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Toronto, Ontario, CA,
Torrington, CT, CT
Totonto, CT
Townsend, TN
Towson, MD
Trenton, NJ
Triangle, VA
Tuscaloosa, AL
Tuxedo, MD
Universal City, CA
Upper Marlboro, VA
Vails Gate, NY
Varies, AK
Vaugwa Ontario, CA
Victoria, ON
Vienna, VA
Virginia Beach, VA
Waldorf, MD
Walkersville, MD
Washington, DC
Washington, MD
Washington, NJ
Washington, VA
Washington DC, DC
Washington DC, VA
Washington, D.C., DC
Washington, DC, DC
Washington, DC, MD
Washington, DC, VA
Wellsboro, PA
West Chester, PA
West Grove, PA
West Newton, PA
West Orange, NJ
Westchester, IL
Westhaven, CT
Westminster, MD
Westwood, MA
White Plains, NY
Whites Creek, TN
Wildwood Crest, NJ
Wilkes-Barre, PA
Williamsburg, OH
Williamsburg, VA
Williamsport, PA
Wilmington, DE
Wilmington, NC
Winchester, VA
Winter Park, FL
Winterthur, DE
Woburn, MA
Woodbridge, VA
Worcester, MA
Worthington, OH
Wright-Patterson AFB, OH
Wytheville, VA
X, PA
York, PA
York Springs, PA
Yorktown, VA
Zainesville, OH
OR
Number of
PAX
Youth
Adults
Escorts
DOF
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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 )
12/2/02: > Per Tom, want to start out Wednesday night (4/30) and travel to Montreal. Spend day Thursday in Montreal, then drive that evening to Toronto (5/1). > Do Toronto Competition and then depart Toronto for home on Saturday night and arrive back at school on Sunday AM (5/4). > 247 Pax (225 + 22) > Budget = $400-500, including transportation. > Performing Groups = Band & Jazz Band, String Ensemble and Choir(s) - ??? > HMS, please do CFS. > He will be doing his own transportation. > Tom will call with additional specs once he has a moment. > MWL, please call Matthew at Courtyard Marriott and see if he has the rooms __X__ HMS __X__ __X__ MWL __X__ 1/8/03: > BJS completed IOG and rates then emialed to Tom's attention for his & his colleagues input. We will wait for their decisions prior to proceeding. 1/14/03: > BJS called Tom to follow-up . . . > LVM. 1/16/03: > Rec'd email from Tom - may do all Montreal (using Music Festivals). BJS LVM for him to call ASAP ASAP ASAP so we can discuss!!! 1/21/03: > Per Tom, will be departing Thursday early AM +/- 5:00 AM and then returning home thru night on Saturday, following Festival Awards / Activity, etc. Arriving +/- 6AMish. (2 nights at hotel.) > Needs to see Apples to Apples and then all-inclusive. Likes the idea of Clinics added for B, C & O. > BJS promised something NLT Friday, 1/24/03. > BJS updated Bible based on conv with Tom. Will wait and do IOG once we know Music Festivals tentative schedule (MWL) > MWL, please secure room and make call 1/24/03: > BJS emailed PTP and then LVM to call re: apples to apples. 1/27/03: > BJS LVM for Yom to call re: PTP and apples to apples. 1/28/03: > Tom LVM over night - all three were very pleased with proposal. He will call to discuss some possible revisions, etc. either this morning or after school later today. > Did not hear from Tom (argh!). 1/29/03: > BJS called and LVM. 2/4/03: > GOOD NEWS! > BJS spoke with Tom, they are ready for Contract. May want to do some tweaking once we have a better feel for Friday's festival day. > BJS explained that we need to get their completed festival applications to Music Festivals in order to get a better handle on this; although, even then nothing will be finalized. He understands. At least if we know exactly which groups are going to be competing, we can better plan there day. With this in mind, MWL, please fax Tom their partially completed Music Festivals Application today. He is expecting it. He will complete and then return via fax so we can get it on to Music Festivals. > Ready for Contract, but - his tweaking idea concerns me just a bit - MWL, go ahead and do what you need to do in order to insure the hotel & HRC and anything else you feel may become difficult to secure later, especially for such a large group. I know it is hard to tell when working in a city and vendors we have never worked with before. > Once we have Music Festivals Application back in our office, we will complete CN and FedEx to Tom, hopefully by the end of the week (2/7). > Thanks! __X__ MWL __X__ 2/10/03: > BJS completed Contract Packet, including Deposit INV #3435, $16,200.00 and First Payment INV #3436, $24,840.00 - all due with Contract and CCIF on 2/21/03. > Mailed FedEx SON for Tuesday arrival. 2/26/03: > BJS called Tom and LVM re: status. 2/28/03: > BJS called Tom - LVM - need status update. 3/3/03: > BJS called Tom again - still no word, did not LVM. 3/6/03: > BJS made follow-up call and spoke with Tom. > Trip is still on and has been 100% approved! > They have been delayed due to severe winter weather - another 6-8 inches expected today; however, they are in school and have only missed three days all year! > Tom will sign and return Contract. > Tom used county funds for Music Festivals Application - didn’t seem to remember that we included this in our package, so he sent it on to the county and they then sent the Application and Fees directly to Music Festivals. > MWL, please check with MF and see if they have it yet - like many school systems, sometimes things get bogged down in the central office (aka Rocky Hill School). If MF has it, maybe they could fax you a copy so we can have it in our files. If the dno't have it, alert them to the fact that it is coming directly from the school, not our office. > First Deposit due from students next Friday, 3/14/03 and Final Payment due from students on 4/1/03. > Tom has requested $1,000.00 from school board - PO #61395. Board Office Address is 78 Eldredge Pkwy, Orleans, MA 02653 CCIS is Vendor #50685. Tom sadi to go ahead and send them an INV for the $1,000 and it might expedite the process. BJS will do so. > Tom is still having issues with his charter company over driver hours as they do not want to use relief drivers. > MWL, please check with All About Montreal Tours and see if they have coaches which the group could use. If they do, we realize it would be more expensive, but his drivers & coaches could drop the group off Saturday at the Underground City following the Awards Ceremony around 1PM and then the tour company's coaches could pick them up at 3PM for their city tour, dropping them off at the Dinner / Cruise that evening. His drivers could then pick his group up at the conclusion of the cruise and head for home. By using these "other coaches and drivers", his coaches and drivers could get approximately 9-hours off. BJS said he would advise Tom of the availability and rate for such a plan so he could run it by his charter company to see if they can live with it . . . MWL, please advise ASAP - Thanks! __X__ MWL __X__ 3/6/03: > BJS completed and mailed "dummy" invoice #3484 to Nauset Schools for $1,000 as Tom requested. 3/6/03: > BJS LVM - cannot get busses for tour as suggested. Maybe his company could hire drivers from Montreal to drive from 1PM - 10 PM - whatever. . . 3/17/03: > Rec'd check #113908, $1,000.00 from School Board. (This was based on the dummy invoice and PO) > BJS called Tom to let him know it was here. Do I still need to do a Revised INV for this $1,000? > Also asked him to fax signed contract ASAP! 3/18/03: > BJS returned Alison's call - LVM. 3/24/03: > Tom called and sent email. Trip is a go. > BJS explained that he had to fax his contract and forms in order for us to proceed. > Rec'd participant list via email. > Per email, total pax = 157 (148 + 9) > Rms / Pax 36 Q / 145 (1 roll-away) 01 T / 003 03 D / 006 03 S / 003 TOTALS = 43 ROOMS and 157 PAX (148 + 9) > BJS updated IOG and Bible accordingly. > MWL, these nubers are correct, but we still need his official forms. > Please advise both BJS and Tom as to whether or not Music Festivals has ever rec'd their festival application. > On 3/25/03, BJS spoke with Tom and confirmed Adult number as 9 total (3 Double Rooms and 3 Single Rooms). Also stated that without his forms we were hard pressed to proceed. Please fax today! ____ MWL ____ 3/25/03: > Rec'd CCIF, FPGF, and HIF. > Contract being reviwed by Principal and School Board Attorney. Will be delayed. > Check has been requested from Book keeper for Depsoit & First Payment. > Also rec'd Music Festivals applications. 4/1/03: > BJS called Tom - Basically - LVM we need your $$$ and K in order to go further. 4/3/03 > MWL called and LVM stating that we were going to lose their hotel rooms tomorrow and lose the cruise through the festival company b/c we do not have anything substantial from him at all. > Tom called back--he will be faxing the K and a copy of a $10,000 check NLT tomorrow. > He will be sending the check out for arrival in our office NLT Monday morning. 4/9/03: > Rec'd fax copy of check for $10,000.00. > Tom is overnighting this afternoon. Did not go out earlier as Principal was holding it due to concerns over was and SARS. 4/11/03: > Rec'd check for $10,000.00 via USPS overnight service; although it was sent on 4/9/03. 4/14/03: > BJS LVM ofr Tom - we have to have your Room List faxed immediately. It doesn't matter if it is on our form or not, but we have to have it & it needs to match the numbers he provided on 3/24/03. 4/16/03: > BJS faxed and mailed Final INV #3519, $37,062.00 - due: 3/17/03. > Total Due On Account = $37,062.00. 4/16/03: > Rec'd Room List via email. > REVISED Total Pax = 159 (148 + 11) > REVISED Rms / Pax 37 Q / 148 00 T / 000 04 D / 008 03 S / 003 TOTALS = 44 ROOMS and 159 PAX (148 + 11) > BJS updated IOG and Bible accordingly. > MWL, these nubers are now REVISED & GUARANTEED, please proceed as needed. Thanks! > BJS faxed and mailed REVISED INV #3519, $37,662.00 = BALANCE DUE ON ACCOUNT. ____ MWL ____ 4/17/03: > Spoke with Principal - gave extension until 5PM this afternoon. 4/17/03: > Rec'd REVISED FINAL ROOM LIST & PCCF. > REVISED Total Pax = 152 (143 + 9) > REVISED Rms / Pax 30 Q / 120 07 T / 021 04 D / 008 03 S / 003 TOTALS = 44 ROOMS and 152 PAX (143 + 9) > BJS updated IOG and Bible accordingly. > MWL, these numbers are now REVISED & GUARANTEED, please proceed as needed. Thanks! > BJS faxed and mailed another REVISED FINAL INV #3519, $36,474.50 = BALANCE DUE ON ACCOUNT. > BJS reminded Tom that MWL needs Set Up Forms. ____ MWL ____ 4/21/03 > MWL priority emailed Tom a reminder that the Set-up Forms were due here today. WE'll see. 4/22/03 > WE STILL DO NOT HAVE THE SET-UP FORMS. (Due to MWL NLT yesterday @ 3pm.) > MWL LVM for Tom @ home b/c they are on "vacation week" this week. Whatever--need the forms NOW and asked for a CB to tell MWL what was going on. > Waiting for CB. 4/23/03 > As of this morning, still nothing from Tom. > MWL will put file back in the cabinet until final plans are made--we need to talk to him about the changes in his itinerary (due to festival activities schedule) and can do nothing more until then. 4/23/03: > BJS and MWL spoke with Tom re: changes to IOG. > MWL, please see REVISED IOG for his final decisions and proceed accordingly. > BJS emailed to Tom and will then issue credit for attractions which have been deleted. > BJS revised BIBLE as well. ____ MWL ____ 4/28/03 > Tom called--his principal wants to know if any of the other groups for this festival weekend have cancelled. > MWL to call festival company and get back to him. > MWL called MF and then called Tom back. > Of the 9 groups originally scheduled, only one has cancelled (from Rhode Island). > Also, out of the remaining 8 groups, 6 are from MASS, one is from Delaware and one is from Maine. > MWL LVM for tom re: the above and told him to call if he needed more information. 4/30/03: > BJS called Tom to confirm his receipt of FedEx Package. > BJS LVM - please fax Receipt Form. 7/9/03: > BJS received another copy of County PO form Tom for Festival Fees. BJS created Invoice #3548, $175.00 and mailed to County Offices as requested. Sent copy of Invoice to Tom as well as check #6919, $175.00, reimbursing his booter account for the fees which we are certain will be forth coming from the county.
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