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Fri Jun 07, 2013
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Bedford High School Band-Orlando, FL-03-12-2013
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
Dbl
Trip
Quad
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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 )
Bedford to Orlando = 995 miles / 17 hrs non-stop. 8/3/12: > rec'd RFP from Steve via fax. 8/6/12: > BJS completed IOG and made attachments and then ran rates and completed Power Point Presentation, with the exception of the charter quotes. > BJS spoke with Steve and scheduled Go To Meeting for tomorrow afternoon at 2:30PM. Steve is aware that we may not have charter quotes and understands sice we just got RFP Friday. > BJS sent CQRs to Atlantic Coast Charters & Bollman. > BJS sent notes to DD. 8/6/12: > Per DD, he is unavailable tomorrow for the GTM presentation. 8/7/12: > BJS met with Steve via GTM from 2.30-3.30pm. > Very pleased - Principal is requiring him to get quote for trip and charters from Bollman, one of the charter companies we asked for a quote from - as they are local. > Steve wants to use CCIS due to all he has heard about us from his brother Mark. > Will definitely push for us and may have to use Bollman for the coaches. > Parent Mtg is tonight and BJS sent Power Point presentation to Steve so he can use it for tonight's meeting. > Discussed adding a day and many options for this additional day, similar to Manassas Park HS Music Dept. > BJS will follow up with Steve on Friday INW in the interim. > Band camp starts next week. 8/10/12: . BJS sent PPBCC from Bollman to Steve in follow-up email to see how it went at this week's Booster Mtg. 8/21/12: > BJS sent EM to Steve asking for update . . . copied DD. 8/21/12: > Rec'd EM from Steve - Bryan, Sorry to not get back to you. We are still in camp and things have been very busy. I just called Bollman's to see if there was a possibility of them coming down on the price for their buses. They said they would take a look and get in contact with you. I told them that I could only use them if the price is right. Hopefully they contact you soon. The person I spoke with was Bob. Unfortunately due to a big issue involving a fundraiser, we did not get the chance to discuss the trip at the booster meeting. We only talked briefly about it at the budget meeting, and executive committee like the trip. I will update you on the progress of this. Thanks for all of your help. 8/21/12: > BJS replied - Thanks Steve. I appreciate the update. As I was typing this, Bob (Mock) called me and offered to reduce Bollman’s rate by $1,130.00 / coach. This brings him down to a rate just a wee bit higher than Atlantic Coast. The updated Bollman Per Person Bus Cost Chart is attached. It may prove close enough to go ahead and use them for the busses in order to keep peace in your local community. As always, the choice is yours and I appreciate your letting me know if you have any other questions or concerns. Bryan 8/24/12: > rec'd EM from Steve - Bryan, Thank you for your help with all of this. I discussed the trip again with the booster executive committee and they want to make the trip a 3 night stay, leaving on Tuesday after school instead of Wednesday. We are planning to discuss/vote to approve the trip at our Sept. 4th meeting. I am trying to move things along because I know the vendors are holding spots for us. Also, with Bollman's prices being very close to the other company's now, we will probably want to use them to please the locals. With the extra day, I would like to try to add a day at Universal Studios. Could you make an adjusted itinerary to include this and any other costs associated with an extra day? Thank you! Steve Rodgers 8/27/12: > BJS replied - Steve: I think it is a great sign when the boosters are not only supporting the trip, but want to extend it by an additional day. Congratulations to you for getting them to place this trust in you in just your first few months as Director! I will make the changes you requested and provide a revised Proposal and charter rates prior to your meeting on 09/04/12. 8/27/12: > BJS updated Bible screen and attachments as needed. > BJS updated IOG. > BJS updated rates. > BJS sent revised IOG and rates to Steve. > Jude, please send new IOG to Bob Mock at Bollman Coach and get revised rate sicne the trip has been extended by one day in duration (adding day at beginning of trip). __x__ JM _8-27-12___ 10/8/12: > BJS completed CN and mailed to Steve via USPS 2-3 Day Priority Mail Service. > Also sent questions, via email, so I can complete the Disney Application and submit electronically. > K and first $ due 11/2/12. > HMS, as this has gone to K, please review and proceed as needed. Thanks! __X__ HMS __10/12/12__ 10/18/12: > Rec'd Travel Planner Letter. 10/19/12: > Rec'd signed Contract. 11/1/12: > Rec'd check #2582, $14,308.00. 11/28/12: > JM, please process signed K per SOP. Thanks! __x__ JM _11-28-12___ 12/11/12: > Rec'd Booster check #2596, $23,273.00. 1/7/13: > rec'd HIF. 1/9/13: > Rec'd FPGF & RL. > JM mailed iPad. 1-11-13: > JM processed Forms: RMS / PAX 12 Q / 48 5 T / 15 7 D / 14 2 S / 2 Totals = 26 Rooms and 79 pax (63 + 16) > JM updated Bible and IOG accordingly, also sent RL Packet to Hotel. 01/21/13: > BJS emailed and mailed final inv #5364 to Steve (BD), DD and JAF. > Issued credit on INV for Meal Credits since all checks have come from Boosters. > Balance sue = $26,584.00. > BJS also emailed Steve the Bank Request Form. 01/28/13: > Rec'd check #2609, $26,584.00 from Band Boosters. > At this point, ACCIT is PIF. 03/05/13: > BJS completed Final Itinerary and QR Code Half Sheet. > EM'd both to Steve and DD. > JM, complete FI Packet to be sent tomorrow (Wednesday) via FedEx SON service to the school. > Also, please send Final Itinerary (PDF) file to the Hotel (attn: Thomas Muldoon and Karen Johnson), as well as the Charter Company. Thanks! __x__ JM _3-6-13___
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