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Hotel Info Form
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Trip Notes
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9/8/04: > DSC met with client ever so briefly on 9/2/04 > Corbin is a first year teacher and will be going to NYC with the Orchestra, the Orchestra Director's name is Chris Bridge > North American Music Festival - $99 -s/$51 - a - Awards at Medieval Times > B'way show > Empire State Bldg. > Circle Line Tour > Shopping > Radio City Music Hall Tour > Budget $500 - All Inclusive > Get Bus quotes - No particular company > Need PTP ASAP!!!! _X_BJS 09/13/04 9/13/04: > 360 Miles / 7.5 hrs non-stop. > MPB, please check with Embassy Suites Meadowlands for this group. > They will need approx. 25 - 26 DD suites > Arriving on Thursday, March 17 - 3 nights > Departing on Sunday, March 20, 2005. > If it is Sold Out, try the Sheraton Meadowlands. > Please make notes in TPMS. I have attached the Embassy Suites Meadowlands to this particular client since this is my first choice of properties. > Also, call NAMF to get their specs for their NY festival this particular weekend. > When and where will choirs and orchestras perform, incluidng address as well as their Medieval Times specs. Thanks! __X__ MPB __9/14__ 9/13/04: > BJS began basic layout of IOG. > Adjusted departure time to 6:30 AM rather than 7AM - this extra 30 minutes will help them get into their hotel and then into Manhattan for Dinner before the B-way show. > They will also arrive at the school Sunday by 6PM, so there is no need for a dinner stoip en route. > BJS made changes on Bible. 9/18/04: > BJS completed IOG and then faxed to 5 charter companies. > BJS made attachments in system and then generated quote. > BJS entered rates in system and will complete PTP once charter quotes are received. > As these are new clients (new teachers at least), DSC should probably deliver this one in person to make certain they understand what we do and so it doesn't get tossed aside based on price. > BJS emailed thse notes and IOG with Rates to DSC. 9/23/04: > Per DSC, PTP mtg schedule with Client for Wednesday, 9/29/04. 9/28/04: > BJS completed PTP and MPB is processing for DSC to p-up this evening and deliver to Client tomorrow., 10/5/04: > Per DSC, new dates have been determined, they are April 14 - 17, 2005. > MPB, please check with Prime Suites for availability over these new dates. I made no changes to the hotel attachment - you can do that once you have spoken with them. FYI, group is considering coming home Saturday night rather than staying over Saturday night, but have not yet made a final decission here, so go ahead and ask for three nights (Thursday, Friday & Saturday nights). > Festival company has to change - it was NAMF and will now be Festivals of Music. BJS updated the festival attachment. MPB called for FO rates = $95 per student and $?? For Adults. > BJS will revise IOG and other attachments once we have the hotel confirmed. > Festival rate $40 per adult/$95 per student. > Hotel confirmed date change and is sending amended contract. __X__ MPB __10/05__ 10/7/04: > Per DSC conv with Client - > Show choices = 1.Wicked, 2. Hairspray, 3. Phantom, 4. Stomp! > They will come home Saturday through the nioght followingn their last activity. > Awards Ceremony and Dinner at Medieval Times are actually at Lunch Time on Saturday, so BJS revised IOG and attachments as needed. > BJS revised rates and updated Bible. > MPB, per DSC, do not cancel the third night (Saturday) at the hotel until the clienbt gives us the Go To Contract on the current 2-night version. > BJS faxed Revised IOG to Eddies for re-quote and since the dates are now in April rather than March. > Once revised Quote is received from Eddies, BJS will prepare a full blown PTP revision. __X__ MPB __X__ 10/11/04: > Rtec'd revised charter quote from Eddies. > BJS completed PTP Revision 1 and emailed to Client, DSC and MPB. > DSC to follow-up on Tuesday. We will hold off on preparing a hard copy of the Revision unitl we hear that they are ready for the K. 10/12/04: > Per DSC, group wants 2-55s from Eddies. > Go to K - DSC will deliver on Monday along with Norfolk Christian HS 9th Grade. > Base on 110 Total Pax (93 + 17). > BJS updated numbers on Bible screen and IOG accordingly. > MPB, please check with hotel due to the larger than originally planned group size. Thanks! > BJS to complete K NLT 10/14/04. __X__ MPB __10/12__ 10/15/04: > MPB, DSC has now confirmed that the group will only be two nights at the hotel, Thursday & Friday nights. They will check out on Saturday AM. Please update the hotel attachment and advise the hotel as needed. Thanks! __X__ MPB __10/15__ 10/15/04: > BJS completed Contract, including Deposit INV #3914, $11,000.00 due with K on 11/2/04 as well as 50% INV #3915, $22,588.50 due 1/14/05. > MPB, please process per CCIS SOP this afternoon as DSC will pick-up sometime this weekend. > This is a Debbie Client. > Room List = QUINT > No need for Broadway Show Selection Form, for we already have their show choices. > Include partially completed Festivals of Music Application with directions to return to you ASAP. We had an application in their PTP, but it was for NAMF and the festival company has changed since then. > NO need for CCIF for we are doing their transportation. > Thanks! __X__ MPB __10/15__ 11/24/04: > Rec'd marked copy of K via fax. > BJS initialed and signed then returned to Corbnins attention via fax. 12/10/04: > Rec'd check #22740, $11,000.00 Deposit INV #3914 - PIF. 12/16/04: > At DSC's request, BJHS faxed her a copy of check so she can fax on to Cleint as a receipt. BNJS also made note of corrct address and asked that they update it in their system. They were still using the Richardson Road address. 1/11/05: > BJS faxed 50% Payment INV # 3915, $22,588.50 and Statement showing balance currently due. > MPB & HMS, as this group is now Under Contract and Deposit has been pai, please proceed as needed. > Thanks! ____ MPB ____ ____ HMS ____ 1/14/05: > BJS faxed OK to Pay for Phantom of the Opera tickets. Payment is due 01/28/05; however, clients FPGF & RL are not due until 02/11/05. > Due back to CCIS NLT 3PM on Tuesday, 01/25/05. ____ HMS ____ 2/21/05: > BJS faxed charter quote info to DSC so she can share it with the group. United National will hold the two 49-passenger coaches until 2PM tomorrow. We need the group's decision on charters as well as RL, FPGF, HIF, etc. 2/21/05: > Per DSC, they want the coaches from United National Tours. > She also said that she had faxed RL last week; however, we have not rec'd it. 2/22/05: > BJS called and spoke with Corbin - she faxed and BJS rec'd Room List, FPGF & HIF. > Total Pax = 75 (69 + 6) > Rms / Pax 13 Qt/ 65 01 Q / 04 00 T / 00 03 D / 06 00 S / 00 TOTALS = 17 ROOMS and 75 PAX (69 + 6) > BJS updated Bible and IOG accordingly. > As these numbers are now GUARANTEED, please review and proceed as needed. Thanks! > These numbers are significantly lower than PTP was based on. BJS will need to review figures and determine what adjustments will be required in regards to per person package rates. ____ HMS ____ __X__ MPB __2/23__ 2/23/05: > BJS faxed FPGF, RL & HIF to MPB. 2/23/05: > BJS reviewed rates and made the following adjustments, then shared with DSC so she can pass along to client. > By making these changes we do NOT have to change her per person package rates. > Change number of comps from three (3) down to two (2). > Deleted Radio City Music Hall Tour (is is not available anyway) and filled this time frame with shopping in Times Square. > Deleted the CCIS souvenir. > Added Times Square Group Photo Friday night after Empire State Building. > BJS revised IOG and attachments accordingly. > HMS, please review and proceed as needed. Thanks! __X__ HMS __X__ 2/25/05: > Per DSC, spoke with client and they are fine with the IOG as presented on 2/24/05. > Hairspray is Thursday night. > Empire State Friday at 4:30pm > Suzie's Friday at 6.30pm > Times Square Group Photo at 8.30pm. > Saturday morning, rather than Radio City - since it is sold out, they will have time to explore Central Park & 5th Avenue. > BJS updated attractions as needed. > Please review and make certain all is in order - Thanks! __X__ HMS __X__ ____ MPB ____ 2/25/05: > BJS faxed , then mailed Final INV #4003, $7,128.50 due 02/28/05 as well as STATEMENT showing total due on account as $29,588.50. 2/28/05: > BJS updated IOG due to Macys / Circle Line Cruise Flip-flop. > BJS emailed updated IOG to DSC. > HMS updated attachments accordingly. 3/7/05: > MPB rec'd check #23149, $22,588.50 and deposited to WCMA account - INV #3915 - PIF. > Balance due on account = $7,128.50. > BJS mailed statement showing balance due. 4/4/05: > DSC created revised RL based on what the PrimeSuites can offer as far tas the room block is concerned. (20 total suites, 4 DD Suites and 16 King Suites). > BJS faxed to MPB and she will forward on to the hotel. > DSC is faxing to client with explanation . . . 4/4/05: > Rec'd email confirming fact they they are now doing their own transportation. > BJS alerted Charter Company and cancelled contract. 4/4/05: > Debbie received aniother email from Audrey stating that we had changed prices and made a mistake; therefore, they were due a larger refund than we we offering. > BJS responded to Aurdey via email (copy in file). We have never changed her rates - period. 4/7/05: > BJS emailed FI to Corbin's attention. Email was returned so BJS alerted DSC to fax it to her attention ASAP. 4/7/05: > BJS sent FI packet, incuding CCIS Back Pack, to Audrey's attention via FX 2-day. 4/11/05: > Packet was delivered and received at the school. 4/12/05: > BJS sent email reminder to Audrey to sign and return receipt form. 4/13/05: > Rec'd receipt form via fax.
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