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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 )
6/9/03: > APPLICANT #4 > Rec'd Complete Application materials, including $75 Application Fee Check, #1881. > 5D/4N Package checked on Application, but said they would need hotel Tuesday - Saturday nights - making it actually a 6D/5N?, arriving Dallas on Tuesday evening and departing Sunday morning. > Julianne wants CCIS to provide transportation quotes. > It is 16 hrs NS (985 miles). > Finalist Applicant > 63 Pax (60 + 3) > Centerville HS Symphonic Orchestra 8/2003: > BJS spoke with Julianne re: transportation and she said (although I may be mistaken) they wanted to leave early Thursday AM and arrive Dallas Thursday night, with a Sunday AM departure from Dallas for home. This would be a 4D/3N package. The Application was completed by the old director! > 4D/3N PACKAGE > Thursday, Friday and Saturday nights at the hotel. > MWL assigned to Embassy Suites Market Center (BJS adjusted to the correct nights). 9/6/03 (05): > BJS completed and mailed Contract Packet via USPS 2-day mail. Included Application Fee INV #3561, $75.00 - PIF. > K due 9/30/03, along with Deposit, INV #3562, $3,150.00 > First Payment INV, #3563, $7,048.50 - due: 10/31/03. 9/6/03 (05): > BJS mailed PCCF as it was left out of Notebook. 9/9/03: > Julianne cllaed re: additional inclusions. > Want to add HRC lunch and Spaghetti Warehouse Dinner (probably on Saturday) as well as The Science Center and some shopping time at the Galleria. BJS used workshhet and quoted rate of $50pp for these extras. "This is great" that is what she wants. BJS explained that once her group was under contract, we would make the arrangements for these additional inclusions. > She needs us to get her charter quotes (2 coaches) she has no ideas on the charter companies! > BJS told her to expect CN NLT mid-week. She is fine with that. 9/10/03: > BJS faxed PPBCC to Julianne's attention and asked for her decision ASAP. 9/22/03: > Julianne LVM re: is coach rate which I quote per bus? > BJS returned call and LVM, the rates are per ciach rates. 9/26/03: > JulieAnn LVM - has some concerns due to Mr. Mothersbaugh's email. Please call. 9/28/03: (Sunday) > BJS returned JulieAnn's call re: Mr. Mothersbaugh . . . > She was concerned that if there were just 10 orchestras and 8 were finalist, the other 2 would create a festival of 1st and 2nd place only. BJS explained that we were expecting more than the 13 ensembles currently registered; however, we couod not guarantee competition (as stated on our website); however, the educational value of the clinics, etc far outweighed the competition factor. She is fine with that and suggested that we may want to open up the Finalist portion to all orchestras in the event registration levels are too low. BJS thought this was a possibility and would present to Steering Committee when and if we got to that point. > She will probably be doing her ouwn coaches. 9/30/03: > Rec'd very nice "thank you" email from JulieAnn and she also sent it to the other directors. 10/9/03: > BJS called JulieAnn to check on status of Contract, Deposit & Forms - LVM. 10/13/03: > BJS spoke with Julieann - check and Contract went in mail on Friday! 10/20/03: > Rec'd signed contract, GIF and Deposit Check #1905, $3,150.00. INV #3562 - PIF. > BJS updated Bible accordingly. > BJS returned signed copy of contract as well as CCIF for her to complete and return. > BJS sent email alerting her to the fact that the Contract arrived. 12/16/03: > Rec'd FPGF, HIF, & CCIF (needs 2 driver rooms per night - BJS maid this decision as she did not contact her bus co. to see how many they required, so BJS went with the standard one room per driver) > BJS can not porcess until RL is received. 12/19/03: > rec'd RL & T-shirt Order Form, Shirt order and FPGF did not jive with RL, so BJS based all counts on the Room List since it was the latest to arrive. > Total Pax = 72 (60 + 12) > Rms / Pax 12 Qt / 60 00 Q / 00 00 T / 00 06 D / 12 00 S / 00 TOTALS = 18 ROOMS and 72 PAX (60 + 12) > BJS updated Bible, NOF Participant List & Hotel Usage Charts accordingly. > As these numbers are now GUARANTEED, please proceed as needed. Thanks! __X__ AMH __X__ __X__ HMS __X__ __X__ MPB __X__ 12/21/03: > BJS sent email to JulieAnn re: Additional Inclusions - Are we to proceed? 12/29/03: > Rec'd email from JulieAnn - YES, she does want us to take care of the additional inclusions we discussed in September. (Lunch at HRC, Dinner at Spaghetti Warehouse, Admission to The Science Place and Shopping Time at the Galleria). > BJS will pepare IOG and then HMS can make reservations for these additional inclusions the week of 1/12/04. > Contract Addendum will be required as well as additional invoicing. __X__ HMS __X__ 12/29/03: > Rec'd check #1934, $7,048.50 - INV #3563 - PIF. 12/31/03: > BJS mailed Performance Master Schedule packet. > Mailed STATEMENT & Final Payment INV #3721, $9,880.50 due 1/15/04. 1/12/04: > While BJS was away, JulieAnn LVM re: did Final Invoice include rthe additional inclusions? > BJS sent email explaining that it did not and we would prepare and forward Contract Addendum alonf with Add-on Invoice later this week. Due date forthis invoice would be 2/2/04. 1/13/04: > BJS completed IOG and made attachments in system. > Could not include Spaghetti Warehouse as time does not permit, so rather than dinner there, BJS did a $15 Meal Credit for Dinner at eatery of their choice while shopping at The Galleria. > HMS, please update attachments and make reservations, etc. as needed. Thanks! > You do not need to add the hotel b-fasts as attachments, nor do you need to add the Medieval Times, Exhibit Hall, Box Lunch at SMU, or Finalist Awards Ceremony & Concert as attachments - since these are NOF Package inclusions. > Martha, group is planning to depart Dallas on Sunday at 5AM; therefore, they will miss their full b-fast at the hotel. Please call the hotel to see what, if anything, they may be able to offer - possibly a bagel and juice for an "on the go" breakfast which they could pick-up on their way out the door. Thanks! __X__ HMS __X__ __X__ MPB __X__ 1/16/04: > Rec'd Set Up Form and Repertoire Selection Sheet via fax. > BJS called JulieAnn re; her ?s regarding repertoire duration vs. on stage time. Told her she was fine. > Also informed her that the hotel would have a boxed breakfast for them to pick-up on their way out the door Sunday at 5 AM. 1/19/04: > Rec'd check #1938, $9,880.50 - INV #3721, PIF. > BJS needs to do Addendum and INV for Additional Inclusions. 2/2/04: > BJS completed and faxed Agreement Addendum to JulieAnn's attention, including INV #3774, $3,450.00 - due 2/20/04. > Signed Addendum due in our office NLT 3PM, Friday, 2/6/04. 2/20/04: > Rec'd check #1948, $3,450.,00 for add-ons - INV #3774 - PIF. > ACCOUNT IS PIF. 3/1/04: > Completed FI packet and sent FX SON. Also emailed copy of FI. > As FI is now complete, please review, confirm & guarantee as needed. Thanks! ____ MPB ____ ____ HMS ____
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