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Fri May 06, 2016
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Rockville High School Music Department-Orlando, FL-03-20-2013
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
Dbl
Trip
Quad
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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 )
Rockville, MD to Orlando = 885 miles / 15 hrs non-stop 5/23/12: > rec'd RFP. > BJS reviewed and travel dates would not work as presented since they would not arrive FL until Friday and they need to be there no later than Thursday if they are doing Festival Disney. > BJS sent EM to CJ asking her to share this with Director so we would know if we can adjust. > Other notes . . . > NO Security. > Band, Choir & Orchestra > 120 pax (100 + 20). > 4 comps + 1 earned from a trade show with Coupon. > Festival Disney with 5 ensembles. > Wanted to only travel through the night on one way, but if they can only miss two days of school (and based on budget), it will have to be both ways. > Talked about AMTRAK, but we made him realize this was really not an option. 8/2/12: > CJ finally got word that they can leave on Wednesday after school in order to make it work for Festival Disney. 8/7/12: > BJS scheduled GTM for this Friday (8/10/12) at 4:30 PM. 8/10/12: > BJS completed IOG, made attachments, ran rates and then completed Power Point Presentation for this afternoon's GTM. > Charter quotes will be requested / provided once we know they are serious. 8/21/12: > BJS attached charter company possibilities and will have JM send out CQRs tomorrow AM when she arrives. 9/12/12: > BJS sent EM to CJ asking for update. > BJS sent 2nd em with PPBCCs from 4 different companies. 9/19/12: > Per Cindy's conv with Client. > Ready for K based on the package as presented in the Power Point, so it is a typical 5d/2n trip to Festival Disney. > Need charter quote from First Priority Tours - JM, please request. > Also, JM, they want to have answers to the follwoing questions, from each charter company we have provide quotes from - ? Model years of busses in their fleet (i.e. 2005 - 2012, etc.)? ? Is there wifi on the coaches? ? Are there power outlets on the busses? ? Charging stations or USB ports at the seats? > Please send the answers to Cindy James via eamil and tell her to send on to the school. > Once they have these answers, as well as the quote from First Priority, they will be able to make their charter company decision. > Thanks Jude, once tyou have completed, please pass on to HMS so she can review and confirm as needed since this is going to Contract. __x__ JM _9-21-12___ __X__ HMS __9/21/12__ >9.30.12 CJ - emailed all bus quotes and info about each company to Phil for his selection of the bus company. 10.12.2012 CJ - HAve emailed, voice mail the band office at Rockville and texted to Phil's cell phone asking about his bus charter choice. Once I hear I will let Bryan know.I have not heard anything yet from Phil. 10/12/12: > BJS sent EM to Phil and Ron - Phil and Ron: I have attached the 2013 Festival Disney overview for your review. I will complete your Festival Disney Application on line; however, I need answers to the following questions before I am able to do so: 1. Principal’s Name 2. Total School Enrollment 3. Ensemble Details for EACH ensemble participating – the options* are provided in the Overview packet a. Ensemble Name b. Division* c. Adjudication Status* d. Estimated Ensemble Size e. Director’s First & Last Name f. Director’s Phone g. Director’s Email A non-refundable application fee of $100 per ensemble is also required. We have included this fee in your package rates for up to 5 ensembles. If you have more than 5, we will bill you separately for these application fees. In order to proceed with your group’s Handbook / Contract Notebook, we must also have your charter company choice. If you would prefer to arrange charter transportation on your own, that is fine – just let me know so we can proceed with haste as the number of performance times available in the Festival Disney Program is not unlimited. Do not hesitate to contact me if you have any questions or concerns. I look forward to hearing from you the first of the week with your answers. 10/16/12: > Rec'd Phil's Applcaitoin info for the concert band, jazz ensemble and orchestra. > Per Phil, Ron will be sending the choir's . . . 10.17.12 > Per CJ, they would like to go with Atlantic Coast Charters, and if you can please put in a request now for buses with WiFi and power outlets. Also, are we set to go on the security guard, they want hotel security please. 10/24/12: > BJS responded to CJs email - I am now not certain if they want one guard or two . . . Either way, it will be included as a line item on their final invoice as it was not figurted in the PPP rates. 10/24/12: > Per CJ, just one guard per night. > BSJ added attachment and it will be billed as line item at $139 / night. 10/24/12: > BJS completed CN and JM processed and mailed via USPS 2-Day service. > K and 1st $ due 11/16/12. > BJS emailed CN Packet to JAF and CJ. > Still need Festival Disney info from Ron, the Choir Director. BSJ mentioned this in CN cover letter. 10/31/12: > Per EM from Phil Barnes . . . > First and last payment will be approx 1-week later than due dates. > Ron is to be sending Festival Disney Application to me tomorrow (11/1/11). > Wants the 3-hotel nite trip, not the 2 . . . 11/1/12: > BJS replied to Phil - Hi Phil! Glad to know you made it through Frankenstorm. I hope all is well. • Not a problem on the payments you asked about, we will gladly accept the payment when received. • I will keep an eye pealed for the Choir’s Application. • My apologies for preparing the Contract Notebook based on the 2-night stay. I will resend the notebook’s “stuffing” with the correct information. Thank you, Bryan > BJS added and updated all attachments as needed. > BJS discussed at length with CJ and we never did give him any rates for the 3 hotel night IOG, jsut spoke in generalities about a range of the price increase. > BJS called Hotel and confirmed the Radisson Resort OC can handle the extra night and the breakfast. They can and Tom is sending K addendum for BJS to sign and return. > BJS called Linda at Atlantic Coast to make certain she can handle the extra day. BJS sebnt her updated IOG K Version (3-nite) and she will advise if any changes. > HMS, please make reservation for Lunch at HRCafe - I added the attachment, but it was never a part of the old trip in which we already sent a CN to the group . . . > Once charter company confirms and HRC confirms, BJS will have to run rates, complete new K Version of the PTP and then complete new "stuffings" for the CN and we will mail to Phil. 11/1/12 HMS 11/1/12 - > HMS made HRC reservation with Velia Lee on the phone while in car with BJS. > Linda Kelly from Atlantic Coast Charters confirmed that coaches are good and there will be no change on the fare! > BJS alerted CJ to the fact that this was all Good News, to let Phil know, and we would send revised CN stuffings ASAP. 11/1/12: > BJS completed a full set of contract notebook pages and mailed to Phil (11/2/12) via USPS 2-Day Priority Mail. > Emailed packet to CJ & JAF. 11/4/12: > Rec'd Choir's Festival Disney Application info. 12/3/2012: >Sent email to Phil asking for date he sent contract and initial payment to CCIS Travel. Cindy 12/11/12: > Rc'd check #000060, $21,360.00 from Rockville HS. > Group is now UNDER CONTRACT based on receipt of money, eventhough we do not yet have their signed contract. Sending payment serves as acceptance of terms. > AS this group is now UNDDER K and $$$ has been received, please review and proceed as needed. Thanks! __X__ JM ____ ____ HMS __12/12/12__ X 12/11/12: > Rec'd signed K and Travel Planner Letter under separate cover. 12/12/12: > JM processed K per SOP. 1/15/13: > BJS agreed to extend Forms Deadline to 5PM, TUESDAY, 01/22/13. > CJ is sending an updated "Dummy" Second payment INV to group leader since school will only pay with actual numbers. > CJ will get confiormation on the number of coaches. 2 or 3. If just 2, we will need to cancel 1 since we have 3 under contract. 1/16/13: > Per Phil via CJ, just two (2) coaches please. > BJS sent EM to JM asking her to cancel the 3rd coach and advise if there are any penalties. 01/23/13: > Rec'd some forms but there is a question and we still need HIF, so BJS sent EM and will hold for processing until all is complete. 01/23/13 - Sent message to Phil about HIF Form. Cndy 01/23/13: > Rec's FPGF, FL & HIF. > Total Pax = 99 (86 + 13) > Rms / Pax 19 Q / 76 04 T / 12 05 D / 10 01 S / 01 TOTALS = 29 ROOMS and 99 Pax (86 + 13) (does not include the two driver rooms). > Since these numbers are below the K minimums, we will delete one comp and give them a total of 4 instead of 5 - this will alleviate the need to adjust package rates. > BJS updated Bible Screen, IOG and Pax on Status Schedule. __x__ JM _1-23-13___ 01/24/13: > Rec'd check #000136, $29,026.00.+ 01.24.13: Sent email to Phil that we received his payment as noted above. CJ 01/24/13: > BJS emailed and mailed INV #5367, $24,155.00, due: 02/08/13. 01/24/13: > JM, please process Form Packet(what's left that BJS hasn't already done) and send RL Pack to hotel, etc. on Friday, 01/25/13. > You can also contact Phil Barnes for his home address so we can send him his iPad. > JM & HMS, as these numbers are now GUARANTEED, please review and proceed as needed, indcluding number of coaches (2). Thanks! __x__ JM __1-25-13__ 1-30-13 >JM EM Room List Packet to hotel. 01/31/13: > Rec'd EM from Phil - Hi Bryan & Cindy, > Due to some unexpected cancellations and ineligibility issues, we had to make some modifications to our rooming list. I know we are responsible for 25% of any associated cancellation costs at this point, and we are ok with that. > Can you please make the following adjustments? I can also fax an updated form if needed. (list of changes appears in remainder of email). 01/31/13: > BJS replied to Phil via EM - Phil: > Please see Participant Count Change Form attached. This form is required and the due date, per our contract, is 5PM this afternoon. As for individual cancellations – see below which I have copied directly from our Agreement: > (b) Participant Cancellation. In the event that any Participant(s) cancels after Fri Jan 18, 2013, notice of such cancellation must be in writing and delivered to CCIS. Client recognizes that a cancellation of any Participant after Fri Jan 18, 2013 constitutes a breach of this Agreement and that the actual damages suffered by CCIS in the event of such a breach are uncertain and are difficult or impossible to determine. For this reason, the parties agree to the following liquidated damages amounts in the event of cancellation of a Participant after Fri Jan 18, 2013: > 1. Cancellations between Sat Jan 19, 2013 -- Thu Jan 31, 2013. Damages equal to 75% of the per Participant cost of Package, based on the Final Package Rate. In the event that the Final Package Rate has not been determined, the per Participant cost of the Package shall be based on the estimated number of Participants set forth in sections 1 & 2(b) above. > 2. Cancellations made after Thu Jan 31, 2013. Damages equal to 100% of the per Participant cost of Package, based on the Final Package Rate. In the event that the Final Package Rate has not been determined, the per Participant cost of the Package shall be based on the estimated number of Participants set forth in sections 1 & 2(b) above. > Section (b) 1 applies at this point. > If you still want to proceed with the changes, you will need to send the completed & signed Participant Count Change Form (attached) as well as an updated Room List, no later than 5PM this afternoon. 02/19/13: > Rec'd check #197, $24,155.00. > At this point, account is PIF. > Total Pax = 99 (86 + 13). > HMS, please review and proceed as needed since all numbers are FINAL and there will be no more changes. Thanks! ____ HMS ____ 03/06/13: >CJ - Phil email me about comps and that he won more comps at 2 additional comps with the MMEA Coupon. It is noted in the beginning that he had the MMEA Comps Coupon but only showed 1 and not the 2 on his coupon. Sorry - Cindy 3.6.13>CJ - sent email to Phil about the 2 free comps from MMEA that will re refunded to his school.
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