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Tue May 30, 2017
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Havenview Middle School 8th Grade-Atlanta, GA-05-05-2017
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Trip Notes
( Print Note )
( E-Mail Corporate )
Havenview Middle School, Memphis TN --> Atlanta, GA 374 miles / 6.5 hours non-stop 11/21/16 > SN spoke to Rosalind Cohen after receiving trip information via the website. > Rosalind traveled to Atlanta with Freeman Optional and was very impressed with the trip and would like CCIS to do their 8th grade trip to Atlanta in May 2017. They are getting NO other quotes! > 5/19 - 5/21, 2017. Depart around 9am on Friday and return by 7pm on Sunday. > Estimated 226 students and 10 adults > They'd like to visit the Aquarium on Friday > Six Flags all day on Saturday > If CNN and/or Coca-Cola, or Martin Luther King, can be fit in somewhere, they would like these as well. > Freeman's budget was roughly $496 (quad) + bus and they would like it to be lower than that. They have one less day in the hotel than Freeman, so this could help. 12/1/16: > BJS reviewed & completed the IOG which CH started. > BJS made attachments. > CH, please send CQRs to the same company we have sent to in the past for Freeman Optional. > HMS, please review and proceed as needed. > BJS telling SN to schedule TO presentation meeting with group leader for no sooner than Wednesday afternoon on 12/7/16. __x__ CH _12/2/16___ __x__ HMS _12/8/2016___ 12/02/16 > SN LVM with Rosalind to schedule TO meeting next Thursday or Friday. > Rosalind will call next Friday afternoon for TO meeting. 12/12/16 > Did not speak to Rosalind on Friday, but SN spoke with her today to review the TO. > She will get approval from her principal and call back later TODAY. > Most likely will be using Cline, Tours for their charter choice. 12/19/16 > SN spoke with Rosalind this morning about their trip status. The principal is pleased with the TO and is taking the trip to the two 8th grade sponsors. Rosalind says we'll finalize once we all get back on January 3rd. 1/5/17 > SN spoke to Rosalind and she said she'd call back later today regarding the status of their trip. 1/9/17 > SN did not hear from Rosalind and LVM this morning. 01/10/17: > BJS sent EM to SN asking for update. Told her hotel needs an answer and so do we! 1/11/17 > SN LVM at school number > SN EM'd Rosalind 1/12/17 > SN spoke to Rosalind. The trip is fine by the principal and is being reviewed by the teachers. SN stressed that the hotel is in need of confirmation and a contract in order to hold the rooms. Rosalind says she'll get back to us ASAP > SN received a call from a Ms. Williams, who is one of the teachers coordinating the trip. She says that they would only be taking 90 students and 10 adults, and NOT over 200 as Rosalind stated in her original inquiry. > Also, could we get a quote from the Embassy Suites so they could have a sextuple option? > ** Ms. Williams says they received another quote from Premier. This is the first time I have had any indication that they were looking at ANY other company. That said, Ms. Williams says the only differences was that Premier is using the Embassy Suites and NO meals are included in the price. Ms. Williams did not give their quote. ** > They want to make a decision TODAY if at all possible. 1/13/17 > Rosalind called SN and says they can go to K and that Premier is no longer in the picture. > Charter choice is Anchor > They would like to use the Embassy Suites nearest Six Flags, but BJS indicated that if that is not available, another Embassy Suites or other suite hotel will be contacted. 1/20/17 > SN spoke to Rosalind and she would like to know when to expect an e-agreement. 1/23/17: > BJS replied to SN re: K delivery date - Stephanie, we are still searching for a suite hotel to move this group to in an effort to see if a higher occupancy option will help with student rates. That being said, I misspoke and the E-Agreement will not be going out today. As soon as we hear back from BMG with some options, we will get it done – they were working on it Friday, so hopefully sometime this week. 01/25/17: > BJS ran numbers with Embassy Suites and then sent EM to SN and CC'd CH - Stephanie: As you may have seen from Christi’s email yesterday, she was able to find an Embassy Suites in Atlanta, the Embassy Suites Atlanta Buckhead. It was the only Embassy with rooms available over their group’s dates. This evening, I ran the numbers to see if there would be any savings making this change and the savings are extremely minimal. Sextuples are not an option, so Quint is the maximum occupancy allowed at this particular property and the savings realized by this change would be less than $2 per person when comparing the Quint Rate at the Embassy to the Quad rate at the DoubleTree. Beyond that, the quad, triple, double and single package rates would all increase quite significantly, from $20 to $80 or more depending on the package type. I my opinion, I would stay with the DoubleTree, but you need to share this information with Rosalind for her decision. Also, since they are now just a one bus trip, with 55 pax (50 + 5), the comps will be just 2 – I don’t want her to think they’d still get 10 comps. Please advise as soon as you have had a chance to run this by Rosalond and then we can proceed with the TO K Version and E-agreement. Thanks, BJS 1/26/17 > Rosalind is fine with things as they are but would like to know if the current rates are still good, even though they have a lot fewer than originally projected (200+ vs the current 55) 1/27/17 > Rosalind says to use the Doubletree and that it is OK to drop the GTV. 02/05/17: > BJS reviewed and updated attachments as needed when it came to rates since the group has gone from 220+ to just 55. > Per person rates are unchanged, but BJS deleted GTV and comps are just 2. > BJS completed TO K Version. > SN, please send TO K Version pdf to Rosalind ASAP and no later than Monday morning. Also remember to follow up with her on Tuesday to make certain she received the E-Agreement which CH is sending on Monday. > CH, ready for K Packet and E-Agreement. Please make certain this gets to Rosalind by lunch time on Monday of at all possible and definitely before the close of school on Monday afternoon. > E-Agreement is due back 02/13/17 and 1st $ due 2/28/17, just $75 pp. ____ CH ____ 02/17/17 > Rosalind called SN, saying they would like to remove the Hard Rock Cafe dinner, as well as the dinner at the park and have the students cover that on their own. > More significantly, Rosalind says they need to change the date of the entire trip to May 5th-7th, which essentially means they are starting over. 02/20/17: > BJS changed trip dates in system to 5/5/17 thru 5/7/17. > CH, before we do anything else, please reach out to the hotel and the bus company to see if they can accommodate the group on the new dates. AS soon as you have these answers, please advise BJS and then we will decide how to proceed. > BJS alerted HSM to this plan and she knows not to make any payments, etc. until we see what happens with the date change. __x__ CH __2/20/17__ both hotel and bus can accommodate date change. 02/21/17 > SN spoke to Rosalind, who says they will likely need a second bus, as they have received deposits to fill one completely and they are still getting new students approaching them with deposits. > Numbers could go as high as 110, so additional hotel rooms, as well as a second bus will be needed. 02/28/17 > Rosalind called SN today saying to stop at ONE bus only. They did not get a lot to go into another bus and capped it at 55. SN asked if this was in fact FINAL because we had gone back and forth significantly with numbers. Rosalind replied that it IS and there will NOT be more than 55. 03/03/17: > BJS changed dates in system and IOG to 5/5/17 -5/7/17. > BJS updated numbers in system and IOG to 55 (50 + 5). > Comps will be 2. > BJS made dinner on Friday, which was to be at HRC, ON OWN - it was never scheduled for the new date (5/5/17), but still may need canceled from the original reservation date. > Two Meal Credits en route will stay and lunch at Six Flags will be on own - dinner at Six Flags will be Park Meal Voucher. > BJS adjusted all due dates as needed. > Hotel OK to PAY will go out today with K. > Deposit and First Payment will be a combined $75 and then final balance due 4/3/17. > BJS updated rates and attachments as needed. Savings = $31 per person. > BJS created 1st Payment INV #6143, $4,125.00 and made due 3/13/17. > Previous 2nd Payment INV was deleted from QBooks. > CH sent E-Agreement and it is due back on 3/7/17. > BJS faxed and emailed Hotel OK TO Pay and it is due NLT 3PM on Monday, 3/6/17. > BJS sent TO Packet - Final K Version to SN so she can send along to Rosalind. ____ MES ____ ____ CH ____ ____ HMS ____ 03/06/17: > SN received EM from Rosalind requesting we remove the dinner from the park and resubmit the contract with revised prices. > BJS rec'd Hotel OK to Pay. > BJS told SN to tell Rosalind to mark through the Six Flags Meal Voucher on the Contract and deduct $13 per person, initial and send back. She seemed completely fine with that and said she is putting a check in the mail to us so we'd have it by the 13th. > BJS reduced package rates in system by $13pp. > BJS marked the Six Flags Meal Voucher as INACTIVE and also updated the IOG accordingly. __x__ CH _3/6/17___ 3/9/17 > BJS printed and signed E-Agreement > As this is now UNDER CONTRACT please review and proceed as needed. > MES, Please send GLH per SOP __x___ MES 3/9/17 sent via USPS Priority _____ HMS _____ 3/13/17 >MES Check #3454 was received in the amount of $4,125.00 (First payment), 03/20/17 > Rosalind EM'd SN saying the extra boy will be roomed with a chaperone group. > SN replied, requesting for an updated room list that will include the chaperones. 3/28/17 > > CH reviewed all forms rec’d on 3/28/17 (RL, FPGF, & FAF). *forms were originally received on 3/9/17 however, they did not include the chaperones and they have 5 boys in one room even though we said they could not do that. The corrected forms were finally received on 3/28/17. > Total Pax = 55 PAX (49 + 6). > RMS / PAX 12 Q / 48 00 T / 00 01 D / 02 05 S / 05 TOTALS = 18 ROOMS and 55 PAX (49 + 6). > CH updated Bible numbers, IOG, and Status Schedule and printed. > CH sent RL pack to Hotel > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > MES, please send 55 bags and 110 tags. _____ MES _____ ____ HMS ____ 03/29/17: > BJS emailed and mailed final inv #6202, $16,160.00 and made due 4/10/17. 4/11/17 > Rec'd check #3479, $16,160.00. PIF 4/18/17 > CH added one king room at hotel for 2 students per Rosalind's request. 04/19/17: > BJS emailed Final Itinerary to Rosalind et al. > MES is sending Cashier's Check today via FX. 04/24/17: > BJS sent EM to Rosalind et al re: hotel situation - Rosalind: As expected, the Courtyard is unable to release us from the contract and your group’s accommodations will have to stay per the Final Itinerary which I sent last week. I know you and your colleagues are not happy with this; however, it is beyond our control and would be with any tour company you travel with. There are contracts that must be adhered to and you are actually quite fortunate that we were able to change your group’s dates and reduce the original room block from 70 to 20 rooms without penalty. As to your question regarding a refund, the Courtyard is actually more expensive than the Doubletree and CCIS is absorbing that difference. I know your students will have a great trip and I hope you and your colleagues are able to do the same! Sincerely, BJS. 4/24/17: > Rec'd EM from Rosalind - Thank you again for your cooperation on this situation. 04/24/17: > BJS sent INV # 6205, $300.00 to Rosalind. This is for the late add room. Dear Rosalind Cohen, Your invoice for the Late Add Room is attached. Please remit payment and room occupant names no later than Monday, May 1, 2017; otherwise, this room will be canceled. Thank you for your business - we appreciate it very much. Sincerely, Complete Custom Itinerary Service, Inc. 4/26/17 > MES Final itinerary was sent via FedEx. 5/1/17 > MES Check #3509 in the amount of $300.00 for invoice #6205 was received.
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