CCIS: Manage Trip


Updated	Tue Aug 23, 2011
Trip Name	Central Dauphin High School Band-Orlando, FL-'2012-03-07'
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 )	Harrisburg to Orlando = 965 Miles / 16 hrs non-stop 5/18/11: > Rec'd EM from Joanne - Byran, There has been a major change for our 2012 band trip: We decided last night it would be in the best interest of the students and committee members to change our destination to Florida. We are looking at Orlando - Universal Studios, Sea World, and a water park. The dates will not change, but we are toying around with the option of flying vs. busing. Sorry for the time spent on NOLA. Do you think you could work something up for an Orlando trip? Again, we would be looking for two performance opportunities. Thanks, Joanne 5/18/11: > BJS sent response to Joanne - > Absolutely, Orlando is a great destination and the most popular for student groups! Harry Potter has really revived Universal and pairing it with SeaWorld is a nice alternative to the typical Disney trip that most everyone does. Universal has a performance program, STARS, and it will lend itself nicely to your group. > I will start with air fares and flight schedules so you will have some idea of how these rates may effect your total budget. Once those are in hand, you can decide if you want to continue to pursue the trip via air or by bus. > Dave or I will be back in touch shortly. Do not hesitate to contact either of us in the interim if you have any additional questions or concerns. 5/18/11: > BJS sent hotel specs to Jennifer Robinson and Air Info Request to Sheli Sterk. > BJS sent Em to BMG to let them know NOLA was out and to please advise Hampton Inn & Suites NO Convention Center accordingly. > BJS started new trip for ORLANDO. 5/18/11: > BJS sent another EM to Joanne re: Chartering an Aircraft - Joanne: I have already sent off the request to our Group Air Desk for the band's trip to Orlando and will advise as soon as we have some schedules and fares; however, I neglected to mention in my email earlier this afternoon that another option is a charter flight. We have done this for several groups in the past, most recently the Calvert Hall College HS Music Dept from Towson, MD in March 2011. Chartering is a nice option, if it is within your budget, for you can set the flight schedule, equipment / baggage is all included, and up to 172 trip participants can all travel on the same flight. Their roundtrip charter fee from Baltimore to Orlando, including all taxes, fees, fuel surcharges, etc, was +/- $93,000.00 or about $540 per seat round-trip. If this is something you would like to consider, please advise ASAP and we can set those wheels in motion as well. Thanks again, Bryan 5/18/11: > BJS is thinking early Thursday AM flight then Water Park, followed by Hotel Check-in and then Downtown Disney for Dinner, etc. > Friday & Saturday, Universal STARS. > Sunday, SeaWorld and then late flight home. > Based airline request to Sheli and Hotel Request to Jennifer accordingly. 5/24/11: > BJ Ssent EM to Dave with Charter fare from Miami Air. 5/25/11: > BJS responded to Joanne's question about the Miami air rate and ground transportation and whether or not the AirTran rates would be similar to what they were in March of this year (copy of email in file). 5/25/11: > Joanne called and she and BJS spoke at length about all the different flight options. > BTW, wants Universal - NOT Disney. > Three nights, total budget is $900 and she wants to know if they fly, can they do it for this? BJS said he would run some numbers for the Orlando portion of the trip and see where it comes out. > BJS completd IOG as if it were a bus trip and then we will know if flying is within their budget. 5/25/11: > BJS sent long ass email to Joanne re: can we afford to fly - I have to say no, not really. > Explained cost of Orlando package, plus ground transportation and then what would be left for flight - just can't see it happening for $900 or less. > Copy of email explanation in file, along with IOG which I set up for an all-bus based trip. > Attachments have been made and rates determined for the all-coach trip. > We will see what happens at this evening's meeting. . . 6/1/11: > rec'd EM from Joanne - now is band & choir. > +/- 350 pax. > Heritage Festival in Orlando. > sent a list of wants . . . > New dates in early March. > Asked for PTP by June 8 Booster Mtg. > BJS sent back two emails explaining that I was on vaca from the 3rd -13th and would not be able to provide another revision on such short notice. > Also sent reasons to NOT do Heritage and some other options . . . We will see - copies in the correspondence file. > BJS did update dates and numbers on Bible Screen and sent request for rate and avail to Jennifer at BV Suites . . . > BJS based comps at 1 / 25 paid. 6/21/11: > BJS sent EM to Joanne and copied Dave and Matt, the BD - Joanne: I see per your recent correspondence with Dave Dietz that the Directors are hopping to be able to bring down the cost of the trip and still be able to fly to Orlando. If you would be so kind as to provide me with the following, I can secure fares for your group: > Total number of trip participants? > Remember, it is better to be on the high side here and be able to release seats than to be on the low side, need seats, and not be able to get them! > Preferred departure airport? > Are you willing to travel to other airports (BWI, Philadelphia, Pittsburgh, etc.) if rates and schedules are significantly better? If so, in hours, how far are you willing to travel? > Departure Day & Date from Pennsylvania? > What is the earliest time you can depart the school for the airport? > Return Day & Date from Florida? > What is the latest you can arrive back at the school on the last day of the trip (for example, 9:00PM, 10:30PM, 11:59PM, etc.)? As soon as I have this information, I can proceed with quotes from commercial carriers via their regularly scheduled service as well as commercial carriers who offer charter service. Thanks for your quick response! 6/22/11: > BJS rec'd response from Joanne - she has sent my questions on to Mr. Ceresini as she does not have the answers we need. > BJS thanked her for sending it on and copied Mr. Ceresini and Dave. 7/6/11: > BJS sent EM to DAVE - Dave - I am never one to give up so easily, especially when we have already put in so much time and energy on this group! #1 - Contact the Choir Director #2 - explain that we too are local (after all , you are right there in his neck of the woods!) #3 - tell him how we have been working with the band for months on trips to both New Orleans and now Orlando #4 - we would appreciate and expect the opportunity to be included in this process in light of the fact that we have already expended so much time and energy. #5 - be certain to copy both Joanne and the BD (both of his email addresses) on anything you send to the Choir Director. #6 - If the choir doesn't want to work with us or respond, you can then go back to Matt Ceresini (and Joanne) and he will be abreast of your attempts to include / get with the CD and then maybe, just maybe we can still work with the Band. #7 - No one said the band and choir had to travel together and even if they go to the same location, they do not necessarily have to use the same travel company. #8 - We will do everything we can to make the band's trip (if that is how it ends up) - FAR SUPERIOR to the choirs and they will wish they would have used us. Even if this means cutting our margin so low we make very little on them this year - we will prove the quality and value of service we provide and we will get the entire department for the next trip!!! We will make it so good the CD will have a mutiny one his hands when the choir kids and parents find out how much better the band's trip was! I relish opportunities like these - GO FOR MAN, GO FOR IT!!! 7/6/11: > Per Dave, Choir Director is Charles masters and his email address is cmasters@cdschools.org.
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

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
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 )	5/19/11: > Per Jennifer, $109.00 commissionable. > She will send K 6/1/11: > BJS sent em to Jennifer with new dates (March 7 - 11, 2012) and new numbers +/- 350 (85 DD Suites). > She will check and advise.

Ryan's - Fredericksburg
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	Enjoy Dinner at Ryan's Grille - Buffet - Bakery, featuring their Buffet of hearty family favorites.
Item Notes ( Print Note )

$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)

Wet n' Wild-Park
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End Date & Time	End Date End Time Duration
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	Under Contract Active (uncheck to make inactive)

Universal + Wet and Wild 3-Day
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End Date & Time	End Date End Time Duration
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	Under Contract Active (uncheck to make inactive)

Wet'n Wild
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
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	Under Contract Active (uncheck to make inactive)

Downtown Disney & Marketplace
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End Date & Time	End Date End Time Duration
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	Under Contract Active (uncheck to make inactive)

Planet Hollywood
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
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	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)

Universal STARS
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)

Universal Orlando Meal Coupon
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
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	Under Contract Active (uncheck to make inactive)

Blue Man Group - Orlando
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
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	Under Contract Active (uncheck to make inactive)

Hard Rock Caf�/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 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 )