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Toronto, Ontario, CA,
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Received
Final PAX
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Received
Final Room List
Due
Received
Hotel Info Form
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Received
Balance
Due
Received
Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
10/23/07: > BJS completed IOG, then made attachments and ran rates. > HMS has Transportation file for CQRs from James River, Martz & Spirit. > Since HMS is gone for the afternoon, BJS called GMU and made arrangements for Dido Aeneas and also called National Gallery re: Tour and had to LVM. > As soon as we hear from National Gallery, I can complete rates and PTP. 10/23/07: > BJS heard from National Gallery and no charge for therir educational programs. > BJS ran rates and then completed PTP and emailed to DSC. > Debbie is meeting with client on Thursday, so if we can get her the charter rates late Wednesday, this would be helpful. 10/24/07: > BJS gave all three charter quotes to DSC so she'll have them for the meeting tomorrow AM. 11/6/07: > BJS and DSC composed and then emailed response to Katie re: her request for itemized break down of charges. She said she could do it for around $100 + bus herself and couldn't justify why we were @ $199. > BJS sent email - - - Dear Katie: Debbie has forwarded your email to my attention since she does not work with the pricing of individual package inclusions. In looking over your initial cost projections, I see there are some differences which would account for the higher price of the CCIS package. For example, we included a much higher priced ticket to Dido and Aeneas, but pending availability, could easily use the $20 seats, as you had planned. We also included a full hot breakfast at your hotel, and as you are probably aware, hotel breakfasts in large downtown hotels are quite expensive. This is another area in which we could afford some savings to your group by replacing the "over-priced" Hilton Breakfast with either a $5 or $10 Meal Credit and then your group could eat from the eatery of your choice. Another option to lower rates would be to have the group do a boxed dinner on their own and eat on the bus en route. This would eliminate the stop at Old Country Buffet in Fredericksburg on Friday. For lunch at the Hard Rock Cafe Lunch, we could use their most basic menu and this too would create some savings. We have also built in three complimentary packages, and as you can imagine, these also have some effect on the package rates. We could reduce the comps to one, two or none and realize some additional savings. As you can see, we have several options for your group to bring the cost closer to your thinking. Debbie will follow-up with you either late this afternoon or tomorrow to see how you would like to proceed. Do hesitate to contact her in the interim if you have any questions or concerns. I look forward to our work together! > DSC to follow-up either this afternoon or Wednesday. 11/8/07: > Per DSC, here are the changes . . . > $20 seats for the show > Use box dinner provided by students > $10 Meal Creditfor breakfast > Delete 1 comp, so they'll have two total > Charter Choice = Spirit 11/13/07: > BJS updated IOG and then completed PTP Revision 1 and emailed to Katie and DSC. > Savings was $40 per person. > BJS also requested K for 2-47s from Spirit Tours. > BJS emailed with IOG Rev 1 and PPBCC. > We will need to update attachments once we have the go to K. > PP Package Rates on Bible Screen have been updated, but not the attachments. 11/21/07: > BJS completed CN and mailed via USPS 2-day service. > Due with Deposit and all forms 12/14/07. > BJS updated attachments, rates on Bible, etc. as needed based on IOG updated on 11/13/07. > Due to budget restraints, group wants the $20 seats for George Mason University's production of Dido & Aeneas. HMS, please call and request these rather than the more expensive seats we already have on hold. > HMS, as this has gone to K, please review and proceed as needed. Spirit is the charter choice, I called on 11/13 and requested K for 2-47s, not surte if we have it or not. Thanks! __X__ HMS __X__ 12/10/07: > BJS and DSC discussed Katie's email re: deadlines and deposit amounts, etc and came up woth the following DSC email - Katie: GPS usually works with trips whose departure date is 90 or more days out! Due to the fact that your trip is 2 months out, GPS is really not set up to handle this close a departure date. Therefore, I would offer the following: Sign the contract and FAX the signed contract page to Bryan Stevenson at 724-287-5333 by the 14th! This will allow us to confirm all the arrangements for your group. Since you are having difficulty getting money from your students or a commitment from the school on an exact dollar amount, I have spoken with Bryan and we are more than willing to reduce the amount of the deposit to accommodate your group. Let your Principal and Bookkeeper know that a check for 3 or 4 thousand will be acceptable in order to confirm your groups arrangements. This needs to be received in our office no later than December 21, 2007. . We also MUST have your forms by the 21st as well. These may be faxed to Bryan Stevenson at 724-287-5333. This is to include the Hotel Room List, the Final Participant Guarantee Form and the Hotel Information Form. Finally, all other monies due to us will be settled up on the Final Invoice, so don't worry, all will come out in the wash! Please note that Final Invoice will include a credit for all complimentary packages earned. Please let me know if these new relaxed terms meet with your approval. I look forward to hearing from you today regarding the above. 12/10/07: > BJS made slight adjustment to IOG and attachments due to 1:15 pm reservation at the Hard Rock Café rather than 1PM as originally shown. 12/17/07: > Rec'd signed copy of K. 12/19/07: > Rec'd check #33333, $3,000.00 as partial payment toward deposit / first payment. 12/21/07: > BJS mailed fully executed copy of K back to client. > Rec'd correct version of the FPGF, RL & HIF via email. > Total Pax = 31 (26 + 5) > Rms / Pax 5 Q / 20 2 T / 06 2 D / 04 1 S / 01 TOTALS = 10 ROOMS and 31 PAX (26 + 5) > BJS updated Bible and IOG accordingly. > These numbers are less than half the original projected numbers, so we will have to adjust comps, etc. We wil lmake these decisions following the holiday. > HMS, as these numbers are now GUARANTEED and group is UNDER CONTRACT, please review and proceed as needed. > HMS, please release one of the two 47-passenger coaches from Spirit Tours, based on these numbers, they will only require 1-coach. I mailed a deposit for 2-47s, but they need to apply the total deposit all toward the single coach. > Also, we still need to deal with the National Gallery issue since our tour reservation is for Firday afternoon. At least since the group is smaller, they will only need one reservation / tour rather than two. We should take the later one. BJS & HMS will discuss next week, following Christmas so we can have the options prepared for DSC to share with client when they return from holiday. __X__ HMS __X__ 1/2/08: > BJS placed order with CAV for 26 dvds. 1/2/08: > BJS emailed Hotel Policies Sheet to DSC for client signature and asked that it be returned to my attention NLT 01/11/08. 1/3/08: > BJS and HMS discussed options due to National Gallery Tour - it can be Friday at 2pm (willonly need one group due to tour size). > Could leave NLT 11.30am, BJS did up IOG for option so they can still do National Gallery Tour. DSC is sharing with Client for her decision. > Also discussed rates due to lower numbers. Keep 2 comps and deduct 2 $10 Meal Credits and CAV - rates are unchanged OR Delete two comps and rates increase $25pp and all inclusions stay the same. 1/4/08: > Per DSC, client wants Option #1 when it comes to pricing . . . > Delete the two (2) $10 Meal Credits > Deleate CAV > Rates and comps (2) are unchanged. > Needs to get final approval from Head Master for revised IOG which has them leaving earlier on Friday to accommodate the National Agllery Tour. > She excpects to have final answer on IOG NLT Monday. > Rec'd Hotel Student Group Policies sheet from Client. 1/7/08: > Rec'd final OK from client that they are going with the early departure IOG so they can do the National Gallery Tour / Presentation on Friday afternoon at 2PM. > HMS, please call charter company and make certain this is not going to be a problem. Also fax them copy of IOG. We need to get on this to make sure Spirit Tours doesn't try to charge us a change fee! > Also has a student to add, Laura English. > REVISED TOTAL PAX = 32 (27 + 5) > REVISED Rms / Pax 6 Q / 24 1 T / 03 2 D / 04 1 S / 01 REVISED TOTALS = 10 ROOMS and 32 PAX (27 + 5) > BJS updated Bible and IOG accordingly. > CAV is not affected since they decided to drop this since their numbers were so low and they did not want a rate increase. > BJS updated IOG and Bible accordingly. > HMS, please update attachments to match their final IOG (due to the Friday AM departure). > HMS, sicne numbers have changed and are now GUARANTEED, please review and proceed as needed, including GMU (Dildo and Aeneas) increase to 32 total pax. THANKS! __X__ HMS __X__ 1/7/08: > BJS faxed, mailed and emailed Final INV #4580, $4,320.00 due 01/14/08. > BJS adjusted 1st Payment INV in order to make numbers match. 01/11/08: > Rec'd Participant Count Change Form via email; HOWEVER, deadline was 01/07/08. > One adult, Jennifer Lawyer-Brown, cannot go since they are leaving before school is out on Friday, 02/15/08. > BJS alerted DSC to the fact that we now need only 31 tickets to Dido & Aeneas. She has taken care of it with George Mason University. > REVISED TOTAL PAX = 31 (27 + 4) > REVISED RMS / PAX 6 Q / 24 1 T / 03 2 D / 04 0 S / 00 REVISED TOTALS = 9 ROOMS and 31 PAX (27 + 4) > BJS updated Bible and IOG accordingly. > CAV is not effected since they are NOT receiving dvds. > HMS, please review and updated as needed. Thanks! __X__ HMS __X__ 01/14/08: > Rec'd check #33495, $4320.00 - Final INV #4580, PIF. > ACCOUNT IS PIF. > GROSS RECEIPTS = $7,320.00 > May need to make some adjustments due to revised count received 01/11/08. 2/9/08: > BJS completed FI and then FXSON to DSC for delivery on Tuesday. 2/11/08: > BSJ mailed check #6341, $195 for late canceled participant. Kept CCIS portion and returned the rest. It was for a $249 single package. > DSC meeting woth client tomorrow morning (2/12/08). > BJS emailed FI to Robyn at Spirit Tours.
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