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Fri May 06, 2016
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Kempsville High School Band-Orlando, FL-04-17-2013
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OR
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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 )
VA Beach to Orlando = 775 miles / 13 hrs non-stop 3/9/2012: > DSC heard from Bob Davidson, the parent coordinator for trips. > Want to go to Orlando, March 2013 - 2 nights in hotel > Disney - Marching Band Parade and Disney Music Workshop > Would like all meals included, either with Coupons or Meal Cards. > Would like a planned dinner on Saturday evening like Disney Illumination Dinner and Fireworks, HArd Rock or Somewhere at Downtown Disney. Wants to leave after last activity on Saturday and travel thru the night to return home Sunday am. > Would prefer a Friday performance day. > Will do own Transportation! Yea! > 6 to a room works for him! > CCIS Budget $450 to $650 - they are looking at a total per person budget of around $800. > Needs a Proposal by the end of the week of 3/12/2012. DSC has made no promises but said she would would do what she could. explained we are in our travel season now. 3/22/12: > BJS completed IOG and sent specs to BV Suites. > Sent specs to BMG earlier in the week. > Transportation is on own, so ocne we have the rates from BVS, we can complete the PTP. > If we can have deposit in house by 5/11/12, group will be 10 months out and qualify for two ESBC. > A group of 51 would typically receive 2 comps in the package, so those two + 2 ESBC would be a total of 4 comps. 3/24/12: > BJS completed PTP and then scanned and emailed to DSC. She is speaking with Bi11, the Booster Parent, on Monday to go over . . . 3/26/12: > DSC shared info with Bill via email as he was not available to meet due to having auditors at his office for the next two weeks. > Boosters are to meet Thursday night (3/29/12) to discuss. > DSC will follow up early next week to see where things stand. 9/7/12: > BJS called DSC and all is good, per our conv earlier this week, we got the K. > BJS alerted BV Suites that this group is good! > DSC is updateing file today so BJS can work on CN. 9/8/12: > DSC got word trip was a go on 9/4/12. DSC told BJS > CHANGES NECESSARY - Dates need to change because of the new director. from MArch to APRIL 17, 2013 - APRIL 21, 2013. (Sorry!) > Bus choice of the group is CST Tours and they will finalize contract with them on MOnday. DSC will notify Bob to hold off on that until revision s have been made. > Would like a Disney Attraction Dinner on Saturday, rather than Planet Hollywood. > Would like to do You're Instrumental. > Does not want to MARCH in a parade to cut down on equipment needs. > Would \like to have updated IUOG and price by Monday for meeting that evening. 9/17/12: > Booster Board Meeting this evening and they need revised rates and deadlines, etc. > BJS sent EM to DSC asking her to whom the CN and Invoices get mailed to. > BJS updated IOG and attachments as needed / able. > Marked a few inactive since we are not 100% sure if they will revert back to the original inclusions once they see price increase. > BJS sent EM to hotel to see if they can accommodate over new dates and if so, rate? 9/17/12: > Original PTP had 4 comps, two of which were the ESBC programs, but they never made a decision or deposit, so they receive the standard twocomps for a group of this size. > BJS adjusted rates accordingly. 9/17/12: > DSC sent Revision 1 to client along with his due dates. Asked him to let me know how the meeting goes tonight and if all is ok we will get a K to him this week. 9/24/12: > BJS sent EM to DSC asking for the final Go To K and what version they are going with . . . 9/24/12: > They remain in a holding pattern but continue to say they are going with us. > Need to know which Proposal they want the K based on . . . 10/11/12: > Per DSC on 10/9/12, client wants to depart at 6PM rather than 8PM so they can get to the Animal Kingdom on the first day when it opens at 9AM. > They are doing their own busses, so makes no difference to us - BJS just updated the IOG and Bible screen accordingly. > We will charge the group $375 for the Driver Room including late check out on the final day. DSC quoted this to the group leader. > Delete Luau and replace with a regular Diosney Meal Coupon. > Delete CAV. > Change Disney admit from Standard to 3-Day Hopper. > BJS made all of these changes, ran revised rates, and put in the system. > Attachments have also been updated accordingly. > BJS ran K version of PTP and then completed CN. > JM, please process per SOP and mail on Friday. > BJS emailed Disney application to BD. > K and 1st $ due 11/9/12. __x__ JM __10-12-12__ 111/13/12: > DSC heard from Bob: Bob, Your numbers do not have to be guaranteed until February 15, 2013. You may and should encourage kids/parents to go on the trip up til that time. As past experience has shown me, you will have to stay on top of the Orch. students and Natalia. Ask Sandi for some pointers on this group. Every parent who has ever handled a trip to include the Orch. has had this [problem. It will all work out. So, don’t worry about numbers now. Right now I am looking for the Disney App., The Travel Planner letter, the signed Contract page, and whatever amount of money you have at this time. If you don’t have the full amount on this Invoice, don’t worry, it will all come out in the wash! Have a great week. Debbie From: Bob Davidson Sent: Tuesday, November 13, 2012 9:26 PM To: 'Debbie Clements' Subject: RE: reminder - Orlando trip Debbie, I am trying to nail down our final numbers. We were asked by the school to open this up to the orchestra, and have done so a few weeks ago, but I have gotten no confirmation from them. I am closing this out tomorrow and will then fax / mail everything out, including our deposit check. I apologize for the delay. Bob Davidson 11/19/12: > Rec'd completd Disnay PAOS Application via email, from Bob Davidson, VP of the Boosters. 11/20/12: > Rec'd Travel Planner Letter, signed K and First Payment check #2955, $4,710.00. > JM, please process K copy per SOP and mail back to the Kempsville HS Band Parents Association, attn: Bob Davidson, PO Box 65431, VA Beach, VA 23467. Thanks! __x__ JM _11-28-12___ 11/29/12: > BJS EM'd revised IOG to DSC asking her to share with group. It has been updated with the Workshop info we have to date. 01/24/13: > Rec'd check #2975, $7,640.00 from band Parent Association. 2-14-13 >Received Final Pax, Room List, and Hotel Info form 2-15-13 >JM processed Hotel Room List to include: 1 Sx/6 2 Qnt/10 2 Q/8 2 T/6 3 D/6 TOTAL 10 Rooms/36 Pax 02/20/13: > BJS reviewed rates since bekow K min of 46 total pax. > Deleted One Comp, so just 1 comp, not 2. > Would remove DVD, but it was never included from the beginning. > iPod instead of iPad (adjusrted rate accordingly). > 3-Day Standard instead of Hopper. > Adjusted rate on Workshop as needed. > BJS completed INV #5374, $6,383.00 and then scanned and emailed with this note - Bob: I apologize for not being able to return your call last evening; however, attached you will find the Final Invoice for the Band’s up-coming trip to Orlando. As you know, your numbers were well below the Contract minimum, so we have made the following adjustments in order to help keep your per person package rates unchanged: •Comp packages have been reduced from two (2) to one (1). •Disney Admission Tickets will be a Standard 3-Day Park Pass instead of the 3-Day Park Hopper. •If you would prefer to keep the Park Hopper Pass, the up-charge will be $18 per person and you will need to advise me accordingly, no later than 02/28/13; otherwise, we will proceed with the purchase of the 3-Day Standard tickets. Do not hesitate to contact me if you have any questions or concerns. 03/04/13: > Rec'd check #2984, $6,383.00. > At this point, account is PIF. 3/17/13: > DSC called Bob Davidson, told him about the gift and to let me know he did receive it as it was delivered Friday. > Also let him know additional person was a go and he would get An invoice for that. 4-3-13 >JM did part. count change to include: 2 Sx/12 pax 1 Qnt/5 pax 2 Q/4 pax 2 T/6 pax 3 D/6 pax TOTAL 10 rooms/37 pax. 04/10/13: . BJS completed Final Itinerary and then em'd to both Bobs as well as DSC and main office staff. > BJS included BV Suites on email. > BJS emailed and mailed INV for the Late Add Pax #37, $489.00, due 04/16/13. 04/17/13: > Rec'd check #2987, $489.00. > Pending no other changes, account is PIF.
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