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General Trip Information
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Tue Apr 24, 2012
Trip Name
Jefferson Forest High School Choir-Williamsburg, VA-03-30-2012
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Jefferson Forest High School Choir
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OR
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Final PAX
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Received
Final Room List
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Received
Hotel Info Form
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Received
Balance
Due
Received
Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
9/6/11: > Rec'd RFP from DSC - > 4/6 - go to the outlets, performance in the evening, Dinner > 4/7 - go to Busch Gardens when it opens, meal coupons - leave around 2pm > $10 Meal Credits for meals going to Williamsburg and coming home on Saturday. > b'fast at hotel Sat.am > Pretty simple trip - Will be with Staunton River HS Choir who has a new Director and along with Jeremy, wants a simple trip this year. Doesn't seem to have traveled much. > Trip will leave from Jefferson Forest HS. > CCIS is doing transportation - Cosmo Bus and two other quotes please. > NO security. > RFP due 10/3/11. 10/18/11: > BJS completed IOG and made attachments in system. > BJS ran rates and shared with DSC, she is extremely pleased with IOG and rates. > BJS prepared PTP and emailed all files to DSC and copied JAF as needed. > JM, please send CQRs to Cosmo (Rustburg, VA), Abbott (Roanoke, VA) and Linkous Christian Tours. Thanks! __x__ JM _10-19-11___ 10/20/11: > Per DSC, dates have to be changed to a week prior. > New dates are March 30 - 31, 2012. > Rather than perfoming at Busch, would like to sing in a more formal setting aka chgurch, etc. > BJS and DSC discussed and want to proceed with a performance in Chesterfield area while en route to Wmsbrg. DSC is checking in space / location for the performance opportunity. > BJS completd IOG Rev1 and emailed to DSC. > MAde no changes at this point in system. > DSC is sending to client for his approval of IOG, as well as confirmation of new Dates and the mention of as many as 150 total pax! > We will proceed no further until we hear from DSC and then we will need to resend CQRs and check on hotel availability and block. 11/8/11: > BJS changed Trip date on Bible screen and then sent email to DSC - > Need to confirm his projected number of total participants so we can see which coach companies have coaches on his new dates of March 30 - 31, 2012. > HOtel has rooms for as many as 150, but we need to know what numbers we should be working with. 11/15/11: > Per DSC, only Jefferson Forest will be traveling. > Total Pax 54 (45 + 9) > Needs 3 comps. > BJS updated attachments in system. > BJS ran rates and then completed PTP Rev 1. > BJS emailed completed PTP Rev 1 to DSC and cc'd JAF. > Jude, please send CQRs to Linkous and Cosmo to see if they can now provide one (1) bus (no less than a 54) for this group now that their new dates have been confirmed. I already checked with Frances at Abbott and she is good with the new dates. > If you need to add a room for the driver, the rate is $95. > If you get anything from these two, pelase alert Debbie so she can run PPBCCs from the system and get it on to the Director. Thanks! __x__ JM _11-16-11___ 11/30/11: > Contract Requested. > BJS completed CN. > K and First $ due: 12/22/11. > JM, please process per SOP and mail FXSON or 2-day of no SON available. Thanks! __X__ JM __X__ 12/14/11: > Rec'd signed K and Tarvel Planner Letter via fax. > JM, please process K per SOP. Thanks! _x___ JM _12-20-11___ 1-10-12 >JM received FPGF, room list and hotel information form. 1-16-12 >JM mailed luggage tags for the group of 52 (104 paper tags). 1/18/12: > Total Pax = 52 (43 + 9) > Rms / Pax 8 Q / 32 4 T / 12 3 D / 06 2 S / 02 TOTALS = 17 ROOMS and 52 PAX (43 + 9) > Group is within K minimums, so no changes required to inclusions. > iPod Touch was included in K, NOT iPad2, so it is the iPod, NOT an iPad. > BJS updated BIBLE & IOG accordingly. > BJS placed order for 43 CAV dvds. > JM already has RL Packet ready to fax / scan and email to the hotel (BJS faxed since it was on his desk). > BJS emailed and mailed INV #5198, $7,080.00, due 02/13/12, and STATEMENT showing total due of $12,480.00. Group has not yet made their 1st payment of $5,400.00 which was due 12/22/11. . . > HMS, as these numbers are now GUARANTEED, please proceed as needed. Thanks! ____ HMS ____ 01/31/12: > Rec'd check #29572, $4,490.00. 01/31/12: > BJS mailed iPod Touch. 3/22/12: > BJS sent EM to Jeremy re: REALLY late cancellations! Jeremy: I spoke with Hollie and all of your group’s park tickets, etc. were ordered in February and they are non-refundable. You will actually be receiving all of the tickets based on 52 pax as guaranteed. We will also send you $10 Meal Credits (2) for all 52 pax as well as Park Meal Coupons. If we are able to secure a refund from the hotel, we will send it when / if received. All other items have already been paid in full. I am sorry that you had so many people drop out of the tour, for it really puts everyone in a difficult position. All this being said, the current amount due remains $7,990.00. We must receive payment in full prior to releasing your materials to you. If you would like, we could deduct $1,040.00 from the final balance, making it $6,950.00. This represents the two $10 Meal Credits / Person (52 x 2 x $10 = $1,040.00). Your group would then be responsible for paying for Friday’s lunch at VCU and Saturday evening’s Dinner en route, on their own. Please advise ASAP so we can proceed accordingly. 3/23/12: > made final decisions on what we can hlep him with and BJS sent EM. • I need to deduct the entire $1,040.00 for the 104 $10 Meal Credits from your final invoice, not just a portion as you suggested. • I have been able to confirm with the hotel that we will be getting a refund for a portion of the canceled rooms, so I am going to deduct this from the final balance due as well. This will be a reduction $270. • Final balance due = $7,990.00 less $1,040.00 (meal credits) less $270.00 (hotel) = $6,680.00. • PLEASE HAVE A CHECK FOR THIS AMOUNT, $6,680.00, TO GIVE TO DEBBIE WHEN THE TWO OF YOU MEET ON FRIDAY AT VCU. 3/30/12: > DSC received check #29842, $6,680.00 while delivering FIO Packet to Client at VCU in Richmond. > Account is PIF.
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