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Trip Reports: Bible (Basic Trip Report)

General Trip Information


Updated	Wed Jul 31, 2024
Trip Name	Needville High School Band-Orlando, FL-06-04-2023
Client	Back to Client \|\| E-Mail
Sales Rep	Martin England 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 )	Needville, TX to Orlando, FL - FLYING? Needville to Lake Buena Vista = 1,015 miles / 17 hrs non-stop 1/14/21: > B had zoom with Lance after K asey Chitmon referral. > has used a tour company in the past, doing his due diligence. Seemed to like our stuff. "Very informative". > 110 to 120 total pax > around 1st week of June 2023. > Boosters want to fly. On property? > When I told him about outdoor corridors, etc. - he said no to on property. Definitely would have to stay off and get charters. > 3 days Disney, 2 days UO - no performances. M-F (in the past bussed, left saturday to get there Monday). > June 2023, right after school > tour escort for sure > last time was $900 + bus (boosters paid for bus) > He's thinking $1300ish total with flying. Who knows by 2023 what rates will be...but he loved the online payment option. Maybe could hook him with pay early incentives? > BT created IOG to keep convo going. Perhaps once they realize how much park time they will lose, they will decide to bus. > BT and BJS reviewed IOG. BT trying to schedule another zoom with Lance to share and get input. __X__ BJS _FYI__ 3/2/21: > BT got an email from director - looks like he has settled on bus instead of flight. > No performance or workshop > 80-90 students and 20-25 adults > No set budget in mind, as of now > 4-night hotel stay (somewhere that has interior room entrances, like the Embassy Suites we stayed at) > Full, hot buffet breakfast > May 28-June 3 or June 4-10, 2023 (BT used June 4-10 on IOG as these were the closest to his original dates. > Disney for 2 days > Universal Studios/Island of Adventure for 2 days. Volcano Bay Waterpark for 1 day. (BT used 3-day/3park on IOG) > Meal voucher (full meal) for lunch and dinner, while at each park > Include all appropriate fees, lodging and gratuities for the driver > (3) 56 PAX charters > 5-8 comps, will depend on staff and administrators attending > BT revised IOG based on his message. Changed dates and pax in IOG to 90 + 25 + 1 = 116. He had mentioned escort in first meeting, but didn't mention in his latest. > Need to do R&A before proceeding any further. __X__ BJS __X__ ____ HMS __FYI__ 3/2/21: > IOG R&A scheduled for this Friday 3/4 at 12:30pm. Updated on WB. __X__ BJS __FYI__ 3/5/21: > BJS reviewed and updated IOG as needed (nothing really, just a few boxes here and there!). > Ready for this afternoon's IOG R&A. > Make certain he is good with these dates since he gave two options and you selected. > Since 2023 park rates have not been published (we just got 2022 in the last month or so, we will build Package Rates with the 2022 rates and then we will only adjust per person rates by the amount of the park's increase). Hotel and depending on everything else, should be solid... __3/5/21__ BT __X__ ____ HMS FYI 3/5/21: > BT had zoom with director for IOG R&A. > Dates are firm - but few minor tweaks. > He does not want the Subway delv. - would rather depart at 10am and have the lunch stop with $10 MC. BT changed time in TMPS and updated on IOG. > He hopes to go to Volcano Bay on arrival day, so we flip flopped Disney and UO. UO on first 3 days and Disney on last 2 days. Updated IOG. BT did explain that UO is a hopper that includes Volcano so he has the flexibility to go on any of those 3 days. > Lastly - made the lunch en route on the way home "on own". He said they have historically only stopped for breakfast and not needed the lunch stop. BT moved the bfast stop a little later. Wasn't sure if we should remove the lunch stop altogether, or just make it "on own of needed". > BT explained that we would use 2022 pricing for now and update pricing in about a year. > TO scheduled for next Friday, 3/12, at 12:30pm for now. I did tell them that we MIGHT need to slide it into the following week depending on your schedule next week. Please advise when possible. > Updated WB accordingly. __X__ BJS __X__ ____ HMS ____ 3/15/21: > TO presentation rescheduled for Monday, March 22 at 12:30pm. > BT updated on WB. __X__ BJS __FYI__ ____ HMS __FYI__ 3/22/21: > BJS reviewed and updated attachments as needed and then ran rates and entered above, starting at $869 Qnt. T1 = 105 - 116 T2 = 93 - 104 +$20 (additional to T1 rates) T3 = 81 - 92 +$40 (additional to T1 rates) > BJS completed TO and then reviewed with BT. > Saved as PDF for this afternoon's meeting. 3/22/21: > BT had zoom with Lance. > Decision will be made by end of semester - (May-ish). > Wants to add 2 security guards/night. > Asked if it's possible on IOG to do to UO on Monday, Wednesday, Friday and Disney on Tuesday, Thursday. I did not make this change on IOG as I wasn't sure if this was an issue with tix - do they need to be consecutive days? > In addition to Continental, they have also used Sam's Limousine - would like a quote from them. > Need revision to include security guards and updated IOG if his schedule question is possible. __X__ BJS __X__ ____ HMS ____ 4/15/21: > BJS added Student Watchers attachment. Cost is +/- $13.50pp, but BJS increased per person package rates by just $10pp across the board. > BJS updated IOG to be same number of park days, but alternating UO (3) with WDW (2). > BJS attached Continental and Sam's as charter company options for quotes and EM'd CQR. > BJS updated TO to Rev1 and saved in DB. > BT to decide if he wants to share Rev1 now or wait for at least one of the charter quotes. . . __4/19/21__ BT FYI ____ HMS FYI 4/19/21: > BT shared TO Rev. 1 with Lance. > Will send charter quotes when received. 5/24/21: > BJS added quotes from Continental Buslines & Sam's. __5/24/21__ BT __5/24/21__ 8/17/21: > BT heard from Lance. Said he's "back in the saddle". > Sam's Limo is his charter choice. > Asked about next steps as he will be making a decision on tour co. in the next couple of weeks. > BT trying to set up a quick zoom to show him GroupCollect as this has been a new development since they last time he and I spoke. Hoping this will tip the scales toward us! ____ BJS ____ ____ HMS __FYI__ 8/18/21 > BT and ME met with Lance on zoom to show him GroupCollect. Wanted ME to see demo and meet Lance as the hope is that in 2023 this will be his client. > Great demo, he seems pleased. > Few questions/tweaks to his TO. He wants to be sure that the Lunch and Dinner in the parks are $20 each. For UO - looks like this is the case. For Disney - looks like we had $25/day, so increase of $30 to make it $40/day. > We actually ended up doing a rate worksheet together b/c he needs 10 total comps. So explained to him how we do this (with surplus rather than hiding it in the rates) so he has control and transparency. > Per previous note, Sam's Limo is his charter choice and he knows that he will need 3 coaches and we figured that into his rate worksheet. > Hoping to have decision and go to K within the next couple of weeks. Any revision for those meals can just be in K version of TO and K. _____ BJS ____ ____ HMS ___FYI__ _X___ ME __FYI__ 12/3/21: > BT finally heard something from Lance: "Good afternoon! I finally have time to breathe, after a pretty involved marching band season. Here are a few updates I need to make and see in a quote format. 130 traveling persons 10 comp director packages, based on double occupancy Quote inclusive of travel If you can get this information to me, I'd greatly appreciate it. Thanks!" > BT and ME met this morning to discuss. > ME updated IOG to reflect updated pax count of 120 + 10 + 1 = 131 and BT updated those numbers in TPMS and changed the comps to 5. > ME also updated the IOG to reflect "gift cards" for meals at the parks since this was out of date. > BT and ME tweaked rate worksheet and surplus worksheet to estimate changes based on his new pax count. > Package Rates remain same as it was not a huge increase in numbers. (Although these are still 22 rates). > We decided that BT would reply to Lance and copy ME as we want to make sure he is hooked. > Re-Sent TO with Sam's Limo PPBCC. Explained that we will have to make sure they will still honor price and do their trip since we never proceeded to K as well as double check hotel availability. > Explained the tweaks we made to his previously completed rate worksheet and told him we are happy to jump on a GTM to explain in more detail. > Reminded him that these are 22 rates and will adjust accordingly asap when 23 rates are received. > BT finished with "The next step is for you to let us know if you will be proceeding with us as your tour company. Once we have that answer, we will confirm with Sam’s Limo and the hotel and get you a full revision of your Trip Orchestration so we can move to contract and get GroupCollect set up for trip registration and payment as soon as possible." > Hoping to get a positive answer from him so we can get him a revised TO K version and get him to K asap! ____ BJS __FYI__ ____ HMS __FYI__ ____ ME __FYI__ 1/3/22: > Received this from client this AM. "Good morning! Let's get the contract underway. Lance J. Finley Needville ISD Director of Bands Region 13 ATSSB JH Bands Coordinator" > BT asked ME to add to notes. > Office will probably have to confirm TO and busses since it has been so long since presented. ___ BJS ___ ___ HMS ___ ___ BT FYI 2/11/22: > BJS completed review and update of IOG and attachments will all good 2023 rates. > Ran rates (K version) and entered rates below starting at $929 Quint. T1 = 118 - 130 T2 = 105 - 117 +$20 T3 = 92 - 104 +$20. > Also included one TMEA Bonus Comp in the TO. > Bus rate is unchanged from April 2021 with Sam's! 2/11/22: > ME and BT held TO meeting in booth at TMEA > Lance (GL) all on board > MOVE TO K __X_ BJS _X__ ___ HMS ___ 2/16/22: > BJS EM'd K to Lance et al. > K is due 02/28/22. > First $ due: 04/01/22. __X__ ME FYI ____ BT FYI ____ HMS FYI ____ JAF FYI 02/23/22: > Rec'd Signed K! > First $ due 04/01/22. > As this group is now UNDER CONTRACT, please review and proceed as needed - thanks! _X___ ME __X__ ____ HMS ____ ____ BT FYI ____ JAF FYI 8/23/22: > Check 4706 received 8/5/22 for $8327.10 > Bulk Credit “Tamale Fundraiser” for $8194.70 - APPROVED > Remaining Credit $132.40 ___ BJS FYI ___ JAF FYI 3/22/23: > Check #4743 in the amount of $991.82 received > Bulk credit for "Orlando Trip" $723.62 - Approved > $268.20 Remaining on Check #4743 ___ BJS FYI ___ MLL FYI 3/22/23: > ME reviewed all forms downloaded and rec’d on 3/22/23 (RL, BL, FA, FPGF, HIF) > Total Pax = 113 (77 + 35 + escort). > RMS / PAX 00 St / 00 11 Qt / 55 06 Q / 24 04 T / 12 09 D / 18 04 S / 04 TOTALS = 34 ROOMS and 113 PAX (77 + 35 + escort). > AE Updated Bible Numbers, IOG, and Status Schedule. > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > Comps are 5 (TMEA 2022 Bonus comp incl). > The group will be traveling on 3 buses. > AE updated Tiered Pricing and checked Final Tier Pricing box. The group is in Tier 2. > AE checks that Meal Selection Google Form response was received. The group’s selection is Option 1 (Unsubmitted). > AE completed AE portion of the Invoice Preparation Procedure. > Final date payments are accepted in GroupCollect is 4/4/23. __X__ BJS _X__ ____ HMS _____ ____CW _____ ____ JHT _____ 3/27/23: > Recieved from client this morning. >"After further consideration, I have made the decision to downsize to (2) 56 PAX charters for our Orlando trip. Lance J. Finley Needville ISD Director of Bands Region 13 ATSSB JH Bands Coordinator" > ME updated AE portion of Invoice in DB. __X_ BJS _X__ ___ CW ___ 4/21/23: > BT and BJS reviewed final invoice. > Saved as PDF. > We owe them $$11,658.65. > BJS will send refund along with MCCC. > ME - please share FI with GL and update Invoice Prep accordingly. _X___ ME _X___ __X__ BJS __FYI__ 4/24/23: > ME sent FI 4/21/22 > GL emailed back 4/24/23 requesting the check be made out to "Needville Band Boosters" . Not sure if that check has been sent yet. __X_ BJS _X__ ___ MLL ___ 5/10/23: > GL said he will be working drum camp through the end of May before trip depart so the FI Box can be sent to him at the high school. > Send to: Lance Finley Needville Band 16400 Fritzella Needville, TX 77461 __X_ BJS _X__ 5/22/23: > BSJ EM'd FI BOOKLET to Lance. > BJS shipped FI Box UPS 2-Day Air to Lance, including MEAL CREDIT CASHIER'S CHECK and Overpayment Refund Check. > ME, please make certain he is aware of the timeliness and importance of the security of these checks and what to do with them. > As Final Itinerary is now complete, please review all and proceed as needed. Thanks! ____ ME ____ ____ HMS ____ ____ CW ____ 6/13/23: Needville Post trip > Overall - It was good. First day at the water park. Confusion with timing. Park closed at 7 instead of 8. timing was off > Sam'S Limo - Charters were brand new. No issues mechanically. Issues not worked out with the video board. Drivers not trained on how the bus work. Lance spoke to Sam’s. Busses were so new that the wifi wasn’t set up. Other side of the coin was that at least the busses didn’t break down and had A/C. Drivers were great. > The HUB - VERY WELL DONE. Great experience. Quick. Very well organized. > Hotel check in process - only one name of the passenger in the room on the key card. would rather have every name on the sticker would have been helpful. > Hotel was clean in their rooms (more below). Had better breakfast across the street at embassy. Breakfast was “just ok.” "Different level of stay at Embassy." > Hotel did have some issues. Issue with elevator out of service. A whole wing of the hotel had fans on it. could smell the mold. Perhaps a pipe burst causing flooding. > Nobody said anything about the $15 dining card. (this trip was done before we upped the amounts.) > Time in the parks was great. Actually a little long as sometimes the kids wanted to leave to go back to the hotel early. > En route Timing was perfect. Didn’t even stop for lunch on Saturday and back around 12:20 PM. > CW did a great job as escort. > Travel cycle - 2025 will be in state. 2027 will be next out of state trip. > Dallas in 2025. > Interested in being a Plant for future FAM. ___ BJS FYI ___ HMS FYI ___ CW FYI ___ BT FYI
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Itinerary

GroupCollect
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 )

Safer Travel Care Package
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 )

Booster Tag Luggage Tags
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)

DST Thank You Gift
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)

Continental Charters
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)

Sams Limousine and Transportation, Inc.
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)

$10 Meal Credit
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)

Escort
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)

HUB
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 Orlando - 3 Day 3 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 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)

SpringHill Suites Orlando Lake Buena Vista Palm Parkway
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)

Event Security Services, LLC
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 Youth Group Admission - 2-Day Starter
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 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)

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)