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Thu Jan 26, 2012
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Loudoun County High School Band-New York, NY-'2012-01-20'
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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 )
Leesburg to Meadowlands = 260 miles / 5 hrs non-stop 11/1/11: > Per CJ conv with Client . . . > Cindy O’Haraces would like a PTP for their trip this Jan 2012. > Don’t have the bus she wanted, but if we give her 4 choices that will be fine. > Originally there were going in April but now have confirmation for January 20 -22, 2012. They would like 2 time choices. Either departing on Friday at 2pm and return Sunday at 4pm, or depart Friday later and return Sunday later. > They are not traveling with instruments. They would like to see 2 shows with an opportunity to tour the orchestra pit. > Dinner at the hotel for one night is fine and also would like the Hard Rock Cafe. > Would like to ice skate either at Rockefeller Center or the Wolman Rink. > Shopping at 5 Ave > Photo op at Times Square > Site seeing > Top of the Rock > Radio City Music Hall back stage > All meals included. > 70 students + 10 adults and would like 5 comps. 11.6.11: > Principal said that can only depart at 4:00pm. Would like to make a Broadway show that evening. NJ hotel is fine with breakfast included. Would like all meals included. Band would like to meet the pitt orchestra after a show. Ice skaing, shopping, siteseeing, They are not traveling with instruments, dinner at Hard Rock, Rockefellar Center, NBC Tour, Wolman Rink, Times Square Photo op, Top of the rock, Radio City backstage, 5th Ave shopping. Price range $400-$500.00 comps 5. Bus is prefered. They realize it winter so trying to keep with indoor activites, but need one educational block - so the pitt crew would be great. Cindy 11/15/11: > BJS & HMS reviewed notes and then completed IOG. > Made attachments, then BJS ran rates and completed PTP. > BJS scanned and emailed PTP to CJ and cc'd JAF. > Jude, please send CQRs to the following charter companies - Atlantic Coast Charters, Hunt Valley, Martz, Adventures by Dawn, & Shrock. If you need to add driver room, add $260. __x__ JM _11-16-11___ 11.20.11 >CAJ - Looking for deposit amount for group. Also bus quotes. Thx 11/21/11: > BJS sent EM to Cindy - 1. All bus quotes are in system (and attached). Please advise as to their charter choice ASAP so we can get it into the contract notebook. 2. Deposit is going to be $150 per person and K and Deposit will be due 12/5/11 (no exceptions since the trip departs 01/20/12). 11/28/11: > Per CJ, Charter Choice = Schrock. > BJS completed CN - no PPCF since the trip is so close - whatever they confirm via forms on 12/5/11 is the final number / no changes. > JM, please process per SOP and mail via FXSON to the school attention Darron Young, Band Director. Thanks! __x__ JM _11-28-11___ > Jude, 11.30.11: > Per CAJ conv with Client: > They want Adventures by Dawn instead of Schrock sightseeing. > At present, she now has only 40 students and 5 adults. Based on these new numbers, how many chaperon comp packages will she have? > Skate rental is included but she understand it is first come, so they will need to wait in line? > She also expects they may have a few additional parents takes advantage of the group rate to fill the bus. > Thanks - sorry for the headache. 12/1/11: > BJS replied via EM - Cindy: • Charter Contract has already been requested from Schrock. I will have Jude check to see if we can get out of it and see if Adventures by Dawn still has coaches available. • We will make no changes to Contract and numbers until her FPGF & RL are due (12/5/11). Due to the nearness of her trip, we cannot make any changes in numbers after that date, so her numbers really do need to be FINAL on that day. (I will wait until we receive these forms in order to determine how many coaches she will actually need). As for comps, I will re-examine the rates after we have her forms on 12/5/11. • Since they are traveling well after the Christmas rush at Rockefeller Center, we now have an actual reservation for the group: Arrive / Check-In: 8:15pm, Skate Session begins at 8:45pm. I believe I have showed it in the K version of the IOG accordingly. Be sure to remind her of the 12/5/11 due date. Thanks, BJS 12/1/11: > BJS sent a second em - BTW, typically, with 45 pax, they’d receive 2 comps . . .again I will revisit their group rates / comps, etc. once we have the exact final numbers. Thanks, BJS 12/1/11: > Sent 3rd email of the day - need BSSF ASAP!!! 12/2/11: > Rec'd BSSF and handed off to HMS. > Rec'd Travel Planner Letter, FPGF, RL, and HIF. > Total Pax = 51 (42 + 9) > RMS / PAX 9 Q / 36 2 T / 06 4 D / 08 1 S / 01 TOTALS = 16 ROOMS and 51 PAX (42 + 9). > BJS updated Bible and IOG accordingly. > BJS reviewed rates since K was based on 72 - 80 total pax and they are significantly below minimums. BJS dropped compls from 5 to 2 and deleted CAV dvd so rates could remain as published. > JM, since FPGF number is 51, they will need just one (1) coach, so please alert Adventure by Dawn and adjust numbers in attachment as needed. > JM, please process RL Pack, then scan and EM to hotel per SOP. Remember, we do need a room for the Bus Driver and the Driver is on his own for B-fast since it is not included in the room rate. > HMS, as these numbers are now Final and GUARANTEED, please review and confirm / proceed as needed. Thanks! _X___ JM ____ _X___ HMS ____ 12/5/11: > Rec'd check #3273, $7,650.00 from Band Parents. > BJS sent Final INV, #5180, $17,567.00, due: 12/23/11. 12/6/11: > BJS sent EM to Cindy O'Hara re: iPad2. (cc'd Cindy James). > BJS purchased iPad2 and it is in the bottom drawer and will be sent upon receipt of final payment. 12.8.11 > Sent a friendly reminder to Cindy O'Hara about the final payment being due on Dec 23, 2011 right before the holiday break. CAJ 12/22/11: > Rec'd check #3279, $15,567.00. > ACCOUNT IS PIF. CAJ - 1.11.12 Delivering the trip to Cindy at Loudon County Hospital where she works today at 11:00. Trip has been delivered and Jude received the signed fax for confirmation of all items on the list. 1:51pm 1.20.12 CAJ - entered Darren's contact info from Cindy O'Hara.
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