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Mon Apr 23, 2012
Trip Name
Kettle Run High School Choir-New York, NY-03-31-2012
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Kettle Run High School Choir
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Toronto, ON, CANADA,
Toronto, ON, Canada, CO
Toronto, Ontario, CA
Toronto, Ontario, CN
Toronto, Ontario, CA,
Torrington, CT, CT
Totonto, CT
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Washington, MD
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Washington DC, DC
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Washington, D.C., DC
Washington, DC, DC
Washington, DC, MD
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X, PA
York, 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 )
275 Miles = 5 hrs non-stop, but better to allow 6 hrs non-stop with traffic. 4/5/11: > BJS sent specs to BMG. 4/7/11: > Rec'd options from Ninnfer and selected Crowne Paza Meadowlands. 4/10/11: > BJS completed IOG and then faxed CQRs. > BJS made attachments in system, then ran rates and completed PTP for DSC's meeting tomorrow afternoon. > BJS emailed PTP Packto DSC, as well as WAH & JAF. > BJS emailed quote to JAF & WAH. 8/30/11: > BJS and DSC revised IOG as she has to try to keep the trip at $500 or less due to the Principal at Fauquier. > BJS was able to get it down $220 per person, so the new Q rate is $459 + Bus. > BJS is projecting coach to be $80 - $100 per person; however, we will not get revised quotes until the Director has the OK to proceed from her administrators. > BJS updated Bible screen, but no attachments - will await further updates from DSC (she has the new IOG and rates) and whether or not the Director thinks she (or her Principal more importantly) can work with this plan. ____ HMS ____ 9/1/11: > Per DSC conv with Client, loves the revision and needs us to proceed with the IOG we prepared yesterday and GO TO CONTRACT!!! > Charter choice is Atlantic Coast and BJS rec'd revised quote and sent PPBCC to DSC. > HMS, as we need to complete a revised PTP for this group, as well as their Contract, please reviewe IOG and update attachments, etc. as needed. Thanks! ____ HMS ____ 9/23/11: > Rec'd Travel Planner Letter. 10-10-11 >JM EM 5 PPBBCs to DSC. 10/11/11: > Per DSC, Charter Choice = Haymarket Transportation. 10/31/11: > Rec'd check #21785, $2,700.00 toward First Payment INV (from Fauquier HS). 11/7/11: > BJS sent EM to DSC re: Charter Co . . . Debbie: When Jude asked for the Contract from Haymarket, they have already added a Fuel Surcharge of 15% and they now want us to pay for the Driver Room. That being said, they are no longer the least expensive. Please review the PPBCCs in the system and you will see where Stage Coach appears to be the best deal at this time. As you know, I hate working with companies that we don’t usually work with, for they always seem to slide something new in on you, or a large fuel surcharge, etc. There is a reason we have never heard of most of the companies on the Fauquier Co List . . . imagine that! Please get her decision and we will proceed as directed. 11/7/11: > Per the client - please go with Stage Coach. Thanks! > BJS slerted Jude and Jude has requested K from Stage Coach. 11/8/11: > Rec'd check #3134, $2,000.00 from Kettle Run HS. > BJS scanned and em'd to JAF & DSC. 12/15/11: > Rec'd check #3237, $4,370.00 from Kettle Run HS . . . 12/16/11: > Rec'd check #21882, $5,520.00 from Fauquier HS . . . 01/12/12: > rec'd Form Set. 01/31/12: > BJS shipped iPod Touch to Joan via FedEx ground. 02/06/12: . rec'd EM from Joan wondering what to do if a student has to drop. > BJS replied - Since individual cancellations, at this point, will be charged 75% of their package rate, I would try to find someone to replace them. If you are unable to do that, you will need to complete and submit a Participant Count Change Form. Only submit that form if you are unable to find a replacement and if that is the case, the form must be received before 5:00PM on February 13, 2012. 02/07/12: > Per Joan - I will do my best to find a replacement. Please send me the final amount due. I am anxious to collect payments so that no one else decides to drop out! Thank you. 02/07/12: > BJS replied - OK, I was going to wait and see if you found a replacement, but I will go ahead and get it out to you based on the room list as submitted. We will deal with the cancellation , if necessary, when / if I receive a Participant Count Change Form. 02/07/12: > That being said, we are proceeding with 45 total pax as submitted since we have not rec'd a PCCF. > Pax = 45 (33 + 12) > RMS / PAX 6 Q / 24 3 T / 09 6 D / 02 0 S / 00 TOTALS = 15 ROOMS and 45 PAX (33 + 12). > These numbers are within the K minimums, so no changes required. > BJS updated Bible Screen and IOG accordingly. > BJS ordered 33 CAV dvds. > JM, please scan and EM RL to hotel per SOP. > HMS, as these numbers are now GUARANTEED, please review and confirm as needed. Thanks! ____ JM ____ ____ HMS ____ 2/9/12: . BJS mailed adn EMd final inv. 2/13/12: > Rec'd PCCF and they are added to additional students, so the new Total Pax = 47 (35 + 12). > BJS updated Bible screen numbers. > BJS updated IOG. > BJS udated CAV order. > Jude is alerting the hotel to the two additions on the RL. > HMS, as these nukmbers are now confirmed and final, please proceed as needed. Thanks! ____ HMS ____ 2/15/12: > BJS emailed and mailed INV #5208, $918.00 for the two late add participantsd (#46 & 47), due: 02/24/12. > Total due on account = $10,635.00. 3/5/12: > rec'd check #22016 from Fauquier HS, $5,785.00. > Balance due on account = $4,850.00. 3/6/12: > rec'd check #3360 from Kettle Run HS, $4,850.00. > Account is PIF.
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