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Time:
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
All Previous Conversation in Wriiten Form in Correspondence Folder. 9/9/99: > BJS completed IOG & Bible. > We will be purchasing Festival Cruise Participation via Performing Arts Consultants. > In addition, we will do transportation and meals en route. > Get quotes from National Coach, Gallop, Tourtime, Newton & Franklin (VA). > Make certain charter cos. Know the trip is basically transfers between Hampton, VA & Port Canaveral, FL. No local transfers once in Florida since group will be on the ship! > See IOG for meals. > MWL - please very carefully review the PAC information regarding rates, surcharges, port fees, etc. and provide final pricing to BJS for all occupancy options. > Client will forward his deposit for cruise to our office once we provide him with the charter quotes. As we are making a significant commission on the cruise, we will NOT mark-up his transportation quotes. > I hope to be able to provide him with quotes no later than noon tomorrow. DSC had promised him something by mid-week. I apologize for the quick turn around. __X___ MWL __X___ __X___ MPM __X___ 9/13/99: > BJS completed PTP including Festival at Sea Application, Rules & Regs, & Sample Cruise Itinerary. > MWL processed and faxed to DSC > DSC scheduled PTP mtg. with Client for Wed., 9/15/99. Will p-up original on either Tuesday or Wednesday of this week. __X___ MWL __X___ __X___ MPM __X___ 9/15/99: > DSC met with Client - extremely pleased with PTP. > Wants contract, but needs to make final decision on charter co. and get final approval from school system. > MWL - please check with PAC to see if a two-bedroom suite cabin might be available for the Band & Choir Directors and their assistants. If available, what would the $ difference be? > Also see if they, PAC, will provide the following in advance - Luggage Tags, Custom Forms & Debarkation Forms. > MPM, they are probably going to go with Gallop; however, are curious as to their break-down replacement procedure especially since the ship won't wait for them if the bus breaks down en route!!! Please check and advise. __X___ MWL __X___ __X___ MPM __X___ 9/21/99: Per DSC's meeting with Client - > Need to change dates to 5/24/00 - 5/28/00 (same plan as before) > Charter co = Gallop. > Once dates get approved, they will be ready for contract. We should have answer by week's end. > MPM please check on availability of coaches and secure with Gallop. > BJS revised IOG & Bible. __X___ MWL __X___ __X___ MPM __X___ 9/23/99: > Per DSC, she will talk with Client re: revised charter quotes from Gallop and get his decision ASAP. > Client is ready for Contract and we will prepare and forward as soon as we have the answer on the charter co. __X___ MWL __X___ __X___ MPM __X___ 9/23/99: > DSC spoke with Kelly - he is outraged at what Gallop has done; therefore, he needs us to check rates & availabilty from the other coach companies with 55's for the May dates. __X___ MWL __X___ __X___ MPM __X___ 9/23/99: > BJS called NWC - Sold Out over new dates. > Newton is available, without rate change and is holding 1-47 & 4-55s. > BJS LM at Tourtime for Beverly. They were sold out of 55s over March dates - maybe they will have them over new dates. > BJS LM for DSC - call Client and get answer Newton vs Gallop. __X___ MWL __X___ __X___ MPM __X___ 9/24/99: > DSC got the word from Kelly, he wants to use Newton since Gallop raised their rates so much! (good for him!) > MPM, please call Newton and get the contract. > BJS to prepare and forward Contract NLT Monday, 9/27/99. __X___ MWL __X___ __X___ MPM __X___ 9/27/99: > BJS completed Contract & MWL processed and 2-day USPS mailed Contract Notebook. > Contract due: 10/6/99, after which time we will immediately forward application & application fee to PAC. > Deposit due: 10/15/99. > BJS had to make major adjustments to deadline schedules & cancellation policies in order to correspond with PAC's & Carnival Cruise Lines. > MWL - do not forget to change cruise dates on the application. > Please read all previous notes since quite a bit has transpired over the last few days, especially regarding the coaches. > As this has gone to Contract, please review and confirm as needed. Thanks! __X___ MWL __X___ __X___ MPM __X___ 9/28/99: > Received Festivals At Sea Application Fee of $100.00, check #10531. > BJS generated Invoice #2455 to reflect this payment. > MWL - Please forward Application and Payment to PAC NLT 9/29/99. __X__ MWL __X__ 9/29/99: > Kelly called, spoke w/ BJS re: Deposit Deadline of 10/15/99. Wanted to extend until 11/15/99. All other deadlines seem to work into his plans. > I explained how PAC would supposedly request $50pp within 30 days of receipt of their application and $100 fee which we mailed today. > I told him I would call once the Invoice arrived from PAC and we see what our options are. 10/4/99 >Recv'd message from "Danny" from PAC re: upgrading to suites. The prices are as follows: 3 nights upgrade to suites add cost per person: >Double $480 >Triple $304 >Quad $215 10/19/99: > BJS LM for Kelly re: rates for suite upgrades and 1st payment due to PAC on 11/10/99; therefore, we would like deposit Invoice paid by 11/5/99. > MWL to forward Director's Notebook from PAC today. __X__ MWL __X__ 11/14/99: > BJS prepared INV #2492, $64,539.13, Due: 12/13/99, as well as Statement. > MLW, please process and mail per SOP NLT 11/16/99. __X__ MWL __X__ 11/23/99: > Received signed CONTRACT! > Received Deposit Check #10803, $19,500.00 > As this is now UNDER CONTRACT, please review and confirm all as needed. Thanks! __X__ MWL __X__ __X__ SMP __X__ __X__ MPM __X__ 1/6/00 > Betsy Forest called. > Told SMP that Kelly "promised" to have put the check in the mail today. > Approximate arrival is Monday-ish. 1/19/00: > DSC spoke with Betsy - the check for $27,000 should be received NLT Friday, 1/21/00. > BJS faxed copy of Invoice & Statement to Betsy's attention. > Betsy seemed unaware that such a large amount was due. DSC told her to call BJS if she had any questions after seeing Invoice & Statement. > Betsy did mention that she had some additional funds at her discretion to use if needed. I honestly don't know what we'll receive in this next check! > Marcey, I know this doesn't help you much with PAC. I've told you all I know! __X__ MWL __X__ 1/20/00 > Mailed FPGF Reminder Letter today. > MWL also mailed COPY of FPGF Reminder letter to Betsy Forest's attention. 1/26/00 > Recv'd check# 11084, $64,539.13, First Payment. > Finally! 2/8/00 > MWL faxed FPGF Reminder today. > Copy went to Betsy as well as Kelly. 2/11/00 > Recv'd Rooming List and FPGF via fax; however, the FPGF & the Room List totals did not jive. MWL, please call Kelly on Monday, 2/14 to get this worked out. His adult count is off by two. Please advise BJS as soon as rec'd. Thanks! ALSO ALSO ALSO . . . > They currently have 1-47 & 4-55 passenger coaches under contract. This is a total capacity of 267. Obviously he does not need this many coaches. 3-55s and 1-47 would give him 212 seats. This would be what I'd suggest! He would then have 4 - 5 empty seats on each bus. __X__ MWL __X__ 2/14/00 > MWL spoke with Kelly re: Rooming List mishap. > He had left off 2 chaperones--MWL added to list. > ALSO, ALSO, ALSO. . . Kelly gave the go-ahead for changing the bus contract. > Please go with the 3-55's & 1-47 = 212 seats. > Asked about his Final Invoice--MWL told him it would be based on the numbers on his FPGF. > He understood. 2/22/00: > Total Pax = 195 (164 + 31) > Rms / Pax 39 Q / 156 03 T / 009 15 D / 030 00 S / 000 TOTALS = 57 Rooms / Cabins & 195 pax. > BJS revised IOG & Bibke based on these guaranteed numbers. > As these numbers are now guaranteed, please review, confirm and order as needed. > BJS prepared, faxed & mailed Statement & INV #2623. $35,267.12. Due: 2/25/00. > BJS faxed copy of invoice and contract to DSC so she'll have if for when the phone call arrives re: cancellation fee. > MWL, please process per SOP. > SMP, they only need 1-47 and 3-55's. Please make this change with Newton ASAP. Thanks!!! _X___ MWL __X__ _x___ SMP __x__ ____ MPM ____ 2/23/00 > Fax of Invoice #2623 did not go through--made executive decision NOT to refax. 2/23/00: > Kelly LM for DSC to call re: Invioce & Cancellation Fee. 2/24/00: > DSC called Kelly to discuss Invioce. She said she would get with me re: his supposed lowering of the count via an invoice in November. BJS, DSC, MWL, & MPM all discussed and this never happened. > BJS prepared written response. Faxed to Kelly with revised Invoice and Statement and copies to DSC and Betsy Forrest, Choral Director. Mailed hard copies to Kelly. > Revised Invoice #2623, $34,717.12. Due: 2/25/00. > MWL, please process per SOP. __X__ MWL __X__ 2/25/00: > Rec'd response from Kelly, along with a copy of what he thought was faxed with the deposit check. (This invoice was so marked up that we surely would have noticed it.) He also said that if we are unable to find record of it, they are prepared to accept the $10 less per student. > BJS responded to Kelly via fax that we did not have record of this; therefore, unless he has success with PAC, he will have to pay the $50pp. __X__ MWL _X__ ____ MPM ____ 2/25/00: > DSC spoke with Kelly - he seems fine with the $50pp cancellation fee. So nice about it, it makes one believe he realizes he has made a mistake. > SMP, please check with Newton to see if he can do 3-47's and 1-55. This will give him 196 seats, he needs 195, and it will help with his financial situation. Please advise BJS ASAP, I will need to revise their Final Invoice if this switch is available. __X__ SMP __X__ 2/29/00: > DSC to inform Client that we have made the coach change to 3-47s and 1-55. > Due to the same, BJS revised, faxed & mailed Statement & INV #2623, $33,677.62. Due: 2/25/00. > MWL, please process per SOP. __X__ MWL __X__ 3/13/00 > Per DSC, they will be mailing a check tomorrow for "most of balance"---rest will be overnight-ed on Friday. 3/17/00: > Recv'd check #11332, $31,668.00, Invoice #2623---partial. Balance = $2009.62 > MWL, please process per SOP. _X__ MWL _X__ 3/23/00 > recv'd check #649506474, $2009.62, Final Payment Invoice---PIF. 4/25/00: > BJS prepared and mailed INV #2666, $1,383.75. Due: 5/15/00. Re: Fuel Surcharge. > Included copy of letter from Newton with Invoice. > MWL, please process per SOP. Thanks! __X__ MWL __X__ 5/5/00 > Per v-mail message from Kelly, he does want to make a name change. > Per PAC, it will be a $35 name change fee--check made to PAC. 5/9/00 > MWL LM for Betsy to call re: porter tip. 5/9/00 > Kelly Dee LM on MWL voice-mail that he was sending the check for the name change ($35). 5/10/00: > BJS prepared, faxed and mailed Statement & INV #2671, $35.00 for Name Change. Due: 5/25/00. Total due on account = $1,418.75. > MLW, please process per SOP. Thanks! __X__ MWL __X__ 5/11/00 > Recv'd check #3866, $35.00, Invoice #2671---PIF. 5/16/00: > BJS completed Final Itinerary Packet. > DSC picked-up and delivered to Client, including Meal Credit Check (195 @ $5 ea). > Please forward Itinerary to all involved as needed. Thanks! __X__ MWL __X__ ____ MPM ____ ____ SMP ____ 5/16/00: > DSC called from meeting with Client - they want to make two additional name changes. MWL called PAC and they said OK so long as cabin changes were not involved and we would have to overnight payment. > BJS said OK, we will need to charge them the $70 as well as $21.95 for Priority Handling! > BJS created Invoice #2673, $91.95, due: 5/31/00. > BJS also prepared and mailed Statement along with invoice. Total due on account = $1,475.70. > MWL, please process per SOP. Thanks! __X__ MWL __X__ 5/19/00 > Recv'd check #'s 7237 & 4338, $95.00 Total. Invoice #2673---PIF. +$3.05. 5/22/00 > Kelly called and spoke with MWL. > Needs to make one more name change---one of the parents had a stroke and he found someone to take their place. > MWL called PAC to find out if this was ok---we need to Priority O.N. a $35.00 check. > MWL called Kelly back---LM on machine. We need the name of old and new people ASAP! > Kelly called back--will be sending the check tomorrow. Old name: Natalie Thames; New name: Maria Lopez. > MWL will PON today. > Kelly called again and spoke with MWL. He seems to be 10 Piccadilly Dinner tix short---hhmmm. Didn't they count them @ DSC meeting last week? > Per MPM, Piccadilly is Overnight-ing the 10 tix via Airborne Express to Kelly @ Kecoughtan for arrival tomorrow (5/23/00). > Kelly says "thanks". 5/22/00: > BJS prepared and mailed INV #2674, $56.95 re: Name Change Fee for name change made earlier today with MWL. > MWL, please process per SOP. Thanks! __X__ MWL __X__ 5/30/00: > Kelly called. Needed a copy of the Invoice faxed which showed the Fuel Surcharge. > BJS faxed a copy per his request. > SIDEBAR: I wonder why he needed this? Is he trying to get a refund from Newton due to the trouble with the coach in Florida and their late departure from Port Canaveral? If there is any refund, it needs to come to us, for we have already paid the transportation in full, including the surcharge. > BJS called to confirm receipt of fax and pry a bit into why he needed the invoice. He said they made no mention of any refund and he did not make it sund as if they were going to pursue one. They did not get home until approx. 5 AM on Monday. Coach did not meet them at the Port until approx. 1:30 PM. They missed their dinner at Piccadilly in Savannah at the Oglethorpe Mall location. Went on to the downtown location and had dinner at 8PM. Almost got charged a fine of $300/coach for taking their coahes through downtown Savannah!!! He seems very pleased with our assistance through it all, but can't imagine why Newton didn't get them a coach from Florida! Neither can I! 5/30/00 > Recv'd check #0865, $56.95, Name Change Invoice #2674---PIF. 6/9/00 > Recv'd check #11780, $1383.75, Invoice #2666---PIF.
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