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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
Dbl
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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 )
9/30/02: > Rec'd FOE 2003 - Orlando 1 Application via fax. > A separate Application was completed by both Band & Choir Directors; however, as this will be the same trip and Applications were received prior to October 1, 2002, they will be handled as a single account. > Main contact = Bryan Austin, Band Director > Package 1 (3D/2N) > Hotel nights = Thursday & Friday. > Competition + 30-minute clinic > 316 total pax (280 + 36) > BANDS > Symphonic Wind Ensemble (40 players) > Symphonic Band (50 players) > Concert Band (40 players) > Jazz Ensemble (20 players) > Possibly Indoor Guard and Percussion Ensemble as well - TBD at a later date (per note on Application). > CHOIRS (Sean Linfors, Director) > Die Meistersingers (Mixed - 28 singers) > Jazz Company (Jazz Choir - 22 singers) > Select Women's Ensemble (Women's - 42 singers) > Woodside Chorus (Mixed - 140 singers) > Sean's home address = 104 Jefferson Point Lane, #1B, Newport News, VA 23602 > Home Phone = 804-921-7426 > email = slinfors@netscape.net > DSC to additional particulars re: all-inclusive package - sounds like typical Orlando trip with Wet n'Wild, Disney Marketplace, 2nd day at Universal, etc. She will advise ASAP. Will also need charter quotes. BJS will prepare IOG accordingly, once info rec'd from DSC. > HMS, CFS please, including Transportation File - Thanks! > MWL, please confirm hotel assignment. > BJS sent Application Rec'd letter on 10/2/02 and added to FOE Participant List, Status Schedule, etc. __X__ HMS __X__ _X___ MWL __X__ DAYS SUITES--MAINGATE EAST 10/7/02: > BJS sent email with sample IOG and Rates for Bryan & Sean to review. DSC to follow-up tomorrow INW. We need to get this group their contract, but would prefer to have everything contained in a single contract, especially since the group is so large. 10/15/02: > Per DSC email from Bryan Austin, does not want wet n'Wild - would prefer either Day at Downtown Disney with Med Times Dinner or Day at Disney with two DMC for lunch & Dinner. BJS worked up rates for both and gave to DSC toshare with Client. > He also wanst us to secure their coaches - they prefer Gallop. > BJS told DSC to inform him that we could not secure coaches until we had his decision on Thursday's activities. > Will also secure a few additional quotes as Gallop has been so expensive. 10/17/02: > Still no decision on Thursday's inclusions, but BJS is getting scared that we may not get coaches if something is not secured soon. > HMS, please get quotes for 1-47 & 5-55s from Eddies, Gallop, & Newton, using the IOG enclosed. Thanks! __X__ HMS __X__ 10/22/02: > DSC rec'd decision from Client - they want Thursday to be a 1-day admission to Disney. They figured that by the time they added in shopping money, etc. they would end up soending that much anyway! > BJS revised IOG accordingly. > MWL, please update, add & delete attachments as needed. As this is going to contract, please review and confirm, etc as needed. Contract to mail NLT 10/28/02. > Thanks! __X__ MWL __X__ 10/23/02: > BJS shared bus quotes with DSC - Gallop was the lowest and his carrier of choice, so we made the decision for him! > HMS, please call Gallop and get a contract for the 6-55s. Thanks! > We will go ahead and include the charter coaches in his FOE Contract, as well as his additional inclusions. __X__ HMS __X__ 11/2/02: > BJS completed Contract Packet, including Deposit INV #3275, $15,800.00 due with K on 11/20/02. Also included First Payment INV #3276, $64,067.00 due 01/16/03. > We are doing their transportation, so no CCIF required. > BJS processed CN as DSC will p-up and deliver on Monday morning. 11/21/02: > BJS spoke with Bryan Austin at VMEA - reassurd him that all was OK - we would continue to hold space so lang as he kept us posted on "official progress". Contract and Deposit to be mailed once final approval has been receibved from Board of Ed. Official deadlines, etc. would remain as published in the CN he has. He seemed OK with this. 12/16/02: > Per DSC conv with Client - PO and contract, etc all went to Bookkeeper today. We should have everything by the end of the week. He sent it all on to her as he is leaving for Mid-West tomorrow AM. 1/19/03: > On 12/20/02, rec'd signed Contract, GIF and check #11194, $6,400.00 - payment toward Deposit INV #3275 - Balance due on this INV = $9,400.00. > MWL, as this is now UNDER CONTRACT and a portion of the Deposit has been received, please proceed as needed (with some caution). I am thinking that this maybe just the band's portion of the deposit and that the two directors may not communicate too much; therefore, Sean doesn't even realize the choir's portion was not sent? Who knows - I will put DSC on the case this week. __X__ MWL __X__ 2/4/03 > Per DSC conversation with Sean... > He will have 3 groups: "select" mixed choir = 25; "select" women's choir = 35; Mixed Choir = 65. > He will be talking with Brayn this afternoon and get him confirm his groups as well and they will be sending "ALL" the forms tomorrow. __X__ BJS--FYI 2/7/03: > Per DSC conv with Bryan Austin > The FPGF we rec'd yesterday is correct - the combined total for the entire fucking group. > Total Pax = 127 (110 + 17) > Room List in our office NLT 10AM Monday morning 2/10/03. > All other forms will accompany this fax on Monday. > $12,800 check is on way - requested on Monday 2/3/03. > Another check on way 2/14. > Only needs three (3) total buses. > HMS, please call Gallop and drop from 6-55s to 3-55s. Thanks! > No Indoor Guard > Symphonic Wind Ensemble, Symphonic Band, and Jazz Ensemble will Participate. > Bryan said Sean's numbers from 2/4/03 were incorrect. > Bryan is NOT aware that as they are the only band, they will not be competing against themselves. We will offer 3-45 minute clinics, one for each instrumental ensemble. We will inform him of this once we have all the forms and money. > MWL, please adjust with hotels, etc. as needed. > BJS updated IOG and BIBLE accordingly. __X__ MWL ____ __X__ HMS __X__ 2/10/03: > Rec'd Room List and T-shirt Order Form. > Total pax = 127 (110 + 17) > Rms / Pax 22 Qt / 110 00 Q / 000 01 T / 003 06 D / 012 02 S / 002 TOTALS = 31 ROOMS and 127 PAX (110 + 17) > BJS already updated IOG and Bible. > MWL, as these rooms are now Guaranteed, please proceed as needed. Thanks! __X__ MWL __X__ 2/11/03: > Rec'd check #11343, $12,780.50 toward First Payment INV #3276. 2/21/03: > AMH called and left a message with the person in the office for Sean to send his repertoire and set-up forms and for Bryan to send his set-up forms. 2/24/03: > MWL faxed Group Regulations form to Bryan Austin's attention this morning. > Asked for it to be signed and returned NLT 2/26/03. > Bryan faxed back signed form today--GTG. 2/24/03: > AMH called Sean and requested set-up and repertoire forms from him and a set-up form from Bryan. Sean send he would sent them. 2/25/03: > BJS revised Deposit INV #3275 to reflect payment rec'd on 12/20/02. This INV is PIF. > BJS revised First Payment INV #3276 to closer resemble actual size of group +/- 128 pax - $27,788.50 due 01/06/03. > BJS faxed and mailed Final Payment INV #3459. Balance due on account = $41,235.50 due 2/7/03. 2/26/03 >JP called and talked with Sean Linfors and said that we need the choir repertoire and setup form. 2/27/03 > Received Setup and Repertoire Selection Forms for chorus. JBP 2/28/03 > Received Setup and Repertoire Selection Forms from Band. JBP 3/4/03 - t-shirts shipped to Woodside - AMH 3/11/03: > Rec'd 10 pgs of PCCFs! > BJS faxed to DSC as room list and numbers will need updating and they do not jive. > Net gain appears to be 11 or 12. > He is aware that not everything will be available. > to be continued . . . 3/14/03: > Finally have most of this solved. > REVISED TOTAL PAX = 139 (124 + 15) > REVISED Rms / Pax 20 Qt / 100 06 Q / 024 01 T / 003 05 D / 010 02 S / 002 TOTALS = 34 ROOMS and 139 PAX (124 + 15) > BJS updated IOG and Bible accordingly. > BJS emailed Client and told him we would have to have the new RL NLT 3/20/03. > MWL, as these REVISED Numbers are now Guaranteed, please proceed as needed and advise BJS as to any extra charges, etc. Thanks! > BJS will provide Revised Final Invoice once MWL advises as to what we can and cannot provide. ____ MWL ____ 3/17/03: > Rec'd check #11486, $16,000. 3/17/03: > Per MWL, we can prepay for the 12 extra Universal Portions; however, he will be in his own for the Disney 1-day Park Admissions and the 2 Disney Meal Coupons per person. BJS will issue credit off each of these 12 additional Pax at $50.88 for Admit and $20.50 for the two meal coupons per person. > He will have to buy these at the Disney Gate. Admission Tickets = $53.25 ea and Meal Coupons = $13.00 each. 3/18/03: > BJS faxed and mailed Revised Final Invoice as well as cover note explaining additional charges and credits / Disney stuff, etc. > Also faxed to DSC. > Reminded him that RL was due Thursday and it has to match the numbers he provided this past Friday. > TOTAL DUE on ACCOUNT = $28,594.94. 3/20/03: > Rec'd Room List via fax. It matches the numbers and break-down he provided last Friday. > MWL, please proceed as needed - with extreme caution. He still owes us $28,594.94. > DSC was emailing him a note thanking him for Room List being correct and reminding him that balance was due on account. __X__ MWL __X__ 3/21/03: > Rec'd official letter of cancellation from Bryan and Sean. > BJS cancelled coaches with Gallop. > MWL, please cancel all as needed as quickly as possible, especially since this group owes us so much money. Also see if we can return tickets for refunds for the same reason. Thanks! __X__ MWL __X__ 4/16/03: > Dr. Tom Forrest, Prinipal, called 757-886-7530 asking about refund and that BJS return call. > BJS returned Dr. Forrest's call - LVM. > Dr. Forrest returned call. > BJS returned call again - Dr. Forrest very upset. > They were expecting a full refund. Bryan led to to this impression. > He (Dr. Forrest and Bryan) thought since there was a war, they would be receiving a full refund. > I reminded him that contractually they still had an outstanding balance of over $28,000.00. > He said they held that payment because of the war. > BJS explained contarct and policy statement - he said it wasn't really that simple and he'd be in touch. - WHATEVER!!! 6/6/03: > BJS mailed final credit letter to Bryan Austin, as well as Sean Linfors and Tom Forrest, and Mark Fleckenstein. > Faxed to DSC. 6/16/03: > Rec'd letter from Principal, Ashby Kilgore, explaining their dissatisfaction with our resolution and that they plan to turn it over to their legal representation in order to seek a more satisfactory outcome. 6/17/03: > BJS faxed letter from Principal, as well as all other pertinent data to Mark for his response in an effort to avoid further legal action. 6/24/03: > BJS and Mark F. discussed Principal's letter and his drafted response. Mark made a few corrections and will send letter today. 8/15/03: > Mary Lou Roaseau, Ass't. Superintendent for Business & Support Services called, wanting to see if we were willing to make any further concessions, as she was receiving calls from angry parents! > BJS thanked her for calling and said he would welcome the opportunity to meet with her to explain our side of the situation and did not appreciate the fact that we were being bad mouthed throughout the system, etc. especially since they did not have all the facts. > BJS scheduled the appointment for Thursday, 8/21/03, 10AM at Woodside HS. > After consideration, BJS decided to write letter outlining the facts and what we have actually been able to do. > BJS FedExed SON box to Mrs. Roaseau, including letter, participation awards, banners, backpacks and letter of credit from Gallop. > Copied both Directors, DSC, Principal, Tom Forrest, and Sean Carrrig. 8/20/03: > BJS mailed letter to Ann at Gallop releasing our credit of $14,595.00 directly to the Woodside HS Music Dept for use at their discretion prior to March 26, 2004. > Faxed and mailed copy to DSC and Mary Lou Roaseau. 8/20/03: > BJS LM for Mary Lou - wanting to confirm receipt of package (and fax) also seeing if tomorrow's meeting is necessary. . . 8/20/03: > No call back, so BJS called again. > Spoke with Linda, her Secretary, she WCB within 15-minutes or so, but definitely before 2:45 PM. 8/20/03: > Mary Lou called - is in between meetings. Wants to talk tomorrow AM at 8:30 in an effort to avoid my having to drive to Woodside. She will call me at that time. 8/21/03: > Spoke with Mary Lou Roaseau via phone. No need for meeting this morning at Woodside. > Spring Break April 12 - 16, 2004 - CAN GALLOP EXTEND? BJS agreed to write Gallop and ask for extension of 1-month. > School (mainly a small group of senior parents) wants all their money back. She told them this was not a reasonable request; however, in order to satisfy the "senior parents" who will be able to take no advantage of the Gallop credit, she is asking for a cash refund of $2,500.00. > BJS made no commitment - told her to put her request in writing and it would be considered. She agreed and a decision will be made sometime after Labor Day. 8/22/03: > BJS rec'd letter, via fax, from Mary Lou Roaseau re: wanting extension of Charter Credit and an additional $2,500.00. 8/25/03: > BJS sent letter to Ann (Gallop) requesting extension of credit through April 18, 2004. > Asked Ann to respond directly to Mary Lou Roaseau with the NNPS. Also asked that she copy BJS on her response.
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