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General Trip Information
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Thu May 11, 2017
Trip Name
Boardman High School Choir-Gatlinburg, TN-04-26-2017
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Toronto, ON, CANADA,
Toronto, ON, Canada, CO
Toronto, Ontario, CA
Toronto, Ontario, CN
Toronto, Ontario, CA,
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OR
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Time:
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Date:
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Contract
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Deposit
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First Payment
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Received
Final PAX
Due
Received
Final Room List
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Received
Hotel Info Form
Due
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Balance
Due
Received
Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Boardman HS ---> Gatlinburg, TN 549 miles/ 9.2 hours 6/13/16: > Rec'd check #13007, $5,400.00 for Advance Payment Deposit. Sometime between June and September, SN met with Linda . . . > Linda would like the Gatlinburg trip this year to mostly mirror what they did in 2014. > Workshop/clinic > Fiesta-Val (Dollywood) > Linda would like a different museum than last time. In 2014 they visited the Ripley's Believe it or Not Museum. Linda asked if there was something more hands-on that they could do, or perhaps even one of the zip-line activities around Gatlinburg. 09/16/16: > BJS reviewed and made some adjustments to the IOG which CH had created based on 2014 trip to Gatlinburg. > BJS attached Fiesta-val and HOtel - Hilton Garden Inn - Gatlinburg. > CH, please send CQR to Barons, Lakefront Lines, Anderson, Myers and Lenzner. > CH, please make attachments, including the breakfasts at Hilton Garden Inn, as able and then hand deliver to HMS as she needs to make calls / updates as needed prior to Stephanie's meeting with Linda in Ohio on Wednesday, 9/21/16 - the same day she is meeting with Bill at Fitch HS Choir. > HMS, please review and update / make calls as needed - pretty much the same trip they did in 2014 with a few changes. > No Q & A following Country Tonite as it creates a driver hour issue. > Added zip line (zipgatlinburg.com) per client's request - this replaced Ripley's. This is not in our system and will need to be added. We need a relatively inexpensive package here, not the whole works so to speak. ____ CH ____ ____ HMS ____ 9/18/16 > TO meeting 9/21 09/29/16 > SN met with Linda to review TO. She would like the following changes: * Take out ALL meal credits. * Take out Hard Rock Cafe (do not replace it with anything. They will be on their own) * Take out Group Travel Video * Substitute Wonderworks instead of ZipGatlinburg. 10/19/16: > BJS updated IOG based on SN's meeting notes from 9/29/16. > BJS updated attachments as needed adn able. > HMS, please take care of HRCafe (cancel) and ADD WonderWorks (Pigeon Forge) inplace of Zip Gatlinburg (cancel). > CH, SN will advise re: charter company choice. > TPW, please complete Fieta-val Application if not already taken care of. > BJS will; need to run revised rates once HMS is done with her updates. > I want to be able to send e-agreement next week following the Sales Meeting. __X__ HMS _10/20/2016___ ____ CH ____ __x__ TPW __10/26/16__ 10/20/16 > Linda texted this morning saying the least expensive charter choice is best for them, BUT she would like us to try J & W Crown (out of Youngstown) to see where they would come in. They do their Cedar Point trip every year. The phone # is 330-744-7952 and the contact is Jesse Hardin. 11/09/16 > EM received from Linda: she is anxious to get more information from us so she can start on logistics on her end. Any estimate on when she can expect to see more from us? 11/20/16: > The bus company Linda wanted us to check into was not available, so we are using Lenzner as they are the cheapest available. > BJS completed TO K Version & IOG K Version, as well as Invoices. > CH, please make these two docs and the PPBCC into the TO K Version Pack and then send to SN. > SN, please send TO Pack to Linda and also let her know that E-Agreement should arrive within 24-hours. > CH, ready for K and E-Agreement - please send out on Monday. PLEASE NOTE, there was a $5400 Advance Deposit payment received on 6/13/16 and this needs to be marked on Deadline Schedule and taken into account on the accounting portion of the Agreement. Thanks All. __x__ CH _11/21/16_ 11/21/16 > CH prepared contract and e-agreement and sent e-agreement to Linda and SN. 12/1/16 > TPW resent agreement as PDF to Linda, as she could not open the original 12/07/16 > SN LVM with Linda to check on agreement status 12/16/16 > MES Check 132121 in the amount of $8,250.00 received. 1/12/17 > BJS decided to send GLH to client even though we have not yet received their signed agreement. > MES mailed GLH. 1/24/17 > Linda EM'd asking if she needed to submit any additional information for her Fiesta-val application. SN replied that she was up to date. 1/31/17 > MES Check #132651 was received in the amount of $14398.50. 3/2/17 > CH reviewed all forms rec’d on 2/21/17 (RL, FPGF, HIF & FAF). > Total Pax = 50 PAX (44 + 6). > RMS / PAX 00 Qt / 00 11 Q / 44 02 T / 06 00 D / 00 00 S / 00 TOTALS = 13 ROOMS and 50 PAX (44 + 6). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH will send RL pack to Hotel on 3/10/17. PCCF is due 3/9/17 > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 50 bags and 100 tags. ___x__ MES 3/20/17 bags and tags sent via FedEx. ____ HMS ____ 03/12/17: > BSJ reviewed and all within K min. so no changes or adjustments. > BJS emailed and mailed FINAL INV #6184, $7,227.50, and made due 03/24/17. 3/20/17 >MES Final Payment received / Check #133242 in the amount of $7,227.50. 03/21/17 > SN EM'd Linda to schedule packet delivery, possibly on 4/10 03/22/17 > EM from Linda regarding audition/workshop: > I need to know what to do for the contest. I would think they need to know our categories & what we are performing. Also, if they need any technology to record their comments. How many envelopes I need to prepare for judges, numbering measures, etc... 04/08/17: > SN is delivering Final Itinerary Packet on Monday, 4/10/17. > BJS emailed Final Itinerary to Linda et al - Linda: Attached please find an advance copy of the Final Itinerary for your group’s up-coming trip to Gatlinburg. Your group’s QR Code half-sheet is also attached. This needs to be provided to each member of your group and their families so they will have access to the Final Itinerary via their smart phone / device. For anyone who has a smart phone, it is important that they use the QR code, for it is how we will communicate with the group should there be any changes to the itinerary due to inclement weather, etc. It also includes information about our Social Media Contest and Scholarship Information. Your complete packet, including all tickets, meal coupons, etc., will be delivered by Stephanie prior to your departure. Should you have any questions or concerns, do not hesitate to reach out to Stephanie (724.822.6633) - she is a pro at these trips! Wishing you all the best for a safe and wonderful trip. Thank you again for allowing us to be of service to you, your students, and their families. Sincerely, BJS.
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