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General Trip Information


Updated	Tue Feb 24, 2026
Trip Name	Harford County Educators Rising Program-Portland, OR-06-19-2026
Client	Back to Client \|\| E-Mail
Sales Rep	Cassie Welker 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 )	Bel Air, MD to Portland, OR = FLYING 21 (15 + 6) 1/15/26 > CGW and BT met with GL on 1/14. They were referred by Kaitlyn Wittman at Aberdeen HS. > GL works in the central offices for the school system and she has started a new county wide chapter of the group Educators Rising. It is made up of student representatives from all of the high schools and has grown tremendously in its first year. > She reached out to us to help plan a trip the Educators Rising Conference/Competitions in Portland, OR this June. She currently has 15 students qualified and 6 adults who are chaperoning. She is desperate for help and predicts that if this one goes well, it will grow tremendously. She sees it being up to 75 kids in the following years and an annual trip. > The basic IOG, conference details, and conference hotel details are in their DB folder. IOG has conference schedule and included meals from the conference package. > Will need HCPS approved charter for airport txfrs in MD. BWI preferred departure. > Will need local charter in Portland for airport txfrs. and anything that is not walkable. > The conference hotels that were shared are not required to be used by the group; however they have blocks for attendees. > There are several that are walking distance to help cut down on costs, and are also suites. Since its HCPS, we need 1/bed. > Group will need hotel security as required by HCPS and will need a letter from the security co. as the other schools did. Samples are in Bel Air and Aberdeen 2025 trips if needed. > GL is super ready to go and has all her ducks in a row. They have shared a budget of approx. $1500 with students. Students will pay on their own. The school board will cover the costs for the adults. > IOG R&A scheduled for 1/20. ____ BJS ____ ____ CW _____ ____ AR _____ 1/20/26: > CGW and BT had IOG meeting with GL. > We reviewed flight options and GL shared that HCPS Risk Management will probably want them on a direct flight like the SW option CW shared. > They will NOT let her pay any kind of air deposit, refundable or not, before this trip is fully approved through their process. We explained that rate could change by then. > GL was able to talk to risk management though about removing the hotel security because it is such a small group so that will help with cost. > GL is also sending along the HCPS required minimums for meal per diems. CGW will add to group's folder when we get it. > All pax will meet at/be picked up at BWI so they do not need a charter bus in MD. Only needed in Portland. > NOTE: Conference hotel packet says any conference attendees who do not use their contracted blocks will be charged a $150 fee. But right under that, there is a promo code for each hotel to remove the $150 fee? Packet is in the group's DB folder. Just something to note. > GL curious about how to pay conference fees. BT informed her that we most likely could not register them, so we need to keep that in mind with the $1500 budget. It may be more like $1100- $1200 if we consider that they'll have to pay out of pocket for registration. > TO scheduled for 2/3 @ 1:30pm. ____ BJS ____ _x___ CW ____ ____ AR ____ ____ BT FYI 1/26/26 > Suggestions for activities: > Oregon Museum of Science and Industry (OMSI) 2hrs min. Can do a box lunch. Great student price. Museum and lunch 3hrs min > Oregon Rail Heritage Center - right next to OMSI. 90 mins Additional: > Hopscotch Portland (immersive sensory experience) 1 hr > Oregon Zoo 2hrs > Portland Japanese Gardens 2hrs > Salmon Street Springs (fountain, park and riverwalk) 90mins ___ CGW ___ ___ BT ___ ___ BJS FYI 1/26/26 > Dining Suggestions: > Mothers Bistro - fancy meal of the trip > Pine Street Market (Food Hall) > CartBlocks (Food trucks, called Carts by locals, square, these are very popular in Portland) > Old Spaghetti Factory - oldie but a goodie > Hawthorn Asylum Food Cart Pods > Box meal at OSMI > can do BOX'D delivery anywhere. ___ CGW ___ ___ BT ___ ___ BJS FYI 1/26/26: > BT and CGW reviewed CW's suggestions and updated the IOG with meals and activities in Portland. > TO presentation still scheduled for 2/3. ____ BJS ____ __x__ CW ____ ____ AR ____ ____ BT FYI 2/2/2026 > CW tried to book hotel for the group, as well as Chris from Travel Advocates. We were both advised the group must handle the hotel reservations. > call 1-800-993-4534 and use group code G-EDUC ___ BT ___ ___ CGW ___ ___ BJS FYI 2/3/25: > AR prepared TO after reviewing rates with BJS. > TO packet ready for presentation. __x__ BT ____ __x__ CW FYI 2/3/26: > BT and CGW met with GL to discuss TO and budget and to share some challenges of working with conference hotel. > She isn't sure if she can do hotel and conference on her own. She has rooms in the block at the Hyatt on hold with her personal card. The challenge would be getting it paid and/or her getting reimbursed, etc. > After our meeting, she was going to call her specific hotel contact at the Hyatt and then shared this with us: "Hello, I have spoken with Emma Reed at the Hyatt regarding our hotel accommodations. She has confirmed that rooms are currently reserved under my name and has noted that additional rooms remain available within the Ed Rising block. I informed Ms. Reed that you will be coordinating the room bookings for Harford County and that you are the approved agent throug our procurement office. She is expecting to hear from you and I shared both of your names. Emma Reed's Contact Information: Direct Line: 971-754-6198 Email: emma.reed1@hyatt.com Please let me know if you need any additional information. I’m keeping my fingers crossed she has always been very helpful!" > CW, can you reach out to Emmas and see if you can make any progress? Apparently, they have rooms with 2 beds and a sleep sofa so the group can go 3 to a room - 1/bed. > As for budget, she thinks the local charter would put them over. We discussed the Portland Lightrail system, which seems like a viable solution for most of the trip. Also, she is fairly confident that the $400 conference registration will be subsidized/scholarshipped. > CGW and BT looked at train map, which goes right to the convention center across from the Hyatt from the airport, so arrival day would work. > CW suggested dinner at the hotel market being an option - so we updated IOG to show train from PDX to hotel, check-in, dinner $25 Jassby. > Looking at Monday - train goes close to Museum of Science and Industry and Hopscotch. Would just need an alternate dinner option since Old Spaghetti is not really convenient. > Tuesday - while train does go to zoo, it's in the opposite direction of the airport, plus what are they gonna do with their luggage? We think they will at least need a local charter for this day to get them anywhere and then to the airport. > Next steps - see if we can make any progress with the hotel through Emma. If so, proceed with revision. If not, we will go back to the GL and see what direction she wants to go. Still a WIP, but GL is very motivated to make it work. ____ BJS FYI __x__ CW ____ ____ AR ____ ____ BT FYI 2/4/27 > The food-cart/truck/halls are really big in Portland. > There is the Hawthorne Asylum Food Carts on the walk from light rail to Hopscotch for dinner 6/22. > Sounds weird but its rated #1 in Portland. > Possibly a Mexican Restaurant Que Pasa Cantina as a sit down option by Hopscotch. > KACHKA eastern European restaurant - may be out of budget for them. > Wonderlove Food Court by OSMI rail station. Cute spot and mostly indoors. ___ CGW ___ ___ BT ___ ___ BJS FYI 2/11/26: > Per CW regarding Light Rail System: > MAX Rail begins service at 4 a.m. and end service around midnight, with trains running every 15 minutes or less. > $2.80 for student day pass > $5.60 for adult day pass. > Will be on own / self pay, but they need to have an idea of what to expect. 2/12/26: > AR prepared TO rev pack after reviewing attachments & rates with BJS. ____ CGW ____ ____ BT ____ ____ CW FYI 2/12/2026 > Hotel is asking for Rooming List to move forward. > attached is their template. I explained its early, but if GL knows at least the number of rooms/occupancy that would be very helpful. ___ CGW ___ ___ BT ___ ___ BJS FYI 2/16/26: > CGW and BT Met with GL to share TO. > FYI - the HCPS superintendent recently went on conference to New Orleans. Had a prostitute in his room who robbed him, incl. his HCPS device, and he called 911 to report it. Shocker, they now have a new superintendent. WTF?? But, they are "holding on for dear life" for any travel hoping this guy didn't ruin it for everybody. > CW - they need something in writing from hotel stating that they will have 3 sleeping surfaces. HCPS Procurement will need to see that. Can you confirm with Emma? > Told GL bout needing at least room breakdown and number of required rooms asap. She should have that to us shortly. > GL confirmed that their conference fee will be a "scholarship" from the county. > Procurement will be paying for teachers/adults, BUT - she will need this to be itemized just for adults. Meals, transportation (air/ground) and hotel. For extra inclusions - may have to be itemized out as adults are chaperones. Adult per diem's in HCPS: Breakfast: $12, Lunch: $18, Dinner: $30. Did the math, and our raw cost of meals comes out to $240 (not incl. $10 Jassby attachment). If we went by their per diem, it would come out to $288. > BT suggests we give her a "dummy" itemization that adds the adult cost up to the double package rate of $1099. Meals + hotel + ticketed items + = $1099 + est. air + est. ground). BJS - will need some input here on how best to do this. Only has to be for adults since procurement is paying...unique situation. > Go to K. K has to have "estimated air and ground in the K". We used $699 est. air based on what CW shared previously and $2300 est. ground. - CW already got this price for their Portland transportation needs. Will also need proof of insurance from the local charter company. ____ BJS ____ ____ CW ____ ____ AR ____ ____ BT FYI 2/18/26: > GL sent an email to CGW and BT about charter bus company's COI. Per her e-mail, HCPS will need the charter company COI to include: -General Liability Coverage listed with 5 million limits (can be included umbrella) -Auto Liability Coverage & Limits with 5 million limits -Workers Compensation Coverage -The Board of Education of Harford County listed as named additional insured > The address for the HCPS Board of Ed is 102 South Hickory Ave Bel Air Maryland 21014. ____ CW ____ 02/20/26 > “Harford Co Educators Rising Program Contract Packet - HCPS” has been sent for signature via email. > K due 2/27 > 1st $ due 3/6 > Geoffrey, the previous procurement officer seems to no longer work there (received error message via email) > BT & CGW please communicate with GL regarding getting it to appropriate person ____ BT ____ ____ CGW ____ __x__ CW ____ 2/23/26 > CW has been going back and forth with the hotel to get the letter confirming the 3 sleeping surfaces as they were having a hard time understanding the policy. > Just received this from the Emma/the hotel in regards to the note about the sleeping surfaces: > > "I checked in with our reservations team about this. We do not have any double queen’s available, so all of the rooms we have booked as of now are King rooms with a sleeper sofa (2 sleeping surfaces) we have 15 rooms held as of now for the group, which will accommodate a total of 30 people, since there are two sleeping surfaces per room." > > 15 comes from the number the GL originally gave... but if they are 21 pax we only need 11/12. >CW asked to be on a waitlist incase any open up so we shall see. > Does this suffice for confirmation of sleeping surfaces? > This changes the price of the trip?? ___ CGW ___ ___ BT ___ ___ BJS FYI ___ AR FYI 2/24/26: > CGW just got off the phone with GL who shared that the trip just "fell apart at the last minute right before our eyes." > GL spoke with her Executive Director and they have concerns with the HCPS contract approval timeline against our timelines and asking parents to pay with such a quick turnaround. She also shared the BoE is also a bit of a hot mess and she doesn't see any kind of contracts going through quickly for the time being. > She was disappointed as well because she just had 20 more students qualify so this would have been up to 40 pax! They have the most students in MD attending the conference. > GL was very confident that this issue was a "this year only" thing and is really excited for next year's conference. > GL wants to get the ball rolling early next year and starting planning in the summer. The Educators Rising program will release next year's dates and location in June, so she can get a head start. Will make a note to reach out in July/August. > NOTE: Geoffrey Sudzina, our contact in procurement no longer works with HCPS. GL is going to send me the contact info for their new person. > GL was very apologetic and was incredibly thankful for our work and looks forward to working with us in the future. > CGW marked as canceled in TPMS and removed from Top 3. ____ BJS _____ __x__ CW ____ ____ AR ____ ____ BT FYI
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Itinerary

Group Collect
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
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	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 )

DST Thank You Gift
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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 )

DST Souvenir Bag
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Booster Tag Luggage Tags
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Safer Travel Care Package
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Jassby
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$15 Meal Credit
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Fly My Group
Start Date & Time	Date Time
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Northwest Navigator Luxury Coaches
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Blue Start Charters and Tours
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$25 Meal Credit
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Hyatt Regency Portland Convention Center
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Embassy Suites Portland Downtown
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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 )	2/2/26 > 607.2 + 429 + 880 + 429 + 429 + 1784.20 + 1784.20 = 6342.6 > 6342.6 + 635 + 500 = 7477.60 > staying at host hotel where they can walk to convention center: > 907.5+1146.2+832.7 = 2886.4 + 289 + 300 = 3475.4 2/10/2026 > 6/23/2026 1 coach 21 PAX 8AM Load coach with luggage, hold, 12:30PM Portland Convention Center to Oregon Zoo. 5:00PM Oregon Zoo to PDX. End service at 6PM. > 2000 + 200 + 100 = 2300 2/24/26 > Hi Carlie, This email is to confirm that booking 6626-6 has been canceled. If you find this email to be an error or it was not your intent to cancel, please notify our office immediately. Office: 503-249-1837 We look forward to assisting you in the future!

Hotel Security
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Breakfast - on own
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Conference Sessions
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Red Robin
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Lunch - on own
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$20 Meal Credit
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Oregon Museum of Science and Industry
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$30 Meal Credit
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Old Spaghetti Factory
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Mothers Bistro
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Dave and Busters
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Hopscotch Immersive Art
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Oregon Zoo
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