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Chesterfield County Marketing-Atlanta, GA-03-30-2000
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OR
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Time:
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Time:
Contract
Due
Received
Deposit
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Received
Final PAX
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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 )
9/29/99: > BJS faxed air quote request to Jenny at Khans Travel. 10/1/99: > BJS completed IOG & Bible. > MPM, in order to get a feel for what I have done thus far, please see General Information Conversation Log for the following: Universal Studios Escape, Church Street Station, Sea World, Orange County Convention Center, & Cypress Gardens. > We will need to get Ground Transportation form First Class Coach, once IOG has become more settled. > DSC was to meet with Client on 10/4; however, I have informed her that she will need to postpone until we can get a few more items secured. > Hotel - try Hampton Inn Maingate. The group was there 2 years ago and gave it the highest marks on their evaluation. Also, see if Debbie could do a Marketing Presentation. The Client suggested it and since she represents both the Hampton & Homewood, it might be quite interesting. We could offer $200 for the 1-hour presentation and the Teacher could work with her on specifics. _X___ MPM __X__ 10/1/99: > Per DSC mtg rescheduled to Friday, 10/8 at 12:30 pm. _X___ MPM __X__ 10/8/99: > BJS completed PTP. > DSC meeting with Client this afternoon. > PTP does not contain and ground transportation, as major transportation must be decided prior to getting quotes. 10/8/99: > DSC met with Client and they realize they cannot afford to do Orlando by air and refuse to go anywhere by bus or train! > Are considering a return trip to Atlanta, just like in 1999. > Should have definitive answer early next week. __X__ MPM __X__ 10/20/99: > Per DSC mtg with Tony Martin > Destination is now Atlanta, please cancel all Orlando as needed. (we may want to hold on to some rooms at the Hampton Inn Maingate for other Clients - just a thought!) > Group wants to fly out of RIC. Realizes group will probably be split into two groups. > Total pax = 155 (140 + 15) needs the 15 to be comps. > Hotel = Holiday Inn Select Perimeter (same as last year). Room block = approx. 48 double doubles. > Include CCN Tour & Talk Back Live > MLK Center (if needed to fill time) > HRCafe w/ Seminar like last year > USA Today Offices in Atlanta? Tour / Seminar possibility??? > Coca Cola Seminar at Headquarters (our contact at World of Coke said headquarters could do a seminar?) > Include World of Coke tour also. > Sporting event with Marketing Presentation. Use Hawks and Dexter Santos if a Basketball game. > Shopping Time > Budget = $500- $600 all inclusive. > Musical if touring production in town. > Will need ground transportation as well once in Atlanta. > Bahama Breeze Restaurant include for meal & possible seminar. > BJS to complete IOG & Bible. > BJS to fax air quote request to Kris Norder at Whitte. > Hope to have PTP by 11/10. __X__ SMP __X__ 11/9/99: > BJS completed IOGs for Group 1 & 2. Both have same inclusions, but in some cases at different times. > I believe DSC is to meet with Client on 11/15/99. > Hotel = try Holiday Inn Perimeter, where they stayed last year, please note, on Sunday AM, only Gp 1 will be having b-fast at the hotel. > Ground transportation will be required in Atlanta. I have prepared IOGs with this in mind. Due to the size of the groups, both groups will need to coaches (2-47s/group). Go ahead and call who we used last year - I guess we should go ahead and pay the balance on that bill! > "Someone" at Coca-Cola told them that if we contacted the corp. headquarters, we should be able to arrange a marketing presentation of some sort. If push comes to shove, this is the type of thing we can work on later. I can list it on the PTP as pending final confirmation. > Many of the presentations and meals are the same as last Spring. __X__ MPM __X__ 11/16/99: > BJS completed PTP. > MWL processed. > DSC delivered to Tony Martin this afternnon. > DSC to inform Tony that we will need $75 per person, NLT 11/22 (Monday), in order to secure airline tickets. 11/16/99: > DSC met with Tony. > Quite pleased with CCIS package, but - Delete Phipps Plaza and only two hours at Lenox, add visit to MLK Center prior to shopping. > Will not be able to have air deposit by 11/22 as requested. DSC has LM for Tony to call with an idea of when they will have it. MPM, please contact Kris Witte and she what, if anything, she might be able to do as far as an extension goes on the deadline. DSC to advise as to possible date. __X__ MPM __X__ 11/22/99: > DSC LM for Tony that seats can be held until 11/29 with a $40 deposit, fully refundable until 12/31/99. 11/22/99: > DSC spoke with Tony. Does not feel as if they can have the $40 by 11/29. > He even said that now they may not be traveling as a Countywide group. It may end up being individual schools! > We are in a holding pattern on this one! We will have additional info on how to proceed following Thanksgiving. __X__ MPM __X__ 11/30/99: > Tony spoke with DSC. > Announcing trip to students on 12/1/99. > Will ask for $100 non-refundable deposit by 12/8/99. > All participating schools will provide Tony with numbers on the afternoon of 12/8/99 and then Tony will call DSC. > Initial individual student checks will be made payable to CCIS (ARGH!!!), in order to expidite payment to CCIS without school procedures causing a delay. DSC to inform Tony that the returned check fee = $25/check and will billed on group's invoice, if necessary. > Total budget can be no more than $675.00 per student. > DSC to inform Tony that 155 is absolute maximum number of pax. > MPM, please resubmit ticket order with Kris Norder and let her know that we should have deposit $ from group by 12/10 and could have to her by 12/13. Please apologize to her for the pain in the assness of this group! __X__ MPM __X__ 12/9/99: > Per Tony. > Group has received confirmations from 71 total pax, 7 of which need to be teacher comps at the double occupancy rate. (basically a Manchester / Clover Hill trip) > Need revision by 12/10 with new air rates. Maybe Kris can do this quicker since the group is 50% of its original size. __X__ MPM __X__ 12/10/99: > BJS completed Revision 1 and Faxed to both Tony & DSC. > Directed Client to call DSC when ready for Contract and to make Deposit arrangements. > Told Client we would need to make deposit to Delta, and others, prior to 12/17. __X__ MPM __X__ 12/10/99: > Per DSC, ready for Contract. > He is mailing check(s) for $6,300.00 NLT than 12/13. > As this is going to contract, please review and confirm as needed. Please Note: Group is now just 71 total pax (basically just Group 1). Please confirm accordingly. > BJS planning to mail Contract NLT 12/14/99. __X__ SMP __X__ __X__ MPM __X__ 12/13/99: > BJS completed Contract Packet. > MWL, please process per SOP and fax Deadline Schedule to DSC. > DSC WILL BE HERE SOMETIME TUESDAY MORNING TO PICK-UP THIS C.N. AND THE MIDLOTHIAN CHOIR C.N. (Ignore my note in their file to mail). She will be delivering them on Tuesday. > Contract & deposit due: 12/17/99. > MPM, please get additional deadline specifics from Kris Norder re the airlines and then review our deadlines on the clients Deadline Schedule. If ours will not work, please advise DSC and she can get information to Client as needed. > As this has gone to contract, please review and confirm as needed. Thanks! __X__ MWL __X__ __X__ SMP __X__ __X__ MPM __X__ 12/17/99: > Received Signed Contract & Deposit (multiple checks and cash/mo totaling $6,400). > UNDER CONTRACT, Please review and confirm as needed. Thanks! _X__ SMP __X__ __X__ MPM __X__ 12/30/99 > Mailed FPGF Reminder Letter today. 1/4/00: > BJS prepared INV # 2541, $18,384.64 due: 1/14/00. > Also prepared 2-pg Statement. > MWL, please process and mail per SOP. __X__ MWL __X__ 1/6/00: > DSC LM with Tony re: returned Check. 1/10/00: > BJS agreed to write letter to Tony with copy of returned check and invoice for $125.00 (Money Order). 1/12/00: > BJS mailed letter & copy of bounced check to Tony. > Included Inv #2550, $25 (returned check fee). $125.00 due via school check or money order NLT 1/21/00. > MWL, please process INV per SOP. __X__ MWL __X__ 1/14/00 > Recv'd checks (see Financial file), $12,672.00, invoice# 2541, partial. > Balance Due: $5712.64 1/24/00 > MWL mailed copies of SCHOOL checks to Tony. 1/27/00 > MWL faxed FPGF reminder today. 2/2/00: > Per DSC conversation with Tony, he is working on getting together final forms, numbers, etc. He mentioned that there may be 6 or 7 deletions and wanted us to refigure rates, etc. with one less comp as well, 6 - not 7. > BJS & DSC looked at air rates and there appears to be no change. > Per BJS we really can do nothing officially to the rates until we have his guarantees!!!! > MPM called Witte re: possible fuel tax of $20. We will need to advise DSC & client accordingly. > Per MPM, Witte must have the name list by 2/9. I told DSC that the absolute latest from Tony could be 2/7. She is not even going to tell him that! > Per Witte, Delta has elected not to increase the $20 fuel surcharge at this time; however, it can change at any moment. Witte faxed us written info on surcharge & DSC is to share with client. 2/4/00 > Recv'd FPGF, Rooming List (a.k.a. Name List), and Hotel Info Form today via fax. Fax also included Tony's perception of their financial info. > Total Pax = 64 (55 + 11) > Rms / Pax 10 Q / 40 05 T / 15 04 D / 08 01 S / 01 TOTALS = 20 Rooms & 64 Pax. > BJS revised IOG & Bible to reflect these guaranteed numbers. > MWL, please follow-up on the DSC letter sent to Coca-Cola World Headquarters NLT 2/7. > BJS called DSC, I am confused - Does Tony think he is getting 6 or 7 comps???? > As these numbers are now guaranteed, please review, order & confirm as needed. Thanks! __X__ MWL __X__ __X__ SMP _X___ __X__ MPM __X__ 2/4/00: > BJS & DSC revisted numbers & file and have determined that he will get 6 comps, not 7. If he goes to 7, the airfare would change. They were delighted, even kissed DSC, to know that rates would not change! Tony confirmed - 6 comps! 2/7/00 > Recv'd check#24794, $3,157.00 and check#395, $288.00. > Balance Due for this Invioce---$1879.64. 2/9/00: > BJS prepared, faxed & mailed Statement & INV #2594, $15,009.94. Due: 2/14/00. A balance of $2,004.64 remains from previous invoices. Total due on this account = $17,014.58. > MWL, please complete processing per SOP. __X__ MWL __X__ __X__ SMP __X__ (see notes from 2/4) _X___ MPM __X__ (see notes from 2/4) 2/11/00: > Jeff Langford called from LC Bird - ASS HOLE!!! > BJS faxed receipts as requested. 2/18/00: > Received a multitude of checks from various participating schools and individuals totaling $17,360.00. > BJS entered in system on 2/21/00. I believe they may have actually over paid by $345.42. I need to look at it in depth. > MWL, please process checks per SOP. Do not forward anything to Client! This needs to be straightened out before he gets any type of receipt or statement. We must ignore his financial figuring, for they are not official and at a glance, I see some errors in his numbers, etc. __X__ MWL __X__ 2/25/00: > DSC processed a stack of Receipts for every check rec'd from Chesterfield County for this trip. > BJS mailed entire packet of receipts as well as refund check for overpayment in the amount of $345.42. 2/28/00: > Received two additional checks, one from Clover Hill HS ($69) and one from Chesterfield Co. for David Dobbs ($140). > As account is paid in full, BJS returned these checks to Tony Martin's attention at CHHS. He can figure it out!!! 3/15/00: > DSC rec'd call from Joanne Hayden-Miller, Director of Marketing, Atlanta CVB. > She would be happy to do a presentation for the group on Thursday. DSC to try for their offices at 10:30 or 11 AM or at the hotel at 2PM following the USA Today presentation. > DSC to call her back and advise. > We will see! 3/16/00: > Tony called. Is faxing over a name change from Manchester HS. > BJS informed him that there would be a $25 name change fee as well as $43.90 in FedEx charges for a total of $68.90. > He is going to have Manchester write a check directly to us for that amount. > MPM, please make name change with Kris Norder as soon as received. Thanks! __X__ MPM __X__ 3/16/00: > Rec'd name change fax from Tony Martin. > He also included note re: how this change effects the room list. Number of quads, triples, doubles, singles, etc. does not change; however, as the replacement person is a male and the person dropping was a female, the name change may be somewhat important. MPM, I did not make any changes on the room list. If you want to, it is up to you. . . > Please order name change with Kris Witte! Thanks. __X__ MPM __X__ 3/17/00: > Per DSC, appointment has been set with Joanne Hayden-Miller, Director of Marketing of the Atlanta CVB, Thursday at 2PM at the hotel. We will get her a copy of the Final Itinerary as soon as it is finished! __X__ MPM __X__ 3/17/00 > Debbie Lukens called. > They found out that the Atlanta Braves were in town and they want to have a tour of the facility to replace Coke presentation. Please understand that nothing is to be dropped, just want to see if it's possible. 3/19/00: > To whomever took the call from Debbie Lukens - Is this a cruel joke or what??? > At this time a tour of the Atlanta Braves facility is out of the question! No, No, No, and again a thousand times NO!!!!!!!!!!!!!!!!!!! > The Coke Presentation has been replaced with a presentation by the Director of Marketing for the Atlanta Convention & Visitor's Bureau. This will take place at the hotel following the USA Today presentation on Thursday, 3/30, which begins at 1PM. CVB to follow at 2PM. > DSC to inform Tony or Debbie of this when she meets with them to deliver Final Itinerary Packet the week of 3/20/00. IF she feels it necessary, she can call Debbie Lukens or Tony prior to that meeting to inform them. . . > Please remember to include your initials when making conversation log entries. Any questions, see me - Thanks! __X__ MWL __X__ __X__ SMP __X__ __X__ MPM __X__ __X__ DSC __X__ 3/21/00: > BJS completed Final Itinerary. > Please process per SOP. > DSC has final pre-trip meeting scheduled for Wednesday, 3/22 @ 1:00pm. If the airline ticket with the name change hasn't arrived from Witte prior to her pick-up, she can tell Tony that we will mail it to him (USPS 2-day). > Please forward to all involved vendors, etc. as needed. Thanks! ____ MWL ____ ____ SMP ____ ____ MPM ____ 3/23/00 > Recv'd check #25028, $68.90, for Name Change.
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