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OR
Number of
PAX
Youth
Adults
Escorts
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Start
Date:
Time:
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Date:
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Contract
Due
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Deposit
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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 )
3/19/12: > Typical Dinsey trip like in 2010 with CCIS but no workshops. > 3-Day Premium with water park on the first day upon arrival and then into oneof the WDW parks, followed by hotel check-in. > Disney PAOS + 1 Day at Universal Islands of Adventure. > Security (1 guard). > All Inclusive Meal Plan > CCIS secured transportation - no preference. > Wants to get finalized before end of month and wants to take advantage of our ESBC program, so if we can get them deposited by April 22, 2012, that will be 5 additional ESBCs, giving them a total of 9 comps. > JM, CFS please, including purple Disney folder. > JM, please send CQRs to Anderson, Lakefront Lines, Myers and Cleveland Southeastern. I have attached. __x__ JM _3-21-12___ 4/18/12: > BJS completed PTP and hen emailed Pack to Hilary and cc'd Stephanie. 4/30/12: > BJS sent follow up emnail to Hilary as SM has not received any response. 5/2/12: > BJA called and LVM for Hilary needing to confirm receipt of PTP and see what changes she may want to make, get charter choice, etc. 5/11/12: > Rec'd EM from Hilary - Bryan, Sorry I've been out of touch - I moved last week so things have been crazy - I have been talking to another company and been in touch with them before Stephanie was assigned to us as a new rep. Please give me her cell phone number and I will contact her on Monday - I must tell you that your price was quite a bit higher than theirs even with the comps - if you can come down I am looking to get under $800 per student. Thanks for your help. Hilary Patriok 5/11/12: > BJS replied - Great to hear from you! I hope your move went well and as a former director myself, I know how crazy this time of year can be. Since I am the one who makes the financial decisions, please give me a call on Monday so we can make this trip a reality! Just this past week, Disney and Universal both released their rates for next season, so I know there is some adjustment that can be made there. The hotel also wants to make certain you get to stay with them since you liked it so well the last time, so they have offered to reduce their rate to me as well to keep you in house. Please have your charter quotes and the other company’s proposal available when you call so we can make certain we are comparing apples to apples. I know we can get this done Have a great weekend and I look forward to your call on Monday! 5/14/12: > BJS spoke with Hilary and discussed the other proposal she was considering. > Radisson Resort Orlando celebration is there hotel, but she likes staying at BV Suites. > No Waterpark, so 3-day Hopper will suffice. > Wants 3-$25 Disney Dining Cards instead of 6 Disney Meal Coupons. > No Dinner at HRCafe - just use Universal Meal Vouchers for both meals at Universal. > 4 Adult Comps at Double Rate. > No CAV dvd. > Use Cleveland SE as charter choice. They are not the lowest, but she heard the Choir & Orch had some issues with Lakefront Lines. > Allow $175 pp for transportation per Hilary. > Made changes she requested, updated IOG and attachments. > Updated Rates and then completed PTP Rev1 and emailed packet to Hilary. Hilary: Thanks for taking the time to speak with me earlier today regarding the changes you were looking to make to the Band’s up-coming trip to Orlando. I am excited to tell you that based on the changes we discussed, I can keep your group at your preferred hotel, the Buena Vista Suites, and come in well under the $800 ceiling you requested, including transportation from your selected carrier, Cleveland Southeastern Trails. Using the $175 per person transportation figure we discussed, when added to our revised package rates, will get you everything you wanted at a total of $764 per student, $36 less than where you needed to be! A complete revision is attached for your review. Please give me a call on Tuesday so we can discuss any other questions or concerns you may have. We can then get your Group Leader Notebook to you before week’s end. Thanks again and I look forward to hearing from you on Tuesday. In the event I am away from my desk (I have an eye doctor appointment tomorrow afternoon at 1PM), please feel free to call my cell (724.991.6123). 5/15/12: > Hilary called and spoke with Hollie - since our revised package was so low, she wants to add the Hard Rock Cafe back in and was wondering what this would cost. > Hilary said she would call back on Wednesday, just wanted us to know whe was pleased. 5/16/12: > BJS looked at numbers and said it would be $3 additional. > Awaiting Hilary's call back. > Made no changes to anything at this point regarding the HRCafe. > When she calls, will also need to get her prospect of making the Advance Deposit so we can send CN and INVs accordingly. > BJS called Hilary's cell and LVM - we can put HRCafe back in and the upcharge would be just $3 per person. > Asked her to call and let me know that this was OK and then I will get her contract notebook processed and mailed ASAP. > BJS updated rates on Bible Screen to include the $3 up-charge. > BJS updated IOG and attachments accordingly. 5/17/12: > Hilary called and LVM - the other cpmpany has agreed to match our price! OF COURSE THEY HAVE NOW THAT THEY NO WE ARE LOWER!!!! WHY WOULD YOU WANT TO WORK WITH SOMEONE WHO WAS WILLING TO CHARGE YOU MORE UNTIL THEY FIND OUT THEY ARE LOSING THE JOB. WE HAVE GIVEN YOU A VERY FARE PRICE AND THEN THEY COME BACK AFTER THE FACT AND OFFER TO MATCH IT - VERY UNSAVORY. > She needs us to include the HRCafe Dinner and the Driver Gratuity. > BJS will do this at no additional charge. > BJS returned Hilary's call and LVM asking her to call me . . . 5/17/12: > Spoke with Hilary, she is ready for K if Disney Dning Cards can be used just for food. BJS agreed to call and confirm which he did with Darleen Krubsack. > We have the job! > Disney meals will be via a $25 worth of Disney Dining Cards each day - BJS updated system to show a $10 Card for Lunch and a $15 Card for Dinner. > BJS also agreed to put HRC meal back in and include Driver Gratuity in our price of $589. 5/21/12: > BJS confirmed all with Hilary. 5/23/12: > BJS updated IOG and attachments accordingly. > BJS prepared and mailed CN. > BJS also sent PDF of CN to Hilary encouraging her to get the First Payment in to us in order to get the ESBCs she would like to have. Copied SM and JAF. > BJS also sent QUOTE - K Version to JAF. > K, Travel Planner Letter and First Payment, $11,000.00 due 5/31/12. > Disney PAOS Application packet due 6/15/12. > 2nd payment due 8/31/12. 6/13/12: > Rec'd Travel Planner Letter and Signed Contract. 6/19/12: > Rec'd check #230182, $6,400.00. 7/17/12: > Hilary called adn spoke to BJS. > She has received deposits from another 11 students and has an Open PO set up with the Bookkeeper. She needs us to send her an INV for 11 Pax at $100.00 ea. > BJS sent note to JAF asking him to send it per SOP. > Band Camp starts in two weeks and she is hoping for another 20 or so pax bringing her closer to her projected total of 110 pax. 8/6/12: > Rec'd check #230718, $1,000.00. 8/13/12: > Hilary called - needs "dummy" 2nd inv for 80 pax so bookkeeper can process PO, etc. > BJS called back to see what the breakdown is for the 80 pax (how many students and adults)? LVM . . ., then can complete and email inv. 9/18/12: > Rec'd school check #231431, $14,663.00. 11/16/12: > Rec'd PO from school for $19,500.00. 11/28/12: > BJS scanned PO and sent to JAF so he can process per SOP. 11/28/12: > JM, please mail copy of signed K to Hilary per SOP. Thanks! __x__ JM __11-28-12__ 12/19/12: > BJS emailed W-9 to R Snyder as requested. 12/19/12: > Rec'd check #233546, $19,500.00. 1-18-13 >JM did Room List Packet with the following: 6 Sex/36 4 Qnt/20 2 Q/8 5 T/15 3 D/6 1 S/1 TOTAL 21 Rooms/86 + 2 ROH (Bus Drivers)=23 TOTAL 01/21/13: > BJS reviewed numbers since they are below Minimums. > Had to reduce comps from 4 to 2 in order to have no change in per person package rates. > Could not take out DVD as it was already gone. > Adjusted rates on attachments when DOF was involved re: iPad, Driver Gratuity, Security, etc. > BJS emailed adn mailed Final INV #5365, $29,113.00, due: 02/04/13. 01/22/13: > Hilary called and LVM - needed final inv amount. She must noe have seen INV that was emailed yesterday, so BJS scanned and resent. > She also asked about smaller, less expensive coaches . . . > JM, please check with Cleveland SE and see if they might have any smaller, less expensive coaches available for this trip. The group total is 86, so the BD was hoping there might be 2-47s or somehting they could use that would save them a few dollars. Please advise as soon as you have a chance. Thanks! __x__ JM _1-23-13___ 01/23/13: > BJS sent revised PPBCC-47s to Hilary and then sent revised Final Inv. > Total due on account = $28,871.00. 02/05/13: > Rec'd PO per SOP, so BJS scanned and EMd to JAF. 03/12/13: > Rec'd check #235258, $28,871.00. > At this point, Account is PIF.
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