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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
Dbl
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 )
9/28/01: > Rec'd Application Form via Fax. > FOE - Williamsburg > 4D / 3N Standard > Competition > Chamber Singers (mixed choir of 31) > 36 (31 + 5) > BJS mailed Application Received Letter and created Bible. > HMS, please do CFS. > Contract to mail NLT Tues., 10/2/01. __X__ HMS __X__ 10/1/01: > BJS completed Contract Packet including Deposit INV #2984, $1,000 - due with K on 10/29/01. Also included First Payment INV #2985, $2,901.96 due on 2/15/02. > HMS / MWL, please process per FOE SOP and mail this afternoon, USPS 2-day. Thanks! __X__ HMS __X__ __X__ MWL __X__ 11/26/01: > BJS called to follow-up re: Contract / Trip Status??? 11/27/01: > Rec'd VM from Sidney - They have finally gotten approval. > She will return call &/or BJS to call and see where things stand at this point. 11/27/01: > BJS returned call . . . > LM with Secretary. 11/28/01: > Sidney called - all is in order. > She will get K, Deposit & other due forms to us ASAP. 12/17/01: > BJS called Sidney as we have not yet received anything! > LM with Secretary (they are in school thru Friday, 12/21/01). 12/20/01: > BJS called Sidney as she has not yet returned my call from 12/17. > No answer, so BJS sent email asking that she repsond before their Holiday break begins tomorrow! 12/20/01: > Rec'd email from Sidney - they are coming and she apologizes for not getting things to us. > Paperwork, etc. should go in the mail tomorrow. 1/7/02: > Rec'd email from Sydney, contract and Deposit are to be mailed later this week. > We will believe it when we see it! 1/9/02: > Tom Merrill called from New Horizons . . .303-635-2109 > Sidney had called him to see if they could assist her. > I explained that we already sent her a K for the 4D/3N Standard package. He was welcome to assist her with all transportation and sightseeing. He would receive a commission of $4 per person. > He was fine with that. I told him to make certain she sent her signed contract and deposit ASAP as we were close to selling out in Wmsbrg. He said no problem. > I said if they got involved, we would happily bill them for the remaining payments. 1/9/02: > Tom called again to see if they could switch to Festival Only. > BJS told him he would have to check with MWL and hotels to see how it might effect our room block. 1/9/02: > BJS & MWL reviewed block > BJS returned Tom's call - told him we were pretty well locked into the 4D/3N Standard Package. Festival Only wsa really not an option at this point as we have made a commitment to the hotel based on the fact that Sidney submitted her application in September. Should they want to change to 3D/2N Standard, that would be a possibility. 1/10/02: > Tom called - rec'd message re: no festival only available. > Not exactly sure which option they are going to take. Wanted to check on rate for Driver's Room. > Did not know which airport they will be flying into . . . BJS gave him some ground transportation suggestions (Newton, Gallop & NCW - if DC). 1/15/02: > Sam Williams called - Mother / Booster Volunteer. (H: 970-613-0166) > She was unaware that Tom Merrill from New Horizons had called - maybe they are now not involved - who knows! > She will try to get Notebook from Sydney and see what route to proceed with. She may even elect to do the All-Inclusive. I told her I didn't care, but it was imperative that we receive the Contract and Deposit ASAP in order to hold their position. 1/17/02: > Rec'd VM from Kathy with Holister Travel (303-772-3859). She said she was working on this group's ground transportation, etc. Is this another New Horizon. > BJS called Sam Williams and LM - whats up with this Kathy person - we need to know who we are dealing with . . . Please call and advise ASAP. 1/17/02: > Sam called, per Sydney, she has put it in the mail today! (yeah right). > Sam is very nice, she will call Kathy and give her the info she was looking for the performance site. 1/18/02: > Rec'd email from Sydney, check and Contract went in mail on 1/17. > Mentioned that she was planning on All-Inclusive now rather than Standard. > BJS responded via email that we would update package once we had her contract and deposit in hand. 1/22/02: > Rec'd signed CONTRACT and Deposit check #1304, $1,000 - INV #2984 - PIF. > BJS prepared and forwarded Revised CIA & First Payment INV based on 4d/3n All-Inclusive package, #2985 - $4,089.96 due on 2/15/02. Also made mention of the fact that we need her Charter Co Info Form and General Info Form ASAP. 2/10/02 > Jennifer Freeman--DL 757-229-1161. VA Escape working with Holister Travel. > MWL called back and LM (w/ Jackie) for Jennifer with tentative needs for buses for this group. > Will wait for her to call back. 3/8/02: > Rec'd Check #1332, $4,089.96, INV #2985 - PIF. 3/11/02: > BJS sent email to Sidney re: Genral Information Form. Explained that we needed immediately, for w/o it, we could not complete her IOG or FI. > BJS created IOG for this group's 4D/3N All-Inclusive Package. They and Montgomery HS Choir are the two Wmsbrg FOErs doing All-Inclusive. > MWL, please make reservations as needed ASAP. The most pressing are probably Captain George's, and the Guided Tours for Wmsbrg and Jamestown. Feel free to get creative with schedule as needed. Thanks! ____ MWL ____ 3/12/02: > Rec'd email from Sidney - will different occupancy types create different prices? YES!!! > Rec'd GIF. > Arriving hotel at 4pm on Thursday - departing hotel at 6AM Sunday. This early departure will have them miss b-fast on Sunday. BJS sent email to Sidney alerting her to this fact. > BJS revised IOG accordingly. > Will fax to Sidney once MWL has confirmed reservation times, etc. ____ MWL ____ 3/12/02: > Rec'd FPGF, Room List & HIF. CCIF not really necessary since they are using a local co for ground transportation. > Total Pax = 36 (29 + 7) > Rms / Pax 5 Qt / 25 1 Q / 04 1 T / 03 2 D / 04 0 S / 00 TOTALS = 9 ROOMS and 36 PAX 29 + 7) > BJS updated Bible and IOG accordingly. > MWL, as these numbers are now GUARANTEED, please confirm, etc as needed. Thanks! ____ MWL ____ 3/20/02: > BJS faxed Lynne Wolf Certificate of Insurance as requested. 3/28/02: > BJS faxed & mailed Final payment INV #3154, $4,419.04 - due 4/1/02. 3/28/02: > BJS faxed and emailed IOG to Cleint's attention. 4/8/02: > Rec'd check #1379 & 4567, totaling $4,419.04. > INV #3154 - PIF. > Account is PIF. 4/22/02 AMH - Email sent requesting t-shirt and set-up forms. Forms were due 4/15. 5/6/02: > BJS completed FI. > Faxed and emailed to Sidney. > Complete packet to FedEx later this week.
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