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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 )
10/27/99: > Per DSC call from Client, trip is being put to bid. > 450 miles, 7.5 hrs n.s. > Hotel - try Hampton Inn Meadowlands, Embassy Suites Meadowlands & Hampton Inn Ridgefield Parkway. Rate & availability will determine. > All Lunches on own. > Include Dinners. > Charter quotes from Great American, Linkous & Abbott. (2- 47's). Client to provide DSC with number for Great American. > Musical = Footloose or Jekyll & Hyde. > Tour of NY Times Newspaper, if available. > Shopping Time at Macy's. > Lunch Cruise on Spirit of New York. > Empire State Bldg. > Statue of Liberty & Ellis Island. > Budget = $300 - 350 > Met Museum of Art > Call David Letterman Show, see if on street performance out side the Ed Sullivan Theatre would be a possibilty and would camera make periodic shots outside to them on the street! (Yeah Right!) > No festival, no performances (other than Letterman!) > Needs PTP for Booster Board mtg on 11/9/99. > BJS completed IOG & Bible. > PTP to be finished NLT 11/5/99 so Client can have it in advance of Board mtg for comparison. > After additional conversation between BJS & DSC, we have decided that all inclusions could be handled in a 3d/2n scheme, so I have prepared IOG & Bible accordingly. This will also assist with their rather limited budget. > Make call to the David Letterman Show first, for if they would really consider such a thing, we would need to be there on Monday night. As I am almost 100% certain the show will not go for such an idea, I have excluded it from the IOG completely. In the event the show would have them, I will need to revise the IOG immediately, befire any calls to charter companies & hotels. __X__ MPM __X__ 11/5/99: > Spoke with DSC, BJS to FedEx S.O.N. this afternoon if possible, if not, Priority O.N. on Monday. > Send to Debbie Witt, (Trip Coordinator) 428 W. Road, Blue Ridge, VA 24064 (residence). Sign release so they will leave parcel without a signature. > We will also fax once complete this afternoon or Monday am to 540-977-3996. This is a combo Phone/Fax line, so you may need to call first. > DSC to call Monday am to review / explain PTP to Client. __X__ MWL __X__ 11/7/99: > BJS competed PTP. > Faxed copy to DSC with note that we were faxing and FedExing to Client Monday AM. Should she elect to fax her copy to the Client on Sunday evening, she (DSC) is to call and let us know she has done it so we don't send it twice. If we don't hear from DSC by 9:30 am, MWL to fax it as stated in entry from 11/5. Regardless, MWL to process and FedEx, P.O.N. as stated in entry from 11/5/99. __X__ MWL __X__ 11/9/99: > Debbie Witt called and spoke with BJS at length. > MWL to fax Customer List NOW! - Done 11/9/99. > We discuused a number of things and she has found that we seem to be the only company that can confirm the arrangements we have proposed! > Mtg. is tonight and she will get back to us soon! Sounds very positive! 11/10/99: > Per Debbie Witt, sounds as if she is using CCIS for this trip. > Discussed our quote vs. one from a local company. > Need revision by 11/19/99 for Parent Mtg/Banquet. > Depart Friday afternoon, +/- 2pm. > They will be doing their own busses. > Depart time from NY on Monday as currently shown. > Will need an additional night at the hotel. (Friday night) > Switch show (Footloose or Jekyll & Hyde - they are polling students for decision) to Sunday matinee. > Add 4 hour Step-on Guided tour Sunday to include Central Park, Times Square, Madison Square Gardens, Historic Mansions, Chinatown, Grand Central Station with lunch on own at GCS. Would like ability to stop and get out here and there, especially at Grand Central. (They have allowed as much as $10 per person fo rthis guided tour) > Shift Luncheon Cruise to Saturday. > Shift MET to Saturday am, prior to cruise. Allow for additional shopping time. > Add Sony Wonder Tech Lab, as time permits. > Delete NY Times tour (wasn't available anyways!) > Change Hard Rock to Dinner at David Copperfield's Magic Underground (1604 Broadway & 49th) Interactive Restaurant? > Would like hotel brochure. > Needs menu for Spirit of New York Luncheon Cruise. Is this narrated or a DJ Cruise? > Deposit/First Payment, as well as contract, all due to our office 12/24/99. ($120/person). > BJS revised IOG & Bible. > I told her we'd do what we could to get something to her by the end of next week. I also explained that we would be at the VMEA Conference Wed - Friday and may not be able to have everything finished by then. We'll do our best! __X__ MPM __X__ 11/17/99: > BJS completed IOG with Rates so Debbie Witt would have something for her meeting piror to BJS departing for VMEA. > DSC confirmed receipt of IOG with rates. > DSC to get word on Contract readiness 11/22. 11/22/99: > Per DSC conversation with Client. > Show choice = Jekyll & Hyde. > Waiting for OK to proceed to Contract. We should have it by Wednesday. Client wants to have firmer numbers before we proceed to contract. 12/1/99: > Per DSC conversation with Debbie Witte. > Needs pricing to be revised based on a maximum of 54 total pax (41 + 13). BJS completed and gave to DSC with 2 & 3 comp options. > DSC to share with client and then ready for contract. > Show choice = Jekyll & Hyde (Budget = NGT $60.50) > Go ahead and place order for show tickets. > BJS revised IOG & Bible accordingly. __X__ MPM __X__ 12/2/99: > Per DSC conv with Client > Ready for contract (with 2 comps @ double). > As this is going to contract, please review and confirm as needed. > BJS hopes to mail contract by 12/6/99. __X__ MPM __X__ 12/8/99: > BJS called school to get name (540-992-1261) of Band Director so he could be listed as party on Contract. Rex Davidson, Band Director. > BJS completed Contract Packet, including Revision 2. > MWL, please process and mail per SOP to Debbie Witt, Trip Coordinator (at her home address). Please fax copy of Revision and Contract Deadline Schedule to DSC. > Contract & Deposit/First Payment of $120pp due: 12/21/99. > As this has gone to contract, please review and confirm as needed. Thanks! __X__ MWL __X__ __X__ MPM __X__ 12/30/99 > Mailed FPGF Reminder Letter today. 1/3/00: > Received Signed Contract & Deposit Check #1657 ($5,640.00). > As this is UNDER CONTRACT, please review and confirm as needed. Thanks! __X__ MPM __X__ 1/11/00: > Debbie Witt called & spoke to BJS at length re: Comps and whether or not to let her Bus Driver have one of their comp packages. I advised her against it and told her not to include him on their room list & FPGF unless he was getting a full package. 1/12/00: > BJS faxed OK to PAY to Debbie Witt re: Jekyll & Hyde tickets. > Due back in our office NLT 1pm, Fri., 1/14/00. __X__ MPM __X__ 1/14/00: > Received OK to PAY for 50 Jekyll & Hyde tickets. BJS faxed received note back to client to confirm our receipt. BJS gave fax to MPM, straight from machine. 1/21/00: > Received FPGF, Room List, Hotel Info Form & Charter Co. Form (they need a driver's room & we'll bill) > Total Pax = 49 (35 + 14) > Rms / Pax 5 Q / 20 8 T / 24 2 D / 04 1 S / 01 TOTALS = 16 Rooms & 49 Pax. > MPM, please note Other Requests on the Hotel Info Form. > BJS updates IOG & Bible to reflect guaranteed numbers, etc. > They did OK TO PAY for 50 show tickets, since guaranteed count is 49, we will bill them for the 50th. __X__ MPM __X__ 1/27/00: > BJS prepared Statement & INV # 2577, $10,513.00. Due: 2/8/00. > BJS faxed & mailed to Client c/o: Debbie Witt. > MWL, please finishing processing per SOP. __X__ MWL __X__ 2/15/00 > Recv'd check# 1663, $10,513.00. Final Payment. Invoice # 2577 PIF. 2/23/00: > Per DSC, Needs to add one additional participant. Total Pax = 50 (36 + 14) > BJS added Rachel Quirin to Debbie Witt's room. MPM agreed that we do not even need to notify the hotel since the number of rooms does not change and the Delux Continental B-fast is included with the room. Also, they already had an extra show ticket. > BJS revised Room List > Rms / Pax 6 Q / 24 7 T / 21 2 D / 04 1 S / 01 TOTALS = 16 Rooms & 50 Pax. > BJS revised IOG & Bible based on these new numbers. > Please revise, order & confirm as needed based on these new numbers. Thanks! ____ SMP ____ ____ MPM ____ 3/3/00: > BJS prepared & faxed & mailed INV #2633, $171.00. Due: 3/15/00. This is for the additional pax added on 2/23. > MWL, please process per SOP. __X__ MWL __X__ 3/6/00 > Recv'd check #1668, $171.00 (for 50th person), invoice #2633---PIF. 3/14/00: > BJS completed FINAL ITINERARY. > DSC to pick-up complete FI Packet this evening for delivery on Wednesday, 3/15/00. > Please process and deliver per SOP. ____ MWL ____ ____ SMP ____ ____ MPM ____ 3/17/00 > Recv'd signed Receipt Form from DSC via fax.
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