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Hotel Info Form
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
10/20/03: > Rec'd Application for FOE 2004 - Williamsburg 1 via fax. > 4D/3N Package - BUT NEED FRIDAY, SATURDAY & SUNDAY NIGHTS at hotel. MPB has confirmed availability with Vivian at the Hospitality House and we can proceed as needed. > 107 PAX (100 + 7) > Will arrive Wmsbrg Friday early evening & would prefer to have choral performances on Friday evening and instrumental performances on Saturday AM. BJS told her we could not guarantee - but would do our best to accommodate. > Will also be wanting some additional attractions. BJS and AMH explained that Contract Noyebook would have Add-ons and she can select and we will proceed accordingly. > Kristen Acker-Rund is the Director of Music and our Main Contact (maybe she conducts all the ensembles, but I do not think so . . .) > Competition / Performance Option is undecided at this time for all groups > Choirs: Chorus (Mixed - 65 singers) The Peddie Singers (Jazz Choir - 16 singers) The Peddie Melodies (Women's Choir - 14 singers) The aca Fellas (Men's Choir - 12 singers) > Full Orchestra (50 players) > String Ensemble (13 players) > Concert Band (35 players) > Jazz Band (17 players) > BJS added to Status Schedule, FOE Participant List, Wmsbrg 1 Ensemble List and Hotel Usage Chart. > AMH emailed Application Rec'd note on 10/23/03. 10/26/03: > BJS completed Contract Packet, including Deposit INV #3638, $2,675.00 due with K on 11/19/03. Also included First Payment INV #3639, $11,715.00 due 1/23/04. > MPB, please process per FOE SOP and mail on Monday via USPS 2-day mail. This is NOT a Debbie Client. Thanks! __X__ MPB __X__ 1/5/04 - AMH sent email regarding signed contract, deposit, general information form, and charter company information form. 1/12/04 - Kristen called Alice. They are very interested in attending, are working on final numbers and participating groups, and getting together the deposit. She is also having trouble accessing lists. AMH said she would help her with the lists. They ARE coming. She also asked about clinics and how many they would have. 1/22/04: > Rec'd check #92345, $2,675.00 - INV #3638 - PIF. 1/22/04 - AMH called Kristen. We have received her deposit but are still missing her contract, general information form, and charter company information form. AMH left voice mail for Kristen and also reminded her that her first payment is due tomorrow and that she may want to begin the process of getting that to us to get caught up. 1/23/04: > Rec'd signed K, as well as CCIF and GIF via fax. 1/29/04: > BJS faxed and mailed Statement showing $11,715.00 due on account. 1/29/04: > BJS returned Kristen's call re: additional inclusions - LVM. 1/30/04: > BJS mailed signed copy of K to Client. 2/4/04: > Kristen called, OK with Clinics for Band & Orchestra. (Alan Michaels, Band & Orchestra Director) > Would prefer Instrumental Performances on Friday PM and Choirs Sat. AM. BJS said we would note her request, but cannot guarantee at this point. > Discussed additional inclusions for Sunday, 10AM - 12PM 2-hr Colonial Williamsburg Tour, the off to Norfolk for Nauticus' Big Ticket, then back to Wmsbrg for Student Dinner Theatre on Sunday night. Rate BJS quoted = $79pp. She will discuss with other Directors and get back with BJS on final decision. 2/12/04: > BJS spoke with Kristen, discussed comps, adult packages, drivers rooms ($98/night), etc. > Regarding Add-ons, we will wait unbtl the 23rd when FPGF & RL are due, so shew will know her actual numbers, and then nake final decisions here. Her per person charter costs are a determining factor on these items and she won't be able to confirm the $ until numbers are set. 2/13/04: > BJS spoke with Kristen re: performing ensembles. > There will be 4 choirs, 2 orchestras and a jazz band. > She will check with head master to see if they can depart school earlier on Friday so they will be in Wmsbrg around 5PM rather than 6:30PM. She is aware that we are trying to schedule all choirs Friday PM, Peddie #1, Fairlands, then Peddie #2, #3 & #4 back to back - she is fine with this. Instrumental groups would then be on Saturday AM at Warrick HS. > She WCB once departure time has been confirmed. > Travel time to Wmsbrg = +/- 6.5 hrs. 2/24/04: > Rec'd check #92865, $11,715.00 - INV #3639 - PIF. 3/3/04: > BJS spoke with Kristen - we need your RL, HIF, FPGF, T-shirt Form, etc. as well as decision on Add-ons. Supposedly, she will fax tomorrow. 3/4/04: > Rec'd "I'm so frustrated . . ." email from Kristen. > BJS sent response - explaining deadlines and why . . > HMS, please check availability of Student Dinner Theatre for this group in Williamsburg, on Sunday eveing, April 25, 2004. They are staying at The Williamsburg Hospitality House. Group is expected to number around 80 - 100. Please adsvise BJS when you have answer. Thanks! > They also want to add Williamsburg Tour and Nauticus' Big Ticket. Tour Sunday AM and Nauticus Sunday afternoon. (Will have lunch at MacArthur Center via the Big Ticket's meal coupon). __X__ HMS __X__ 3/4/04: > Rec'd FPGF, RL, HIF, & T-shirt Order Form (gave to AMH). > Total Pax = 106 (95 + 11) > Rms / Pax 21 Q / 84 04 T / 12 04 D / 08 02 S / 02 TOTALS = 31 ROOMS and 106 PAX (95 + 11) > BJS updated Bible and Hotel Usage Chart accordingly. > As these numbers are now GUARANTEED, please proceed as needed. Thanks! __X__ MPB __X__ __X__ HMS __X__ 3/5/04: > BJS faxed and mailed Final INV #3815, $11,337.00 due - 3/9/04. 3/9/04: > Rec'd check #93076, $11,337.00 - INV #3815, PIF. > ACCOUNT AT THIS POINT IS PIF. 3/9/04: > Rec'd email, wants to include the Student Dinner Theatre. > HMS, please proceed as needed for a 7PM show on Sunday evening, April 25, 2004. Thanks! __X__ HMS __X__ 3/9/04: > Rec'd Set Up & Rep Forms. 3/16/04: > BJS completed IOG. > HMS, please review IOG and proceed as needed. Thanks! __X__ HMS __X__ 3/22/04: > BJS faxed and mailed Additional Inclusion Inv #3847, $7,979.00 - due: 04/09/04. 4/8/04: > Rec'd PCCF and updated Romo List. > Number of total Rooms is unchanged; however, she has done some switching around and there is now 1 less student in the group. > Revised Total Pax = 105 (94 + 11) > BJS updated Bible and IOG accordingly. > BJS marked Room List as Final Version. > MPB, please forward Final Version of Room List to Hotel as needed. > Group will be charged for once cancellation (75% of a Triple Package). > Final Deadlines have passed and group can make no further changes or revisions. > MPB & HMS, please review and proceed as needed. Thanks! __X__ HMS __X__ __X__ MPB __X__ 4/20/04: > BJS faxed and mailed Revised Final INV #3847 to Kristen - reflected lower rate add-on package as well as credit (25% refund) for canceled participant #106. $5,833.75. > BJS spoke with Krissten and told her to go ahead and mail check - not to bring it with her to Williamsburg. She is fine with that and will have the school process for payment as soon as she receives it. 4/21/04: > BJS LVM for Kristen - we need her to fax the Receipt Form. 5/7/04: > Rec'd check #93859, $5,833.75. > ACCOUNT IS PIF.
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