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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 )
8/27/01 > MWL spoke with Matt re: his plans for Atlee's Spring Trip. > He has decided on Boston May 30-June 2, 2002. > He has requested a proposal to include the following: Leave @ 10:00pm, Thursday, arriving btwn 10-11am Friday. New England Aquarium Tour Guides of New England Public performance--an "Americana" type of thing--informal, but important! If possible, a clinic for the guard--this is not a deal breaker, but he wants to have something specific for them if he can. If not, he can make due. Boston Pops Concert--Saturday @ 8pm (definite) All-Inclusive Meal Plan Ball game (?)--MWL told him we wouldn't know the schedule until late Fall/early December. Arrival back at school: Wants to leave Boston Sunday AM (+/-9:00am) to return while there is still a little time in the day---just not too late. > Budget = $450 including transportation. > 120 st / 20 adults--this is an approximate number. MWL told him to guess high. > Needs Bus Quotes. > Goal--proposal to Matt by the week of September 10. > He is excited about this trip--he is still in the process of finding out all he has to do to get this approved. He does not forsee a problem, he just wants to be careful and do everything right for his first trip through the school. 9/14/01: > BJS completed IOG & Bible. > BJS made attachments in system. > BJS called Sheraton - Newton and Stephanie Rubin is confident she has rooms and can offer what she did last year for Green Run Choir. She WCB later today with confirmation. > MWL, please review and update ALL attachments. > BJS faxed CQRs to Newton, Martz & National Coach. > Hope to be able to complete PTP and have to Matt NLT Tuesday AM, 9/18/01. __X__ MWL __X__ __X_ HMS 9/17/01 9/17/01 > HMS entered all bus quotes 9/18/01: > BJS completed PTP. > MWL, please prcoess with HMS so she can learn the SOP. Be certain to include all inclusions (ex: Reference List, etc). > MWL to deliver PTP to Matt this afternoon at 12pm. Be sure to have him make coach decision and it would be most appropriate to have him call the bus company while you are there to reqeust a contract. Also, take a mouse pad, a few bottles of water & a couple pencils as propaganda! Thanks! _X___ MWL __X__ 9/19/01 > MWL met with Matt--went great! > Client was very pleased with PTP. He will be meeting with his principal this week. > MWL to check in with Matt next week (NLT 9/27). 9/27/01 > MWL spoke with Matt. > The proposal has been officially submitted (last Thursday) and he is still waiting on an answer. > He will be talking with the office to see where the process is and get back to me with some sort of idea as soon as he knows something. > MWL reminded him about the bus contracts, etc. needing to be signed so the buses were held--he understands he needs to get this stuff done, but can't until he has the "go". > MWL to follow-up NLT 10/2/01. 10/8/01 > MWL spoke with Matt. > He understands the bus issue and will get with his boosters to get the check written, etc. > He is still waiting for some sort of word from the county--the process is apparently very slow. He is frustrated that it is taking so long and understands why we need to know the answer. > He hopes to know something at the beginning of this week. 10/25/01 > Matt called MWL @ home last night and LVM. > Per Matt, he has gotten approval from the "trip" ass't. principal; however, THE principal is on the fence about allowing ANY trips to go. > Matt thinks that the trip will go, but it will be just a bit longer until he will know for sure. > He did say that he was taking care of the buses so he wouldn't lose them. > MWL will follow-up at the beginning of next week. 10/29/01 > Matt called MWL trying to figure out how much to charge each participant for this trip. He believes this trip will probably go and he wants to go ahead and prepare them for the cost; however, he is still waiting for the FINAL approval. > FYI--Matt has taken the proper steps to secure the busses (K and Deposit sent). > BJS dicussed the "safest" estimate with Matt, including the bus cost in the amount Matt is "charging" the participants. > MWL discussed due dates for the payments with Matt--he wanted to make sure he was asking for the $$ from the kids in a spread-out but timely manner. > We are still waiting for the "official" GO to K--MWL will touch base in about a week. Matt feels confident this trip will proceed. 11/13/01 > MWL recv'd email from Matt--the trip is a go!!! > Considered that request for a K--replied to Matt with tentative deadlines and told him we would get a contract notebook to him after VMEA. 11/20/01: > MWL as this is going to K, please review and confirm all as needed. > Planning to mail or deliver K NLT 11/21/01. __X__ MWL __X__ 11/20/01 > We will need a tape, brief bio, repertoire list & picture of the group for their potential City Hall performance--we need it ASAP. > BJS, could you please make the above a part of the deadline schedule, similar to festival materials being due? Thanks! __X__ BJS ___X__ 11/26/01: > BJS completed Contract Packet, including Deposit INV #3023, $9,225 - due with K on 12/12/01. Also included First Payment INV #3024, $14,698.50 - due on 03/01/02. > HMS / MWL, please process per SOP, MWL, please include note re: required Performance materials (I put deadline on schedule). > MWL to deliver later today at lunch time if she would like- otherwise, we will mail . . . __X__ HMS __X__ __X__ MWL __X__ 12/12/01: > Rec'd signed Contract and Deposit check #1437, $9,225 - INV #3023 - PIF. > MWL, as this is now UNDER CONTRACT, please proceed as needed. Thanks! __X__ MWL ____ 1/4/02: > Rec'd CCIF from Matt via fax. > Needs CCIS to handle Sriver's Room Reservation and the INVOICE for Payment. (1 Room for 2 Coaches). 3/5/02: > Rec'd check #1459, $14,689.50. Balance due on INV #3024 = $9. 4/10/02 > MWL called and spoke to Matt--need his FPGF, HIF, and Rooming List-ASAP!!! > Per Matt, he had sent email (MWL never got it) with number of people, number of rooms--in other words, not what we needed. > MWL explained everything to him--he will fill out forms appropriately and send via fax this afternoon (hopefully). > Told him I (MWL) would call if it was wrong! 4/10/02: > Rec'd FPGF, RL & HIF. > Total Pax = 117 (97 + 20) > Rms / Pax 01 Qt / 005 23 Q / 092 02 T / 006 07 D / 014 00 S / 000 TOTALS = 33 Rooms & 117 PAX (97 + 20) > BJS revised IOG and Bible accordingly. > MWL, as these numbers are now GUARANTEED, please order / confirm, etc. as needed. Thanks! ____ MWL ____ 4/10/02: > BJS faxed and mailed final payment INV #3168, $10,012.50 due 4/15/02. > Also sent Statement showing total due on account as $10,021.50. 5/8/02 > Recv'd PCCF from Matt--two students dropped out--Jason Zorn & Kenny White. They are both QUAD occ. > Per Matt, the number of rooms did not change, however, they will NOT need the pull-out they had originally requested. > 95 students + 20 adults = 115. > Matt has switched a few of the kids areound--do we need that updated version of the Rooming List? Since we know that the 2 that dropped are Quad Occ., do we need the new breakdown for finance purposes at all? > We cannot recover the Boston Pops tickets ($18 each), otherwise, everything else has not been paid for and we are fine. __X___ BJS ___X__ 5/24/02: > BJS completed FI and MWL delivered complete packet, along with 115 camers to Matt this afternoon at Atlee.
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