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Tue Mar 06, 2012
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Moniteau High School Band and Choir-Orlando, FL-'2011-11-24'
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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 )
West Sunbury to Lake Buena Vista = 1,045 miles / 17.5 hrs non-stop 8/9/10: > WAH is meeting with Client on Wednesday, 8/11/10 to present PTP. 8/10/10: > BJS completed 2 PTPs. > One is an apples to apples comparison and includes transportation in the package rate. These are the rates that appear on the BIBLE screen at this moment, beginning at $568 Student Sextuple. > The second PTP is an All-Inclusive CCIS package and done in our standard way. Transportation is separate line item. > BJS sent the files and following note to WAH to help him sell to Mark and his committee. The IOG is based on the All-Inclusive PTP. The file that I have titled APPLES to APPLES is based on a comparison with the proposal they received from Kaleidoscope. Remember, these rates include transportation and are based on exactly 129 - 135 total pax, including six comps. I have highlighted the items which separate our proposal from theirs, including: name of coach company - theirs is unspecified. name of hotel and the fact that our hotel is a full service hotel and their group will be housed in two room suites - theirs is unspecified and based on past experience with this company, probably a Hampton Inn. full American breakfast buffet at the hotel - not a continental (in a lobby) like theirs. actual cash credit for comp packages site visit scholarship program rewards program lower prices / based on max occupancy options and one $1 more for students based on 5 / suite (without all the unknowns) discounted adult rates since they do not participate in the Workshops NO Create-A-Video since they did not include it either The All-Inclusive PTP rates are done in our standard way: all of the items detailed above PLUS transportation is a separate line item several transportation quotes are provided (I did request from Campbell's, but in Todd's standard fashion, he did not respond) rates are based on 122 - 135 total pax as many as 9 comps (3 in the package and 6 Early Sign Bonus Comps) All Inclusive Meal Plan (15 meals) Create A Video discounted adult rates since they are not in Workshops Also, our rates are guaranteed and NOT subject to change (with the exception of unlikely fuel surcharge - although I need to point this out). I hope these talking points help - not that mark would need them, but who knows who else you may be meeting with or if he will need to go to bat for us. If he doe, these will definitely help :>) > PTP presentation meeting is tomorrow, 8/11/10. 9/9/10: > Rec'd EM from WAH that we got the K!!! > Delete the 4 Disney Meal Coupons for the four lunches in the park - they will be on own. > Would really like to see quote from Campbells, so BJS sent CQR for the second time - also faxed copy to WAH. > Mark needs all to be completed by 9/22/10 so he can submit to baord for approval. > BJS told WAH that he was doing the CN on the morning of the 15th, so Campbell's had until the 14th of this month to respond. > BJS updated IOG. > BJS updated rates (dropped by $60pp across the board). > BJS updated Bible Screen and attachments. > BJS completed PTP Contract Version and sent to WAH. 2/7/11: > BJS completed CN and mailed via USPS 2-Day Priority mail. > K, First $, Travel Planner Letter and Disney Application Materials are all due 2/28/11. > Group will get 9 total comps - three + 6 ESBC. 3/14/11: > Rec'd signed K and Travel Planner Letter as well as the Choir's MMDays - Candlelight Processional Application Materials. > BJS emailed Darcie Bishop, CD, to let her know we have it. > BJS mailed fully executed copy of K back to Mark Rodgers, BD. > Still awaiting First Payment check, due 2/28/11, $23,210.00. 3/29/11: > Rec'd Band Booster check for $5,000.00. Balance due on this INV is $18,210.00. 5/17/11: > BJS sent em to Mark asking when we should expect the balance on the First INV . . . 9/9/11: > Per Mark, send dummy invoice to Darcie Bishop's attention at MHS, $10,000.00. > Email to him and he will make certain we get the $10k that is in her account at this time. > His principal is also asking about an Escort - he may be forced to take one, if so, I told him it would be $1,042.00 ($8.33 / hr x 125 hrs.). He will advise ASAP if it is required. > BJS scanned and emailed dummy invoice to Mark . . . 9/20/11: > Rec'd check #954, $10,000.00 from band Boosters. > BJS sent copy to Mark to see if this was the money we were expecting from the choir or just more money from the band . . . 9/21/11: > Rec'd school check #6166, $10,000.00. 9/23/11: > Rec'd FPGF, RL & HIF via email. > Rec'd by Due Date, so receives iPad2 upon receipt of final balance. > Total Pax = 136 (101 + 35) > RMS / PAX 5 Sx / 30 9 Qt / 45 6 Q / 24 8 T / 24 6 D / 12 1 S / 01 TOTALS = 35 ROOMS and 136 )AX (101 + 35). > BJS updated Bible and IOG accordingly. > BJS pleaced order for 101 CAV dvds. > BJS completed Final INV and mailed adn emailed to Mark. > Total Due on Account = $33 035.00 due 10/10/11. > Jude, please send Room List Pack to Hotel, then pass file on to HMS. Thanks! > HMS, as these numbers are now GUARANTEED, please review and proceed as needed. Thanks! __x__ JM _9-28-11___ ____ HMS ____ 10/25/11: > BJS processed the REVISED Room List. > Total / Final Pax = 129 (96 + 33) > Rms / Pax 04 Sx / 24 10 Qt / 50 06 Qd / 24 05 Tp / 15 08 Db / 16 00 Sg / 00 TOTALS = 33 SUITES and 129 PAX (96 + 33). > BJS updated IOG and Bible screen accordingly. > BJS sent updated / Revised RL to BV Suites. > BJS will updated CAV order. > HMS, as these numbers are now Final and there wil be no more revisions, pelase review and proceed as needed. Thanks! ____ HMS ____ 10/25/11: > BJS emaield and mailed REVSIED final INV to Mark. > total due = $32,517.75. 10/31/11: > BJS mailed and emailed Credit Memo to Mark for a credit of $2,619.75 toward next year's trip. This is for the late cancel participants. 11/1/11: > Mark called and BJS updated IOG with Performance and Workshop info and then sent EM to Mark with updated IOG attached and Park Hours included in the body of the email. 11/7/11: > BJS sent EM to mark to give him updated balance Mark: 1. I need to know of the 96 students, exactly how many will be participating in the Band Workshop and how many in the Choir Workshop? Please advise today if at all possible. 2. We received a check from the Boosters in today’s mail for $21,437.75. The updated Balance Due on the account is now $11,080.00. Please advise as to whom we should be expecting this final payment from (band or choir) and when. 3. Have you had a chance to review the Disney park hours and make your choices of which park(s) on which days? 11/7/11: > Darcie called - 34 singers in Disney Sings Workshop and the check for the balance was mailed from the school last Friday . . . 11/7/11: > Mark called and spoke with BJS. > Offical numbers are 60 You're Instrumental participants and 36 Disney Sings participants. > Mark also selected park days and hours. he will email me what he did up for his parents. > BJS to advise when we receive the balance from the school and Mark will advise once he has final confirmation call and email from WDW. 11/15/11: > Planning to meet / deliver final itinerary packet on Tuesday, 11/22/11 at 4:30PM. 11/16/11: > Rec'd school check #6175, $11,080.00. > Account is now PIF. 11/20/11: > BJS completed Final Itinerary and emailed to Mark, Darcie, HMS, JAF, JM, Hotel & Charter co. 12/13/11: > rec'd Evaluation Form via fax. (Wayne has wrong fax number on the bottom of the on-line form) > Only real concern was Driver's from Anderson. > Also, getting to Planet Hollywood was a bit confusing since they had to use Disney Transportation since the drivers had to have their off hours after dropping the kids at the park on Day 1. 12/15/11: > Mark and BJS discussed - next time he might like to go to Rainforerst Cafe in Animal Kingdom so they do not have to go to Downtown Disney for Planet Hollywood - eliminates the whole Disney Transportation confusion. > Also discussed "Grump Gary", the lead driver in FL. > BJS assured Mark he would advise Anderson of their concerns.
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