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Fri May 06, 2016
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Ford City High School Band and Choir-New York, NY-04-24-2014
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
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Trip
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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 )
Ford City, PA = New York, NY 344 miles = 6 hours 9/6/13 >SMN added trip to system. * Budget not to exceed $450 including transportation * 95 youth, 5 adults * Depart after school 4/24/14 and return early morning 4/26 * No performance, but a choral workshop would be well received * Broadway show * Top of the Rock * Shopping and sightseeing time * Lunch on their own, but dinner altogether. NO Hard Rock Cafe, please. * They only wish to stay in a hotel one night and travel home after a show on Friday. 9/16/13: > Jason sent unsolicited copy of proposal from another tour co. > Includes very little and no use of bus on Friday in the City! 9/17/13: > BJS sent invitations for GTM on Tuesday, 9/24/13 at 10AM. 9/19/13: > BJS made attachments as able - all but hotel as it is TBD. > BJS sent out CQRs. 9/20/13: > BJS ran rates. 9/21/13: > BJS sent to CH for PTP. 9/24/13: > BJS and SN met with Jason and Josh via GTM. > Extremely pleased. > ready for K with the following adjustments - > Charter Choice = Fullington. JM, please secure 2 coaches. > Replace the lunch on Friday via a $10 Meal Credit to Lunch at Ellen's Stardust and rates increase by $17pp across the board. BJS updated rates on Bible screen. Ellen's Lunch will need to be attached to this group and reservation made. > BJS updated IOG accordingly. > BJS updated PTP and called it the K version and then sent via EM to Jason along with due dates, BSSF, etc., etc. > K and first Payment to be due 10/31/13. > JM and HMS, as this is going to K, please review and proceed as needed. Thanks! CN to mail 9/27/13. > Jason is to be the main contact and listed as BD and Trip Coordinator. > Invoices and K to the school, not boosters. _x___ JM _9-24-13___ __X_ HMS __9/26/13__ 10/3/13: > BJS mailed CN. > K and first $ due 10/31/13. > EM'd copy to SN and JAF as well. 10/8/13: > Rec'd Broadway Show Selection Form via fax. 10/10/13: > Rec'd Travel Planner Letter. 10/29/13: > Rec'd OK To PAY for 55 Les Miserable tickets. > Per Jason, the BD, via SN, they are going to limit this trip to 1 bus as that is where the deposits are now and they may get a few more people, but that will ruin their budget all to hell, so they are sticking with the first 55 pax who made their due date / deadline. > JM, please release one of their two coaches. > HMS, please review all reservations and adjust as needed with your vendors so as not to be holding more than we really need. > BJS told SN that we will drop to 2 comps instead of 4 and than make other price adjustments as needed once the FPGF and RL are received. > BJS updated Bible Screen and IOG numbers to 55 (52 + 3). > HMS, what are we paying for their Les Miserable tickets? _x___ JM __10-30-13__ __X__ HMS _11/4/13___ 10-31-13 > Rec'd signed contract > Rec'd Check #1262 from Ford City Marching Band Boosters for $3,150.00 > Rec'd Check #8283 from Ford City HS for $2,530.00. > Total receipts in this payment = $5.680.00. 12/17/13: > BJS sent EM to Jason with "dummy" second invoice. Jason: Attached please find the REVISED Second Payment Invoice for your up-coming trip to New York. Once we receive your Final Participant Guarantee Form and Room List, due 02/21/14, we will then be able to generate your Final invoice. The Final Payment will be due 03/07/14. The Final Invoice will reflect exactly the breakdown of your group, by occupancy type, plus transportation, and will also detail all payments received, as well as credit for any complimentary packages. At this mid-point, we cannot generate your final invoice amount, for we do not have your guaranteed numbers and room list, which as mentioned above, are not due to us until late February. As for changing the contract numbers, that is not necessary, for they are just estimates and it states that accordingly. Please rest easy in knowing that no one’s contract numbers are exact, for the contracts are prepared and executed months before final numbers are guaranteed. At this point, we are all well aware that your group is about half of their original projected size, and that is fine, for you will not be expected to pay more than whatever your numbers guarantee to us on the 21st of February. Thanks for your understanding and have a great Holiday!!! 1/5/14 >SN sent an EM reminder regarding upcoming payments on 1/23/14 1/15/14: > This is Under K and $ has been received. Per notes from end of October 2013, this will be just a one bus trip with no more than 55 pax. > Please review and proceed as needed, thanks! __x__ JM _1-16-14___ ___X_ HMS _1/22/14___ 01/23/14: > Rec'd $7,820.00 (($4,300 #1273 from band & $3,520 #8310 from Choir). 2-6-14 >JM processed Hotel Room List Packet to include: 8 Q/32 pax 5 T/15 pax 4 D/8 pax TOTAL 17 Rooms/55 pax __X___BJS__3/4/14__ _____HMS_____ 03/4/14: > BJS reviewed numbers since they are below K minimums; however, we have been aware of this since October. > Comps will be two instead of 4 and due to windfall on show tickets, we are OK to leave everything else as presented. > BJS emailed and mailed FINAL INV #5550, $6,024.00 and Bank Request Form. > Made due 03/20/14. > Jason has booster mtg tonight, so I suspect payment will arrive shortly there after. 03/14/14: > Rec'd check #1277, $3,144.00 + #8318, $2,880.00 totaling $6,024.00. > Pending no changes, PIF.
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