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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 )
11/22/99: > Per DSC's mtg with Client at The Homestead. > Keeping same dates as Chicago trip. > Wants the coaches from Newton, needs two additional quotes - use Tourtime & NCW. (2-55s). Will also need new quote from Newton. > They'll do dinner on their own on Wed. pm. > Need to stop en route for overnight +/- 6 - 7 hours out of Richmond. Try Hampton Inn in Milford, CT (6.5 hrs NS from Richmond & then 3 hrs NS to Boston). > Thursday am, b-fast at hotel and depart by 8am for Boston. > Boston Hotel - try the Sheraton Colonial Hotel & Golf Club where we had Ocean Lakes HS Choir & Tucker HS Orchestra this past Spring. > Include NE Aquarium, Lunch & Shopping at Fanieul Hall Market. > Festival = Music Festivals (DSC to find out how many & type). > Lunch at Dick's Last Resort. > Step-on Tour Guide to include Harvard & MIT. Wants to stop at Harvard Chapel and have informal sing opportunity (she specifically said nothing arranged). > Salem Witch Museum Tour. > Friday pm - Celtics (basketball) or Red Sox Game (baseball). > If no sporting event, they'd like a musical or something - not a symphony on Friday. Since there is basketball, I went ahead and added the Student Mystery Dinner Theatre which we have done in years past. The students really seem to enjoy it and they can do it at our hotel, or somewhere relatively close. Tucker Choir did this in 1998. > JFK Library & Hancock Observatory as time permits. > Budget = $400 - $430 all inclusive. > BJS completed IOG & Bible. > Hope to have PTP to Client by 12/3/99. > MWL, please do new label set. > MPM, please see previous page as well. __X__ SMP _X___ __X__ MWL __X__ __X__ MPM __X__ 11/23/99: > Michelle called this morning letting us know which groups she was taking on the trip: > Girls Show Choir > Mixed Show Choir > Madrigal Singers 12/6/99: > BJS completed PTP. > MWL, please process per SOP and fax copy to DSC. > DSC to p-up original either late today or early tomorrow for presentation to Client on Tuesday. __X__ MWL __X__ 12/7/99: > DSC met with Client. > Add hotel security guard (1) each night from 11pm - 5am. > Delete Hampton Inn Milford Wed, pm. > Depart for Boston Thursday am at 6:30 am. > Will do bag lunch en route. > Want to get to hotel in late afternoon. > Keep Student Dinner Theatre, but start at 8pm (just to be safe) > Move Aquarium to Sat afternoon. > Move JFK to Sat morning. > Cancel HRCafe. > Delete Hancock Observatory > Wants to audition for anthem at Celtics game. > BJS revised IOG & Bible. > BJS faxed revised IOG & rates to Client (& DSC) for her decision. I think she will still need to cut something to get where she wants to be $ wise. > Do no additional work on revision, other than revised Charter Quote from National, until BJS directs you to proceed. > OK to fax Revision ASAP. > Charter choice = National Coach. Quote will need to be revised based on new IOG. SMP, please call and get revision ASAP, prior to lunch time if possible. > BJS to call Michelle with revised charter price prior to working on official PTP revision. __X__ SMP __X__ __X__ MPM __X__ 12/8/99: > Received revised charter quote from NCW. > Savings = approx $400/coach. > BJS prepared & faxed new Bus Cost Charts to Michelle with instructions for her to call with direction on how we are to proceed. Does she need to make additional changes, etc? > BJS spoke with Michelle and alerted her of the same. 12/8/99: > Michelle called. > SMP, please check with Jill at National to see if she has 3-47s available. DO NOT CANCEL THE 2-55s, just see if she has 3-47s. If she does, what would the 47 passenger rate be for the exact same IOG. BJS is then to adise Client for her decision as soon as we have answer from Jill. > Everything else looks great based on revised IOG and rates which BJS faxed yesterday and this am. > We will proceed to contract once we get the bus decision from the Client. __X__ SMP __X__ 12/9/99 > SMP spoke with Sandra at National Coach - they are completely sold out of 47's. 12/9/99: > DSC to inform client re: no 47s and get answer on how to proceed. Is she ready for Contract, etc. 12/9/99: > Michelle is ready for contract, although, she wants to change from Dick's Last Resort (parent complaints) to Hard Rock Café. > BJS revisd IOG. > As this is going to contract, hope to mail prior to my departure on 12/14, if at all possible. Please review and confirm as needed. __X__ MWL __X__ __X__ SMP __X__ __X__ MPM __X__ 12/13/99: > BJS completed Contract Packet. > MWL, please process & mail per SOP on Tuesday, including festival info as needed. Don't forget to fax DSC copy of Deadline Schedule (per new SOP). ALSO, fax her a complete copy of the revised PTP (Revision 1). > Contract & Deposit / First Payment due: 1/7/00. > As this has gone to contract, please review and confirm as needed. Thanks! __X__ MWL __X__ __X__ SMP __X__ __X__ MPM __X__ 1/4/00 > MWL mailed FPGF Reminder Letter today. 1/7/00 > MWL LM on machine for Michelle re: videotape of Nat'l Anthem performance. > Michelle called back and said no problem, will get it to us by the end of next week. 1/13/00: > BJS received email from Michelle. > Contract, Check, Festival Appl. & Celtic's video all were mailed Priority Mail this AM. > Looks like she will definitely have 110 total pax. > Would like us to get two (2) extra tickets for the Celtic's game for family members who will be flying to Boston. MPM, can we do this? I responded to client that I didn't think it would be a problem & I would keep her posted. __X__ MWL __X__ __X__ MPM __X__ 1/19/00 > Recv'd Festival Appl., Contract, Hotel Information Form, and Deposit check#47468, $7,200.00. > As this is now UNDER CONTRACT, including $$$, please review and confirm as needed. __X__ MWL __X__ __X__ SMP __X__ ____ MPM ____ 1/26/00 > Got official word from Boston Celtics that Midlo Choir had been accepted to sing the Natinal Anthem. YEAH!!! > MWL spoke with Voltaire re: next step. > Voltaire said he needed payment ASAP to "lock in" Natn'l Anthem. > MWL called Michelle to ask how many tickets to buy---114. > Very excited and understands the need for a number now. > MWL/SMP to call and give final number and order tickets. > MWL ordered 114 tix from Voltaire via AmEx and locked in Anthem. Yeah! 1/31/00 > Faxed FPGF Reminder today. 2/9/00: > BJS LM - we need your Room List! > Recv'd FPGF and Rooming List via fax today, rec'd Hotel Info Form on 1/19. > Total Pax = 96 (72 + 24) > Rms / Pax 15 Q / 60 04 T / 12 12 D / 24 00 S / 00 TOTALS = 31 Rooms & 96 Pax. > BJS revised IOG & Bible based on these guaranteed numbers. > As numbers are now guaranteed, please review, confirm & order as needed. Thanks! ____ MWL ____ ____ SMP ____ ____ MPM ____ 2/10/00 > MWL spoke with Michelle. > She needed to add one more girl to her trip. (She had the mom on the list but forgot to add the actual student that was going!) > MWL made changes on actual Rooming List. __X___BJS__X___ _____MPM_____ (see notes on previous page) _____SMP_____ (see notes on previous page) 2/11/00: > BJS received email from Michelle Needs to make some additional room list changes. > Total Pax = 98 (74 + 24) These numbers include the changes MWL made on 2/10. Rms / Pax 17 Q / 68 02 T / 06 12 D / 24 00 S / 00 TOTALS = 31 Rooms & 98 Pax. > BJS revised Bible & IOG based on these newly guaranteed numbers. > As numbers are guaranteed, please review, confirm and order as needed. Thanks! _X___ MWL __X__ ____ SMP ____ ____ MPM ____ 2/15/00 > BJS received email from Client re: risers fitting under the coaches. 4' x 8' x 3". > SMP spoke with Jill at National Coach > With the doors closed the doors are 47in by 96in, so unless they want to slant them they will not fit. So, then they would have no room for their luggage. 2/15/00: > BJS LM (@ 8pm) for Michelle re: bus under carriage demensions. 47" x 96"; therefore, I don't think it will work. Call if any questions. 2/21/00: > BJS prepared, faxed & mailed Statement & INV #2614, $37,170.00 Due: 2/21/00. > MWL, please process per SOP. _X___ MWL __X__ 2/22/00 > MWL spoke with Amy from Music Festivals. > They have risers for Michelle to use w/o cost. > Also, need to switch IOG for the performances 8:00am-10:00am. (instead of 1:30pm-5:30pm) > Got the OK from BJS. > MWL called and LM for Michelle about the resolved riser issue. _____BJS_____ 2/25/00 > Recv'd check #47567, $37,170.00---Final Payment invoice #2614---PIF. 3/8/00: > Michelle faxed note requesting Final Itinerary by 3/16 or 17. > BJS called & LM, we have it on our schedule for completion NLT 3/21. UnfortunateIy, I cannot promise anything earlier than that. 3/23/00: > BJS completed Final Itinerary, faxed and emailed copy to client. > Please process per SOP. Complete packet to be pciked up by DSC on Monday, 3/27 for delivery to Client. > Please forward to all involved vendors, etc. as needed. Thanks! ____ MWL ____ ____ MPM ____ ____ SMP ____
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