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General Trip Information
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Fri May 06, 2016
Trip Name
Highlands High School Band-Williamsburg, VA-05-04-2012
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Highlands High School Band and Choir
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
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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 )
5 Comps = 3 as requested + 2 ESBC figured into quote. 8/24/11: > BJS sent another follow-up email to see where things stand. Played up the coaches are getting scarce angle to try and get some answers. 8/30/11: > BJS sent EM to Matt with info on the Colonial Tavern Menu to replace Golden Corral and to try to street him away from a bad and expensive buffet at Captain Georges! > Also offered to delete the CAV since the other comapnies do not include it in their package and we know he is looking for the bottom line prioce regardless of our service. > Need to get him to travel with us this year so he'll finally see the light after many years of trying to get in the door with this guy. 8/30/11: > BJS sent the following em to Matt - Matt: Here is an update for your Williamsburg Trip: • An updated IOG is attached reflecting the changes we discussed when we met in person a month or so ago. • I am still awaiting the response from Roenigk. They have a total of 5 coaches in their fleet, a combination of 55 and 56 passenger MCI coaches. • The Colonial Taverns are run through the Colonial Williamsburg Foundation and include the Kings Arms Tavern, Christiana Campbell’s Tavern, Shield’s Tavern, and Chowning’s Tavern. In the 18th century, Williamsburg’s taverns provided comfortable lodgings for travelers as well as serving as places to gather for meals, conversation, and entertainment. Proprietors prided themselves on serving filling meals using the freshest ingredients. Today, Colonial Williamsburg’s historic dining taverns carry on these traditions by providing a relaxed and comfortable setting for diners to experience some of the flavor of the 18th century—through atmosphere, entertainments, and food. • The Menu I would propose includes Garden Green Salad, Roasted Young Turkey, Cornbread Stuffing, Vegetables, Mashed Potatoes and Gravy, Vanilla Ice Cream, and Choice of Soft Drink. There are a few other choices as well, but this one, with its’ Thanksgiving feel, seemed quite appropriate. • If you’d prefer the Buffet at Captain George’s, we can do that too ($7 surcharge / person). • You mentioned that price is your biggest concern and that many of the perks we include are not provided by the other companies. I am certain that is the case; however, we pride ourselves on the quality of our service and all that we provide. I can assure you, it will be the best group travel experience you and your group has ever had, and our “perks” are offered at no expense to you or your students. • If this helps, I will keep the Package rates as published, and make the following changes: Replaced the $10 Meal Credit for Lunch at Tysons Corner with a hot lunch buffet at Ryan’s Grille – Buffet – Bakery in Fredericksburg, VA (due to the earlier departure time). Replace Friday’s Dinner at Golden Corral with Dinner at one of the Colonial Taverns (menu detailed above) Include the services of Tour Escort, Ken DeArment Remove the Create A Video as an inclusion and offer it only as an option ($10 per person). Please let me know your thoughts on this and any other changes I need to make to be certain we secure your business. I know if you will give us the opportunity, as Bob Matchett, Todd Stefan, and several of your other colleagues have done, you will never even consider traveling with another company! They are all that pleased and I know you and your parents will be too. Thanks Matt and I look forward to hearing from you soon, 8/31/11: > BJS sent Matt em with link to our insurance info page on the CCIS site. 9/2/11: > Conv with Matt on cell phone en route to Gilboa, we have the Gig and they are ready for K :-) > BJS asked Matt to forward me the Booster's official contact info so I can prepare the invoices and CN accordingly. > No CAV. > K is to be based on the IOG I sent Matt on 8/30/11 and I have now renamed as the K Version. > HMS, as this is going to K, please review and Add / Update attachments as needed. BJS has attached hotel and transportation choice, Anderson. > CN to mail NLT 9/14/11. __9/14/11__ HMS ___X_ 9/4/11: > Please send the Contract Notebook and invoices to me: Darlene Ortiz 12 Garfield Street Natrona, PA 15065 Darlene Ortiz Vitran Cargo Claims Ph: 800-245-1244 ext 149 Fax: 724-449-0182 Darlene.Ortiz@Vitran.com Thanks! 9/16/11: > BJS completed Contract. > Jude, please process CN and mail today via FXSON (home delivery) to Darlene Ortiz, Highlands HS Band Parents Assoc., 12 Garfield Street, Natrona Heights, PA 15065. Thanks!!! 9-15-11 JM __x__ 9/16/11: > BJS emailed Contract Pack to John and Matt Beresik. 9/26/11: > Rec'd Travel Planner Letter. 10/3/11: > BJS attended the Booster Mtg held in the MS Cafeteria, to introduce CCIS to the group and asnswer any questions. > had a couple of questions about motor ocach safety record / driver drug testing, etc. BJS agreed to contact Anderson about these issues. 10/7/11: > Rec'd booster check #1813, $12,625.00 - INV #5122 - PIF. > Rec'd signed K. > JM, please process K per SOP. Thanks! __x__ JM 10-10-11____ 11/30/11: > BJS rec'd em from Matt - Good Morning Bryan, I hope you and your family had a pleasant and restful Thanksgiving. I wanted to touch base with you regarding our trip to Virginia. As we continue to plug along in collecting payments from our students, I wanted to check with you regarding our projected final numbers. Based on the deposits you've received thus far, how do you see things playing out with buses, i.e. how many and what capacities? I don't recall what is available in Anderson's fleet. I'm asking so that we can plan for an appropriate number of chaperones. This will in turn affect our final numbers and ending cost for all those planning to go. (I have a few parents demanding a final dollar amount.) Also, as arrangements are made for the rooming blocks..... Will the boys and girls be on separate floors, or at least on opposite ends of the hallway? I do usually prefer a room for myself on a separate floor from the group (though not necessarily too far away). We have three comps worked into our plan. Can I assume those are three separate "singles"? We do have a female on the staff and I do prefer that the staff not room with chaperones for obvious reasons. Well, I guess that's enough to chew on for the time being. Drop me a line or call if that is more convenient. Thanks and I look forward to hearing from you........ - MB BJS replied - Hi Matt! If you can give me an idea of the number of students from whom you have received deposits, I will be able to better assist you in determining a good “ball park” number for the final price. Thus far, I have received one check from the Boosters in the amount of $12,625.00. This was the amount they were invoiced, based on 100 students and 13 adults. Anderson has 56-passenger coaches and we have a total of 3 under contract giving you a maximum capacity of 168 (less 1 seat for the Tour Guide). I realize that, per our meetings earlier this Fall, two coaches will probably suffice, but I went ahead and held a 3rd as we can release a coach, up to a certain point, if you see your numbers are less than 112. As for room placement, etc., you can request your preferences via the Hotel Information Form which is due along with your Room list and Final Participant Guarantee Form on 03/02/12 (this is also the date for the iPad2, so it is imperative that they arrive on or before that date). These forms can all be found on our website, www.ccistravel.com, under the FORMS tab. In regards to the Complimentary Packages, we will never ask who they are assigned to, but will rather give your group a credit of $1,122.00 on the final invoice. Per our Proposals and Agreement, these are based on the price of three (3) packages at the double adult package rate of $374. Regardless of how your Room List comes in, the credit is a set amount. I hope this helps and I hope your holiday concert arrangements are going well. I look forward to hearing from you soon! Bryan 1/23/12: > Matt sent tentative room list and counts in order for BJS to prepare an estimate for tomorrow night's booster meeting. > BJS did just that in Qbooks, then scanned and emailed to Matt's attention, being sure to note that these numbers were based on what he provided today and any changes would be reflected in a revised INV. Also warned hiom again about the yet to be determined fuel surcharge from Anderson. Suggested he be prepared for somewhere between 6% - 8%. > BJS copied JAF. 01/31/12: > Rec'd check from Boosters, #1853, $16,406.00. 2/24/12: > BJS sent Form Set reminder email to Matt. 003/07/12: > Rec'd check from Boosters, $12,485.00. 3/26/12: > On 03/02/12, Rec'd final version of RL and FPGF, etc., after he added a student via the PCCF. > Total Pax = 107 (96 + 10 + 1) when we add our escort, Ken DeArment. > BJS updated IOG and Bible accordingly. > RMS / PAX 23 Q / 92 01 T / 03 04 D / 08 04 S / 04 (1 of which is our escort). TOTALS = 32 ROOMS and 107 PAX (96 + 10 + 1). > Numbers are within K minimums, so no need to adjust. > CAV was NOT incluided in the package, so no need to order dvds. > BJS faxed the RL Packet to hotel. > JM released one of the coaches with Anderson, so we need just 2, not three. > HMS, as these numbers are now FINAL & GUARANTEED, please review and proceed as needed. Thanks! X 3/28/12: > BJS mailed final ivnoice based on RL and including Fuel Surcharge. Total due on account = $672.00. 4/9/12: > Rec'd check #1872, $672.00. > Pending no other changes, account is PIF.
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