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General Trip Information
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Fri May 06, 2016
Trip Name
Jackson Milton High School Band & Choir-Nashville, TN-05-01-2014
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Jackson Milton High School Band and Choir
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OR
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Final Room List
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Hotel Info Form
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Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
North Jackson to Nashville = 540 miles / 9 hrs non-stop 10/08/13 > Met with Derrick Kittle for spring 2013 trip to Nashville > Set on 2 bus loads of grades 8-12 Band and Choir > Not interested in meals on way down and back just while in Nashville > After observing two sample itineraries is interested in the following with a price range of a $400-$500. > COUNTRY MUSIC HALL OF FAME > A SHOW OF SOME KIND > CHECK INTO RIVERBOAT DINNER > AMUSEMENT PARK > Due to age and group no competition or workshops > If within price range would like to leave Thursday nite to allow Friday and Saturday events then > Depart Sunday morning for home. > Needs bus price and student security - he isn't sure he needs the security - thinks they can handle it but I encouraged him to use it so we might give him optional pricing 10/25/13: > BJS completed IOG and made several attachments. > JM, please send CQRs to Lakefront, Barons, Great Day, CSE and Anderson. > JM / HMS, please complete attachments and review / update as needed. > BJS sent IOG to KW and also asked her to schedule GTM for Power POint Presentation either next Thursday or Friday. _x___ JM _10-25-13___ __X__ HMS __X__ 10/29/13+: > BJS emailed CH that ready for PTP. 11/1/13: > BJS and KW met with Derrick via GTM (BJS was in car at Kent State University with Clare). > Extremely pleased - could not believe all that was included for the price and that they were going to stay at a Hyatt Place. > Charter Choice = Lakefront Lines. JM, since this is one of the Spring's busiest weekends and we do not want to lose the coaches, please go ahead and make the necessary reservation / deposit, so long as we can apply it to another client should this trip bot come to fruition. > Not planning on any changes at this point. > BJS sent PTP Pack (11/2/13) and Derrick is going to review and make final decision after sharing with some of his booster folks. > It appears as if this is heading toward the Contract Stage. Kay is going to follow up with Derrick mid-week. ladies, please proceed as you feel necessary with a client who is I would estimate at about a 75% for trip going to happen. Thanks! __x__ JM __11-4-13__ ____ HMS ____ 11/6/13: > Derrick emailed wondering what would happen if student count dropped to 70 - 80. 11/7/13: > BJS replied - Derrick: I have taken a closer look at the numbers and here is what I come up with, I hope this works for you! The rates will remain unchanged; however . . . 1. If 77 – 90 Total Trip Participants, there will be 3 complimentary packages at the double package rate. 2. If 91 – 100 Total Trip Participants, there will be 4 complimentary packages at the double package rate. Rather than changing package rates, I think adjusting the number of comp packages is a better way to do. Let me know what you think – 11/14/13: > Per Derrick - Ready for K. > BJS sent EM with Deadlnes which work extremely well with his suggested dates. Derrick, This is great news! Your numbers look good and as for payment schedule, deadlines, etc., here is what I will include in the Contract, keeping in mind that this is when these items are due in our office: Signed Contract and Deposit: 12/16/13 $100 / person Second Payment: 01/31/14 50% of CCIS Package Balance + 50% of Ground Transportation Forms / Room Lists, etc.: 02/28/14 Final Balance: 03/17/14. > JM and HMS, as this is going to K, please review and proceed as needed. Thanks! __x__ JM _11-15-13___ ____ HMS ____ 11/20/13: > BJS completed Contract files at the Homestead and emailed to JM so she can process and mail. > K and First $ Due: 12/16/13. > As the CN has been mailed, please review and proceed as needed. Thanks! __x__ JM __11-25-13__ ____ HMS ____ 12/11/13: > Derrick called . . . > He is going to have no more than one bus. Right now he has a total of 50 (39 + 11). > BJS and he agreed to base everything going forward on a max of 55. > He is aware that we will need to make some adjustments in attachments, comps, etc., due to smaller group size. This will be done at FPGF stage. he is fine with letting go of all comps first and then removing others, such as CAV dvd, etc., as needed. > JM, please release one of the two coaches from Great Day. > Please review and update all attachments. > BJS updated the IOG. > BJS also alerted the hotel to the smaller group size. __x__ JM __12-12-13__ __x__ HMS _12-12-13___ 12/18/13: > Rec'd Signed K, Travel Planner Letter and check $2215, $5,000.00 for initial Payment. > JM, please process signed K per SOP. > As this is now UNDER CONTRACT and $$$ has been received, please review and proceed as needed. Thanks! _x___ JM __12-19-13__ __X__ HMS _1/3/14___ 02/03/14: > Rec'd check #2223 from Boosters, $10,443.50. 3-3-14 >JM processed Hotel Room List Packet to include: 2 Quin/10 pax 8 Q/32 pax 6 D/12 pax TOTAL 16 ROOMS/54 pax _____BJS_____ _____HMS_____ 03/11/14: > Rec'd PPCF - this is before the final deadline; however, he will be charged for 2 cancellations at 75% of the Quad package rate. 3-11-14 >JM processed REVISED Hotel Room List Packet to include: 1 Qnt/5 pax 9 Q/36 pax 1 T/3 pax 4 D/8 pax TOTAL 15 ROOMS/52 pax (41 + 11) _03/19/14_ BJS _03/19/14_ ____ HMS ____ 03/19/14: > BJS emailed and mailed Final INV #5578, $9,014.00 to Derrick along with Bank Request Form. Made due 03/31/14. > Also sent a second email since numbers are well below K minimums; although, this was not unexpected. Hi Derrick! I just emailed and mailed your group’s Final Invoice for the up-coming trip to Nashville. Per our conversation earlier in the year, when you realized that the trip was going to be just 50 or so participants instead of the 100 we were originally planning on, we made a few changes in order to keep the rates as published. 1. I deleted the Group Travel Video. If you would like to add this back in, please advise ASAP and I can do that – the cost for the Group Travel Video will be $520.00. 2. I reduced the comp packages from three (3) down to two (2). 3. I had to make Saturday’s Dinner at Opry Mills a $10 Meal Credit. I appreciate your understanding and do not hesitate to contact either Kay (234.855.7795) or me if you have any questions or concerns. Sincerely, BJS 03/19/14: > JAF noticed BJS typo on the final inv., so BJS corrected and resent. > Total due = $9,004.00. 04/04/14: > Rec'd check #2228, $9,004.00. > Account is PIF pending no changes.
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