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General Trip Information
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Thu Jan 17, 2013
Trip Name
Ocean Lakes High School Choir-Orlando, FL-12-06-2012
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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
Townsend, TN
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Tuxedo, MD
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Varies, AK
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Washington, MD
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Washington DC, DC
Washington DC, VA
Washington, D.C., DC
Washington, DC, DC
Washington, DC, MD
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Worthington, OH
Wright-Patterson AFB, OH
Wytheville, VA
X, PA
York, PA
York Springs, PA
Yorktown, VA
Zainesville, OH
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 )
> Candle Light Processional > Trip to mimmick trip in December 2010. > Two days at Disney and then a single day ticket to Islands of Adventure. 8/27/12: > BJS made attachments. > JM sent out CQRs. > BJS ran rates and then completed PTP and emailed to Bill as all AEs. > BJS gave Bill Deadlines, etc. Attached please find the Pre-Trip Planning Proposal for your group’s up-coming trip to Orlando in December 2012. As soon as we receive the charter quotes from Newton, Fun Tours, and Venture, they will be sent to your attention as Per Person Bus Cost Charts. I suspect we should have them to you by mid-week. I know you will need these in order to make your charter choice and in order to allow us to complete your Contract Notebook. In order for you to start planning due dates for your group, even though the Contract has not yet been completed, here they are: > Contract & First Payment - September 21, 2012 ($150 per person) > Final Participant Guarantee Form - October 5, 2012 > Room List - October 5, 2012 > Hotel Info Form - October 5, 2012 > 2nd Payment - October 19, 2012 (50% of Balance + 50% of Ground Transportation) > Final Balance Due - November 6, 2012 (30-days prior to departure). I hope this helps. Again, as soon as I have the charter quotes in house, I will send them your way so we can get this all finalized. FYI, if you’d decide not to do a day at Universal, you would still have a day left at Disney since the Candlelight Package includes a 3-day pass as you are only using two. This would also reduce the package rates by approximately $60 per person. Just a thought . . . knowing that purse strings are often tight! Thanks Bill, Bryan 8/28/12: > BJS sent confirmation EM to Bill to make certain he rec'd the PTP. > No confirmation as of yet. . . 8/29/12: > Rec'd conf that Bill rec'd PTP. > Needs contract to get approval request sent downtown, so BJS went ahead and complete the K itself (w/o Transportation) and emailed to Bill along with the PPBCCs from Fun Tours and Newton. Still awaiting Ventures. He is hoping it is the best since he and Jimmy are old surfing buddies! > We will need to do K Addendum once charter choice is made. 9/12/12: > Per em re: bus choice: > Thanks Bill. Keep me posted and I will go ahead and get Venture for you. Have a great week! Debbie From: William H. Boardman Sent: Wednesday, September 12, 2012 2:10 PM To: Debbie Clements Subject: RE: Venture Bus Quote Venture is the one then. Still waiting on the contract. (This means he is waiting on downtown approval!) 9/20/12: > Received CD and Photo for Disney. > BSJ completed Application and Emailed to Bill for his signature in two places. > Called DSC to let her know it was due back to me today by 1PM as I have to mail FEDEX this afternoon since Disney Application Deadline is tomorrow (9/21/12). > BJS sent EM to Jude to let her know Venture was his charter choice. > Rec'd signed application from Bill and then sent on to Disney via FXSON so they have complete packet by tomorrow's deadline. 9/27/12: > DSC heard from client: I will get on it again with her, we are approved at Ocean Lakes, it's locked up in the legal dept. again. Debbie Clements <debbie@ccistravel.com> wrote: Hi Bill! Just checking in to see where we are with the Approval and to see when we can expect money and hopefully the contract??? I know you can’t do anything without the approval, but I was hoping you would have had it by now. Remember, your forms are due to us October 5, 2012, so I need those by that date in order for you to get your iPad2 touch. Maybe Mrs. Gerber could give a little poke to get things moving by reminding whoever you sent the contract to that this trip is in December of this year and NOT in 2013, so we don’t have a lot of time to waste.I know you are doing what you can, I just need an update. Thanks so much! 10/1/12: > BJS sernt EM to Bill with forms attached and asking for update as well. 10/2/12: > Received K marked by VA Beach Schools per their SOP. 10/3/12: > Bill sent numbers / room break down specifics so I could review and see if there were any changes required to package inclusions or rates since they are below their required number of pax. > He has 37 total pax, 32 + 5, in 4 Sextuples, 2 Quads, 1 Double, and 3 Singles (10 Rooms). > BJS ran rates and sent EM to Bill - Bill: Based on the numbers you provided below, all works fine with the only change being the deletion of the Group Travel Video. Rates are unchanged, iPad remains and the 2 comps also apply. I look forward to receiving the final version of the forms on Friday. As soon as we have those in house, the Final Invoice will be generated. In the interim, please make certain to mail your initial payment. I will email an invoice directly from QuickBooks later today. > BJS deleted CAV attachment and updated numbers on screen, but will not be considered "official" until we receive his forms on Friday (10/5/12). 10/3/12: > BJS emailed and mailed 1st Payment INV #5282, $5,250.00 whgich was due, according to the K, on 09/21/12. 10/10/12: > Rec'd check #30850, $5,250.00. 10-22-12 >JM did Room List Packet for hotel and faxed: 3 Sext.=18pax 2 Qt =10pax 1 Quad.= 4pax 4 Sing.= 4pax TOTAL ROOMS 10 + 1 ROH FOR DR=11ROOMS 10/22/12: > BJS prepared Final INV, #5308, $20,304.00 due 11/06/12. > BJS mailed and emailed to all involved parties. 11/2/12: > DSC alerted Bill we received his PCCF and will send an adjusted Invoice accordingly. 11/7/12: > BJS processed the PCCF . . . it is several weeks beyond the due date, but since we have yet to order the Disney tickets, BJS agreed to make the change. > REVISED TOTAL PAX = 35 (31 + 4) > BJS updated Bible Screen, Status Schedule and IOG accrodingly. > BJS sent EM to Regina at the BV Suites, asking her to update the room list accordingly. > BJS mailed and emailed REVISED Final INV to Bill's attention. $20,040.00 (down from $20,304.00 previously). 11/20/12: > BJS sent PAST DUE EM to Bill and cc'd DSC and JAF. > Amount due = $20,040.00. 11/26/12: > Rec'd check #31008, $20,040.00. > Account is PIF. 12/4/12: > DSC lm on Bill's vm @ school regarding the Disney Passes and he Dining cards. 12/10/12: > DSC sent Thank Youto Bill and reminded hoim to send in the Rval. 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