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Sun Sep 11, 2011
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Amelia High School Choir-New York, NY-'2011-04-20'
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Final PAX
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Received
Final Room List
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Received
Hotel Info Form
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Received
Balance
Due
Received
Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Batavia to NYC = 630 miles / 10.5 hrs non-stop 10/14/10: > Jim submitted RFP for NYC trip in April 2011 as a result of Steve's 545 deliveries? > SHOW CHOIR > 2 Workshops > Performance Opp. > 2 Shows > Typical Sites > 2 - 3 Nights > Dates - between 4/13 and 4/18/11. > Budget = 600 - 700pp. 10/28/10: > BJS completed IOG. > BJS sent specs to BMG for rooms. > BJS faxed CQRs. > HMS, please make attachments and review / update as needed. Thanks. > Since Jim is on the road in DC, BJS to email PTP directly to Director on Friday, 10/29/10. __x__ HMS __x__ 10/31/10: > BJS selected la Quinta Suites Meadowlands and then ran rates and completed PTP. > Also did up a 2-Night IOG with rates and sent all to Jim so he can get to client on Monday AM. > BJS also sent files to Jim, PTP PDF Pack to Jim, WAH, and JAF, then quotes to WAH & JAF. > All attachments, charter quotes and Bible screen, etc. are based on the 3-Night Package as presented in the PTP. 11/4/10: > BJS mailed hard copy of PTP via Priority Mail. 11/4/10: > Jim spoke with April and her notes are as follows - > I just spoke to April Hilen at Amelia. > She is really excited about the trip but we need to make a couple of changes right away. 1. She gave me the wrong dates! We need to look at a April 20th depature (11:00 p.m.) and trael over night now. 2. Add some stuff like the top of the rock, Statue of Lib., etc, to fill out the trip. 3. Depart on April 23 at 9-10 p.m. and travel home over night again saving 1 night hotel. > I'm sure you'll know whats best to fill in the extra time with an added day of "city-time." > Also, we spoke of here combining with the other districts HS show choir to help fill the coach seats and bring the travel costs down. > Let me know if you have any questions. 11/15/10: > Per Jim, she needs 2 comps, one included for her boyfriend as well. > Also, just plan on her group, as she has not yet asked another school to join in. 11/17/10: > BJS updated IOG and sent IOG to Tammy Miller at Lakefront Lines for requote. > BJS updated rates and attachments on Bible Screen to match the new IOG. > BJS secured Crowne Plaza Meadowlands thru BMG. > BJS completed PTP Revision I and emailed to April for her review / approval prior to going to Contract. 11/23/10: > BJS emailed revised PPBCC for Lakefront Lines to April - need her OK to proceed so we can get her to Contract. > Jim to follow-up with April ASAP! 12/15/10: > BJS sent CN to April via FXSON. > K due 12/31/10. > FIRST Payment Due: 01/14/11. > HMS, as this has gone to K, please review and proceed as needed . . . HOWEVER, you may want to make certain we get the signed Contract before doing anything. This is such a small and NEW group, may want to make sure it is UNDER CONTRACT - due 12/31/10. ____ HMS ____ 1/11/11: > BJS rec'd em from April - I need the payment plan to be changed. We would like it to be a monthly payment. Is that possible? April 1/11/11: > BJS replied and cc'd Jim & Stacy - As a former HS Choir Director myself, I am well aware of the challenges of fund raising and collecting money from students, etc. Because of this, over the past 18 years of being in business, I realize that group's will make their payments as they are able and the payment due dates in the Agreement and on the invoices are the same for all of our group's traveling over your specific weekend. With that being said, basically, I am telling you to please pay what you can, when you can, and it will all come out in the end. There are a few deadlines which we must adhere to, most importantly, the February 18th date when your Final Participant Guarantee Form, Room List, and Hotel information Form are all due. Since we use these forms to guarantee the number of hotel rooms, tickets purchased, meals reserved, etc. and this date is 60-days prior to your departure, we must have these forms in our office no later than February 18, 2011. We must also have your signed contract on file, so please sign and return to my attention today via fax (724.287.5333) or scan and send via email (bryan@ccistravel.com). You can then follow that with your First Payment as soon as possible. Even if you pay just a portion of the First Payment amount, it will allow us to proceed and confirm reservations, etc. for your group. I hope this helps! If you have any other questions or concerns, please contact me as soon as possible. Thanks! 1/11/11: > BJS sent another em - reminding her that we need her Broadway Show Selection Form ASAP. Copied Stacy & Jim as well. 1/26/11: > BJS sent two emails to April - the first was announcing the fact that Jim was no longer with CCIS and the second was - April: Please advise as to the status of your group's planned trip to NYC. I know we discussed the payment plan via email a week or so ago, but to date, we have not received your signed contract. Please fax to my attention on Friday if at all possible (724.287.5333 - fax). Give me a call if you have any questions or concerns (800.432.5095 x:201). 2/1/11 >HMS emailed stacy concerning Broadway Show Selection Sheet. Copied Bryan and Wayne 2/1/11: > BJS caled school number to try and get status update - LVM. Told her it was imperative that we know what is going on with this group. 2/7/11: > BJS called again and LVM - please call so we know if this is a go or not! > Also sent email - April: I have made several unsuccessful attempts to contact you by both email and phone. Please advise ASAP if your group will be traveling to NYC, for it is becoming difficult for us to continue to hold your group's arrangements / reservations without some sort of commitment. Thank you for your quick attention to this matter. I look forward to hearing from you soon. 2/15/11: > BJS sent another EM - no resposne - DDD is getting close so we need to know. 2/17/11: > BJS called and LVM - need to have your answer by 5PM this afternoon. If I don't hear from you, we will have to cancel all arrangements.
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