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General Trip Information
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Tue May 08, 2012
Trip Name
Oscar Smith High School Choir-Atlanta, GA-04-15-2010
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
Dbl
Trip
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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 )
Chesapeake to Atlanta = 625 miles / 10.5 hrs non-stop Atlanta to Concord, NC = 265 miles / 4.5 hrs non-stop Concord to Chesapeake = 365 miles / 6 hrs non-stop 10/8/09: > BJS completed IOG. > BJS faxed CQRs. > BJS secured Hotel. > HMS, please make attachments & updates as needed. > BJS to complete PTP rates and EM directly to Client this eveing or Friday if at all possible. Thanks! __X__ HMS __X__ 10/12/09: > BJS complted PTP and EM to DSC & WAH. > DSC to get to client. > BJS will EM remaining charter quotes directly to Lydia, and copy DSC, as soon as received. > BJS EM WAH Quote. 10/12/09: > BJS EM Lydia the Venture quote. BTW, it was approx $1,000 less than Newton. 10/14/09: > Rec'd EM from DSC - group has to change their dates to April 15 - 18, 2010 due to the Prom. > BJS called DSC and asked her to confirm with Lydia that students are committed to this trip before we make all the changes. She will do . . . > BJS also sent EM to DSC asking her for the Charter Choice so we can make certain coach is available over the new travel dates. > BJS updated dates on Bible and IOG. > HMS, you need to be aware of this change, but we may want to hold off making any further changes until we know the trip is going to be a go. Thanks! __X__ HMS __X__ 10/20/09: > BJS faxed OK to Pay to Lydia re: $400 Deposit to Venture Tours. > Also EM to DSC so she can follow and be aware. 10/27/09: > Rec'd OK to Pay re: Bus Deposit and cover note said that trip was a Go! > CN to mail NLT 11/2/09. 12/22/09: > Rec'd signed K via fax. 1/4/10: > BJS mailed fully signed copy to Lydia. > HMS, as this group is now UNDER CONTRACT, please review and proceed as needed - with caution, for we are still awaiting their first payment. Thanks! __X__ HMS __X__ 1/14/10: > Confirmed final Cancellation of trip woith Lydia Toliver, Director. > BJS mailed Confirmation Letter, Invoice for $3,375.00 and Ltter from Board offering Credit in the same amount for future travel - must commence by 06/30/2012. > BJS canceled Bus woth Venture and alerted Sylvia at the hotel. > HMS, please review and cancel as needed. Thanks! __?__ HMS __?__ 1/19/10: > BUT WAIT - They are going to make this trip HAPPEN :>) > Had to make some changes, but she told Debbie today it was a go. > Total Pax = 36 (30 + 6) > BJS updated IOG and Bible and alerted hotel of the changes. > DOF = 29 + 1 Comp for the Director. > Deleted Saturday night at the hotel - they will drive all night and be home by 11AM Sunday. > Made the B-fast Meal Credits en route $5 rather than $10. > Changed Saturday's dinner from Pity Pats Porch to a $15 Meal Credit at the Baseball Stadium. > Changed Through The Looking Glass Alice to an Atlanta Braves Baseball Game (no more than $20 seats - LESS if possible). > BJS rec'd revised rate from Venture based on this IOG and their 36-passenger coach. > BJS EM IOG and PPBCC to DSC and she shared with Lydia - Lydia approved all of the changes we made and will need nothing more than an updated 2nd Payment Invoice and and a Contract Addendum (once we know all is confirmed). > BJS updated Rates on Bible Screen. > HMS, please review IOG, update all attachments, and proceed as needed. Thanks!!! __X__ HMS __X__ 2/22/10 > BJS processed rec'd forms via email on 2/12/10. > Total Pax = 29 (23 + 6) > Rms / Pax 5 Q / 20 1 T / 03 3 D / 06 0 S / 00 TOTALS = 9 ROOMS and 29 TOTAL PAX (23 + 6) > BJS updated IOG and Bible accordignly. > No CAV dvd - this was the decision from the beginning. > Comps = 1 at the Double Rate. > BJS updated QUOTE Sheet based on FPGF & RL Numbers. > BJS emailed RL to Hotel. > BJS emailed info to JAF for Final Invoice prep. > HMS, as these numbers are now GUARANTEED, please review and confimr / proceed as needed. Thanks! ___3/8/10_ HMS ____ 3/22/10: > rec'd check for $1,200.00. 3/23/10: > BJS sent updated INV showing total due on account as $10, 103.00. 5/17/11: > BJS sent Em to Lydia re: outstanding balance of $4,091.00. 5/18/11: > Per Lydia, she is working with CPA to get this closed. 5/7/12: > BJS sent another EM - Lydia: Nearly a year has passed since we last corresponded about your group’s trip to Atlanta in 2010. As you may recall, there is still an outstanding balance on this trip in the amount of $4,091.00. When we last spoke, you said you would be working with your Choral Parent Association to close this account as quickly as possible. I am not sure if you are ware or not, but to date, we have not received a payment. I would appreciate your checking with your booster group and advise as to when we should expect to receive payment of this long overdue account. 5/8/12: > Rec'd response from Lydia - Bryan, I deeply apologize for the lack of response on my part concerning this matter. The Choral Parent Association is still working to take care of this balance. We have only collected a partial amount to date and have one more fund raiser at the end of May. At that time, we would like to make a payment, however it will probably be a partial payment. I fully understand the urgency of this matter and will continue to work closely with the Choral Parent’s to satisfy this debt. I have a meeting with the executive board this week and will try to firm up a deadline for them so that I can give you a better idea of when to feasibly expect the total amount. Again, I am very sorry that this has occurred and I appreciate your patience with us. Thank you, Lydia 5/8/12: > BJS replied - Thanks for the update. We would appreciate even a partial payment at this time and hope your Parent Association is able to satisfy the entire obligation soon. Please advise following your meeting.
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