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8/22/00: > Jeff called, having trouble with dates due to no travel in April because of SOLs and Prom is May 19. > He is thinking Toronto and Memorial Day weekend. > There are no festivals currently in the dbase in Toronto for that weekend. > He seems really set on Toronto and that weekend. > He doesn't care about the competition but seems to think his kids really want it since it is the only time all year that they get to compete in a concert setting. > I suggested the possibility of a competition site somewhere en route (ie: Hershey, PA) on the way up or back - he wasn't too excited about that. . . > Wants us to keep our eyes open for a Memorial Day Weekend Toronto Festival as the final brochures for the year begin to arrive. > DSC to discuss with BJS and call back the week of Labor Day. (FYI - students return 8/28/00.) > June Stegall has also asked that we give her a call ASAP!!! DSC, please call June at your very earliest convenience. __X__ DSC __X__ 8/23/00: > Jeff called & spoke with BJS. He rec'd Music Maestro Brochure yesterday and they have a festival in Toronto on Memorial Day Week End. > Charter Company = Schrock. We will also secure a quote from Alantic Coast in order to have a point of comparison. > MWL, please call Music Maestro and see what they have to offer. I realize we may already have a brochure, but if I remember correctly, their brochures are usually quite sketchy. Also, they may be somewhat reluctant to sell us a festival only package. Jeff is aware of this and realizes that we may be forced to buy the full package from them. If so, they may at least offer us some type of commission. Regardless, he still wants to work through us and is set on Toronto and this wekend. > Once we have additional information from Music Maestro, DSC can talk to Jeff re: additional inclusions, etc. We will then prepare an IOG. 8/23 MWL 8/23 __X__ DSC __X__ 9/6/00: > DSC spoke with Jeff. > Toronto = 9 hrs non-stop (511 miles) > Wants Music Maestro Competition > Competing ensembles = 2 Concert Bands, 2 Jazz Bands, Parade Band, Marching Drumline & Indoor Guard. > All Inclusive Meal Plan > Would like to include:Hard Rock Café, Medieval Times, Hot House Cafe > Mama Mia or Lion King, Eaton Centre, CN Tower, Skydome Tour > Journey Behind the Falls & Maid of the Mist in Niagara > Mentioned spending night in Niagara on Sunday. (Per BJS, I don't think this works well due to all festival inclusions on Sunday, including evening Banquet.) > Budget = $400 - $500 inclusive. 9/12/00: > BJS completed IOG. I had to add some attractions to fill their time on Friday & Saturday. If budget becomes a problem, we could probably get in everything they asked for with a Friday departure rather than Thursday. . . > REL, please get charter quotes for 3-47s from Schrock & Atlantic Coast Charters. > MWL, please call Music Maestro re: 5day/4night package rate and the additional cost of Breakfast at the hotel. > MWL, please enter their inclusions in the Music Maestro General Information Form's PTP text box. > MWL, is there a registration / application fee? If so, please enter in system. Is it per group or per school? Is there a maximum number of performing groups allowed per each application fee? > MWL, Jeff wants Parade Band Adjudication as well as Drumline (NOT Percussion Ensemble) and Indoor Guard. Please make certain these will be available. > MWL, please go through Inclusions (Meal and Attractions) which I have attached to the Bible and make calls to update rates, etc. as needed. Also, check on Mama Mia and Lion King ticket availability and add the required information for all meal and attractions which do not currently exist in the system. > PTP to be completed NLT Thursday, 9/14/00. > DSC to pick-up on Friday, 9/15/00 and deliver to Winchester the first of next week. 9/12 MWL ____ 9/13 REL ____ 9/14/00: > After discussion with DSC and MWL, decision was made to shorten trip by one day as all inclusions could be incorporated in this shorter time frame. > BJS revised IOG and system attachments accordingly. > REL, please fax this revised IOG to Schrock and Atlantic Coast Charters for a RE-QUOTE. > DSC is meeting with Client on Monday, 9/18/00 at 4pm; therefore, the PTP will need to be completed NLT Friday afternoon, 9/15/00. __X__ REL __X__ 9/15/00: > Pepper called and spoke with BJS re: 4-day IOG. 1-hour too long on Friday and Monday, so BJS shortened by 1 hour each day. Departure time = 6AM and then on Monday, I shifted the Niagara stuff up 30-minutes and return to school will be at 11PM, not midnight. > BJS revised IOG. 9/15/00: > BJS completed PTP. Triple, Double and Single Rates will be provided once Music Maestro releases them to the public! > MWL, please process per SOP. > DSC to p-up on Monday morning, 9/18/00, en route to Winchester, WV & MD. > PTP mtg is scheduled for 4pm on Monday. __X__ MWL __X__ __X__ DSC __X__ 9/18/00: > Per DSC mtg with Client. > Jeff is not pleased with Music Maestro and the Toronto PTP. No fault due to CCIS, but rather unhappy with Music Maestro's lack of cooperation, fees, schedule, etc. > Will not go to Toronto, but rather do trip to Sandusky, OH (Cedar Point) with Music In The Parks Competition Participation. > DSC will complete notes from mtg and forward to BJS upon return to home office. > MWL, please review all inclusions for Toronto and cancel as needed. (I doubt there is much of anything thanks to our new procedure!) 9/18 MWL 9/21 10/5/00: > BJS completed revised IOG and Bible based on the new festival co. > BJS made attachment changes in system. > BJS amd MWL together secured the Holiday Inn Don Valley for the group's lodging. > BJS instructed FM to go ahead and get coaches secured from Schrock (3-47s). > BJS and MWL reviewed inclusions and as there seemed to be nothing which she needed to complete prior to the preparation of PTP Revision 1, BJS proceeded with the revision. > BJS faxed and mailed Revision to Jeffrey - also faxed copy to DSC and made the appropriate number of copies for staff, etc. > DSC to follow-up with Client later this week. . . 10/9/00: > Per DSC conv with Cleint . . . > Wants to leave on Thursday . . . > Same departure time on Thursday, lunch en route. > Thursday pm - Dinner at Hard Rock Café and then Mama Mia. > Friday - Ontario Science Center > Lunch - at Science Center > All About Toronto City Tour > CN Tower > Friday pm - Medieval Times. > Sat = as is. > Sun = Skydome Tour > Lunch & Shopping at Eaton Centre > Depart for Niagara > Hotel Check-In > Maid of the Mist > Dinner - Victoria Park > Evening for sight seeing > Monday - B-fast at hotel > Journey Behind the Falls then departure. > Lunch & Dinner en route with $5 Meal Credits. > Should arrive home a bit earlier. 10/12/00: > BJS completed IOG revision based on Thursday departure. > FM, please secure quote for this IOG from Schrock. You have already requested a contract from them and a deposit check from me for this group. As we discussed, their departure may shift to Thursday rather than Friday - regardless, we will be using their coaches and need the new price based on this IOG. > MWL, please call Matthew at the Don Valley to make sure he can accommodate this group on Thursday evening. We are not sure if a Thursday arrival will happen or not, but we need to know that he has the rooms should we need them. If they decide to go with this new IOG, they will be departing Toronto on Sunday, 5/27/01. The old IOG has them departing on Monday. Don't cancel the Sunday night yet - we will see what they decide. I have changed the dates in the system to make the IOG we are currently working with. > MWL, BJS LVM at Hampton Inn Niagara Falls Ontario (Northof the Falls) to check rate and availability for Sunday night, 5/27/01. If they are not avail, try the Hampton Inn At The Falls. It would be most convenient if we kept them in Canada on Sunday night. > BJS made attachemnt changes in the system as much as possible. > MWL, please review and update as needed. > BJS to complete PTP Revision 2 on Monday, 10/16. DSC to deliver on Tuesday, 10/17. 10/12 FM ____ 10/12 MWL ____ 10/16/00: > As hotel in Niagara seems to be an impossibility, BJS made decision to stay in Toronto on Sunday night. > BJS revised IOG, Bible and attachments accordingly. > MWL, please review attachements as needed. > BJS instructed FM to call Pepper and get revised Quote for the New IOG. > PTP Revision will be completed later today. DSC to deliver to Winchester tomorrow. 10/16 FM ____ 10/16 MWL 10/16 10/16/00: > BJS completed PTP Rev. 2. > BJS made copy for DSC and office. > MWL, please complete processing per SOP. > DSC to deliver to Client on Wednesday, 10/18/00. __X__ MWL __X__ 10/18/00: > DSC met with Jeff. > Likes the latest Revision the best (Thursday - Monday plan). He thinks it is also the one his parents will go for! > Next parent mtg = 11/10, so will we not have official go to contract until that time. > DSC to follow-up on 11/11. > Schrock was his bus choice and we already have them under contract. __X__ MWL __X__ 12/1/00: > Jeff met with Parents . . . > Want 4-day / 3-night plan. > Want to Add City Tour on Sunday, especially ChinaTown. > Can he do B-fast at HRC on Sunday? If so, he would like to put the Hot House Café back in! > Is willing to switch Medieval Times and Mama Mia / Lion King if necessary. > Is ready for Contract to accompany Revision. > BJS revised Bible & Hotel arrival / departure information screen. > BJS needs to Revise IOG and then attachments. 12/1 MLW FYI 12/20/00: > BJS revised IOG, Bible and attachments as able. > MWL, please review, update and confirm as needed. The Contract Packet WILL accompany PTP Rev.3, per Client's request. > Contract Packet and Revision 3 to be completed when BJS returns from PA, prior to or on 1/1/01 so MWL, please have your work completed NLT 12/29/00. Thanks! 12/27 MWL 1/5 1/4/01: > BJS completed revised IOG with MWL's assistance. > BJS made changes in attachments. > MWL, please review and update all as needed. > Contract packet and Revision to be FedExed to Jeff NLT 1/5/01. 1/4 MWL 1/5 1/6/01: > BJS completed Contract Packet and Deposit INV #2801, $8,925 - due: 1/18/01 with Contract, OK to Pay Fax Sheet and Music Festival Application Materials. > BJS processed per SOP and FedEx'd CN PON for arrival on Monday AM, 1/8/01. > FM, BJS processed Invoice post-its and filed in date file in his desk. You will need to do your FPGF reminder "stuff" per SOP. > FM, please review transportation contract, etc. and make certain Pepper (Schrock) are aware that this is definitely the 4-day trip departing 5/25/01 and not the 5-day trip the group had considered that was to depart on 5/24/01. Thanks! > MWL, as BJS completed CN on Saturday and had to mail before Monday, please put your festival stuff together and mail to Jeff on MONDAY, JANUARY 8, 2001. I mentioned in the CN cover letter that the festival aplication materials would arrive under separate cover. 1/8 MWL 1/9 1/8 FM 1/9 1/11/01: > Rec'd signed OK to PAY for 135 Lion King Tickets. > MWL, please proceed as needed - Thanks! __X__ MWL __X__ 1/22/01: > Rec'd signed contract via Fax, included copy of the check which went in today's mail. 1/25/01: > Rec'd check #1178, $8,925 - INV #2801, PIF. > As this is now UNDER CONTRACT, please review, confirm, etc. as needed. Thanks! ____ FM ____ ____ MWL ____ 2/5/01: > BJS mailed INV #2844, $27,133.50 - due: 2/23/01. 3/7/01: > Rec'd check #1206, $27,133.50 - INV #2844 - PIF. 3/27/01: > Rec'd FPGF, Room List & HIF. > Total Pax = 135 (109 + 26) > Rms / Pax 25 Q / 100 03 T / 009 12 D / 024 02 S / 002 TOTALS = 42 ROOMS and 135 PAX > Actual room list incudes two rooms for coach drivers, 1 D & 1 S. CCIS will make the reservation, Schrock driver's will pay upon arrival at hotel for these two rooms. > BJS revised IOG & BIBLE. > MWL, please review, order, confirm, etc as needed. Thanks! ____ MWL ____ 4/17/01: > BJS faxed & mailed INV #2921, $34,806.50 - due: 4/10/01. 5/4/01: > Rec'd check #1223, $31,841.78 toward INV #2921. Balance due = $2,964.72 (to be paid by school check, not boosters). 5/8/01: > Faxed & mailed INV #2948, $1,080 for hotel security. > Total due on account = $4,044.72 . 6/4/01: > BJS faxed and mailed Statement to Jeff re: Total due on account = $4,044.72. > Also mentioned that a refund check for the Journey Behind the Falls would be issued and mailed later this week. 7/6/01: > Rec;d check #393308, $2,964.72 - INV #2921 is PIF. > Balance due on acct = $1,080 - INV #2948. > BJS faxed and mailed statement to Jeff's attention. 10/18/01: > Wally called, Booster Pres. Wants to pay 75% of the Security bill. I explained that we really did not find this acceptable as we were asked to contract the hotel late and we had already paid the hotel in full for the security. Had we been alerted to the problem while group was on site, we could have addressed it then. > Wally agreed to mail the full amount. > BJS called Jeff and LVM that as we have not yet issued refund for journey behind the fall, have Wally make the check for $756.92 this will reflect the credit due of $323.08. 10/23/01: > Rec'd check #1397, $756.92. INV #2948 PIF. BJS adjusted INV in Qbooks to reflect actual payment. > Accoiunt is finally PIF!
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