can you see if you can take this group in 2020: Peters Township HS Music Department Check in: 12/15/20 Check out: 12/20/20 52 Suites THANKS!! Hi Teresa! Can you give me a price for my group: When you’re ready to begin holding rooms, please send an email with the following information: • Group Name: Peters Twp HS Music Department/ CCIS • Group Mailing Address: 264 E McMurray Rd McMurray, PA 15317 • Group Leader’s Name: Hollie M Stevenson • Arrival Date: 12/15/20 • Departure Date: 12/20/20 • # of Rooms Requested: 62 Rooms • Disney Resort (top 3): All Star - music, movies, sports THANKS!! I’m sure you are ready to go on your trip! Can’t wait to hear all about it!!!!

Buca Di Beppo - 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)

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 Buca di Beppo featuring a Mixed Green Salad or Caesar Salad and your choice of Chicken Parmigiana, Fettuccine Alfredo, or Spaghetti Marinara, Soft Drinks and Chocolate Cake, Homemade Cheesecake, or Buca Cookie for Dessert.
Item Notes ( Print Note )

Disney Performing Arts On Stage - 2-Day Starter Ticket
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 PAOS - Parade
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Performance [+] 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 Candlelight Processional
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 Auxiliration 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)

Universal Orlando - 2-Day 2-Park PTP
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 STARS
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Performance [+] More
	Under Contract Active (uncheck to make inactive)

Universal Gift Card
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)

Universal Dining Card
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)

Universal Sound Design: Music and the Art of Foley-Instrumental
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)

Jimmy Buffett Margaritaville - Universal CityWalk
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)