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Torrington, CT, CT
Totonto, CT
Townsend, TN
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X, PA
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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 )
10/5/99: > Jim called at Rod's prompting. > Wants trip to MENC National Conference in Washington, with stops en route in Atlanta and possibly the Richmond area. Concerts both evening's with homestays. He'll take care of the Atlanta arrangements, but will use us for the Richmond arrangements. Depending upon schedule once receibed from MENC, may also do a performance in Fairfax County on the 7th. > Needs approx. 15 rooms, all doubles for hotel in the DC area on the nights of 3/7 & 3/8/99. Will c-out early on Thursday 3/9/00 and return directly to Tallahassee. Try Hampton Inn Alexandria, VA. > Group is comprised of almost all graduate students, including some husbands & wives. > No meals required, but if Continental included with hotel, that is great! > BJS completed IOG & Bible. > Already has bus quote from Anette in Tallahassee, burt would like to see how our's compares. Needs quote for both at 47 & a 55; however, he will only use one or the other. Would like to see quotes from another charter company as well. I will print a listing off the internet yellow pages. > Since FSU Choirs PTP is to be completed late this week, I told him we'd see what we could do to have this to him as well. __X__ MPM __X__ 10/7/99: > BJS completed PTP and faxed to Jim. Please note, PTP includes round-trip transportation in the per person package rates. > MWL to process and 2-day USPS complete PTP packet on Friday. __X__ MWL __X__ 10/11/99: > Jim had questions on Vmail: > Distance from Hampton Inn Fairfax City to Kennedy Center. > Was Quad occupancy rate for one night or two? > Charter arrangements - did we get other quotes and who should contract Annett? 10/12/99: > BJS LM 10/12/99: > Jim and I discussed his questions and he will get back to us ASAP. 10/22/99: > Jim would like to see if we can get them in the same hotel as the FSU Choir (Quality Hotel Downtown). He would much prefer that or something in the same area. SMP, please call your contact there today and see if we can get 15 additional double doubles. > Planning Monday stop in Charleston, SC, rather than Richmond, for concert which Jim has arranged with an FSU Alumnus. > On to Washington on Tuesday, for Tuesday & Wednesday nights in Washington, then home on Thursday. > BJS needs to revise IOG due to Charleston change. We better get a requote from Brian at Annett on the coaches just in case. > Jim is ready for Revision & Contract ASAP! __X__ SMP __X__ __X__ MWL __X__ 10/25/99: > Received completed SAMPLE Contract, FPGF, Room List & HIF from Jim! (I guess he was anxious!) > FPGF & Room List show 53 pax & 16 rooms. We were only planning on 45 pax & 15 rooms. MPM, please make certain this increase is not a problem. _X___ MPM __X__ 10/27/99: > BJS completed Revision 1 (with Quality Hotel Downtown) & Contract Notebook. > MWL to process per SOP & mail today USPS 2-day ($3.20). > Official Contract & Deposit due 11/12/99. __X__ MWL __X__ __X__ MPM __X__ 11/14/99: > BJS prepared INV #2487, $3,464.50, Due: 12/6/99, as well as Statement. > MWL, please process per SOP & mail NLT 11/16/99. __X__ MWL __X__ 12/3/99: > Spoke with Cheryl Rodgers. Financial office has some hesitancy paying more than 10 days in advance. I told her we couldn't operate like that. . . She'll see what she can do. 12/3/99: > BJS spoke with Jim Croft > Like the FSU Choir, the University will not allow pre-payment. They can pay 80% 10-days in advance of departure and then balance upon completion. This is a State of Florida regulation and if we want to do business with them, unfortunately, there is no way around it. > I told him we would continue to Invoice per our Contract and payments / deadlines, penalties, etc. would remain official as stated in the contract. > I asked him to please sign and forward contract ASAP. He agreed. > Once contract is received, we will consider this group UNDER CONTRACT & Official, regardless of payment status. __X__ MPM __X__ 12/6/99 > MWL mailed FPGF reminder today. 12/8/99: > BJS spoke with Cheryl Rogers in the Band Office. She wanted final price for trip, I explained that until we had the official Room List, not due unitl 1/5/00, we could not generate the actual final price. I mentioned that we had a sample Room List which Jim had completed and returned on 10/25/99 and we could use that if she was certain there would be no changes. If there were, the final price would change. She said to use it and she understands that the final total will change if room counts / occuoancy type count changes. Based on this conversation, we will consider the FPGF, Room List & Hotel Info Forms rec'd 10/25/99 as official. > BJS reminded her to have Jim sign and fax the official Contract as well. > Total Pax = 53 (basically all adults) Rooms / Pax 10 Q = 40 01 T = 03 05 D = 10 00 S = OO TOTAL = 16 Rooms / 53 Pax. > BJS prepared Final INV# 2520, $6,682.50 Due: 1/20/00 and faxed to Cheryl Rogers. Total currently due = $12,197.00. > MWL, please process per SOP. _X___ MWL __X__ __X__ MPM __X__ 12/10/99: > Jim called, Atlanta concert en route has canceled on him; therefore, he will be shifting the Charleston Concert to Sunday and then would like a concert in Richmond on Monday. I suggested Monacan HS &/or VCU. He was excited. > I told him we would have something to him after the first of the year. > BJS revised IOG. > SMP, once concert schedule is officially set, we will need to get revised charter quote. > Concert in Charleston will be Sunday pm, Go ahead and depart Sunday at 9am. > Jim said to go onto DC after Monday pm Concert in Richmond, but they don't have rooms in DC on Monday pm; therefore, BJS made decision to homestay with Monacan HS Band Boosters. > BJS spoke to Don L. re: Concert & Homestays. He will check school calendar, etc. and get back to us ASAP. > BJS to talk with Terry Austin at MidWest re: possible VCU participation. __X__ SMP __X__ __X__ MPM __X__ 12/22/99 > Recv'd Contract and FPGF today (53 total pax) 2/2/00: > Two additional faculty members, not on Room List, will need hotel for Monday pm in Richmond (2 rms). > Jim & Diana will also need a handicap equipped room for Monday pm in Richmond. > Three rooms total for one night in Richmond. Try the AmeriSuites on Midlothian Turnpike at the intersection of Midlothian Turnpike and the Powhite Parkway. > We will invoice for these as add-ons, at cost. > BJS revised IOG to reflect additionl particulars which Jim has now provided. > Also, an equipment truck will be following the the motor coach and Jim has asked that we please alert charter co. as needed. > BJS faxed revised IOG to Jim's attention. __X__ MPM __X__ 2/15/00: > BJS processed Room List & FPGF received on 2/7/00. > Totoal Pax = 56. 56 will be riding the bus - a good thing it is a 58 passenger! > The Room List shows 52; however, Jim & his wife Diana, as well as two additional faculty members do not appear on the Room List as they will not be staying with the group. We have made reservations for them at the AmeriSuites while in Richmond and they have made their own arrangements and will be staying at the Convention Hotel while in DC, not with the students at the Quality Suites Downtown. > MWL, please make a copy of this Room List and deliver to Don. I am not certain if this is the one he already has or not, regardless, this is now the final and official one! > Quality Suites Downtown - Washington, DC. Rms / Pax 08 Q / 32 04 T / 12 04 D / 08 00 S / 00 TOTALS = 16 Rooms & 52 Pax. > BJS revised Bible and IOG to reflect these guaranteed numbers. > As numbers are now guaranteed & final, please review, confirm and order as needed. Thanks! _X___ MWL __X__ __X__ MPM __X__ __X__ SMP __X__ 2/22/00: > BJS prepared Final Invoice #2618, faxed & mailed to Jim Croft. Total due: $12,434.89. > BJS voided all previous invoices since the final invoice is their total bill and they have not paid any of the other invoices. > MWL, please process per SOP and mark & move previous three invoices as void and put in paid section of invoice book. _X___ MWL __X__ 2/29/00: > BJS completed Final Itinerary & faxed to Jim Croft. > MWL & SMP, please prepare FI Packet and FedEx to Jim's attention, Priority Overnight for a Wednesday am arrival. > We will deliver the cameras to Monacan HS on Monday afternoon. ____ MWL ____ ____ SMP ____ 3/1/00: > BJS spoke with Jim, has not yet opened / found FI which we faxed yesterday, nor the FedEx Packet which arrived this AM. > He is sure all will be fine. He will fax the receipt form and then call if he has any questions. . . 3/1/00: > Rec'd signed Receipt Form from Jim. 3/7/00 > Recv'd check #176010, $12,197.00, Final Payment Invoice #2618, partial payment. > Balance due = $237.89. 3/16/00: > Cheryl Rodgers called from the band office assuming the account had been paid in full. I explained that there was a balance due of $237.89. > BJS faxed copy of Invoice & Statement. She said Jim can write check when he returns on Monday for this amount. > Once rec'd, we will need to fax copy of Invoice showing PIF. 3/21/00 > Recv'd check #941, $237.89, Invoice #2618---PIF!!!!!!!!!! > MWL faxed copy of Invoice showing PIF to Sheryl Rogers.
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