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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 )
10/28/02: > Rec'd Application for FOE 2003 - New York 1 > Rec'd Application Fee Check #23056, $225 (3 ensembles @ $75 ea). > 120 Total Pax (104 + 16) > PACKAGE #1 (3D/2N) Standard with no additional inclusions at this time. Transportation also appears to be on own. > Thursday & Friday nights at hotel. > MUSICATE OPTION > 2 Bands: Upper School Concert Band (25 players) Middle School Concert Band (55 players) > 1 Orchestra Middle School String Ensemble (24 players) > Leslie Moe Long (St. Christopher's) and Amy Blake (St. Catherine's) = Band Directors > Bill Comita = Orchestra Director > BJS added to TPMS as well as Status Schedule & FOE Participant List. > HMS, please make up CFS. > MWL, please confirm hotel assignment. > CN to mail by 11/1/02. > Thanks! __X__ HMS __X__ __X__ MWL __X__ CROWNE PLAZA--MEADOWLANDS 10/28/02: > BJS created Application Fee INV #3272 - PIF (check #23056 - $225.00.) 11/11/02 > Leslie called and spoke to MWL. She was requesting us to handle the whole trip as we had before. > No problem--MWL completed FOE-PGIF and forwarded to BJS. > Includes request for transportation--she decided she doesn't want to deal with it--wants 3 quotes: James River, National & Winn. > Groups size at this time is about 120--she wants to get it down to 2 buses (2-55's, I guess). __X__ BJS __X__ 11/18/02 > Amy called with some questions about the trip--added some things to the possibilities for activities. > She needs to get with Leslie and talk about some of the stuff--they are having just a bit of trouble meeting ey-to-eye on some of the choices. > MWL told her that was fine, but we needed to know what really needed to happen ASAP so we could put together a sample IOG. > She completely understands and she/Leslie will get back to us ASAP. __X__ BJS-FYI 12/3/03 > MWL emailed Leslie to see if there was any "progress" in the decisions re: their additional inclusions. > Leslie emailed back saying she thought we had "already done that" and to proceed with that list. > Okey dokey---MWL emailed that we would get something to her very soon. 12/12/02 > Leslie emailed MWL asking for when she might get the pricing and IOG. > MWL fwded email to BJS to discuss upon return on Friday. 12/13/02 > Per BJS & MWL discussion, MWL emailed Leslie and told her that we would have something to her next week. 12/18/02 > Amy called--long story short, please email sample IOG to all 3 leaders. > Emails are on bottom of FOE-PGIF. 12/20/02: > Rec'd response from Leslie - Only 1 Band for Clinic as HS Students will be combined with MS Band. They are all "MUSICATE OPTION" > Also, wants to have their Band students join the end of the Orchestra Clinic for a full orchestra selection - if schedule will permit. > Would prefer planned lunch for Saturday, even if it means deleting the 2 $5 MCs for dinners en route. > BJS responded via email - expect no problems with schedule, but cannot confirm until performance schedule is set in early February. > Also - we can do the Saturday lunch, but will need to confirm once schedule and performance locations are set. 1/3/03 > Leslie called and LVM for MWL--go to contract!!! __X__ BJS __X__ 1/15/03 > MWL is still waiting for a NBC Studio final confirmation, b/c someone didn't make the "right" note somewhere to block off the times requested. Therefore, it is PC. > Otherwise, attachments match the penciled marks on IOG and I kept in the $5 meal credits (easily deleted if needed)--forgive me, with all the switching around of restaurants/times, I cannot exactly remember how all the pricing panned out. > If this isn't enough to go ahead and send a K to these folks, just let me know. I figured you might need it back for transportation quote purposes. 1/15/03: > BJS recised IOG and reviewed rates - they are unchanged; however, the meal credits, 2 @ $5 and 1 @ $10 have been used to pay for the extra planned meal. > BJS faxed CQRs to James River, Martz, National & Winn. > CN to be mailed once we have their charter selection. 1/16/03: > BJS sent email to all three directors re: charter selection. Needs to be made ASAP in order for CN to be completed. 1/20/03: > Rec'd email from Leslie - they want the coaches from National - just 2-55s. It does not appear as if they'll need the third coach. BJS called Megumi and requested K for 2-55s and released the 1-47. > Contract to mail/deliver NLT 1/21/03. 1/30/03 > Recv'd FPGF, HIF, GIF, & Rooming List via fax, as well as signed Contract, Show Selection Form and GIF. > MWL noticed there were a large amount of triple's listed for the boys & the girls--MWL LVM for Leslie re: this and asked for a CB just to make sure she really wants to make all those triples when she could save some $$ by combining most of them. > Waiting for a CB--BJS waiting to process until above is answered - Room List is correct as faxed. > Total Pax = 104 (86 + 18) > Rms / Pax 14 Q / 56 10 T / 30 09 D / 18 00 S / 00 TOTALS = 33 ROOMS and 104 PAX (86 + 18) > MWL, as these numbers are now GUARANTEED, please confirm / proceed as needed with some caution - as we do not yet have any of the group's $$$. Thanks! > BJS updated Bible and IOG. __X__ MWL __X__ 2/3/03: > Rec'd PCCF and Revised Room List Page #3. > REVISED Total Pax = 103 (85 + 18) > Rms / Pax 16 Q / 64 07 T / 21 09 D / 18 00 S / 00 TOTALS = 32 ROOMS and 103 PAX (85 + 18) > MWL, as these numbers are now REVISED & GUARANTEED, please confirm / proceed as needed with some caution - as we do not yet have any of the group's $$$. Thanks! > BJS updated Bible and IOG. > BJS will charge 1 Cancellation Fee - 30% of Triple __X__ MWL __X__ 2/5/03 > Amy called and spoke with MWL. > LSS, they want to add one adult to their group to bring it back up to 104. (This is an adult female that would go in a Single Occ. room--she is traveling separately, but doing the entire rest of the trip with the group.) > MWL told her that they would need to complet a PCCF and fax it--and told her that certain things would be based upon availability. > MWL faxed blank form to Leslie's attention @ St. Chris's (per Amy's direction) and they will complete as needed. She understand that they will be invoiced accordingly. > Also asked about show choices--could they change or do they need to submit more at this time? MWL answered "no" they cannot make changes, but if we needed more choices we would let them know ASAP. > Also, MWL gently worked in that we had not recv'd any $$ form them yet. > WILL WAIT FOR PCCF!!!!!!! __X__ BJS--FYI 2/6/03: > Rec'd check #24041, $23,491.00 - INV #3397 & 3398 - PIF. 2/21/03: > Set up and T-shirt forms are due. AMH called to remind of deadline so t-shirts can be received - left voice mail for Leslie. 2/21/03: > Repertoire, set up and t-shirt forms were faxed and entered. AMH 2/21/03: > Rec'd PCCF, Adding the one adult mentioned in phone conversation of 2/5/03. > MWL updated Room List accordingly. > REVISED TOTAL PAX = 104 (85 + 19) > Rms / Pax (REVISED) 16 Q / 64 07 T / 21 09 D / 18 01 S / 01 REVISED TOTALS = 33 ROOMS and 104 PAX (85 + 19) > MWL, as these numbers are now REVISED (AGAIN) & GUARANTEED, please confirm / proceed as needed. Thanks! > BJS updated Bible and IOG. __X__ MWL __X__ 2/25/03: > BJS faxed and mailed Final Inv #3456, $16,598.00 due : 2/21/03. 3/4/03: > Rec'd PCCF from Leslie. > REVISED Total Pax = 101 (82 + 19) > BJS revised IOG and Bible. > MWL, please proceed as needed. > MWL spoke with Leslie on 3/5/03 and explained that they will be charged the 30% cancellation fee as well as for 3 extra Show Tickets and the corresponding portion of each of the canceled persons room (2 were quads, 1 was a triple). __X__ MWL __X__ 3/5/03: > BJS faxed & mailed Revised INV #3456, $16,372.20 due: 2/21/03. 3/5/03: > Rec'd check #24264, $16,598.00. BJS applied to INV #3456 - which once revised lease a CREDIT of $225.80. > ACCOUNT IS PIF. 3/6/03: > BJS mailed overpayment Refund check #6550, $225.80. 3/7/03: > BJS completed Final Itinerary and emailed advance copy to Clients. > FI is ready for processing. > HMS, please be certain to fax a copy of the FI to Megumi at National Coach. > Jennifer, please run 9 copies of the Final Itinerary. I realize you usually do 7, but for FOE groups, we need 9. > Complete FI Packet to be mailed FedEx SON on Friday, March 14, 2003. __X__ HMS __X__ __X__ JBP __X__ 3/12/03: > BJS packed FI boxes to be mailed on Friday, 3/14/03 - FX SON. 3/14/03: > Mailed FedEx Packet. 3/17/03: > Rec'd receipt via fax. 3/19/03: > Amy called - school has made decision to cancel trip. > She will have something in writing to us later today. > BJS explained that it will nto be official until we have it in writing and the sooner we have it, the higher the probability we may be able to recover some things . . . > BJS read statement, she understands completely and was happy to know that we will do what we can on their behalf and understands that it may be months before this is settled. __X__ MWL __X__ 3/19/03: > BJS called Leslie to make certain both schools were on the same page. > They are and then rec'd official letter of Cancellation via fax. 5/8/03 > Due to numerous group cancellations, Broadway has made some modifications for what they call "Past Date Tickets". > In an effort to show groups the progress we are making, MWL put together a letter explaining this policy, along with its guidelines--the letter was put in certified mail today to the Group Leader's attention. 7/9/03: > BJS mailed final credit letter to Leslie's attention at St. Christopher's.
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