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Fri May 06, 2016
Trip Name
Bermudian Springs High School Choir-Orlando, FL-02-15-2012
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Toronto, ON, CANADA,
Toronto, ON, Canada, CO
Toronto, Ontario, CA
Toronto, Ontario, CN
Toronto, Ontario, CA,
Torrington, CT, CT
Totonto, CT
Townsend, TN
Towson, MD
Trenton, NJ
Triangle, VA
Tuscaloosa, AL
Tuxedo, MD
Universal City, CA
Upper Marlboro, VA
Vails Gate, NY
Varies, AK
Vaugwa Ontario, CA
Victoria, ON
Vienna, VA
Virginia Beach, VA
Waldorf, MD
Walkersville, MD
Washington, DC
Washington, MD
Washington, NJ
Washington, VA
Washington DC, DC
Washington DC, VA
Washington, D.C., DC
Washington, DC, DC
Washington, DC, MD
Washington, DC, VA
Wellsboro, PA
West Chester, PA
West Grove, PA
West Newton, PA
West Orange, NJ
Westchester, IL
Westhaven, CT
Westminster, MD
Westwood, MA
White Plains, NY
Whites Creek, TN
Wildwood Crest, NJ
Wilkes-Barre, PA
Williamsburg, OH
Williamsburg, VA
Williamsport, PA
Wilmington, DE
Wilmington, NC
Winchester, VA
Winter Park, FL
Winterthur, DE
Woburn, MA
Woodbridge, VA
Worcester, MA
Worthington, OH
Wright-Patterson AFB, OH
Wytheville, VA
X, PA
York, PA
York Springs, PA
Yorktown, VA
Zainesville, OH
OR
Number of
PAX
Youth
Adults
Escorts
DOF
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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 )
5/16/11: > BJS completed IOG > BJS faxed CQRs. > BJS secured BVSuites rate and availability ($109 + 12.5% with a 10% commission). > BJS made attachments. > BJS ran rates on Director's RFP items and then also did All-Inclusive with 18 meals instead of just 6. > BJS ran PTP based on Director's RFP (Disney MMDays, SeaWorld, B-fast at Hotel, and One meal en route each way. > BJS did full blown PTPs for both options. > BJS emailed Dvae a set of 8 emails, PTP, PTP All-Inclusive Option, Transportation Quotes / PPBCCs, Disney Appl for Band, Disney App for Choir, BVSuites Brochure, BVSuites Floor Plan, and AVP / References, info, etc., including insurance. > Dave confirmed receipt. > Dave is calling on Tuesday at 10AM to go over and then meeting with Director at 1PM Tuesday afternoon. 5/17/11: > Dave wants to give 2 iPads since there are two directors and will pay for the second from his commission if we get the job. > He wants this badly so he can get established in the area. > BJS and Dave discussed PTPs and numberous options. > He feels well prepared for this presentation today with the BD & the CD. 5/17/11: > Per Dave's mtg with Client - > Want to do 5 night trip rather than 6. > Want just two meals per day. > Depart School on Wednesday at 4PM rather than 2PM. > Cocoa Beach stop en route on Thursday and have some hotel rooms for changing, etc. (Day Rooms) and Beach BBQ, etc. > 3-Day Hopper - not 3-day Premium, so no water park required. > Charter Choice is Bailey since they were significantly less. 5/17/11: > BJS completed revised IOG and then ran rates and prepared the 6d/5n PTP. > BJS updated rates and times on Bible screen, but made no changes to attachments. > BJS Emd revised PTP to Dave for him to deliver to client which he has done. > BJS said we would secure the revised charter rates onc ewe had their approval on the revised IOG and Package rates. Will just request revised charter rate from Bailey. 8/24/11: > Dave is delivering the CN to the school on Wednesday, 08/31/11 at 1:30 PM. > Needed due dates, etc. in advance of meeting, so BJS went ahead and emailed all of this info to Dave, including the amounts of the first two payments, etc. 8/29/11: > BJS completed CN and mailed via FXSON to DD. > Copied JAF and sent hard copy to Dave. > CN included partially completed Disney PAOS Application packets for the Band and the Choir. > K, Deposit, Travel Planner Letter, and Disney Applications all due 9/23/11. 9/9/11: > Dave delivered CN and rec'd signed K and Travel Planner Letter from Directors all on 8/31/11. > First Payment ot follow on or before due date. > BJS countersinged and mailed copy back to CD. > HMS, as this is now UNDER CONTRACT, please reviewe and proceed as needed, with caution, as we do not yet have their initial payment. Thanks! __9/14/11__ HMS __X__ 9/14/11 >HMS completed reservations 9/29/11: > rec'd check #28104, $16,500.00. > Rec'd Disney Application and Supporting Materials. > rec'd Extra Comp Gift Certificate, so one additional complimentary package will come off their Final INV. 9/30/11: > BJS sent thank you for your payment email to Derek & Jane and thanked them for sending their Disney applications. Copied Dave. 11/17/11: > Per Dave EM with Client - > Band is not going on trip. > 11/19/11, BJS updated number so on Bible screen to 110 (100 + 10) and reduced comps to 4 (down from 10). Will make any necessary final adjustments once we have their FORMS Set which is due 12/16/11. > May also have to reduce the number of coaches from 3 to 2, BUT WE WILL NOT KNWO THIS DECISION UNTIL Fprms are due on 12/16/11 and we receive the final word from the Director. > BJS updated IOG. > Jane asked about refunding the deposit which was made by the band students. > BJS sent the following reapsonce to DD - #1. I have deleted the band as a part of the trip to Orlando and added them as a completely separate client in the system, as a prospect, with Derrick as the contact. With this being said, please be careful when entering information on these two school so you are certain to get any notes in the correct locations. #2. Bus: We can release the 3rd bus, if necessary after 12/16/11 form deadline. #3. Deposit back to band students: Jane can do whatever she wants since we do not set the deadlines between the school and the students. Her Final Participant Guarantee Form, Room List and Hotel Information Form are due to us on 12/16/11, so until then, she can do as she wishes. Once these numbers are guaranteed to us, on 12/16/11, they are considered final. From that point forward, she should not return any monies to anyone, for per the terms of our contract, liquidated damages will be in effect. IF she is looking for us to write a check back to her for any deposits paid by band members, we will not do this, for we do not treat group payments as individual payments, for we have no idea who has paid the school or not. She will have to deal with the return of deposits in house. Instead of sending all of the monies from the payment that is currently due to us now (11/17/11 was the due date), she could take some of that money and return it to the band members if she desires – again, I do not know, nor do I want to know, what type of deadlines they have given or are going to enforce with their group members. ALSO, PLEASE MAKE IT CLEAR THAT THE DEADLINE OF 12/16/11 FOR THE FORMS IS SET IN STONE AND CANNOT BE CHANGED – THIS IS ALSO THE DUE DATE IN ORDER TO GET THE iPad2. Knowing that she doesn’t read anything we send, I need you to discuss #3 with her in conversation, not via an email, so you can make certain she is completely clear on refunds to individuals, etc. I also want you to call me so you and I can discuss this so you are completely clear on it and have no questions, before you speak with her. She seems to have a great knack of making one confused by her circle speak. Thanks, please give me a call at your convenience. If you want to talk this weekend, I am available until 3:30 this afternoon and then again tomorrow between 11AM and 6PM. Please have a copy of Jane’s contract packet in front of you when you call. > BJS sent EM to BVSuites so we are not holding so many rooms. > HMS, please alert the hotel in Cocoa Beach that we will need just 4 DAY rooms rather than 6. ____ HMS ____ 11/20/11: > BJS and Dave discussed and he is clear. 11/21/11: > Dave spoke with Jane and she is good. 11/21/11: > Rec'd check #28163, $17,250.00. 12/14/11: > BJS sent EM to Jane, Bailey has confirmned the 56-passenger coach so between the two coaches she will have a total capacity of 111 pax. Rate is unchanged, $9,836.00 per coach. > CC'd Dave and Jude. 12/16/11: > Rec'd FPGF, RL & HIF all vioa fax. > BJS sent EM to Jane to let her know we have it and congratulations on the iPad2! > Cc'd Dave. 12/16/11: > TOTAL PAX = 111 (100 + 11) > RMS / PAX 14 Sx / 84 02 Qt / 10 02 Qd / 08 00 Tp / 00 04 Db / 08 01 Sg / 01 TOTALS = 23 ROOMS & 111 PAX (100 + 11) > BJS updated IOG and Bible accordingly. > BJS reviewed rates and by deleting CAV dvd, dropping comps to a total of 6, using just 2 guards instead of 3, and dropping back on the day rooms from 6 to 4 in Cocoa beach, rates can remain as published. > JM, please process RL per SOP, scan and email to Jennifer at the Buena Vista Suites (share with BJS before sending). > HMS, as these numbers are now Final and GUARANTEED, please review and proceed as needed. > Dave purposefully does not appear on the RL nor in the counts on the IOG or Bible. > Dave will be with the group in FL from Cocoa Beach on Thursday through getting them to the park on Sunday. BJS will take care of Dave's room with Jennifer at the BV Suites and order his Disney Ticket. Dave will be flying home on Sunday evening. > Thanks ladies! ____ JM ____ ____ HMS ____ 12/19/11: > BJS prepared, mailed, and emailed Final INV #5190, $34,277.00, due: 01/06/12. 12/19/11: > Wow, what a piece of work . . . another Teresa Jasper. Reads nothing and will not listen to anythong anyone tries to tell / explain to her. > Not worth the fight when it comes to the comps and her group being 50 people less than the contracted number . . . > BJS offered all ten comps based on the room list inits final state . . . 6 doubles, 3 triples and 1 quad for a total of 10 comps. > REVISED RMS / PAX 14 Sx / 84 02 Qt / 10 02 Qd / 08 01 Tp / 03 03 Db / 06 00 Sg / 00 TOTALS = 22 ROOMS & 111 PAX (100 + 11). > BJS emailed revised Final invoice and then CORRECTED Revised Final INV, all with no response. > BJS emailed REVISED Room List as well. . . > BJS made Dave's flight reservations and sent EM to Jennifer Robinson at the hotel regarding his specific room reservation. 12/21/11: > BJS called Dave and LVM . . . trying to see if he has heard from Jane since we gave in to all 10 comps, etc. NJS has not and needs to make certain she has the Correct FINAL Inv. A thank you would also be nice since we reduced her bill by more than $3,000.00 - an amount that according to our contract, we did not have to do! 12/22/11: > dave has not heard from Jane either, so BJS sent em- Hi Jane! Just a quick note to make certain you received my emails, the correct Final Invoice, and the Revised Room List which were all sent electronically on Monday. I wanted to make sure you received it since I gave credit for all 10 comps and reduced the bill by over $2,500.00. The final balance, due no later than 01/06/12, is $31,751.00. Please confirm as soon as possible. Thanks and Happy Holidays! 12/22/11: > Rec'd EM from Jane - I received it and will be looking over it more carefully this afternoon. I am not sure you will receive it by the 6th but should receive it by the 10th. With school not returning until the 3rd and the last monies coming in, the check should be able to be written on the 6th and then sent out to you. I hope this is satisfactory. Thanks for your assistance in all of this - I really appreciate it. Jane 1/5/12: > Rec'd EM from Jane - Hi Bryan - just wanted to let you know I have one student who dropped out of the trip. Angela Pasquini. I have paid $300 to you so far for her - however she has only paid me $170. Can you suggest how I should proceed with what she owes? Jane 1/6/12: > BJS replied to Jane - I am sorry I was unable to respond yesterday, I was on the road all day. As for deleting Angela . . . • Please complete and fax the Participant Count Change Form which is located in your Group Leader Handbook under the FORMS tab. You will need to do this today. Our fax number is 724-287-5333. I know the last day to submit the form was yesterday; however, since I was unable to respond to you on Thursday, it will definitely be accepted today. • Angela was a “sextuple package” and the rate for the CCIS portion of the package is $449, not including whatever you have charged each person for transportation. • Per our contract, any participant cancellation between December 17 and January 5 results in a charge of 75% of the CCIS package rate. This will be $336.75. • I will email a revised invoice momentarily. • As for collecting the monies still owed to you by Angela, I am sorry, but I do not know what to tell you here since I do not have any idea of what you have shared with your group as far as your own policies on cancellations. Thank you, 1/6/12: > BJS emailed revised INV to Jane, dave and JAF. 1-9-12 > JM entered data for final payment of $31,751.00 via check # 28259. 1/12/12: > Rec'd fax from Jane - she has a female student who is replacing the student that she dropped on 1/6/12. Going into a quint room that is now making it a sextuple, so all on the room count and package breakdown is unchanged. > BJS made the changes on the RL that was faxed to the hotel. Hotel soes not need to be aware since the breakdown is exactly as they have it, just a name change . . . 1/17/12: > BJS replied to Daves / Janes questions via email - Dave: 1. As you may have seen in the system, Jane’s final balance was received on 01/09/12. (You can always check the system to see payment history, dates received, etc.). This is especially helpful since the system is available 24/7. 2. Delivering the iPad2 is fine – as you and she are working out per the emails below. 3. The group’s completely scripted Final Itinerary will not be completed until 7 – 14 days prior to the trip, for we cannot complete that large, multi-page document until Disney makes their final confirmation call to Jane directly. They usually do these calls one to two weeks prior to the trip, and as soon as it is completed, they will send me a confirmation with all of the group’s performance particulars, meeting times, etc. 4. We will provide her with a full color, marked and sleeved copy of the Itinerary, as well as a black and white copy of the itinerary which she can use to make copies for all of her trip participants. We do not make the actual copies of the final itinerary for the entire group as they can be as many as 10 or more pages in length. She can make as many copies as she likes. We will also send it to her electronically, so she can do with it as she prefers. Many groups will put it “on-line” rather than running hundreds of copy pages. 5. FYI, I have attached a copy of a recent trip to Orlando, including Disney’s Performing Arts On Stage, so you will see the type of detail it includes. Please show this to Jane when delivering the iPad2 so she will know what she will be getting as a final document. 6. I have attached an updated IOG which will need to suffice for the time being, until the Final Itinerary is completed following Disney’s confirmation to Jane, which as I said above, will take place 1 – 2 weeks prior to the trip. The meals which are “on own” are clearly marked. 7. As for Mr. Taylor and the folks not traveling with the group . . . unfortunately, since they are not a part of the group, we are unable to be of assistance. We do not book individual travel or sale portions of the trip piece-meal. I think this covers everything from over the past week or so. If you have any other questions, please do not hesitate to contact me. 2/3/12: > BJS EM final Itinerary to Jane, Dave, Dennis (at charter co) and Jennifer (at BV Suites). > BJS sent Final itinerary to JAF. > HMS is delivering FI Packet to DD tomorrow while she is in Harrisburg. > Dave has been instructed to call BJS on Monday to go thru packet and then he can set delivery meeting with Jane for later in the week. 02/08/12: > Per DD conv with Jane at Final Itinerary Pacekt delivery meeting- > Asked if they could extend their day on the final day in Orlando to see the final show at Magic Kingdom - BJS said no as relief drivers are in place at a specific location and time, etc., so this is definitely not an option; however, they do have Park Hopper Passes, so they can go to what ever parks they want each day, or multiple parks per day, so maybe they can fit in the final show some other night. > HMS, can her group use the pool at the International Palms Resort & Conference Center? > Where is the Lunch at the International Palms actually held and if outside, will it be moved inside in the event of rain or cold, bad weather? > BJS also suggested to Dave that iof the weaterh is really bad, they have lucnh at the hotel in Cocoa Beach and then maybe do a bit of shopping at Ron Jon Surf Shop and then head off to Orlando around 2PM, arriving the hotel between 3 and 3:30. Dave will need to make the hotel ware of this early arrival should it become a reality. ____ HMS ____ 3/1/12: > BJS sent email to Jane asking her to complete the Tour Evaluation Report Form.
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