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Plymouth Whitemarsh HS Band-Pittsburgh, PA-10-21-2011
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Toronto, ON, CANADA,
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Toronto, Ontario, CN
Toronto, Ontario, CA,
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OR
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Received
Final PAX
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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 )
Plymouth Meeting to Cranberry Township PA = 325 Miles / 5.5 hrs non-stop. Hotel in Cranberry to Kennywood = 35 miles / 1 hr non-stop 5/18/11: > BJS completed IOG. 5/19/11: > BJS ran rates and then completed and emailed PTP to Sue, WAH & JAF. 5/23/11: > Rec'd email from Sue, group is larger than expected. Tonia has 53 signed up for band already. . . > Wanted to see if there were any super capacity coaches available. > BJS repsonded to Sue via EM - Wow, another great problem to have (we always like it when people say their group is going to be larger than we expected!!!). As far as larger coaches go, nothing really bigger than the 52 - 57s in your area at this time. Perkiomen does have a 26-passenger coach, and the rate is $2,875.00. If she paired this with the 52-passenger from Perkiomen that we already provided a quote for, they will have a total capacity of 78 seats at a total charge of $6,215.00 (or $79.68 / seat at maximum capacity). The 26-passenger does have a smaller storage / luggage area, but if they are pairing that with a full size coach, they should be OK since the trip is just a 3d/2n tour. Please share this information with Tonia ASAP and see how she would like us to proceed. Also, try to get a ball park on the total number of students and adults she is projecting so I can make certain we have sufficient rooms at the hotel, etc. Just like earlier this morning with Phoenixville, always better to be on the high side so we can release if not needed, than to be on the low side and need and not be able to get. Once she gives you an answer on the coaches and the new estimated number of pax, see if she is ready for us to complete her Contract / Group Leader's Handbook. 5/24/11: > BJS revised IOG and then updated rates (package prices stay the same). > BJS updated attachments. > BJS updated Bible. > BJS sent EM to Sue - I have updated the numbers to 60 (53 + 7). Obviously, we will adjust as needed in August, just want to make sure I am near her max, so we have sufficient hotel rooms, etc. An updated IOG is attached and I have switched out the Zoo / Aquarium for the Carnegie Museum of Art & Natural History. An update PTP is also attached. Please see if we have the "Go To Contract" from her and get a decision on what she'd like to do about the coaches. I realize she is at a hard spot numbers wise when it comes to coach capacities, but we really should get a bus or busses under contract. If she thinks she is going to be at 60, we should probably go with the 52 and the 26 from Perkiomen. We can always release the 26 if she ends up not needing it - but, we need this direction from her so I can include it in the Contract Notebook. 9/5/11: > BSJ completed CN, scanned and emailed to Tonia, Sue and JAF. > Hard copy to go in FXSON on Tuesday. > K is due back this Friday, Forms and next payment are due 9/16/11 and Final Bal is due 10/7/11. 9/6/11: > BJS mailed CN via FXSON. 9/6/11: > Rec'd EM from Tonia, need to move lunch at HRC on Satyrday to 1:00 PM as they may have a early performance time. > Would liek to do Incline after lunch if possible and BJS said fine, pending availability Saturday or possibly even on Sunday after lunch. > Wants Sunday's lunch to be in Pgh before departing for home, so BJS suggested we use $10 Meal Credit in the Food Court at Ross Park Mall. > BJS back and forth several times via em with Tonia and we left it as- Tonia: Sounds like a plan: #1, we will make certain the Hard Rock can accommodate your group at the earlier time. #2, once you know your performance time at the competition, we can schedule the incline as needed (pending availability, I know they already have another large group at 2PM . . . ). #3, do you have any idea how soon you will know the performance time from the Director at West Allegheny? Thanks again, Bryan 9/5/11: > BJS completed CN, scanned and emailed to Tonia, Sue and JAF. > Hard copy to go in FXSON on Tuesday. > K is due back this Friday, Forms and next payment are due 9/16/11 and Final Bal is due 10/7/11. 9/10/11: > K did not arrive yesterday, so BJS sent EM to Sue asking her to follow-up on K, and reminded her that all Forms and next Payment are due this coming Friday, 9/16/11. 9/12/11: > Rec'd signed K & Travel Planner Letter via mail and HIF via email. 9/13/11: > Rec'd 2nd Payment, $7,672.50, check #2459. 9/13/11: > BJS sent EM to Tonia - FYI, Perkiomen has assigned two (2) 47-passenger coaches to your trip rather than 1-52 and 1-26. The total transportation rate will be unchanged ($6,215.00), but the ride will be much more comfortable than on one of the 26-passenger coaches, as the shorter wheel base often makes for a rough ride. 9/15/11: > Rec'd RL & FPGF to go along with HIF which she sent earlier this week. > Per Tonia, our warm-up time at West Allegheny is 3:00 PM and our performance time is 4:15. > BJS sent EM to Tonia - Congratulations Tonia! You are the second Director already this season to be receiving an iPad2 by submitting your group’s Final Forms by the published deadline. Way to go – this really helps us help you and we are happy to reward those who make our job a bit easier. Your iPad2 will be delivered by your Account Executive, once we receive your group’s final balance (watch your email for the Final Invoice coming soon). Congratulations again and THANKS!!! I also appreciate your sending the warm-up & performance times for the competition. Have a great rest of the week and a fabulous weekend, Bryan > BJS copied Sue and all staff. > BJS updated numbers on Bible and IOG. > Total Pax = 53 (46 + 7) > Rms / Pax 10 Q / 40 02 T / 06 03 D / 06 01 S / 01 TOTALS = 16 ROOMS and 53 PAX (46 + 7) > BJS placed order for CAV > BJS updated Bible and IOG accordingly. > HMS, as these numbers are now final and GUARANTEED, please review and proceed as needed. > BJS and JM will work together on submitting the RL pack to the hotel. __9/21/11__ HMS ___X_ 9/15/11: > BJS mailed Final INV #5121, $2,784.50, due 10/7/11. 9/29/11: > Rec'd check #2465, $2,784.50. > Account is PIF. > Gross Receipts = $17,957.00 > Transportation = $3,340.00. > BJS sent EM to SDue to let her know group is PIF and she can deliver iPad2! 10/12/11: > BJS completed FI and emailed to Tonia and cc'd JAF, HMS, Sue and Jude. > Complete packet to be sent via FXSON on Monday, 10/17/11. 10/17/11: > Sent complete FI Packet via FXSON. 10/18/11: > BJS sent Em to Tonia with Bus Driver's Name and cell number. 10/20/11: > Rec'd Receipt Form via fax. 12/15/11: > BJS sent EM to Tonia asking her to complete an evaluation form.
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