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Torrington, CT, CT
Totonto, CT
Townsend, TN
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Washington, DC, DC
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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 )
FOE 2002 - San Antonio Mark Kretschmer, Band Director Garren Groom, Tri-State Travel = Tour Agent School Address = 3505 W. Locust Street Davenport, IA 52804 School Phone = 563-386-5500 563-386-5508 (fax) Mark's Home Address = 4323 N. Division #A-107 Davenport, IA 52804 563-391-6547 9/13/01: > Rec'd Application via Fax. > San Antonio > 140 Pax (125 + 15) > 4D/3N Standard Package > Competition Participation > Two Ensembles (Concert Band of 75 & Wind Ensemble of 50) > BJS started Bible. > Transportation is on own. > BJS mailed Application received Letter & added to status Schedule. > Assistant Band Director = Dennis Mott. > HMS, create CFS please. ___X_ HMS _9/17/01___ 9/17/01: > Dawn called from Sunshine Travel in Apple Valley, MN. > She is hoping to win the bid as travel planner for this group. > BJS discussed commission structure, etc. > She was unaware that Mark had already submitted the Application. > BJS faxed brochure and FAQ list. Also mailed hard copies. 9/18 & 19/01: > MWL had NLT three additional calls from tour companies saying they were doing this trip. 9/19/01: > MWL spoke with Mark . . .They have not selected their tour company as of yet - it is OK for us to send the Director's Notebook to his attention. He will advise one a decision has been made. > They want the 4D / 3N standard, but instead of Thursday night, they need Sunday night. MWL spoke with Jackie at the Omni and she can accommodate this group. > BJS revised Bible and prepared contract acordingly. > HMS, please process Contract Packet per SOP and mail USPS 2-day thia afternoon. > Contract & Deposit due on 10/12/01. CN included deposit INV #2966, $1,000 - due on 10/12/01 and First Payment INV #2967, $14,130.20 - due on 12/21/01. __X__ HMS __X__ 10/8/01 > Okey dokey---Tri-State Travel has been chosen as Davenport's travel agent. > Garren Groom or Terry Fleege 10/9/01: > Rec'd signed Contract from Garren Groom via Fax. 10/11/01: > Rec'd CCIF from Garren. > They will need us to reserve two rooms for their 3 drivers. > MWL, please proceed accordingly - Thanks! > BJS will Invoice accordingly. > BJS revised Contact Information to Tri-State Travel as they are the agency handling the trip. ____ MWL ____ 10/15/01: > Rec'd check #23707, $1,000 Deposit - INV #2966 PIF. 12/21/01: > Rec'd check #24513, $14,130.20. INV #2967 - PIF. 1/9/02 > MWL recv'd a call from Dennis Mott, Co-Band Director for Davenport. > He was having some trouble with the NYSSMA manual on his computer, and wasn't understanding some of the listings. > MWL faxed pertinent pages of listing(s) to Dennis from our copy of the manual. 1/16/02: > Rec'd FPGF, Hotel Info Form & Room List from garren. > Total Pax = 160 (146 + 14) > Rms / Pax 33Q / 132 07T / 021 03D / 006 01S / 001 TOTALS = 44 ROOMS and 160 PAX. > MWL, as these numbers are now GUARANTEED, please review and confirm as needed. Thanks! ____ MWL ____ 1/21/02 > MWL emailed Garren re: the General Information Form--we do not have it. > Asked for completed form at his earliest convenience. 1/21/02: > BJS completed and mailed INV #3077, $17,872.80 - due 2/4/02. 1/23/02: > Rec'd General Info Form. > Will Arrive SA approx. 9pm Friday evening and depart Monday NLT check-out time. > BJS updated Bible accordingly. 2/4/02: > BJS LM for Mark to call. > BJS wants to offer a 90-minute clinic with Jim Croft to each of his groups as we have no bands other than his in San Antonio. Should he elect to compete - we will proceed as normal. 2/4/02: > Mark returned call - BJS discussed 90-minute clinic option. He seemed to like it but will need to check with Dennis, the other Director to make sure that is what they want to do. > He will call back NLT Wednesday with decision. 2/5/02: > BJS completed IOG Draft. 2/6/02 > Mark called back and spoke with MWL. > Would like to request that they do NOT go back to back. > MWL told him that it would be noted and we would go from there. > He was fine with that. > Garren called this afternoon--had some ?'s about the Final invoice and the Participant Count Change Form. 2/11/02: > Rec'd check #24632, $17,872.80 - INV #3077 - PIF. > Account is PIF. 2/12/02: > Rec'd PCCF and Revised Room List. > REVISED Total Pax = 158 (144 + 14) > BJS revised IOG and Bible accordingly. > Rms / Pax REVISED 32Q / 128 07T / 021 04D / 008 01S / 001 TOTALS = 44 ROOMS and 158 PAX. > Rec'd T-Shirt Order Form, 100 L & 58 XL. > Rec'd Set-Up Forms. > Rec'd Repertoire Selection Sheets - Wind Ensemble (Platinum) & Concert Band (Gold). > BJS revised Invoice #3077 based on these Revised numbers, including two cancellation fees (30% of Quad). Created Statement as well - credit due back to group is 127.00. BJS mailed check #5852 along with Statement to Garren's attention. > MWL, as these numbers are now REVISED, please review and confirm as needed. Thanks! __X__ MWL __X__ 2/20/02 > MWL faxed copy of groups' IOG for their trip to Garren Groom. > Per cover note, we should have complete FI Packet out to him on or before 3/1/02. 3/1/02: > BJS completed FI and faxed to both Garren and Mark. > Packet to FedEx on Monday, SON. 3/4/02: > BJS FEDEXd FI packet to Garren's attention. 3/5/02 > Garren called and spoke to MWL. > Per Garren, he will need to cancel one (1) student--the student is missing from school, yikes! > Anyway, his fax phoneline is also down--he is currently unable to fax out, MWL told him as soon as he has the name (Mark is supposed to call him tomorrow) to call AND email the change, including the name of the kid he is cancelling. > He knows that tomorrow (March 6) is the deadline. He totally understands our need to have it in writing and also understands the 30% cancellation fee + anything we cannot recover at this time. > We will wait to hear from him tomorrow. 3/6/02: > Garren faxed PCCF - deleting Amber Mangels (a student quad) > REVISED Total Pax = 157 (143 + 14) > BJS did not make room list changes since at this point it is not an issue. > BJS revised IOG number and Bible number accordingly. > MWL, please guarantee accordingly. > BJS spoke with Garren re: refund. Explained that he needed to mail Fiesta Texas ticket to our office today and once received, we would issue refund check for $55.57. The reflects our recoverable cost at this point, the Park Ticket, Picnic and three b-fast at hotel. > BJS put copy of finanical figuring in the financial folder. > BJS also asked Garren to sign & fax the Receipt Form as soon as their fax machine was working. ____ MWL ____ 3/12/02: > Rec'd ticket from Garren for Fiesta Texas. 3/14/02: > BJS mailed check #5902, $55.57 as refund for cancelled participant. 3/19/02 > Garren called and spoke to MWL. > He wanted to see about getting the 2 Bus Driver Rooms extended for a late check-out. > After discussion with BJS and Jackie @ the hotel, MWL called hime back and told him he would need to handle it at this time since we had already PIF. > He is OK with that--MWL gave him Jackie's DL and he will make the call.
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