CCIS: Manage Trip


Updated	Wed Nov 06, 2024
Trip Name	Bloom Township High School Band-Orlando, FL-05-27-2025
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 )	Bloom Township District 206 (Central Time) to Orlando, FL = 1126 miles = 17.5 hours Non-Stop Fishing = Must have three quotes per his school, but he is the decision maker and it is "not just the price that matters" Cyndi Mancini Referral from BT group - Montour HS DST 2/21/24: > Received referral from Cyndi via her post trip de-brief > ME emailed Michael Bielecki and GL returned call within minutes. A little phone tag, but ME did get to speak with GL on the phone, but he was on his lunch ordering food so the call was a little hectic. > Last big trip "like this" was in 2002 > Year and a half ago they did a 36 hour overnight to the Pro Football Hall of Fame parade in Canton, OH as they had a former student being inducted into the HOF (that's kinda cool) > in an email to ME, he was VERY detailed in what he wanted. >"Martin, Thanks for calling back. I tried getting you before my classes started. Here's what we're looking for... End of May 2025. Coach buses for 80-90 students leaving from Illinois, zip code 60411. Looking to head to Disney. In theory, here's the itinerary May 27 depart from school- drive through the day/night with stops May 28- arrive at Disney (final pit stop on the turnpike about 40 miles out from Orlando) head right into Hollywood studios May 28 evening- check into All star music or sports? May 29- parade hopefully at Magic Kingdom, spend rest of day at Epcot May 30- all day at Magic Kingdom- depart directly from Magic Kingdom to buses to drive home May 31 evening return to school Include- meal vouchers in the parks, per diem money for meals en route Single Park tickets (no hopper). Security at hotel (if allowed by disney). one chaperone per 10 students. Student room prices in quads and doubles chaperone rooms in doubles with single upgrade pricing let me know if I missed anything or if you'd like to chat. " > 3 days of parks at WDW and wants to stay on property (All - Star mentioned above) > ME didn't use the recommendation of the stop 40 miles out because of the HUB. He does want the kids to experience a "Buccees" stop, but ME think that might fit better on the way home instead of the way there. The one north-east of Atlanta, GA makes a lot of sense for breakfast stop en-route home. > Budget - "Don’t have a projected budget. Just do what you can do. " > Can't really do the parade at MK and then go to Epcot (per HMS) unless that's a hopper. Item for discussion on IOG R&A. > PAX is 95 (85 + 10). as mentioned, 1 :10, but doesn't mention if those are "comped" chaperones. again, another topic of discussion at IOG R&A. > CW, ME has ZERO knowledge of charter bus companies in the Chicago area. > ME made an IOG and put it in the 25 DB > ME added AE attachments below, including security (does WDW allow that?) > ME added trip to WB > IOG R&A scheduled Monday, 2/26/24 9:00 AM EST - Confirmed ___ BJS ___ ___ HMS ___ ___ CW ___ __X_ BT FYI 2/26/24: > BJS reviewed and updated IOG. > Made slight time adjustments. > The Hub is a much better option than a rest stop prior to arriving Orlando! ME can sale this! > Re arranged park choice order to get them more time at Hollywood Studios, so EPCOT day 1, MK day 2 (parade), and HS day 3. He mentioned no hopper, so he cannot do parade at MK and then go to another park in the same day - not an option unless they upgrade to a Hopper, but not really need IMO. > Ready for IOG R&A. > ME, ask for charter companies they prefer / have used in the past . . . is there anyone they do NOT want to use / had a bad experience with. > Since they are clearly fishing, we can turn around a price very quickly - may not have charter quotes as quickly, but they can have our package rate and then we can provide charters separately - doing this may also help them better understand our thinking behind selling transportation as a line item (aka Why We don't include transportation in our package rates). ____ ME ____ ____ HMS FYI ____ CW FYI 2/27/23: > ME held IOG R&A with GL, buckle up! > The 10:30am departure time was later than he wanted. Wanted to be on the road at 7:00 am since they are already out of school. > ME changed the IOG to 7:00 am, and added a meal stop for lunch with meal credit. > ME also adjusted the time at the HUB, and Park entrance time. > Charter companies to look at are Peoria Charter or Van Gelder. Have used both in the past. Peoria "is great." > He was not expecting the issue with the hopper, and "cannot only spend a half a day at the kingdom, so price it with the hopper." > This group MAY be in a DOUBLE ONLY situation. The last time they traveled to the HOF game, the district was adamant about 2 to a room due to gender / identity issues. ME asked about suites off property and triples for at least a one per bed, and GL said it would depend on how much it would save. He's pushing his district for quads in most kid rooms and "understanding the special circumstances that arise for doubles as needed." > "Saving 60 to 70 per person would not be worth staying off property. If it got to $100 per person, then it would be worth it." It could very well be $100 different when you factor in doubles to triples and breakfast on-property. BJS, thoughts here? > He was intrigued about the sick room idea, and DOES want to include that in the TO. "Always easier to cut than add." > Still YES to security. > ME asked about scheduling TO for two weeks but "he is in his busy time of year and to just let me know when you have something and we will carve out a time." Whereas I do appreciate his transparency, not ideal to not have something on the books. ME will still put the two week window on the WB. > Overall, this trip will be very expensive. On property, in doubles, with the hopper. Hope he's ready. > ME updated WB as necessary. ___ BJS ___ ___ HMS ___ ___ CW ___ ___ BT FYI 3/29/24: > BJS ran rates and priced aggressively since I know they are fishing and we are probably going against Bob Rogers since the school is from Chicagoland and and BRT has a monopoly on most all schools in the Chicagoland area. > After finishing, ME noted above that they want a sick room included - ME, when requested by client, please attach the SICK ROOM. It is not included in the price, but I will throw it in. > Doubles are high -they need to go back to Quads and for those with concerns, they can purchase the higher priced packages - why make the entire group pay more. > Went ahead and ran rates for a suite property (ie: SpringHill Suites or similar) to demonstrate savings - be sure to share with the GL. > The rates listed below in the ADULT Column are the SUITE rate examples. > The real point of comparison (esp if they are limited to 1/bed) would be the All-Star Double vs Suite Triple - this is a $160 savings! > ME, based on some of the air we have seen as estimates, would this group consider flying? Flying out of a hub like Chicago and then staying on property may actually be cheaper or at least comparable. > ME, you can schedule TO presentation for anytime next week, including as early as Monday AM. > CW, please send CQRs to Peoria and Van Gelder - they were recommended by the group leader in a previous meeting. ____ ME ____ ____ CW ____ ____ HMS FYI 3/31/24: > After some confusion on which "Bloom..." was going where, BJS continued with the group's TO. > BJS adjusted depart school time to 8:30AM. No reason to leave earlier, they'd get to Orlando hours before the parks open, even with a stop at The HUB. > BJS included Off-Property Suite Rate comparision in the TO so they can see the savings. > CW will advise as soon as charter rates are received. > CW, since this is hopefully a new client, please just 5% margin on the quotes. > ME, remember to address the flying possibility. Could be comparable or possibly less, especially if stay on propertyand would make use of the DTS. > TO in DB and ready for presentation. _X___ ME __X__ ____ CW ____ ____ HMS FYI 5/1/24: > Client has gone VERY quiet. > "Can you just send me the stuff without us having to meet?" > No.... > ME made loom video and sent to client to at least have the opportunity for them to see our stuff. > ME will check video views to see if he actually watches it. > Trying to rekindle a fire here...... __X_ BJS FYI ___ HMS FYI _x__ CW FYI ___ BT FYI 9/5/24: > Trip had been marked canceled but never removed from White Board, so please check and make sure you have canceled as needed. > BJS removed from White Board. ____ ME ____ ____ HMS ____ _x___ CW ____ __X__ JR ____
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Van Galder Bus
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)

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
Charter #
Total Due Charter Co.	$
Bus One	Bus Capacity # of Buses PPBC Chart Cost per Bus to Client $
Bus Two	Bus Capacity # of Buses PPBC Chart Cost per Bus to Client $
Bus Three	Bus Capacity # of Buses PPBC Chart Cost per Bus to Client $
Item Notes ( Print Note )

Group Collect
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)

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)

Peoria Charter Coach Co.
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)

$15 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)

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)

Disney Performing Arts on Stage-3 Day Park Hopper
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)

Disney All-Star Music 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)

Hotel Security
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)