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Fri May 06, 2016
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Cedar Grove High School Band and Choir-Sandusky, OH-05-30-2013
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OR
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Final Room List
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Hotel Info Form
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Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Cedar Grove NJ to Sandusky = 500 miles / 8.5 hrs non-stop 9/10/12: > Jennifer emailed me and said that she would like to work with us to plan a potential trip to Ohio. > She would like to stay at the Kalahari Resort in Sandusky Ohio, with suites up to 6 kids each. > Rock and Roll Hall of Fame > Science Museum > Cedar Point. > The groups she will be taking are: Choir Select Choir Band Guitar Ensemble Jazz Ensemble. > She would like the performance to be adjudicated if possible with the option to compete. > They would like to take the bus, with enough room for instruments. > The May date (???) is her first choice; however, they also can go: March 15-18 March 21-24 09.12.12 > Jennifer would like 2 comps included for the directors and 2 to 4 more for the chaperones. > Please keep budget at 800 or less, last year they went to Europe-Spent over 2,000 per student. > May 30th to June 2nd ( see above, is her first choice. The warmer the weather the better. 9/26/12: > BJS sent EM to Janet with IOG and also LVM asking her to call me. > Last night BJS sent EM to Janet telling her to set appointment for GTM Presentation anytime next week beginning on Thursday, 10/4/12. > BJS completed IOG and made some attachments, including hotel and transportation companies for CQRs. > Jude, please send CQRs to the companies attached - group has 60 pax, so we should go ahead and ask for 2 coaches at this point unless someone has a large capacity coach that can accommodate them all on a single vehicle. You will have to check on this, sorry I do not know these three companuies well enough to know what they have in their fleet. Who knows, could end up being just a single coach of 55 and the others can drive if there is overflow . . . > Driver(s) will be housed at a hotel other than the Kalahari and we will allow $100 per night per coach for this. > BJS is awaiting hotel rate and meal options, so HMS, no need to add these meals yet. > Please review and make attachments / update as needed. Thanks! ___X_ JM __9/26/12__ ___X_ HMS _9/28/12___ 9/27/12: > BJS sent invites for GTM presentation - Jennifer: 1. Please join my meeting next Wednesday, 10/3/12, at 9:00 AM, by clicking on the link below and then following the on-screen instructions. The password, Sandusky, is required and it is case sensitive. https://www4.gotomeeting.com/join/592631703 THEN . . . 2. Join the conference call: Dial +1 (213) 289-0010 Access Code: 592-631-703 Audio PIN: Shown after joining the meeting Meeting Password: Sandusky Meeting ID: 592-631-703 GoToMeeting® Online Meetings Made Easy® Not at your computer? Click the link to join this meeting from your iPhone®, iPad® or Android® device via the GoToMeeting app. Thanks, I look forward to meeting with you soon, 10/2/12: > BJS ran rates asnd the completed PTP and PP. 10/3/12: > BJS met with Jen and she was extremely impressed. > Has parent meeting tonight and asked if she could present the PP at that meeting, BJS said most definitely and emailed the PP to her. > 60 pax would be her absolute max, so one 55-passenger coach will definitely suffice. If she had any over flow, they will have to drive on own. > She has to check with her Admin as the Supertindent may make a policy that there are to be no trips after Memorial Day,in wehich case she will shift to Saturday, May 18 - Tuesday. May 21, 2013. > She may also want to add a performance opp at the R & R HoF. > If sates change, Cedar Point will be day 2 (Sunday) and Cleveland will be day 3 (Mon). > Jen will be back in touch with me tomorrow regarding Date situation and moving along to the K stage! 10/8/12: > BJS sent EM to Jen to get update on how it was received by parent group, etc. > Can we proceed to the K Stage??? 10/9/12: > Per Janet and EM from Director, GO TO CONTRACT!!! > Will be able to send back K and 1st $ in November, so BJS to prepare it accordingly. > Charter Choice is Academy - ONE (1) 55-passenger coach. Jude, please secure K for this. > HMS, as this is going to K, please review and proceed as needed. Thanks! _x___ JM _10-10-12___ __X__ HMS __X__ 10/22/12: > BJS completed Contract packet. > K and 1st $ due 11/20/12. > JM, please process per SOP. Thanks! _x___ JM _10-22-12___ 11/5/12: > Rec'd Official Travel Planner Letter from Jennifer. 12/11/12: > Rec'd signed K and check #597 (boosters), $7,819.00. > Note accompanying K and checkl said numbers ar ecurrently at 51 (46 + 5). Will make no official changes until FPGF / RL date 3/29/13. > As group is now UNDER CONTRACT and $$$ has been received, please review and proceed as needed - Thanks! ___X_ JM ____ ___X_ HMS ___12/12/12_ 03/01/13: > Rec'd booster check #608, $11,550.00. 04/02/13: > BJS added Student Watchers as attachment. (1 guard for 3 nights at $149 / night, to be billed on Final INV.) 4-3-13 >JM processed Hotel Room List Packet to include: 2 Qn/10 pax 8 Q/32 pax 1 T/3 pax 2 D/4 pax 1 S/1 TOTAL 14 Rooms/50 pax (44 + 6) 4/10/13 >HMS emailed Jennifer to call me one Thurs concerning her performance at Cedar point 4/24/13: > BJS reviewed numbers since they are below K minimum. > Made comps 2 instead of 4. > We went ahead and sent an iPad since she was only one off and was a new client in a new area. > By making the adjustment in the number of comps, and then running actuals, we can leave everything else as is. > BJS emailed and mailed INV #5420, $8,643.00, due 5/10/13, as well as INV #5421, $447.00 (for Student Watchers Security that was a late add and not included in package rates), as well as a Bank Request Form detailing the $1,000.00 credit for the groups' 100 $10 Meal Credits. > Sent via email to Director as well as Pam from the Boosters and CC'd JAF and Janet. 05/01/13: > Janet forwarded email to BJS from Pam Lyons, Booster Treasurer, questioning comp adjustment on final invoice. > She referred to an email Janet sent her back in January when they knew their numbers were going to be below K minimum. > BJS sent EM to Janet and she didn't understand my questions to her. 5/2/13: > Janet sent EM to BJS and wanted to know if she could call me this evening after 6PM, BJS replied that he would just handle it. > BJS sent EM to Pam and Jennifer, cc'd Janet - Pam & Jennifer: A few moments ago I emailed REVISED INV #5420, showing a balance due of $7,774.50. This has been adjusted to reflect a total of 3.5 comp packages. The new total due on your account is $8,221.50 (based on INV 5420 – Revised and INV 5421 – Security). I apologize for any confusion I may have caused. Please let me know if you have any questions or concerns. 05/10/13: > rec'd check #640, $7,774.50 and #641, $447.00, totaling $8,221.50. > Pending no other changes, Account is PIF. 5/30/13: > BJS emailed and mailed INV #5428, $350.00, for the 4 pax who were added yesterday at the Kalahari. This is for meals. Due: 06/14/13. 06/10/13: > Rec'd check #656, $350.00. > Pending no other changes / charges from vendors due to 4 late add pax, account is PIF.
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