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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
Dbl
Trip
Quad
Quint
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 )
7/30/03 > Jeff wants to leave on 4/28/04 and travel thru the night > Leave on 5/1/04 and travel thru the night to get back by 8pm on 5/2/04 > Must have a Parade, or a Performance and a Clinic for the Marching Band and Clolor Guard. > Must have a performance for Drum Line > No Festival necessary > Handling his own buses YEA!!!!!!!!!!!!!!!!! > Symphony - see copy in file > City Tour > typical Chicago sites > Ballgame if available > Parents big on Performances and Parades but are open and liked the idea of clinics > Jeff said activities should be like or similar to the ones he took in Spring opf 2002 9/29/03: > BJS completed IOG and emailed to DSC for her input. > BJS made attachments as able. > MPB, please call Derina Brodie at the Hyatt University Village in Chicago to check rates and availability for this group. We will also need breakfast on Friday & Saturday mornings at the hotel. If she does not have clock available and at a reasonable rate, please advise and we will look elsewhere. Regardless of hotel choice, once selected, we need to add breakfast the hotel as Meal Attachments. See me for more info once we have settled on the hotel. Thanks! __X__ MPB __X__ 10/7/03: > BJS sent follow-up email. Did you receive IOG and should we proceed. Please advise. 10/15/03: > BJS updated IOG based on DSC's conv with Client. > Called Hyatt University Village to see if they had a pool - they do not; more importantly, they have changed hands and are now the Marriott Chicago Downtown - Medical District. > MPB, please follow-up with hotel and secure rooms as well as B-fast arrangements. Add b-fast as a meal attachment each day. (See BJS for additional directions on doing this). Thanks! > BJS updated meal and attraction attachments based on newly revised IOG. > HMS, please review, update and confirm / request contracts, etc. as needed, for this client will probably be ready for a contract as soon as we can get him the package prices. Thanks! __X__ HMS __X__ __X__ MPB __X__ 10/24/03: > BJS completed official PTP and emailed and mailed to Jeff's attention, as well as DSC. > DSC to follow-up first of next week and if necessary, offer suite hotel in western suburbs in order to help with budget. 11/6/03: > BJS prepared Revised Rates using DoubleTree Downers Grove. > BJS emailed Jeff note with Revised Rates and notification that we were going to lose his CSO tickets. > We need some answers - please contact our office today if at all possible. > BJS copied email to DSC and HMS. 11/11/03: > BJS called Jeff, he likes the changes and wants to talk at length tomorrow afternoon around 1PM. I encouraged him to call Debbie at extension 208. 11/12/03: > DSC spoke with Jeff. He did received the revision and is pleased with the new hotel and its effect on the per person rates. > He is ready for contract!!! > MPB, hotel to use is the DoubleTree Guest Suites - Downers Grove, IL - not the Marriott Downtown Chicago Medical District. > HMS & MPB, as this is going to contract, please review, confirm and update all as needed. Contract to mail, if possible, NLT 11/18/03. Thanks! __X__ HMS __X__ __X__ MPB __X__ 12/3/03: > BJS completed Contract Packet, including Deposit INV #3684, $4,650.00 due with K and Music Festivals Application on 12/19/03. Also sent First Payment INV #3685, $8,640.00 due 1/30/04. > MPB, please process per CCIS SOP and mail this afternoon via USPS 2-day mail. > This is a Debbie client. > They need a Sextuple Room List. > They are doing their own transportation, so they need a CCIF. > Notebook also needs to include a partially completed Music Festivals Applicatoin with instructions to return it to your attention at the CCIS office. Be sure to mark out the portion of the application that speaks about the Application Fee and returning it to the Music Festivals office. Thanks! __X__ MPB __X__ 12/11/03: > BJS faxed OK TO PAY for Chicago Symphony Orchestra tickets - due back in our office NLT 3PM on Monday, 12/15/03. 12/15/03: > Per DSC conv with Client, his Principal will not approve trip until next semester. > Jeff is aware that he may lose some stuff and we will have to place order again, when and if we ever get his contract. HMS & MPB, please do what you can to hold onto his arrangements; however, if we lose something - we lose it. __X__ HMS __X__ __X__ MPB __X__ 1/28/04: > Per DSC, dates have to change due to Prom. > Trip has been approved. > New dates = May 13 - 16, 2004. > Wants exactly the same IOG and inclusions. > BJS updated Bible and changed dates on IOG, BUT, made no changes to attachments. > HMS & MPB, please update, review and confirm based on new dates, then BJS will forward a new Contract Packet. Thanks! > BJS called DSC - we need to find a new festival company, for this particular weekend, Music Festivals are not in town. Music Showcase Festivals are in Chicago and working on the same time frame Saturday AM, so we will use this. BJS updated Festival Co. attachment. __X__ MPB __X__ __X__ HMS __X__ 2/3/04: > BJS completed Contract, including Despoit INV #3684, $4,650.00 due with K on 2/13/04 as well as CCIF and MSF Application. Also included First Payment INV #3685, $8,718.00 due 03/1/04. > MPB, please process per CCIS SOP and mail this afternoon via FX SON. > This is a DSC client. > Include Sextuple Room List & Trip Cancellation Insurance info. DSC has already sent him a Music Showcase Festivals Application form. Thanks! __X__ MPB __X__ 2/12/04: > DSC LVM for Client that we needed to know the Status today, for his hotel's DDD is today. 2/12/04: > BJS faxed OK TO PAY re: Hotel Contract to Jeff's attention - due today NLT 4PM. 2/13/04 >MPB spoke with Jeff Therber. He is not sure about the trip at this point and does not want to pay any money yet. Has only 20 kids going and maybe 7 adults. Wants to do a trip but probably not a performance, but is not sure if the board will allow this. If they go, they will have same dates. MPB told him the hotel was cancelled yesterday and we don't know if we can get availability or what rates may be. He says he understood that and he will let us know. 4/8/04: > Rec'd check #8616, $3,000.00 based on $100/participant as he is projecting 30 pax. > BJS told DSC to inform him that we would and could not proceed until we have his FPGF, RL and CCIF in hand. 4/12/04: > Rec'd signed K, as well as FPGF, RL, HIF, CCIF and Music Showcase Festival application. > MPB, before doing anything else, make certain MSF can still accommodate this one concert band for their Chicago Festival on Saturday, 5/15/04. > If so, please proceed as needed with securing hotel rooms, etc., then pass on to HMS so she can see what she can still get. > Total Pax = 29 (21 + 8) > Rms / Pax 1 Sx/ 06 3 Qt/ 15 0 T / 00 4 D / 08 0 S / 00 TOTALS = 8 ROOMS and 29 PAX (21 + 8) > BJS updated Bible and IOG. > As these numbers are now GUARANTEED, please proceed as needed with some caution, for we still have just a total of $3,0000.00 from this group. > BJS will revisit rates and how we will adjust once we know what all we are able to reinstate from initial proposal. Thanks! ____ MPB ____ ____ HMS ____ 4/27/04: > BJS revisted rates after BJS & MPB discussed hotel options. Q, T, D & S rates are unchanged; however, Sx & Qnt Rates are no longer an option. > NO Comps due to group being half the size. > Group will be at the Hilton Garden Inn Oakbrook Terrace (max of 4/rm). > BJS LVM for DSC to call office so we could discuss changes. > Total Pax Remains at 29 (21 + 8) > REVISED Rms / Pax (based on Hilton Garden Inn) 3 Q / 12 3 T / 09 4 D / 08 0 S / 00 TOTALS = 10 ROOMS and 29 PAX (21 + 8) > DSC will need to call client and get Room List, based on the above breakdown, over the phone. 4/27/04: > DSC got revised Room List from client and it is based on the numbers as presented above. > BJS faxed and mailed Final INV #3873, $8,069.00 due: 4/2/04. 5/10/04: > Rec'd check #8664, $8,069.00. > ACCOUNT IS PIF.
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