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Torrington, CT, CT
Totonto, CT
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Washington, MD
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Washington DC, DC
Washington DC, VA
Washington, D.C., DC
Washington, DC, DC
Washington, DC, MD
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X, PA
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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 )
10/15/01: > BJS received email response from Tom - they are still planning on trip. > Depart late Wednesday night, 4/3/02 and travel to DC - do Smithsonians, etc. and then to Wmsbrg Thursday night. > Cololonial Williamsburg, Jamestoewn, etc, on Friday > Music in the Park Competition & Busch Garden on Saturday then depart for home after awards and arrive MA Sunday morning. > They are doing their own transportation! > HMS, please create CFS. > BJS did Bible and will complete IOG once we have a few more answers from Tom. __X__ HMS __X__ 10/17/01: > Rec'd email from Tom . . . > Total pax = 220 (20 + 20) > Performing ensembles are, Concert Band +/-80, Jazz Band +/- 28, String Orchestra +/- 25, Concert Choir +/- 45, Select Chorus +/- 30, & Freshman Chorus +/- 30 > All totaled, this equals 238 students; however, he figures 38 - 40 will elect not to go > BJS update Bible & IOG accordingly 10/18/01: > BJS completed IOG for Tom's review and approval / suggestion. > Once we hear back from him, we will proceed with attachments, etc. > BJS called Residence Inn re: room block - They are SOLD OUT at both the Residence & Spring Hill. Also called Homewood Suites. 10/22/01: > BJS sent another email to Tom re: IOG sample. 10/25/01: > Rec'd email from Tom - IOG looks fine but they are now waiting for approval from principal and board - there may be a new policy on trips off the Cape. > BJS responded that we would waiting for his word of approval until we proceed further. 11/1/01: > BJS sent email to Tom checking to see if any decisions have been made regarding trip approval. 12/5/01: > BJS LVM for Tom - any decision on trip? 12/6/01: > BJS rec'd email from Tom - thankfully the trip still appears to be on; however, they will probably elect to delete the DC visit and will need us to plan something else for Thursday. (BJS says they may even want to just wait and depart the Cape on Thursday morning and head straight to Wmsbrg.) > BJS checked with Vivian at the Hospitality House to see if rooms were still being held - she has never sent us a K. She seemed to think all was in order and will check on B-fast location. > MWL, psince this is a group of such size, please check with Wendy for availability with the Student Dinner Theatre. Thanks! __X__ MWL __X__ 1/17/02: > 665 miles from Cape Cod to Wmsbrg (approx. 12 hrs non-stop) > BJS completed Revised IOG based on a Thursday am departure w/o stops other than lunch and dinner. This will get them to Wmsbrg around 9pm on Thursday. > BJS emailed IOG to Tom along with note requesting his approval ASAP in order to get this thing completed. > BJS called Tom and LVM to check email re: IOG. > Tom returned BJS call. > Trip is ready to go . . . > Tom needs PTP ASAP. > BJS told him we would do what we could to have it to him NLT Monday, 1/21/02. > BJS made attachments in system. MWL, please review ALL inclusions and update / confirm as needed. Thanks! __X__ MWL __X__ 1/21/02: > BJS completed PTP and emailed to Tom's attention. > HMS / MWL, please process per SOP and mail USPS 2-day on Tuesday, 1/22/02. Thanks! > This is NOT a Debbie Client. __X__ HMS __X__ __X__ MWL __X__ 1/25/02: > BJS emailed Tom to try to get the go to contract ASAP. 1/29/02: > Rec'd email from Tom - he is ready for Contract. > BJS repsonded via email that the Deposit / First Payment of $75 will be due with the K, Room List, etc on 2/15. Final Balance will be due on 3/1/02. > Also sent email asking that he complete MITP application and return to our office via fax. > MWL, as this is going to contract, please review all inclusions and confirm / update as needed. Thanks! CN to mail this afternoon. I apologize for the quick turn around, but his departure date requires it. __X__ MWL __X__ 1/29/02: > BJS completed Contract Packet including Deposit / First Payment INV #3087, $14,400 - due with K on 2/15/02. Also due on 2/15 are Charter Co Info Form, FPGF, Room List, HIF. > PS on CN Cover Letter included suggestion that Tom call Coach USA in Boston and Providence to see if they could assist with coaches. > As HMS was off today, BJS processed and mailed CN USPS 2-day. 2/4/02 > MWL emailed answers to Tom's festival company questions. 2/5/02: > BJS rec'd VM from Tom - the bus company's are concerned about the number of hours off on Saturday while the group is at the park. > Tom would like to request early performance times although keep in mind that the park does not open until 10am. > BJS checked Park Hours on line and the park is open that day until 10pm, so the group's departure can be 10pm rather than 9pm as published on his IOG. BJS updated our IOG. > MWL, please check with festival co and see how the performance schedule is looking at this time. What time do they project Nauset getting into the Park? If necessary, we could request early performnace times. Please advide BJS and he will then respond to Tom as needed. Thanks! ____ MWL ____ 2/5/02: > BJS LVM for Tom to please call MWL and discuss performance time options. > Choirs and Bands could perform at early times and then return to hotel to change and check-out. Orchestra would have a late performance time (10:55 warm-up) so they would need to check-out prior to performing. Groups could then meet at the park. Basically, the last group to arrive the Park would be the Orchestra and they should be in the Park NLT 1pm. The Choir and Orchestra should be in the Park NLT 12 noon. > Tom called back and spoke with MWL about the scheduling. > There is a slight problem--the choir and band share about 4 kids. This would definitely schedule prohibitive and MWL told Tom that. > He will be discussing the issue during the next block (right now) and fax application and answers by the end of the day. > We shall see--he just needs to flat decide that the 4 people in question need to do one thing or the other. Geesh!!!!!! 2/25/02: > BJS emailed Tom re: Contract, etc. 2/26/02: > Rec'd email from Tom, gave some revised counts, etc. made no mention of Contract! > BJS repsonded thanks for counts, but can you fax Contract today? Also - we need FPGF, Room List, HIF, CCIF, etc by 3pm Friday, March 1. Some $$$ would be nice as well. 3/4/02: > BJS called Tom to check status of K, Room List, etc. MWL needs to fax Room List to Hotel and release any unneeded rooms. > Allison called to ask about some festival changes (down to just one (1) performing group) and MWL really let her know (not in a bitchy way, b/c it's not her fault) that we REALLY need the above mentioned forms. > She understands and will talk to Tom ASAP--she also said that Tom gets in about 7am. 3/5/02: > BJS LVM for Tom at 7:35am - we need it this morning! Thanks! 3/5/02: > Rec'd HIF, FPGF, signed Sample Contract and room breakdown. > Total pax = 149 (138 + 11) 3/7/02: > BJS LVM for Tom at 7:15 AM - PLEASE CALL! (I was not nearly as nice or apologetic this time, I promise). 3/8/02: > OH MY GOD - TOM CALLED!!! (yea, at 6:28 this morning) > LM - blah, blah, blah abouth how busy they are with big performances, etc . . . > Check has been requested - bookkeeper is slow to resond to requests (so) > Room List will be faxed Monday morning. > We are to leave message if we need anything else. > BJS LVM - please sign and fax the original K with Room List on Monday. 3/11/02: > As promised, Tom faxed Room List; HOWEVER, Room List rec'd today and numbers guaranteed last week do not jive. We are off by two. Last week = 149, now = 147. Number of rooms is the same. > BJS called Tom and LVM - we need to check on this room list situation and also, the CCIF - he wants us to make the reservation, but then have the company pay when the arrive. We cannot do this for we usually end up being charged for these rooms - drivers forget to do it. 3/12/02: > BJS spoke with Tom . . . (7AM) > Room List is correct (rec'd 3/11) > re: CCIF - BJS gave him the hotel number for the bus company - they can make their own reservations, or he can do it - they want extra time on Saturday at the hotel while the group is at Busch - BJS said since there were other perameters, they (or he) would need to take care of this themselves. . . He understood. > Total Pax = 147 (136 + 11) > Rms / Pax 31 Q / 124 04 T / 012 04 D / 008 03 S / 003 TOTALS = 42 ROOMS and 147 PAX (136 + 11) > BJS updated Bible and IOG accordingly. > MWL, as these numbers are now GUARANTEED, please proceed as needed; however, $ has not yet been received. ____ MWL ____ 3/12/02: > BJS faxed and mailed INV #3129, $26,521.40, due 3/1/02. > Gave 4 comps rather than 6 as contracted since group was much smaller than projected. By doing this, we do not have to make a rate change. Also had to charge 2 cancellation fees. > Also sent Statement, showing total amount due on account as $40,921.40. 3/19/02: > BJS called Tom re: any word on payment? LVM. 3/20/02: > USPS mailed 147 cameras and 3 brief cases. > Called Tom to check on $$$ status . . .LVM (again). 3/21/02: > Rec'd email from Tom - check for Deposit is to be ON mailed on Friday for a Monday arrival (3/25). > Balance checks are coming from music dept, so they can be sent first of next week. 3/26/02: > As of 4pm, still no $ from Tom. > BJS called and LVM - what in the hell is going on??? 3/29/02: > Rec'd fax copy of check - Tom FedExing for arrival on Saturday??? > BJS LVM - do not send for Saturday arrival - we will not be here. Make it Monday AM. 3/29/02: > Tom called - LVM - had some questions - BJS emailed answers as well as Final Itinerary. > Also faxed FI to Tom's attention. > FI packet is complete and ready to be FedExed, upon receipt of balance. 4/1/02: > Rec'd check #1072, $40,291.40. Actual balance is $40,921.40! Tom transposed the two middle numbers. Balance due on account = $630. > BJS emailed Tom re: amount due and faxed Statement to his attention. Also noted shipment of FedEx Packet, PON, this afternoon so he will knbow to keep his eyes out for it tomorrow AM. > INV #3087 - PIF. > INV #3129 has a balance of $630.00. 4/3/02: > Rec'd Receipt Form and Game Show Questions via fax. > BSJ spoke with Tom re: 42 vs 44 rooms at hotel. BJS to check with MWL and then respond via email. > He has requested additional check for $630 balance. 4/3/02: > BJS LM and VM for Tom re: Driver's Rooms. (We have two extra they are holding for his drivers, please call ASAP!!!) 5/9/02: > BJS faxed and mailed INV #3190, $627.00 as well as Statemnent showing balance due on account as $1,257.00. 5/10/02: > Tom LVM and sent requisition for BJS to send dummy invoice for $1,000 to School Board Office. > BJS called Tom & LVM re: quantity has "3" and unit price = $250. Quantity needs to be "4", ALSO, I do not have school board address - Please call. > Tom will pay balance of $257 once board pays $1,000. 5/21/02: > BJS called Tom re: Purchase Order and balace . . . > He called back with Address for dummy invoice and said that he thought the other $257 should have been in our office by now! He will check with his bookkeeper. . . > BJS mailed dummy invoice to School Board Office.
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