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Chesapeake Science Point Charter School-New York, NY-04-27-2012
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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 )
202 Miles / 4 hrs non-stop 8/30/11: > Called and spoke with HMS about trip to NYC. > Completed RFP on line and then BJS sent info to Cindy James for follow-up. 8/30/11: > Confusion over departure time, so BJS asked Cindy to clarify and told her to ecxplain that with the budget she was proposing, $400 - $600 per person, with 8 comps, she could not afford a 4d/3n trip to NYC on this budget and we could get everything she is asking for into a 3d trip. > Wanted PTP in time for this coming Tues's Back to School Night. Hollie already explained to her that our turn around time was two weeks or so, and BJS also told Condy to tell her this would not be possible. > WE will not proceed until Cindy has a chance to talk with her about budget, etc. 9/7/11: > Rec'd EM from Cindy - Jessica just called and now had to change their dates for NYC to April 26-29, 2011. > BJS replied and asked her iof she has changed her budget as well? Also told Condy I needed a refresher. > BJS updated trip dates on Bible Screen. 9/8/11: > Rec'd the updated RFP from Cindy. > Cindy was looking for ballpark price to give her client for tonight's parent meeting. > BJS said we could work with her $600 AI budget, but it would have to be a 3d/2n trip. 9/9/11: > BJS sent EM to Cindy - Do I have permission to move forward with this trip as a 3d/2n trip as I outlined to you on yesterday afternoon? 9/9/11: > Per Cindy, OK wioth 3d/2n Proposal. > BJS sent specs to BMG. 9/18/11: > Per Cindy, PTP meeting scheduled for Wednesday, 9/21/11 at 2:30PM. 9/20/11: > BJS emailed PTP Pack to Cindy and JAF. > Emailed Cindy individual files and emailed JAF quote. 9/21/11: > Per Cindy's meeting with group - > Charter Choice = Dillons. > Columbia & NYU visits need to include them speaking with a representative of both schools, even if it is a work study student from the admissions office. This is required by the school's guidance department; otherwise, trip will not be aproved. > BJS included 8 comps in their rates, but neglected to list it in the PTP. > BJS completed PTP Contract Version showing the 8 comps and the representative of Columbia and NYU. > BJS emailed PTP Contract Version to Cindy. > HMS, see if Marlayna can help with this, if not, call the Admissions office at both schools and see if you can arrange this. These are smart kids, 9th & 10th grade, attending a charter school for science, so maybe that will help them get in the door. > HMS, as this is going to Contract, please review and update as needed. Thanks! _9/26/11___ HMS _X___ 9/28/11: > BJS completed CN. > BJS scanned and emailed to Cindy and JAF. > Jude, please process per SOP and mail to Jessica Cunning at the school via FEDEX SON Service. Thanks! __9-28-11__ JM __x__ 10/26/11 >HMS emailed BJS: Jessie from Chesapeake Science called. They will send payment by Nov. 18th due to the trip was just approved and parents would like to pay after Nov. 1. She also had questions about insurance. Her cell is 757-478-6696. I said you would call her today or tomorrow. 10/31/11: > Jessica called and spoke with BJS - she is faxing signed K today and deposit will be mailed around the 14th. > Was wondering how her rates may be affected, for her count is lokking more like 30 students rather than 40 - BJS explained that we will determine at 60days out when forms are due. We try not to change per person rates, but she needs to make certaon she allows for her bus charge and we will delete some comps, etc., if needed, in order to not change package rates . . . to be continued. 11/1/11: > Rec'd signed K via fax. 11/26/11: > Rec'd check #3846, $4,890.00 from school. 11.30.11: >CAJ - Jessica would like to know if we can send her a new total price if they were to have 4 free chaperones, 2 chaperones paying $600 and 25 students attending..is that even possible? Her kids that can and are able to travel has changed. 12/6/11: > BJS reviewed numbers, created Low Number Quote in Excel and then sent the following to CJ: Cindy: > As promised, I have run the numbers for Jessica, based on the exact numbers she provided last Friday: 30 Total Pax (25 Students + 5 Adults). The CCIS Package rates will remain as published: > Quad = $539; Triple = $589; Double = $669; Single = $889. > In order to get to this point, I have deleted the Group Travel Video and the total number of comps will be 4 (as she requested). > Again, these rates are based on exactly 30 total trip participants. > You must also remind Jessica to review the numbers on her Per Person Bus Cost Chart, for the amount she is charging each trip participant will have increased since the total cost of the bus, $3,783.00, is now being divided by fewer participants. > Also, make certain she understands that the comps are strictly for the CCIS portion of the package and the comps do not include transportation for anyone. > If you have any questions, please call me before sending on he her. If she has any questions, tell her to contact you. > BTW, I saw her BSSF come across the fax machine earlier this afternoon . . . 1.25.12 >CAJ - I remailed Jessica a reminder of her deadlines. 01/31/12: > rec'd check #3922, $6,575.00. 02/15/12: > HIF said she wants a security guard each night. > This was never an inclusion, so BJS sent em to CJ to see iof she indeed wanted us to add this for a charge of $358. Will not add until we get confirmation that she agrees to the additional charge. 2/17/12: > Per CJ, they want the guarda nd are willing to pay for it. > BJS will invoice for $358 on Final Bill. 2/27/12: > Rec'd another FPGF, RL adn HIF - the numbers do not jive. > BJS sent to CJ on 2/28/12 and asked her to have Jessica resubmit with corrected copy. 2/29/12: > BJS processed revised forms. > Toal Pax = 27 (23 + 4) > RMS / PAX 5 Q / 20 1 T / 03 2 D / 04 0 S / 00 TOTALS = 8 ROOMS and 27 PAX (23 + 4). > These numbers are below rates figured back in mid-December as they were based on exactly 30 total pax (25 + 5), as she requested. > BJS reviewed numbers and adjusted rates as needed in order to recover our lost profit, due to these lower numbers, and to include the security guard she wants to add each night. > BJS updated rates on bible Screen and also sent FPGF / RL QUOTE to JAF. > BJS completed INV #5221, $5,923.00 - due 03/12/12 - mailed hard copy and emailed as well and then realized we had 28 Wicked tickets, so this is one extra ticket the group needs to be charged for. BJS had to send a revised Final INV with explanation of 28th ticket to Wicked - Balance Due on Account = $5,987.97. > BJS updated Bible Screen and IOG accordingly. > CAV dvd was taken out back in December, so no reason to order. > JM prepped RL Packet on 2/22/12 and then BJS updated as needed and faxed to hotel on 2/29/12. > HMS, as these numbers are now Final and GUARANTEED, please review and proceed as needed. Thanks! ____ HMS ____ 3/19/12: > Rec'd check #4006, $5,987.97. > Pending no other changes, accoiunt is PIF. 4.25.12 > Just deliver trip to Jessica. Everything is fine, but should show 5 adults and not 4. Everything seems to work out OK, but the tickets for the STatue of Libery possibly since they have to go thru security and stuff and Jessica might not pass as a student. She said the Top of the Rock not a problem, but wondering on the STatue trip. Cindy
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