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Trip Reports: Bible (Basic Trip Report)

General Trip Information


Updated	Wed Feb 21, 2024
Trip Name	Montour High School Band-Orlando, FL-02-15-2024
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 )	McKees Rocks, PA to Orlando = FLYING DISNEY PEAK DATES DST 1/11/23: > BT met with Cyndi today about 2024 trip to Orlando. > Disney this time. 4 park days. > Parade, MIGHT add a workshop if concert band goes. > Depart afternoon of Thursday, 2/15/24 - Disney Springs. BT used existing SWA schedule for IOG. PIT is preferred airport. No airport txfrs. needed in PIT. > 4 park days - starter. > Off property suites. > Depart later on Monday 2/19/24. > She is prepared for budget close to $2K. > BT created IOG, added to WB. > Would like to present IOG on 1/25 - 2 weeks. That way we are ready for 2024 Disney rates to do TO in early Feb. __X__ BJS _X__ ____ HMS _____ ____ CW _____ 1/30/23: > BJS reviewed and updated IOG as needed. > BT, ready for IOG R & A. __x__ BT __x__ 1/31/23: > BT had IOG R&A with Cyndi. > GL wants to have park hopper. Other than that, good to go. > Waiting for 2024 Disney pricing before we proceed with TO. __X__ BJS ___FYI__ ____ HMS __FYI__ ____ CW ___FYI__ 3/17/23: > PEAK DATES = PEAK RATES!!! > BT confirmed they will have an Equipment Truck. > BJS reviewed and updated IOG as needed. > HMS placed at All Star as many of our regulars are already unavailable. This will also help since they can use DTS quite a bit and with 75 pax, the 2nd bus would be less than half capacity. > BJS reviewed and updated attachments and then ran rates and entered below, starting at $1119 Qd. T1 = 68 - 75 T2 = 60 - 67 +$20 T3 = 52 - 59 +$40. > BJS completed TO Pack - DOES NOT INCLUDE Transportation, Air or Ground. > BT, ready for TO presentation. __x__ BT __x__ ____ HMS FYI ____ CW FYI 3/21/23: > BT had TO meeting with Cyndi. > Add 2 security guards. > Remove workshop - she never applied. > She did fix her parade app and it is now "under review", so seems to be moving along. > YES - equipment truck. > Ready for TO Revision, K version, and K! > Hopefully we will start getting some flight option soon! _____ BJS _____ ____ HMS _____ ___ CW __FYI__ 03/21/23: > BJS attached Event Security Services. > BJS made Workshop INACTIVE. > BJS updated IOG (removed Workshop). > BSJ ran rates - K Version and entered below, starting at $1115 Q. Adding security and deleting the Workshop created a $4 savings per person. > BSJ created TO K Version. > BJS completed Contract Packet. > "Montour HS Band Orlando Contract Packet” has been successfully sent for signature. > K due 3/28/23 > 1st $ due 4/18/23. > As soon as available, group needs air options from FMG. Once air is determined, we can get to work on Ground Transportation in Orlando. They do NOT need ground in Pittsburgh. _x___ BT ____ ____ HMS ____ ____ CW ____ 03/22/23: > Rec'd Signed K from Client. > As group is now UNDER CONTRACT, please review and proceed as needed, noting, 1st $ is not due until 4/18/23. > Group needs TRANSPORTATION, Air and Ground in FL. __x__ BT ____ ____ HMS ____ ____ CW ____ 4/7/23: > Check #3408 for $3750.00 rec'd. > This is for air deposit at $50 x 75 pax. > Bulk Credit "Initial Deposit 1" for $3,750.00 APPROVED on 5/22/23. ____ BJS __FYI__ ___ CW __FYI__ 4/18/23: > Good news - Cyndi has more kids in band next year than she expecyed. > Already has 88 pax registered for the trip (91 in band for next year). > Increase pax count to 100 + 10 = 110 (original number was 60 + 15 = 75). > BT updated IOG and TPMS accordingly. Need to increase room block and FMG request accordingly. ____ BJS _____ ____ HMS ____ ____ CW ____ 6/22/23: > BJS sent BT an email from the truck drivers who sent an email through info@ccistravel asking about their packages being adjusted for air since they are not flying. > Obviously this convo will go through the GL - but it got me to thinking - I don't think we have an option from FMG for this group. > CW - can you check with them on this? Perhaps SW will be releasing for their dates on the next drop. ____ CW _____ ____ BJS __FYI__ ____ HMS __FYI__ 6/29/23: > CW shared SW flight option and BT shared with Cyndi. > GO for deposit for the 108 seats. We have collected plenty in GC. > Our cost = $587.63. > IOG needs to be updated with this option. Arrival day needs a little re-working as they get in at 7:50pm now. > Now ready for actual ground cost with Windstar. > BT also updated numbers on IOG and in TPMS to better reflect where they are at 108 total pax. ____ BJS ____ ____ HMS _____ _x___ CW _____ 6/29/23 > CW asked to reserve the southwest airlines itinerary, deposit due 7/6/23 > CW updated IOG with flight times, left the Dinner and Time to Explore on the side of the IOG but I don't think there's much time. Maybe dinner at their food court at all star? evening pool/arcade time? ___ BT FYI ___ BJS FYI ___ HMS FYI 7/17/23: > Check #3665 for $4184.00 rec'd. > Bulk Credit "July Bulk Payment" for $4,184.00 approved. 8/22/23: > BT is supposed to meet with Cyndi today to revise rate worksheet based on SW air. > Can you look at the Windstar needs for Montour? Price is $5066 per bus, but that note was from March. > As they are on property at Disney and only doing a parade, I don't think these charter needs are correct. > I know IOG was updated when we got the SW air option. But it appears charter needs and price were not. > I can postpone meeting to later in the week if needed! ____ BJS ____ ____ CW _____ 8/25/23 > Windstar quote in, only need airport transfers/last day and the 5hr charter on parade day so its a lot less than originally planned. __x_ BT ___ ___ BJS ___ 8/31/23: > Check rec'd for $10,104.92. > Bulk Credit "August Student Account Payment" for $8,871.50 APPROVED. > Group has $1287.42 in credit remaining. 9/5/23: > Check #3679 rec'd for $15,000.00. > Bulk Credot "Band Parent Assistance" for $14,600.00 APPROVED. > With credit left from 8/31 note - Group has $1687.42 in funds remaining. 9/29/23: > Check #3686 for $11,182.47 rec'd. > With credit left from 9/5/23 note, group has $12,869.89 in credit available. > Bulk Credit "September Student Payment" for $10,932.95 APPROVED. > Group now has $1936.94 in credit remaining. 11/1/23: > Check #3698 rec'd for $7832.68. > Bulk Credit "October Part 2" for $939.00 APPROVED. > Bulk Credit "October Student Account Payment" for $6,435.68 APPROVED. > Group now has $458.00 in credit remaining from this check. PLUS the $1936.94 in credit remaining from 9/29 note = $2394.94 in credit available. 11/6/23: > $2394.94 in credit available. > Bulk Credit "October Correction" for $388.00 APPROVED. > Group now has $2006.94 in credit available. 11/20/23 > There is an update to their flight schedule. originally 5:25pm departure but has been changed to 2:10pm departure, so moved up 3 hrs. > flight home was moved up from 9pm to 8:25pm. > CW updated IOG. > this gets them to their hotel around 7pm now. __x_ BT ___ ___ BJS ___ 11/20/23: > Check #3702 for $5206.56 rec'd. > Bulk Credit "November Student Account Payments" for $4,986.63 APPRVOED. > Group has $219.93 left in credit. 11/28/23: > BT reviewed all forms downloaded and rec’d on 11/28/23 (RL, BL, FA, FPGF, HIF, EPGF, & APM). > Total Pax = 93 (75 + 18). > RMS / PAX 15 Q / 60 08 T / 24 04 D / 08 01 S / 01 TOTALS = 28 ROOMS and 93 PAX (75 + 18). > AE Updated Bible Numbers, IOG, and Status Schedule. > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > Comps are 3. > The group will be traveling on 2 buses. > Group is flying. Air cost per person = $587.63. 2 pax are truck drivers receiving package only - 91 air seats. > AE updated Tiered Pricing and checked Final Tier Pricing box. The group is in Tier 1. > AE completed AE portion of the Invoice Preparation Procedure. > AE completed the Till Data Upload Procedure. > AE added booster tag info to Booster Tag Google Sheet. > Final date payments are accepted in GroupCollect was 11/24/23. ____ BJS ___ ____ HMS _____ ____ CW _____ ____ LF ____ ____ JHT _____ 11/30/23: > LF sent lanyards, resealable holders, and (1) Osprey Backpack via UPS > Expected arrival date of Monday, 12/04/23 > Name tags NOT sent 1/11/24: > BT and BJS reviewed final invoice. PDF saved to DB. > Group is overpaid. Refund due of $6,453.30. > MLL - please send refund accordingly and update Invoice Prep once completed. > BT sent PDF of FI to GL and updated Invoice Prep accordingly. > BJS completed Till worksheet and saved in DB. ___ MLL ___ ____ BJS FYI 1/29/24: > BJS EM'd FINAL ITINERARY BOOKLET to Cyndi et al. > Final Itinerary Box to be shipped via UPS later this week. > As Final Itinerary is complete, please review and proceed as needed - thanks all! __x__ BT ____ ____ HMS ____ ____ CW ____ ____ LF ____ 2/5/24: > BT had pre-trip brief with Cyndi. All set. 2/21/24: > BT had post trip debrief with Cyndi. > TILL - before they left she issued their money for Thursday - no issue. When she went to issue $$ for Monday, she didn't have enough funds on supercard account. People with trip cards had negative account balances - she could see this! So money was pulled from the supercard account. So none of her staff was able to have meal credits on Monday because pax had overdrawn their trip card accounts. They thought, as they should, that it would decline if they tried to overspend. Not the case. Cyndi did not call Till about this. But had called them about other issues - pax not showing up on her roster and a couple of other things. Everything was fixed except for the issue at the end. But at least they had enough $$ for the kids. NOT GOOD!! Cyndi did not use the Supercard for expenses - she issued herself a trip card per our instruction. So she definitely did not spend off that card. Can Till look at data and see how much was overdrawn? I feel like Till should reimburse. > Flight from PIT - went to PIT day before, printed passes all good. > SW Check in online - can't just use any name. Has to be a name from the record locator. Would FMG be able to list pax by record locator? She had one record locator with only 2 pax on it - hard to find. > Windstar - great. Fred was her favorite human. > Check in - yelled at front desk, FYI. Had asked me about switching a couple of kids rooms at last minute, had even called ahead and they told her to just do it at front desk. The lady at the front desk said they couldn't help. Basically...she couldn't get those girls a room key. All else was good with hotel. > Performance - great! > Bfasts were good - no issues with dining cards and meal coupons. Likes the combo for sure. > On the way home - SW had oversold her flight. Couldn't check all her folks in online. So she called SW. Said it looks like it's oversold. Wouldn't issue a boarding group and number. Didn't really have an answer. Ended up having a couple kids not fly home - parents decided to extend their trip. That saved them. All worked out. > The delay was because the plane was broken - had to get a new plane. Took a while. > She had emailed us about the security guard issues. One guy was just late. The other guy was very good. > Next year -- DC for cherry blossom parade. She already applied - but she had applied for this year...oops. She will let them know it's for next year soon - she's on it about this stuff. BT has dates and we will get started on IOG shortly. ____ BJS FYI ____ HMS FYI ____ CW FYI ____ ME FYI
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Itinerary

Till Financial
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 )	2/13/24: Assigned cards the 13th. 2/14/24: > BJS spoke with Alex. > Gave funds manually to each person instead of the entire group at one time. Most were $40 and others were for more! > Two adults were missing from the list, so Alex added when Cyndi reached out. > Christine Madson and Galina Connely each got $160 on 2/14/24 and then $45 more. > Gave $80 to another person on the 2/14 and then $80 on the 15th. > Started with the correct amount, $5,115.00. > 14th, no declines. > 15th replaced trip card for Gabrielle Smith - lost card and had $40 on it which was shifted to the new card. > 19th gave out $15 to each traveler manually instead of as a group disbursement. > Alex is wondering where she saw negative balances . . . on specific travelers or on the entire trip? > Alex is sending her three sheets to we can see the sequence.

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 )

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)

$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)

Fly My Group
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)

Windstar Lines, 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)

$25 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)

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)

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 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 Performing Arts on Stage-4 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)

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 )	1/11/23 > Montour Hs Band - 75 PAX PIT to MCO Mid-Late Afternoon flight there Evening flight back 6/29/23 > I am holding 108 seats with Southwest at an average cash/check discounted price of $567.63 per person or a credit card price of $587.50. These prices include all taxes and fees on the following itinerary: Southwest 225 Departing (PIT) Pittsburgh, PA Thu Feb 15 at 05:25 PM Arriving (MCO) Orlando, FL Thu Feb 15 at 07:50 PM Southwest 2608 Departing (MCO) Orlando, FL Mon Feb 19 at 09:00 PM Arriving (PIT) Pittsburgh, PA Mon Feb 19 at 11:15 PM Deposit Information: There is a $50 per person deposit due by 6JUL. The deposit is completely non refundable once paid. The group must utilize at least 90% of the seats being held on each contract. Baggage Policy: 1 carry on + personal item; 2 free checked bags per person per direction. 7/5/23 > Montour HS Band - ACH Deposit Approved Thank you for authorizing Fly My Group to process the ACH Deposit for $5,250.00 USD. If you have any concerns with this authorization, please contact us as soon as possible. 12/18/23 > $400 utilization fee 8 seats x $50 > Montour HS Band - ACH Payment Approved Thank you for authorizing Fly My Group to process the ACH Payment for $46,541.78 USD. If you have any concerns with this authorization, please contact us as soon as possible.

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 )	1/12/23 > Very rough estimate - 2024 rates not yet available. in about a month > 2/15/24 – 2 coaches Evening airport transfer from MCO to hotel (TBD). Roughly 6PM $633 x 2 coaches 2/16/24 – 2 coaches - Disney round trip park transfer $925 RT 2/17/24 – 2 coaches - Disney Performance day - Tough to say right now, - Lets say one 5hr charter with evening Disney park transfer, and one round trip park transfer $925 RT plus $660-5hr charter x 2 coaches 2/18/24 2 coaches - Same situation. Workshop day - One 5hr charter with evening Disney park transfer - One round trip Disney park transfer - $925 RT plus $660-5hr charter x 2 coaches 2/19/24- 2 coaches - Hotel check out – hold luggage - Disney park transfer - Airport transfer, Disney park to MCO - End service by 6:00pm $1,365 10hr charter x 2 coaches > 8091 total /2= 4045.5 > 4045.5+10%(404.55)+DG(375)+parking(240)=5065.05 3/22/23 > 2/15 1300 > 2/17 715+915+540 > 2/18 715+915+540 > 2/19 2680 > 4160 each + 10%(416) 8/25/23 > 1300 + 1430 + 2680 = 5410 / 2 = 2705+> 2705 + 6% = 2867.3 + 10%=3154.03 11/20/23 > updated due to flight change > same price but updated times to earler.

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 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 Soundtrack Session: Instrumental (formerly You're Instrumental)
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
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	Under Contract Active (uncheck to make inactive)