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OR
Number of
PAX
Youth
Adults
Escorts
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Single
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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 )
2/6/07: > BJS completed IOG and made attachments as able. > BJS faxed CQR and rec'd quote from Venture. > HMS, please update rates with Guide Services of Washington re: Step On Tour and call Baltimore Orioles re: Student Group Ticket Rates & Availability as well as see if this group can apply to sing the Anthem. We have some audtion information in the Oriole's General Information Conversation Log, but I know it is not too recent. Please update as needed. Thanks! __X__ HMS __X__ 2/8/07: > BJS completed PTP and then emailed, faxed and mailed to Client. > Emailed to DSC. > BJS also emailed National Anthem Audition information to Cleint just in case he wants to apply for that opportunity. > DSC to follow-up with client tomorrow (Friday, 2/9/07). 2/13/07: > Per DSC, wants to be home earlier on Sunday, so they will NOT be going to Baltimore. > Would like to include some shopping time at Tysons. > BJS and DSC revised IOG and rates. > DSC is sharing with Client for his input and approval. > DSC has infomred hm that we have the coaches from Venture, for they are the only one we could find with any coaches that weekend. > BJS updated rates on Bible screen. > BJS made no changes to attachments and will not send on to HMS until we have clients final decision. 2/19/07: > Still no answer from Rick on Revision! > BJS faxed and emailed OTP for $400 non-refundable bus deposit - due NLT 11AM on Wed., 02/21/07. 2/21/07: > Rec'd signed OK TO PAY for Charter Coaches from Venture Tours. 2/21/07: > BJS faxed and emailed OK TO PAY for Hotel. > Due: Friday, 2/23/07 (NLT 12pm) > BJS sent another email asking him to call so we know what he is going with! 2/24/07: > Rec'd email from Rick yesterday (Friday) morning and re: wants to consider a 2D / 1N option. Parents don't feel the kids can come up with the $255, so BJS revised IOG based on his request and then ran rates. > Quad drops to $159. > BJS emailed IOG and revised rates to Rick at 7:30 AM, also included outline in body of email since he says he can't open our attachments! > BJS made no changes to attachments or anything on the Bible screen. > Asked him to share with a few of his parents this weekend so we ocould have an answer NLT Monday morning or before. > BJS also reminded him that his charter rates will be reuced and we would request revised quote from Venture once we know which direction he is going to go . . . We shall see! 2/25/07: > Rec'd email from Rick - Bryan, This WORKS!!!! Thank you so much! I' will catch up with you on Monday! Rick 2/26/07: > BJS sent revised charter rate to Rick & DSC. > BJS sent email detailing what needs to be accomplished to make this happen - Rick: I am delighted to hear that this is the route you will go and that it works for your and your group. Since our time is so short, in order to make this happen I need you to do the following: Sign and return the Hotel "OK TO PAY" to my attention this morning via fax (724-287-5333). It was emailed and faxed to your attention at the school on 2/21/07. Go to our website, www.ccistravel.com and from the home page, select the forms tab, then following the on screen directions to download and complete the Final Participant Guarantee Form, Room List & Hotel Information Form. They will be due in our office no later than next Wednesday, March , 2007. Be prepared to make an initial deposit of $50 per person. This payment will also be due on March 7, 2007. Please let Debbie know today if you would like us to make the Agreement between CCIS and your parent booster group rather than CCIS and the school. Many groups have us due this when time is of the essence in order to avoid the delays often caused by school bureaucracy. If this is the case, we will need to know the official name of your booster organization, the contact name (usually the President or Treasurer) & Title, their mailing address and phone number. While you are working on these items, I will fax a copy of the IOG to the bus company so we can get a revised charter rate. I will email the rate to your attention as soon as it is received. I will also begin work on your Group Leader's Handbook. It is for this reason, I must have the answer to #4 above in order to complete the packet. I will be in and out of the office throughout the day today, so I will be in touch via email. Please call Debbie, toll-free (1.877.CCIS-DEB), to let her know if you need anything else or have any questions. 2/27/07: > Per Rick, make K with Kecoughtan HS Choral Boosters and attn: Jerry Mayfield, Tres 631 Nottingham Drive Hampton, VA 23669 757-224-2046 2/28/07: > Rec'd OK to Pay for Hotel via fax. 3/1/07: > BJS completed CN and mailed FX SON to Jerry Mayfield's attention. > BJS faxed to DSC. > BJS emailed Rick to let him know it had been sent. > K and 1st Payment due 3/7/07., 3/7/07: > DSC received email from Rick that they are forced to cancel due to lack of participation from students. > He is aware they have financial responsibilities to CCIS and will make good on them. > BJS is to advise as soon as we have the monies figured out. 3/13/07: > BJS canceled Hotel, Hotel Security and Transportation. > HMS, please review and cancel all as needed. Please advise BJS if there are any monies due to your vendors. Thanks! __X__ HMS ___X__ 3/14/07: > BJS mailed INV #4462, $4,055.86 to Rick's attention. Also faxed to DSC. > Represents 1 night at hotel and non-refundable charter deposit. > Due 4/11/07. 3/22/07: > BJS responded to Rick's acusitory email from 3/19/07 since he did not call on Wednesday as he said he would. > Dear Rick: I am in receipt of your email from earlier this week regarding your canceled trip to Washington. I awaited your call yesterday; however, since you did not call either Debbie or me, I am responding to your email at this time. Quite honestly, I am hurt to think that with our long working relationship with the Kecoughtan HS Choir, you would suggest that we had made no arrangements with our vendors for this years' trip. If I am interpreting your email incorrectly, I apologize, but that is the inference I am reading. Based on our receipt of your OK TO PAYS, we executed contracts on your behalf with both the hotel and charter company. I understand from the charter company that you called to see if we did indeed have a contract or make any payment on your behalf and the lady you spoke with said she had no record of your trip or any payments in her system. I suspect the reason she had nothing in her system, was due to the fact that the trip was canceled and removed from their system by the time you called. We also had a signed agreement with the hotel and have already canceled that as well. The invoice that you received was based on the cancellation terms as required by these contracts; however, based on our relationship with both you and our vendors, we have since been able to reduce the amount of the penalties involved. The $400 deposit to Venture Tours is non-refundable and the one night's hotel accommodations as required by the hotel contract has been reduced and they are now only keeping the $500 advance deposit we already paid. In addition to these non-refundable deposits, I feel it is fare that CCIS receive some remuneration for the amount of time and effort expended your group's behalf. That being said, I will fax a revised Invoice with a total due of $1,500.00. I trust this figure will meet with your approval and as always, we look forward to working with you on next year's trip to Washington. As soon as you have your travel dates secured, please contact Debbie (1-877-CCIS-DEB) so we can get to work. > BJS faxed revised INV #4462, $1,500.00 due 04/11/07. 4/25/07: > BJS spoke with Rick Allison, he was agreeable to the $900 due and then we will build the $600 into next year's trip since he is having to pay it out of his own pocket. 5/2/07: Rec'd email from Rick - - - Hi Bryan, I just wanted to let you know that I put a check in the mail for $900.00 this morning. I wrote a personal check to Kecoughtan and they cut a check to you. Go figure... Have a good day! Rick Allison Kecoughtan High School 5/7/07: > BJS sent email to Rick - - - Rick: Thanks for sending the check - it arrived in this morning's mail. I hope you have had a chance to visit the website regarding Group Payment Service and the Early Sign Bonus Comps. I have attached an updated list on our Added Value Programs. Please call Debbie as soon as you and your new Booster Board are ready to proceed. The sooner we get started, the more comps your group will receive! Talk to you soon, Bryan J. Stevenson 10/10/07: > Per DSC, they have decided not to travel out of state thie year and are just going to do it themselves. > BJS questioned her about the money they still owe us from last year, $600, and Rick told her we were all square. > QUITE CONTRARE MY DEAR! > He still owes us $600 and it was going to be built in to the price of this year's trip so he wouldn't have to pay it out of his own pocket. > BJS will respond to Rick. 10/13/07: > BJS sent email to Rick (playing dumb) - - - Rick: Just a quick note to check in with your regarding your travel plans for Spring 2008. Please give me a call or shoot me an email at your very earliest convenience. Thanks, Bryan J. Stevenson
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