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Fri May 06, 2016
Trip Name
Lord Botetourt High School Choir-Myrtle Beach, SC-04-10-2014
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Trip Notes
( Print Note )
( E-Mail Corporate )
Lord Botetourt HS (Daleville, VA)to Averett University (Danville, VA) = 100 miles / 2 hrs non-stop. Averett University to Myrtle Beach = 240 miles / 4.5 hrs. non-stop Myrtle Beach to Daleville = 315 miles / 6 hours non-stop 2) Budget - $300-$400 3) Attractions would be a Musical, Concert, Museums 4) No security 5) Bus charte choice is Abbott Trailways 6) This is between two schools: Lord Botetourt & James River HS Choir. 7) He is in class right now - so once I get more info I will put it in the system. 9/11/13: > BJS spoke with CJ about this trip - we are in holding pattern until she has a chance to speak with CD and get additional info / do some serious Qualifying! 9/13/13: > CJ spoke with Director - and then he sent us his itinerary. > BJS sent spces to BMG - asked specifically for the Hilton Myrtle Beach Resort. 9/21/13: > BJS completed IOG based on the Itinerary the Director sent to CJ. > Made a few adjustments from his to mine to travel times. > BJS attached hotel and breakfasts, as well as iPad and GTV. > JM, please send CQRs to the same companies we sent to for Staunton River HS Choir. > JM and HMS, please review IOG and make / update attachments as necessary. I would not necessarily make any reservations at this point, just get correct rates into the system and attached. WonderWorks in Myrtle Beach will need to be added to the system as both an attraction and as a restaurant (for their Combo Meal Deal). > BJS would like to have Cindy do Go To Meeting later this coming week, say Thursday, 9/26/13 . . . > Please advise as soon as info is in so BJS can run rates and then get it to Christi for PTP and Power Point completion - thanks! __x__ JM __9-23-13__ __X__ HMS __9/23/13__ 9/24/13: > BJS sent to CH for PTP Prep. 9/25/13: > CH is doing PP. > CH completed PP. > BJS sent to CJ and she is going to do the GTM - trying to schedule it for tomorrow afternoon. > BJS sent CJ Generic PTP Pack for her to send to CD after meeting. 9/30/13: > CJ met with Joel via GTM. > Dates need to change!!! ARGH!!!!! > New dates are April 10 - 12, 2014. > BJS updated dates on Bible Screen above and on IOG. > BJS did NOT make any other date changes on any of the attachments. > CD is trying to get Averett Univ to comp their lunch, so that would deduct $10 pp across the board. He will advise, but wants us to take it out of revision, so marked it INACTIVE and reduced rates by $10pp on the Bible Screen. > Sunshine is his preferred charter choice. Abbott is the only other company his school system will allow besides Sunshine. > JM, please call Sunshine and Abbott and see if they can do this trip over the new dates. Nothing changes, EXCEPT the dates of course. If Sunshine is available, please ask for a Contract. > BJS contacted the hotela nd CC'd BMG to see if they can accommodate. > We will hold off making any other calls / changes until we know if we actually have the trip! > As soon as hotel and bus are good, CJ is to call Joel and let him know. _x___ JM _10-1-13___ ___X_ HMS _10/4/13___ 10/4/13 > HMS changed all the dates to the updated dates. > BJS sent EM to Cindy - Cindy: 1. Sunshine bus can accommodate the new dates for this group. 2. The Hilton Myrtle Beach Resort has rooms available; however, their per night rate has jumped by $40 per night as they are nearly sold out. 3. We can use a less expensive hotel, but you need to find out if he wants us to go that route. We are in a holding pattern here until we get his decision on how to proceed with the hotel. 10/9/13: > Per CJ, ready for Contract! > He has decided that the Westgate Resort will work and so BJS sent EM to BMG to get the confirmation. > Charter Choice - Sunshine and I believe JM has already requested a K from them. > Since he selected Sunshine and all along their's is a 50-passenger coach, BJS updated the numbers on the Bible Screen, IOG, and Status Schedule to 50 (45 + 5). > BJS will need to revise and review all rates, but the Quad rate is $290. > AS this is going to K, please review and proceed as needed based on the K Version of the IOG. > BJS would like to be able to mail the CN on Friday, 10/11/13 if at all possible. Thanks! _x___ JM _10-9-13___ __X__ HMS _10/11/13___ 10/16/13: > BJS updated rates and completed PTP Contract Version and then completed K Packet. > JM, please process per SOP and mail on Thursday. > K & 1st $ due 11/15/13. __x__ JM __10-17-13__ 10/21/13: > Per CJ, wants to see if it is possible at the same price to replace Friday's dinner at Planet Hollywood with The Giant Crab? > Also wanted to push back 1st Payment due date - BJS gave CJ the usual answer - send K by due date and then $ as soon after as possible. > HMS checked and yes we can change the dinner - there is a $3pp price difference but we decided in the spirit of good "new" customer relations not to pass this along to the client. > BJS asked CJ to make certain he wants to make this change 100% different and explained how he is to mark the K if so desired. > As soon as we hear back from CJ, we will proceed as needed with the change. 10/21/13: > CJ has confirmed, definitely wants to change to The Giant Crab instead of Planet Hollywood. > BJS updated IOG. > HMS, please cancel P H-wood and make reservation for The Giant Crab and update attachments as needed. Thanks! ____ HMS ____ 10/29/13: > rec'd Travel Planner Letter. 11-19-13 >Rec'd signed K and revision on Inclusion Attachment. 11/19/13: > Rec'd checks from both Lord Botetourt and James River. > LB = #6856, $1,300.00 > JR = #5868, $1,600.00. 12.18.13 >CAJ - Sent Joel a holiday card on 12.16.13 12/23/13: > Rec'd check #7017, $2,092.00 from Lord Botetourt HS. This is a portion of the second payment - a separate check is forth coming from James River HS Choir. 01/20/14: > Rec'd check #6030, $2,593.00, from James River HS. > CJ sent Joel an email that we received his payment over the weekend. > In the client's eyes, 2nd Payment has been received. > PLease review and proceed as needed. Thanks! _x___ JM _1-22-14___ __X__ HMS _1/30/14___ 2-6-14 >JM processed Hotel Room List Packet to include the following: 6 Q/24 pax 2 T/6 pax 1 D/2 pax 1 S/1 pax TOTAL 10 Rooms/33 pax __X__BJS _03/05/14_ ____ HMS ____ 03/05/14: > BJS reviewed numbers since they are so far below K minimum of 45. > Comp is now = to 1 (one) > No DVD. > By making these changes, the per person rates can remain unchanged. > CJ, if he would like to add the DVD back in, it will be $280 (and all 28 of the students will receive the DVD) and we will need to have this decision no later than 03/14/14. > CJ, upon Joel's request, you may need to send him an invoice broken down by school. In order to do this, you will need to know exactly which school EACH person on the RL is associated with. We can then charge each school accordingly, including the correct percentage on the bus, etc. > BJS emailed and mailed Final INV #5553, $5,175.00, to be due on 03/19/14 3/5/14 CJ ____3/6/14 = not happy but understands since count was low. 03/17/14: > rec'd check #7326, $2,247.00 from Lord Botetourt. > Balance due is $2,928.00 (apparently from James River). 04/01/14: > Rec'd check #6235, $2,928.00 from James River. > Accoubnt is PIF pending no other changes.
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