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Butler High School Band-Williamsburg, VA-11-15-2018
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Toronto, ON, CANADA,
Toronto, ON, Canada, CO
Toronto, Ontario, CA
Toronto, Ontario, CN
Toronto, Ontario, CA,
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Williamsburg, OH
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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 )
Butler HS --> Williamsburg, VA 403 miles / 7 hours non-stop CCIS 12/14/17 > Trip to Williamsburg, VA with the intent of participating in the Norfolk Illuminations parade on November 17th. > Travel through the night Thursday > Dinner at Capt. Georges on Friday > Ghost Tour on Friday > Saturday - Navy Yard > Dinner at CPK > Parade in Norfolk, then back to Williamsburg > Overnight at the hotel, then home on Sunday > Budget: No more than $600 including bus if possible. > Comps = 1:25 Paid 01/29/18: > BJS reviewed IOG and made some adjustments. > BJS ran rates on paper and then sent the following to Jeff, SN, CH and HMS - Good Morning Jeff! IOG is attached for Williamsburg / Norfolk for your review. Preliminary Student Quad rate looks to be between $570 and $595 including transportation, of course, as you know, transportation is a variable since the number of actual participants is yet to be determined. Please review the attached and advise Stephanie if you want us to make any changes and once that is done, we can complete the Trip Orchestration and guarantee rates. Thanks for your patience, Bryan > PLEASE NOTE (for BJS) - The bottom end of this figure did not included Added Value Items. 3/12/18 > EM received regarding changes: "The main change is that we need to depart from the hotel on Sunday morning as soon as the drivers are allowed to come back on duty. If the band boosters need to provide breakfast, instead of the hotel to make that happen, please let me know. We need to be back in Butler sooner that scheduled." > "Ideal time to arrive home would be before 5:30 on Sunday. My Catholic's need to attend Mass and can do so Sunday night in Butler at 7:00 PM. I have a couple that may refuse to go on the trip if Mass is not an option." 3/14/18: > BJS reviewed original IOG and then made some adjustments based on Jeff's need to be back by 5:30PM on Sunday. > BJS asked SN to send the updated IOG to Jeff for his final review and approval. Once we have this, we will proceed with final cost and then the K. 3/15/18 > Jeff EM'd saying everything "looks great!", so it is safe to proceed. > Jeff also called CH and asked that we reduce coaches from 6 down to 5. > IOG Rev 1 is now ready to proceed with a full blown TO and final rates. > Jeff told CH new number is 260 max, 212 + 45 is what he gave her, so BJS used 260 = 214 + 45 + 1 to get to 260. Updated number on IOG and in system. > CH, please release the 6th bus and also reduce the room block if necessary, paying attention to the attrition clause if there is one. > CH just one breakfast one morning at the hotel, the last morning, because of their early departure, needs to be a grab and go. Please get rate and make these arrangements at the hotel. > CH & HMS, please review IOG and make attachments / updates as needed. > Please advise BJS when complete so I can run final rates and we can prepare TO early next week. _x___ CH _3/18/18___ __x__ HMS _3/21/18___ 4/2/18: > BJS reviewed attachments and then ran rates. > BJS entered rates below. > CH, please create TO - old school - for Jeff first thing this morning. Thanks! > Comps = 1:25 Paid > T1 = 235 - 260 > T2 = 209 - 234 +$20. > T3 = 183 - 208 +$20. __X__ CH _4/2/18___ 4/2/18: > BJS sent EM to Jeff - Jeff: Sorry I was unable to take your call on Saturday and then I did not want to bother you on Easter Sunday. I hope you, Amy, and the family had a wonderful holiday. Here are the final rates for your trip to Williamsburg: Q = $419 T = $449 D = $499 S = $669. Charter from Baron’s is $7,710.00 / 56. Christi is completing the official version of the Trip Orchestration this morning and Stephanie will have it on to you later today. Thanks, BJS. 4/2/18: > Jeff called - wants to switch the Naval Base Tour and Lunch at CA Pizza Kitchen. Also, needs SUBWAY delivered to the busses when they arrive the parade and they will eat dinner while waiting for the parade to start. Boosters will have pizza at the hotel for the kids when they arrive back at the hotel following the Parade and will eat in their rooms. CCIS to make no mention of the Booster Provided Pizza. > BJS updated IOG accordingly. > HMS, you will need to make the adjustments to your attachments - CA Pizza Kitchen, Naval Base Tour, & Subway delivery. ____ HMS ____ 4/2/18: > BJS reviewed TO and then sent to SN so she can share with Jeff. 5/10 & 11/18: > BJS set Due Dates. > K due 5/18/18. > 1st $ due 6/8/18. > BJS completed 1st & 2nd Payment INVs. > BJS completed TO K version. PLEASE NOTE: "Perks" have been removed per Jeff's request so no questions by Boosters / school, but they still get these. > CH, please complete and send E-Agreement today if at all possible - thanks! __X__ CH __X__ 5/10/18: > JAF paid Grand Illumination Parade application fee of $100 on ck # 10898. 5/11/18: > Client signed E-Agreement 5/12/18: > BJS signed E-Agreement and group is now Under Contract. > As this client is now UNDER CONTRACT, please review all and proceed as needed _____ CH _____ _____ HMS _____ 5/16/18 > KMH received check #3634 for $50,420.00 5/8/18: Site Visit Comments - Please Note: 1. Jeff Kroner contacted me from the hotel in Williamsburg (DoubleTree Kings Mill) on Saturday regarding their Site Visit. He was at the hotel and said it was perfect; however, they were charging him for one of the nights. I assured him that CCIS was taking care of both nights and even if the hotel only comped us one night, we would be paying the 2nd night. He went ahead and put the 2nd night on his card, so obviously, he will need reimbursed. If CCIS was to pay for one night, as the hotel was only comping one night, in the future we need to make sure payment is taken care of prior to the client’s arrival. 2. Jeff feels as if the Food Court at the Outlet Mall is too small for a group of his size, so we will need to re-think that. Golden Corral was a suggestion. 3. Jeff came by the house on Friday afternoon and BJS gave him a check for $100. This was the approximate cost of car rental. He decided to drive his own car, but we still pay up to the amount of a rental. 8/8/18: > BJS and HMS worked on IOG to be more specific and updated attachments as needed based on Jeff's site visit, etc. Added Golden Corral, discussed whether or not we needed to change the rates (not necessary), etc. 9/6/18 > KH sent GLH
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