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General Trip Information
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Fri May 06, 2016
Trip Name
Freeman Optional School Band and Orchestra-Orlando, FL-02-27-2013
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Freeman Optional School Band and Orchestra
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Toronto, ON, CANADA,
Toronto, ON, Canada, CO
Toronto, Ontario, CA
Toronto, Ontario, CN
Toronto, Ontario, CA,
Torrington, CT, CT
Totonto, CT
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Washington, MD
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Washington DC, VA
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Washington, DC, DC
Washington, DC, MD
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X, PA
York, PA
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Zainesville, OH
OR
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Final PAX
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Final Room List
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Hotel Info Form
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Balance
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Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
7/9/12: > Rec'd notes from Pam via EM. > Transportation = on own, but she may want usd to get her some quotes as we have done onthe past. They are not actual quotes, just dummy figures I put together for her so she can use the local company she wants - but the school system requires 3 quotes for busses, so that is what we do . . . > PW gacve two sets of possibkle dates, so BJS based date decisionon the BV Suites availability. > No Security > Comps = 1 / 10 > Cancellation Insurance. > No Group Travel Video. > Would liek total budget, with transportation, to be $700 max. > Our package needs to be as close to $500 as we can get it. > Would like to see Disney trip, as well as rates for a Universal Stars program instead. > Needs proposal by September 1st. 8/20/12: > Pam EM'd. parent meeting is Wednesday (8/22/12), so she'd like to have it by tyhen if possible). > BJS replied not a problem. > BV Suites has already been secured and I have the hotel K. 8/21/12: > BJS completed IOG and then BJS and JM made attachments. > BJS ran rates and then completed PTP. > BJS emailed PTP to client. > In cover email, made mention of the fact that doing 3 day hopper at Universal with their STARS program, would be approx. $15-$20 less / person. And if she was to do 2 days at Universal and 1 at Sea World, rates would be higher. Also said Add $20 if she wants Park Hopper at Disney. 8/28/12: > BJS sent EM to Pam to make certain she received the PTP as I have not heard from her since it was sent last week. 8/28/12: > Pam called - got it, but was trying to findsome info on the STARS Program on line and was having difficulty. 8/29/12: > BJS emailed her the link to the STAR info pages. 8/30/12: > Pam called. > Was wondering about the 40 performing minimum requirement at Universal shoudl they decide decide to do STARS. > She has about 20 -25 Orchestra students and 35 - 40 Band students. > Go with All Universal 3-day. > We can fill evening hours, as needed if parks close early, with a trip to Downtown Dinsey and Universal CityWalk, as needed. > BJS sent her email with STARS Application requirements. > BJS to revised PTP, IOG and rates and get to her NLT 9/12/12. SHe is fine with this date. > BJS removed Disney attachments and Added STARS, but need to add Universal Meals. > BJS sent EM to Pam to see if she'd liek $10 Meal Credits for lunches instead of all Meal Vouchers. 8/30/12: > Per Pam, wants a combo of Meal Vouchers for Dinners and $15 Cash for Lunches in Park. > BJS updated all attachments. > BJS updated IOG and called it the K version. > BJS updated rates and then updated PTP and sent on to Pam for her review / approval. 9/10/12: > BJS sent EM to Pam , Driver rooms will be $351 / coach for two nights + the late check-out. 9/18/12: > Pam called and her "new" principal has now decided that due to the school's annual Fall Fundraiser, she does not want Pam to collect payments for the trip until after that event has taken place, so as in year's past, she will not be able to send K or $ until late November. > BJS & Pam agreed this would be due in 11/21/12, the day before Thanksgiving. > Principal is also concerned that trip is expensive and Pam got her own coaches, so BJS offered to have JM send out CQRs to see if we can do any better on her busses. That being said, BJS went ahead and unchecked the UNDER CONTRACT box on Transportation On Own and added a few charter companies to which Jude can send CQRs (do NOT add 5%, but you will have to add Driver's Room at $351 / coach). Please let BJS know when these qutes have been received and are in the system. Thanks! > BJS will hold off on completing and mailing CN until we see if she is going to use of coaches or not . . . __x__ JM __9-19-12__ 9/23/12: > BJS emailed PPBCCs to Pam for her review and decision on whether or not she wants CCIS to do transportation for her. > CN will be mailed once we have her decision. 9/26/12: > BJS called Pam and LVM re: are we doing chaters or her? Asked for decision by end of week if at all possible. 10/30/12: > BJS completed Contract Packet. > K and First $ due 11/21/12. > Included partially completed Universal STARS aplpications for Band & Orchestra and asked Pam to return them to my attention with all required materials. > JM, please procesds per SOP and mail on Wednesday. Thanks! _x___ JM _10-31-12___ 01/17/13: > Rec'd STARS Application materials. > JM, please process and mail to Universal on Friday via USPS 2-Day Prioirty Mail Service with Delivery Conformation. > BJS sent EM to Pam to let her know that we rec'd STARS packet and also told her I needed her to sign her Agreement and fax or scan and email back to me today. > Also said all forms (FPGF, RL, HIF & CCIF) are all due 01/22/13 (this coming Tuesday). > Looks like it is going to be a toal of +/- 40 pax on the trip . . . _x___ JM _1-18-13___ 01/17/13: > Rec'd signed signature page of K via fax. > Group is now UNDER CONTRACT. > JM, please process signed copy per SOP. Thanks! __x__ JM _1-18-13___ 1-21-13 >JM mailed luggage tags. 01/22/13: > Rec'd HIF and CCIF. > CCIS to make room reservation and bill client on Final INV for Driver (1) room. Needs early check in and late check out, so bill / proceed accordingly. > Rec'd phone messgae from Pam, after hours, that the remaining forms will be completed and sent tomorrow. 01/23/13: > rec'd Official Travel Planner Letter. > Also a call from Pam, still a few fols undecided, so BJS told her to get it right and submit everything on Friday (01/25/13) as tghere will be absolutely no changes after that time. 01/25/13: > Re'cd Room List / Forms via email. 1-28-13 >JM processed room list and prepared Hotel Room List Packet to include: 1 Qnt/5 5 Q/20 2 T/6 3 D/6 1 S/1 TOTAL=12 Rooms/38 pax (31 + 7) 01/29/13: > BJS reviewed numbers and comps will be no more than 2. 1-30-13 >JM EM Room List Packet 02/01/13: > Rec'd check #2303, $4,950.00. 02/06/13: > Pam called and LVM - needs updated IOG showing performance time. > BJS updated IOG and emailed ot her from hotel in Columbus. 02/08/13: > BJS reviewed rates and numbers and made the following changes in order to keep the package rates unchanged. > There never was a DVD, so it remains gone. > Changed $15 Meal Credits for lunches at Universal to $10 meal credits. > Just 2 Comps instead of 7 - one for her and one for the BD. > BJS completed and EM'd Final INV #5371, $13,525.00, due 02/22/13. > BJS also sent EM to Pam explaining the necessary changes in order to keep rates unchanged. > No iPad or iPod either. 022/08/13: > Comps were to be 1:10 paid, so she gets 3. > BJS updated INV and emailed to Pam > Total due on Account = $12,966.00, due 2/22/13. 03/01/13: > Rec'd check #2346, $12,966.00. > Account is PIF.
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