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Bible (Basic Trip Report)
General Trip Information
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Fri May 06, 2016
Trip Name
Seneca Valley High School Band-Norfolk, VA-04-24-2014
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Seneca Valley High School Band (PA)
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Toronto, Ontario, CN
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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
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Sext
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Date:
Time:
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Date:
Time:
Contract
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Received
Deposit
Due
Received
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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 )
> COMPS are 1 / 10 Paid + 4 Directors. > They did not do the ESBC deposit this year. > Want Ken for Escort. 7/9/13 >SM entered trip into system. > The band will attend the Azalea Festival in Norfolk, VA, 4/24/14 - 4/28/14. > Departure Thursday night, with performance and adjudications on Friday morning. > Parade will be on Saturday, return home by Monday evening > Not stopping for dinner on the way. > Maria indicated that they would like to see something similar to the trip in 2010. 8/23/13: > BJS completed PTP and emailed Packet to SM so she can get to Bob & Maria. > SMN sent packet to Maria and Bob 9/4/13 >SMN sent EM to Maria and Bob requesting their charter company choice. 9/6/13 >SMN left VM for Maria regarding charter company choice 9/13/13 >SMN received EM from Maria asking if we could request Meyers to match the lowest quoted rate. BJS is calling to find out. 9/19/13: > Per SN, - Lakefront is the charter choice and they are ready for CCIS K. > AS this is going to K, please reivew and proceed as needed. __X__ JM ____ __X__ HMS _9/25/13___ 10/5/13: > BJS completed Contract Packet. > Scanned and EM'd to SN and JAF. > JM, please process per SOP and mail to Maria Matchett's attention at their home address - the Cambria Ct. street address. > K and 1st $$$ due: 11/1/13. __x____JM__10-7-13___ 12/5/13: > Rec'd check #114834, $52,052.00. > Contract is implied due to receipt of funds. > Please review and proceed as needed. Thanks! _x___ JM _1-24-14___ __X__ HMS _1/30/14___ 1/5/14 >SN sent EM reminder about upcoming payment due date. 02/08/14: > Rec'd check #3925, $65,409.50. 02/25/14: > BJS sent EM to Bob and copied Maria and SN - Bob: Now that your lists / numbers are pretty well finalized for the trip to Norfolk, can you tell me the exact name of each ensemble that will be competing in the competition, as well as the director and number of performers in each ensemble? Also, if there are any “cross-overs” and if so, between which ensembles? I appreciate your quick response. The festival company is working on the performance schedule for the weekend and needs this information in order to complete their work. 3-7-14 >JM processed Hotel Room List Packet to include: 43 Q/172 pax 4 T/12 pax 12 D/24 pax 1 S/1 pax TOTAL 60 ROOMS/209 pax (186 + 22 + 1 escort) __X__ BJS _03/08/14_ _____HMS_____ 3-7-14: > JM needs to know if they want 4 or 5-56 pax coaches. Their number 209/56=3.7 which means they could drop a bus if they want. I need to know asap as I have room lists ready to send to hotel but I need to know how many coaches for hotel rooms. ____ SN ____ 03/07/14: > Maria called SN and then LVM for BJS and SN called her back regarding her concern over the fact that she may have under charged her adults. > BJS told SN to tell her to relax until she receives our Final Invoice, which I will complete and send tomorrow AM. > If need be, we can make adjustments at that point. 03/08/14: > BJS reviewed numbers and then prepared, emailed and mailed Final INV #5555, $18,624.50, as well as Bank Request Form. > Made balance due 03/21/14. > BJS also sent Em to Maria - Bryan Stevenson <bryan@ccistravel.com> wrote: Maria: I just emailed the Final Invoice. I included 4 coaches; although, we still have 5 coaches Under Contract. We will need to know exactly how many you want to proceed with no later than Tuesday of this coming week so we can advise Lakefront Lines accordingly. If you decide to keep the 5th coach, the balance due will increase by $5,343.00. If after reviewing the invoice, you feel we need to make any adjustments to the package inclusions, please let Stephanie know. Here are my first two options / suggestions: 1. Since we issued a credit on your Final Invoice for 208 - $15 Meal Credits, for Dinner at the Military Tattoo, you could just give $10 to each person and that creates an instant savings of $1,040.00. 2. We can remove the Group Travel Video DVD and that would save an additional $1,674.00. I hope this helps. Thanks and have a great weekend, Bryan > Maria replied - Thank you so much. I appreciate the transparency. I'll be in touch w/Stephanie very soon. Warmly, Maria PS...enjoy your weekend & thanks for looking at this on Sat. Morning! 3-14-14 >JM reprocessed Hotel Room List Packet to include: 45 Q/180 pax 2 T/6 pax 11 D/22 pax 1 S/1 pax TOTAL59 Rooms/209 pax _____BJS_____ _____HMS_____ 3/13/14: > Per Maria - just 4 coaches. 03/14/14: > Per Maria - delete the CAV dvds and deduct $1,674 from the Revised FINAL INV. > BJS marked inactive. 04/07/14: > BJS emailed and mailed REVISED Final INV #5555, $16,350.50, due 04/18/14. > Revision was based on re-arranged Room List and credit for no CAV dvds. 04/14/14: > Rec'd check #3946, $16,350.00. > PIF pending no changes.
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