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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 )
12/19/03: > Rec'd via fax, application for FOE 2004 - Orlando 3. > 34 PAX (30 + 4) > 3D/2N Package > Thursday & Friday nights at the hotel. > 2 ensembles, One in Competition and the other Clinic Only (not sure which is which, so BJS sent email requesting clarification on 1/1/04). > Mixed Chorus (22) > Chorale - mixed (10) > Band is also attending from the same school. 1/1/04: > BJS added trip to system. > Still no Aplication Fee Check, so BJS was hesitant and short on time to get Director the Contract prior to his week out of office. > BJS sent email to Director that he would send Contract Notebook upon our receipt of Application Fee(s) and BJS's return to office on 1/12/04. > BJS faxed Application Fee INV #3743, $150.00 due 1/12/04. > BJS added to Status Schedule, Hotel Usage Chart, FOE Participant List and Ensemble List. > Hotel assigned = Homewood Suites Universal Studios > BJS entered deadlines in system. 1/6/04 - AMH received voice mail from Barbara asking her to call at or after 1pm. AMH called Barbara at 1pm. She is "new" to us and is not sure about the clinics. She has two groups and is not sure about performance options and how to group her students. We spoke at length about our philosophy and AMH gave her several ideas as to how to proceed. AMH will call Barbara on Monday at 1pm to find what she has decided re: performance options and groupings for her choirs. 1/12/04 - AMH called Barbara as promised - Two of her "small group" students are not coming. She is still confused regarding groupings. AMH finally helped her understand and decide. She will enter two ensembles for rating only. One is a Mixed Chorus and the other is a Chorale. AMH noted the change on the application form. 1/08/04: > Rec'd Application Fee check #1184, $450.00 ($300.00 to be applied to band). INV #3743 - PIF. 1/20/04: > BJS completd Contract Packet including Deposit INV #3756, $850.00, due with K on 1/30/04. Alos included First Payment INV #3757, $2,738.00 due 2/13/04 along with FPGF, Room List, etc. > MPB, please process per FOE SOP and mail today via FEDEX SON Service. > This is NOT a Debbie client. > Please be certain to include CCIF, FOE Orlando Additional Attraction and Restaurant Information Sheets, as well as our newly created Travel Insurance Sheet and brochure. Thanks! __X__ MPB __X__ 1/31/04: > BJS sent email to Directors asking them to sign and fax Agreement on Monday AM (2/2/04) in order to confirm participation. 2/2/04: > Rec'd signed K via fax as well as GIF. > Still in need of Deposit! 2/3/04: > BJS mailed signed copy of K to Director. 2/12/04: > Ryan called (for both he and the Choir Director) and spoke with BJS, wants to add Wet n Wild Thursday, with Picnic Lunch as well as Dinner at HRC on Friday evening following perfromances. BJS used tentative PMS to work through schedule. > The Choir and Band will be doing the same, per HMS, as they are being billed separately, they need to each have their own set of attachments in the system, etc. > BJS quotes rate of $57pp for these add-ons. > HMS, BJS made the attachments in the system and also generated IOGs now that the tentative PMS has been developed. Please confirm these arrangements as needed, then BJS will prepare Contract Addendum and forward to both Directors. > HMS, the B-fasts, Universal Admission and Universal Meal Voucher for Dinner at FOE Package inclusions, so I did not attach them separately. We will purchase these when we place each weekends mass order. ____ HMS ____ 2/12/04: > BJS updated rates on Bible Screen, an increase of $57 per person. 2/20/04 - AMH emailed Barbara to ask her to send her FPGF, RL, HIF, and Tshirt forms. 2/24/03: > BJS sent pleading email to Barbara re: Forms Due!!! Please fax today!!!! Also mentioned the fact that we need some $$$!!! 2/24/04: > Rec'd Combined RL & FPGF for Band & Choir. Still need HIF. Never rec'd t-shirt order, so all shirts shipped will be XLs from stock. BJS spoke with Ryan and he & Barbara are fine with that. > Combined Total Pax = 147 (131 + 16) > Rms / Pax 21 Qt/ 105 05 Q / 020 02 T / 006 08 D / 016 00 S / 000 COMBINED TOTALS = 36 ROOMS and 147 PAX (131 + 16) > BJS updated IOG & Bible accordingly, as well as Hotel Usage Chart - combined Band & Choir into single line item on that particular chart. > MPB & HMS, as these numbers are now GUARANTEED, please proceed as needed. Thanks! > Remember, these are the combined numbers for Band & Choir, eventhough they are being billed separately. > The choir's portion of this group is actually 16 total pax (15 + 1). __X__ MPB __X__ __X__ HMS __X__ 3/4/04: > Rec'd $15,000.00 check from Band Boosters. BJS applied $3,588.00 towards Choirs outstanding Invoices, leaving $11,412.00 toward Band's account. 3/8/04: > BJS completed, faxed and mailed, INV #3817, $248.00 for final balance due on Choir's accouint and INV #3818, $13,368.00 as balance due on Band's account. > BJS delineated Add-On Package Inclusions on the Invoices. > Total Due on combined account = $13,616.00. 3/23/04: > Rec'd PCCF via fax, as well as Per Sheet for 2 choirs and set up form. > PCCF did not make sense when compared to RL. > BJS called school and LM with Secretary - please call tomorrow AM so we can get this settled. 3/24/04: > Barbara called switch the Clinic to the Chorale, so they will need to perform first. - AMH, please update PMS. > Both groups would like to compete if it is not too late to make this change - if it is, she understands. > BJS told her Dr. Hammel would need to make this decision and get back to her. > Regarding PCCF received yesterday, it is really only one person to delete, Trisha Wood. > Revised Total Pax for Choir = 15 (14 + 1) > BJS updated IOG abd Bible, as well as room usage chart. > MPB, please update Room List accordingly. > BJS faxed and mailed Reivsed Final INV for Choir #3817, $189.00 = balance due on Choir's portion of account. > Band is 131 (116 + 15) > Choir is 15 (14 + 1) > Combined Rockbridge Band & Choir numbers = 146 (130 + 16) ____ AMH ____ (then pass on to MPB) ____ MPB ____ ____ HMS ____
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